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HomeMy WebLinkAboutGOVERNMENT CONSULTING PARTNERS, INC. INSURANCE ON FILE A-2024-081 WORK MAY PROCEED UNTIL INSURANCE EXPIRES IDI PI CITY CLERK DATE: JUL O 1 LUiti b'. Pvv A(-o) CONSULTANT AGREEMENT BEWTEEN GOVERNMENT CONSULTING 0,41 Ct,P A"'r- PARTNERS,INC.AND THE CITY OF SANTA ANA THIS AGREEMENT is made and entered into on this 4th day of June, 2024, by and between Government Consulting Partners, Inc., a California corporation ("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("City"). RECITALS A. On April 3, 2024, the City issued Request for Proposal ("RFP") No. 24-051 seeking to retain a consultant having special skill and knowledge in the field of developing cost recovery methodologies and work plans to accurately calculate full costs of service in an effort to capture lost revenue on behalf of the Public Works Agency. B. Consultant submitted a responsive proposal that was selected by the City. Consultant represents that it is able and willing to provide such services described in the Scope of Work that was included in RFP No. 24-051. 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 perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described in the Scope of Work-Exhibit A,attached hereto and incorporated by reference, and as further described in Consultant's Proposal - Exhibit B, attached hereto and incorporated by reference. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in Exhibit B. The total amount to be expended during the term of this Agreement shall not exceed$360,000.00,including all extension periods,and is allocated as follows: 1)a base rate of$327,000.00;and 2)a contingency in the amount of$33,000.00 for additional and as-needed services, to be exercised at City's sole discretion. b. Payment by City shall be made within forty-five(45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City and Consultant agree that all payments due and owing under this Agreement shall be made Page 1 of 9 I through Automated Clearing House(ACH)transfers. Consultant agrees to execute the City's standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Consultant's account(s) with financial institutions. 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. TERM This Agreement shall commence on July 1, 2024 and terminate on June 30,2025, with the option for the City to grant up to two (2), one(1) year extensions, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent Consultant 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 security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 6. INSURANCE Prior to undertaking performance of work under this Agreement,Consultant shall maintain and shall require any subcontractors to obtain and maintain insurance as described below for the Page 2 of 9 entire Term of this Agreement against claims for injuries to persons or damage to property which may arise from or in connection with services,products and materials supplied to City. Total cost of such insurance shall be borne by Consultant. Minimum Scope and Limit of Insurance. • Commercial General Liability (CGL): Insurance Services Office Form CG 00 Olcovering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence and $4,000,000 aggregate. Required policy limits can be met with primary and umbrella/excess insurance policies. • Automobile Liability: Insurance Services Office Form CA 00 01 covering Code 1 (any auto), with limits no less than $1,000,000 combined single limits. In the event Consultant does not maintain commercial automobile liability insurance, City will accept evidence of personal automobile insurance. • Workers'Compensation: as required by the State of California,with Statutory Limits, and Employer's Liability Insurance with limit of no less than$1,000,000 per accident, policy or employee, for bodily injury or disease. Coverage is not required if Consultant has no employees and signs request to waive such insurance. • Professional Liability Insurance: with limits no less than$1,000,000 per occurrence or claim, and$2,000,000 aggregate. • If Consultant maintains broader coverage and/or higher limits than the minimum requirements for each line of coverage shown above,City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City. Other Insurance Provisions. The above required insurance policies are to contain or be endorsed to contain the following provisions: • City, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds,under Consultant's CGL, Professional Liability, and Automobile Liability policies, with respect to any liability arising out of work or operations performed by or on behalf of the Instructor including materials, parts, equipment, and personnel furnished in connection with such work or operations. • Consultant's Insurance company(ies) agrees to waive all rights of subrogation against City, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from work performed by Consultant under this Agreement. • For any claims related to this contract, Consultant's insurance coverage shall be primary and any insurance maintained by City, its City Council, its officers, officials, employees, agents, or volunteers shall not contribute with it. • A severability of interest provision must apply for all the additional insureds, ensuring that Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer's limits of liability. • Insurance policies required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non-renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to Page 3 of 9 City.Ten(10)days prior written notice shall be provided to City for policy cancellation or non-renewal due to non-payment of premium. • Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ma, Attention: (Name of Department Staff Responsible for Agreement), 20 Civic Center Plaza M-XX (Responsible Staff's Department Mail Box), Santa Ana, CA 92701. The name and location of project must be included in the Description of Operations section of each certificate. Self-Insured Retentions. Self-insured retentions must be declared to and approved by the City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations,claim administration,and defense expenses within the retention. Acceptability of Insurers. Insurance is to be placed with insurers authorized to conduct business in the State of California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to City. Verification of Coverage. Consultant shall furnish City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive Consultant's obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Special Risks or Circumstances. City reserves the right to modify these requirements, including limits,based on the nature of the risk,prior experience,insurer,coverage,or other special circumstances. 7. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees,contractors,special counsel, and representatives from liability: (1)for personal injury,damages,just compensation,restitution,judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and(2) from any claim that personal injury, damages,just compensation, restitution,judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages,just compensation,restitution,judicial or equitable relief suffered, or alleged to have been suffered,by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify,hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just Page 4 of 9 compensation, restitution,judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding.Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence,recklessness, or willful misconduct of the Consultant. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark,or copyright infringement,including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents,proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 10. 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. Page 5 of 9 11. 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. 12. NON-DISCRIMINATION 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 affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. 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 teens of this Agreement and any attachments hereto, the terms 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 terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to,the terms and conditions hereof,shall not bind or obligate Consultant or 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 is not embodied herein. 14. ASSIGNMENT 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 Contractors retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event,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 Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case Page 6 of 9 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 which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy.No waiver of any breach, failure or right,or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar,nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. 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. 18. 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. 19. 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 fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: City Clerk City of Santa Ma 20 Civic Center Plaza(M-30) P.O. Box 1988 Santa Ma, CA 92702-1988 Fax: 714- 647-6956 Page 7 of 9 With courtesy copies to: Executive Director, Public Works Agency City of Santa Ana 20 Civic Center Plaza P.O. Box 1988 Santa Ana, California 92702 To Consultant: J. Bradley Wilkes President Government Consulting Partners 5016 Brower Court Granite Bay, California 95746 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 fax, 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. 20. 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. [signatures on following page] Page8of9 • SIGNATURE PAGE FOR CONSULTANT AGREEMENT BEWTEEN GOVERNMENT CONSULTING PARTNERS,INC.AND THE CITY OF SANTA ANA IN WITNESS WHEREOF,the parties hereto have executed this Agreement the date and year first above written. ATTEST CITY OF SANTA ANA i..X?cz4i Jennifer L. 1i = • Alvaro Nunez Acting City Manager APPROVED AS TO FORM CONSULTANT SONIA R. CARVALHO City Attorney By: nathan T. Martinez J. Bradley Wilkes Assistant City Attorney President RECOMMENDED FOR APPROVAL: Nabil Saba Executive Director Public Works Agency Page 9 of 9 EXHIBIT A SCOPE OF WORK 4,1 CITY OF SANTA ANA EXHIBIT I SCOPE OF SERVICES Consultant shall perform services as set forth below. I. Data Collection, Review of Current Fees, Rate Structures, and Cost Analysis a. Participate in a kick-off meeting between consultant and City staff to review objectives of study, agree to methodology, exchange information, timing and schedule for all tasks, and to determine information to be provided by Agency staff. b. Review applicable City documents including but not limited to General Plan, Master Plans, Capital Improvement Program (CIP), current fees, municipal code, and other relevant City documents. c. Evaluate the City's existing services to gain an understanding of the City's operations. d. Meet with staff and conduct interviews as needed to gain an understanding of the City's functions and operations. e. Research cost restrictions by funding agencies, such as Caltrans. f. Review methodology of various user fees levied by the city. g. Research methodologies on existing indirect and administrative costs the City charges internally. II. Billing Hours a. Develop billable hour targets for Public Works Agency staff members in CIP Engineering, Construction and Traffic based on direct and indirect cost calculations. b. Identify all indirect costs associated with staff activities. c. Calculate full cost(direct and indirect) hourly rates for Engineering staff, based on differing program allowances and restrictions. d. Ensure costs are appropriate and applicable to funding agency guidelines, including Caltrans. e. Develop a training and management program to ensure staff are aware of targets and how to correctly and accurately manage timesheets. f. Monitor timesheets on a monthly bases to ensure target hours are being met. III. User Fees a. Determine full costs of both fixed and variable user fees in Public Works. b. Identify alternative methods (if any) of charging fees to ensure efficient and reasonable rates. IV. Findings, Recommendations, Final Reporting and Presentations City of Santa Ana RFP 24-051 Page 16 of 31 CITY OF SANTA ANA a. Prepare draft and final reports to submit to the City containing background information, methodology, findings, and recommendations. b. Meet with Public Works Agency and Finance Department staff to discuss findings and issues. c. Identify and create backup documentation for indirect charges. d. Prepare a comparison between the fees charged by City-selected jurisdictions and the City's proposed fees. Gather the required information to compare total fees that would typically be charged for specific types of projects. e. Develop draft Fee Study: Consultant shall prepare a Draft Fee Study and participate in various presentations to select City staff or other interested parties as deemed necessary by staff. Consultant shall collect and document comments and concerns from staff and incorporate those comments as directed. f. Prepare and deliver a presentation, to the Santa Ana Environmental and Transportation Advisory Commission and the Santa Ana City Council to facilitate understanding of the proposed fees; provide necessary adjustments, if requested. g. Prepare and manage the public comment procedure as required by the Mitigation Fee Act. h. Recommend adjustments to the Municipal Code if necessary. i. If the Consultant feels that additional tasks are warranted, they must be clearly identified in the Consultant's proposal. The City reserves the right to modify the scope of services before the contract is awarded depending on cost and the City's confidence in the selected vendor. City of Santa Ana RFP 24-051 Page 17 of 31 EXHIBIT B CONSULTANT'S PROPOSAL PROPOSAL FOR Public Works Agency Cost Recovery Analysis No. 24-051 SA AT ?' O I ~mil V ORANGE COUNTY SEAT OF Y GOVERNMENT m THE GOLDEN CITY FOUNDED 1869 jF 0 � Offered by: Government Consulting Partners, Inc. (GCP) April 23, 2024 City of Santa Ana, California April 23, 2024 Attn: Rudy Rosas Deputy Public Works Director/City Engineer 20 Civic Center Plaza Santa Ana, CA 92701 Dear Proposal Committee: Government Consulting Partners, Inc. (GCP) is pleased to submit this proposal for a public works agency cost recovery analysis. Every aspect of our proposal revolves around our team. Our team is uniquely suited for this project. It was built for this project. No other team will be like it. "Our team" not only includes the four individuals below, but it also includes the city team who will participate in this effort. Without the dedicated city staff who are enthusiastically jumping in on this project, the effort would fail.We recognize this. Project Team: Ourteam includes: J Bradley Wilkes 40 years of experience-Focused solely on the full cost analysis of local government. Jeff Wakefield 30 years of experience-Focused solely on the full cost analysis of local government with an emphasis on development services. Cindy Sconce 23 years of experience-Focused solely on the full cost analysis of local government with an emphasis on meeting state and federal requirements to recover those costs. Bill Busath 30 years of engineering experience-with state and local government. If our team is selected to partner with city staff on this important project,we look forward to putting our best effort into producing an outstanding study result. Sincerely, J Bradley Wake* J Bradley Wilkes President 5016 Brower Ct Granite Bay, CA 95746 Government Consulting Partners City of Santa AnaPW Proposal 2 nu1ni 1 , TABLE OF CONTENTS SECTION PAGE Cover Letter 2 Executive Summary 4 I. Services Provided 6 2. Agreement Statement 10 3. Firm and Team Experience 11 4. Proposed Work Plan 13 5. Cost Proposal 20 ATTACHMENTS: A Certificate and Proposal Pricing B References C Proposer's Statement D Non-Collusion Affidavit E Non-Lobbying Certification F Non-Discrimination Certification Government Consulting Partners ent City of Santa Ana PW Proposal 3 nnnu Executive Summary Acost recovery study has been a staple for California cities for the past 40 years, and typically, it is at this point in the proposal, we talk about the"art"and the "science" of the study. Because these studies operate in the world of allocation and indirect costs- which by definition are built on estimations-they do not reach a "CPA" level of accounting accuracy.They are more art than science. While this is true,too often consultants use this as an excuse to lower expectation for the study as a whole. In this proposal, GCP is throwing out this disclaimer. We are aiming for perfection, and we are confident we can get it. There are two key reasons for this confidence: First,the strength of our project team and second, our strategy to jump any hurdles and hit the project targets.The targets are very clear and the hurdles to hit those targets are not a mystery. 4 40* Project Team: The targets we need to hit for success, and the ';, potential hurdles in front of us blocking those targets, can all be conquered through teamwork. Our project team includes: Brad Wilkes. Brad has been working exclusively with local governments for the past 40 years. He has built a number of successful consulting firms and has worked his way up from a front- line consultant to the highest levels of management for a number of national firms. Specific to this proposal, he has also participated in at least a dozen cost recovery projects for development-related services for the city of Santa Ana. Jeff Wakefield. Jeff is one of the state's most qualified cost analysts. His 30-year career has been focused on development-related services in city and county government. His comfort zone is in the world of building, planning, traffic, engineering, and all things development. During his career,Jeff has also completed several cost recovery studies for the city of Santa Ana. Cindy Sconce. Cindy's 23-year career has also been focused on cost analysis of local government.While she and Jeff have somewhat parallel interests in the development functions of city government, she is one of only a few consultants in the state that pairs this experience with the second important step of a project like this-the actual experience in navigating the confusing and complex web of state and federal requirements that must be met to obtain reimbursement of many of those costs. Bill Busath. Bill's key role as a team member is a linchpin for the success of our effort. He will view this effort through the lens of a city staff member.Too often, as consultants to government, we make assumptions and plans based on our experience-just assuming these A Government Consulting Partners ,fi. City of Santa Ana PW Proposal 4 I1111111i1 plans and assumptions fit the city we are working with.This fundamental error can be a nagging, sometimes unseen,fatal error. Bill's assignment in this study is to navigate and guide our team through this hurdle. Bill ended his career in local government as the Director of Utilities in the city of Sacramento. He worked his way up from being a front-line Caltrans engineer and junior staff member in Sacramento,to working in the highest levels of city government. He brings an extensive resume to our team. City Staff Members: It would be a huge oversight to minimize the effort and contribution of city staff in this effort. Without their knowledge, determination and enthusiasm, this project will fail.We look forward to working hand in hand with city staff, managers, and directors. of Fixed Fee Project Targets:While the targets for success and the 0 Fee $12 Million hurdles in front of those targets are many,they can be summarized in five key areas: 02 Variable 0 Hourly Rate related services in Santa Ana account for 0 Hourly almost$12 million of cost.This is our main target. The calculation and recovery of those costs.These services Reimbursement employ a number of costing and charging permit fee charging mechanisms.These fees are designed to 0 Long address the unique nature of each permit. Many 0 Long Term services lend themselves to a fixed fee.These services are more often routine in nature, each similar to the next, and the effort by staff members can be estimated fairly accurately.These services are then charged using a fixed fee based on an assumed number of hours. Fees charged on a variable basis-valuation, and square footage- represent several challenges not found when analyzing services charged by fixed fees. The complexity of valuation tables and the estimation of project size represent unique challenges- both positive and negative. The experience of our project team makes sense of this complexity and brings order to what can be a confusing process. A third, very key target in Santa Ana public works, are services that are charged using hourly rates. When done correctly, this is the most accurate method of charging for services. But it is complex-because there are a hundred moving parts-and therefore, a daunting challenge for local governments to harness accurately. Because this is a methodology that many state and federal government reimbursing agencies require, it represents the biggest challenge for local governments to meet. Many give up and forfeit any chance of recovery for these related services. Our project team understands the mechanics of doing these studies-fees based on fixed and variable fees, and the calculation of hourly rates. Notably, what sets our team apart is our experience in obtaining reimbursement of costs through each of these charging mechanisms. It is not our goal, or the city's goal, to employ a consultant year after year to manage this effort. One important aspect of our work is to set a foundation of systems that define repeatable steps that city staff can follow to obtain long term reimbursement of city costs. Government Consulting Partners 121 City of Santa Ana PW Proposal 5 OHM 1 11111 -These are our targets, and the hurdles we need to jump to hit these targets are clear. Our team is confident and ready to go. The remaining sections of our proposal will examine in detail options, ideas, processes, and experiences we have developed over our careers. We are looking forward to combining these experiences with the ideas and experiences of city staff and managers as we explore the best practices found across the country. Services Provided Government Consulting Partners(GCP)is a firm focused on the analysis of the full cost of governmental services. This includes the development of federal 2CFR 200 and full cost allocation plans, indirect cost rates,the full cost of providing user fee and SB 90 claiming services and other related cost and revenue enhancement consulting services.The city's RFP requested the following services: I. Data collection, review of current fees,structure,and cost analysis. Our GCP team has years of experience working in the city.We want to capitalize on this experience,while also, listening to staff and understanding their goals and objective for the project.This experience gives us a head start in every aspect of what is outlined in the RFPs scope of services. However, as we think about the first few weeks of this study,we CC"ce—P "� -. know we will quickly realize we don't know �P Nl < �, everything.We will approach the kickoff ' I C meeting and the interactions of our team € w `*•'°° "°�" ' ` �"2" ` with city staff with this in mind. Using this le G1n7 "°`"e'"` w graphic as an example,we want to listen ;r,W€ - 0000T ' -- - ,, ,7,;; ; Y— —u first,act second.While our GCP team ` �� [—nut certainly has preconceived ideas and *+ °, & . c°^*°'_^+ UCC S . plans,we will not discount the input and �;' ` Nei V \ " \ direction from the city team who have years of `' t '� :. actual real-life experiences with the services the study is focused upon.We will take notes,share ideas,then put all the ideas together and finalize a plan of attack. In parallel with these beginning meetings, in the background, our team members will hit r f the ground running and waste no time learning or asking about what basic data is needed and how to get it.We understand exactly Government Consulting Partners at City of Santa Ma PW Proposal 6 'mini i what data is needed and we can quickly match what is needed with how to find it. Brad and Jeff first began working with Santa Ana in the late 1990s and Brad has been involved with city projects on an annual basis since 2015.We understand the city organizational structure,we feel comfortable communicating with the city's finance and administrative departments, and we know the pluses and minuses of city reports-such as those produced by the Lawson system and the centralized accounting systems.We know the citywide account structure and the budget unit codes of funds, departments,divisions,etc.We feel at home reading technical data and can quickly communicate with city staff using the same"language"as we gather the documents and reports that will be the foundation of our calculations. Since this RFP has gone out, our team has spent hours online reviewing fee structures and noting areas of strength and areas that may be open for improvement.We will not only provide a cost analysis, but we will listen to staff about what is working well and what is not in terms of structure, management, process, etc.We look forward to talking about streamlining fee schedules, discussing pros and cons of valuation-based structures, square footage-based fee structures, and the convenience of fixed fee charges and balancing the accuracy vs.the administrative work required for accurate hourly rate charged fees. The second step of this study is after the costs have been reviewed and calculated-how does the city recover these costs?Cost recovery can be made in a number of ways, including user fee charges,grant funding,state and federal reimbursement(SB 90,Caltrans, etc.)GCP team members have experience guiding city governments through each potential aspect of cost reimbursement.This effort of cost calculation and the corresponding reimbursement of those costs is multidimensional. Each avenue of potential reimbursement has its own requirements. How are indirect costs calculated and are these calculations supported by substantial backup, do they follow the unique guidelines of each reimbursement option? Our project team has prepared hundreds of citywide cost allocation plans(both full cost and federal/state(2 CFR Part 200)cost plans), departmental cost plans and our team has submitted and navigated more calculations to approving authorities than has any other team of four members in the state.This gives us confidence that this section of the study will be successful. II. Billing Hours. The operations and services that public works is responsible for span across fund and department lines. Each operation and service has a profile.This profile-what is done,who is the customer,who does the work, how long does it take,etc.-will drive how the cost is calculated and how it is then charged and reimbursed.This profile also drives the requirements that shape how costs are calculated. For many user fee services the state code provides direction,for example, it is generally accepted by California agencies that user fee charges cannot recover more than reasonable estimates of the cost to provide the service.This generally applies to most of the services we will review in the city.This RFP is different than most city user fee RFPs.The services included in this study have profiles that dramatically vary. Understanding each service and how it will be charged and recovered is key to success.This section of the RFP-hourly rates-points directly to the reimbursement of Caltrans funded projects. Understanding how to calculate and then get reimbursement of those project costs requires an in-depth understanding of Caltrans rules and requirements.A major part of those requirements is the correct development and use of hourly rates. Hourly rates calculated for the estimation of fixed fee-based user fees in the general fund- can be exactly that-estimates. For Caltrans reimbursements,they cannot.The foundation of solid Government Consulting Partners i 1 City of Santa Ana PW Proposal 7 numi hourly rate calculations comes directly from time sheets and time keeping systems.These systems are more than the transactional effort of entering hours per project into time sheets.To have a defendable hour rate study,the following steps need to be built: Starting with the end in mind-for a department in the city to recover maximum costs for services they provide-a process must be developed to track and then charge for each step that was taken to provide that service.This process,for many services provided by the city, is directly tied to how many hours each service is required.There are specific rules and requirements that dictate how these hours are tracked and then charged. Through analysis and interviews,we will determine the number of annual billable hours each staff position can reasonably do.This will be dependent on the type of work each person is responsible for.Administrative,clerical,supervision related positions will have fewer billable hours than a front- line engineer or inspector. Each position will be reviewed,and a Billing Hours Analyze Monthly Solid data=Equals solid "target" Annual Target Results target number Does each month'sactual Develop an individual annualdata supportthe forecast? target Consistent monthly review of billable hourswill ensure success will be developed. Once those • {• 'yF targets are established,that process must • e frrn merge with the l c°�' systems used by the city to input and then track Time Keeping System Adjust Recover Costs those hours. Ensure all systems will support No forecast is perfect—be 12 Months of work will result in Each month,the the end goals flexible maximum cost recovery system will report back how the targets are begin met and adjustments can be made to fine tune those targets.At the end of 12 months, reliable data that meets Caltrans requirement will become the basis for the full cost recovery of Caltrans funded projects. This is a key step-one that will drive the entire success of cost recovery for a major section of the city's cost recovery goals.We are confident that we have technical skill to make these calculations and that we have the management skills to develop processes that define repeatable steps that city staff can follow to obtain long term reimbursement of city costs and coach and guide city staff through any challenges that may arise. III. User Fees. A dominant part of the study will be the review of the"traditional"development related user fee service provided by most California cities.The cost of these services are recovered by permit fees that may be fixed in nature-based on an average estimate of time and the full cost of that time-or recovered by a variable measure-based on size, either valuation or square footage.We are Government Consulting Partners , , City of Santa Ana PW Proposal 8 11 111 � looking forward to listening to city staff and learning from them what is working and what could be improved.We can bring examples from the hundreds of cities we have worked with and can help guide this discussion to something more than just a rudimentary calculation of cost. The graphic below illustrates some of the innovative concepts our staff has developed: BEST PRACTICES - PERMITTING AND FEE CHARGING METHODOLOGIES DEVELOPED BY GCP TEAM MEMBERS A�& B . .„.. .- CASES. . s .`y.„`,Iftellimmin A Keep Valuation Square Footage J Streamline • Select representative • Calculate base fee r ;inspect and plan check IC Calculate cost per sq ft to sample of projects. per additional sq ft • Track actual time or fee for each ICC occupancy categories. estimate time for each occupancy category. One fee consolidates th tructural permit fee.p project. Apply FBHR. • Miscellaneous permits' Nees and plan check fee. • Adjust valuation fee charged via flat fees. • schedule based on results. • Projects out of nor • is are charged based o' • Update building valuation charged deposit 'project valuation. data (BVD). actual cost. ROSEVILLE ANAHEIM .,_e :• COLLINS C s 0 fr :V !l u... , i e a gREA O t It's time to modernize. IpSS # p OF R ri Modernize - Deposit Fees • Technology surcharge:. Combo Permits .. • _inc.:�i services GPMF .. • • Group construction mix • • Combo permits by use:SFD,MultiFam, '-I I_r pr ,eactabl.• • Reasonable permit fe='- Office/Retail. . :lune n_currenent`• • Small cell site fees. • Charged per sq It. : • •_arri enougt, • Rooftop solar permits. • Fee includes Structural depgsits to a'.•,, • Credit card fees. and PME inspections sop work orders`,. • Phased in Dev Surchar - plus 3 plan checks. pomp. uc s:praczi'G deposr polio u , SANTA BARBARA TAMARAC FL f)hiGfl A Government Consulting Partners ,('. City of Santa Ana PW Proposal 9 augin 1111,1111 IV. Findings. GCP is committed to accomplishing all the reporting and presentations listed as,a -i, in this section of the RFP.Our reports will be pointed toward both a technical audience(Caltrans reviewers and accountants)and to policy and decision makers. Our team is skilled and enjoys the opportunity to share and explain, both in detail and at a high level,our work. Our team is designed for opportunities like this.A summary of the strength or our team is illustrated below: REPORTS AND PRESENTATIONS CINDY-Technical Reports, BRAD - Overall Project Goals, Go • presentations Aspects e, _ o mix of Options,History Direct costs,indirect cost, Setting the stage of why,how,when and Caltrans requirements what to the overall project. Technical and Policy Level JEFF - Development Audiences BILL- Policy Descriptions and Services Experiences from other cities, Guidance methodology options,reports Approaching and explaining the project results from a policy makers point of view. Agreement Statement GCP concurs with the provisions outlined in the city's Sample Agreement. A Government Consulting Partners City of Santa Ana PW Proposal 10 u®nu 111^l FIRM AND TEAM EXPERIENCE overnment Consulting Partners(GCP ) offers a team handpicked to address the challenges of California local government. Our firm consists of four professionals, all top in their fields. We are based in the Sacramento area,but our work has always been dominated by southern California cities and counties.We move seamlessly up and down the state.The city will find that the ease of working together will make it look like our office is next door! Each member of our team could conduct all phases of this project, so it has been difficult to make the traditional assignments or project work by team member. Instead, we would like to slot each team member into focus groups, knowing that we will slide in and out of all phases of the work.Our graphic below shows these focus groups: FUNCTIONAL ORGANIZATIONAL STRUCTURE Caltrans Submission ACindy Sconce Report/Presentation Lead User Fees - ___ Brad Wilkes and Bill Busath FixedNariable Implementation/ [ Jeff Wakefield A U Monitoring G a Hourly Rates G Brad,Jeffand Cindy Cindy Sconce Cost/Reimbursement CindyandJeff Results Team Hourly Rates Systems '!A A Bill Busath 1 Project Lead Brad Wilkes Technical Team We are pleased to introduce the best-selling point of our"firm"-our people. Government Consulting Partners lik City of Santa Ana PW Proposal 11 nnmi 1111 1111. J Bradley Wilkes 40 years of experience-Focused solely on the full cost analysis of local government. • Founder and President of Government Consulting Partners(GCP) • Senior Manager working with MGT Consulting • Founder and President of Public Resource Management Group(PRM) • Division President of Maximus • Executive Vice President with David Griffith and Assoc.(DMG) Brad started his career in local government consulting in 1982. He was trained in the preparation of county cost allocation plans and state mandated cost claiming.This set a foundation of understanding the strict requirements of recovering indirect and direct costs from reimbursing federal and state agencies. Later,when city governments began to use the same tools to calculate costs and seek reimbursement via the same agencies and through user fee charges, Brad moved quickly into city consulting as well. During his career, Brad rose to the top levels of corporate management with a number of different national consulting firms-all focused on managing the reimbursement of the full cost of local government services. He has also founded two regional boutique consulting firms,again, focused on local government management of cost and revenue. Jeff Wakefield 30 years of experience-Focused solely on the full cost analysis of local government with a focus on development services. • Senior Member ofthe Government Consulting Partners • Senior Manager with MGT Consulting • Senior Manager with Wilden Consulting Group • Project Manager with Maximus • Senior consultant with David Griffith and Associates(DMG) • Consultant with Vertex consulting Jeff and Brad have worked together several times over their careers.Jeff is a leading expert in the state as it related to user fee services in the develop areas. He has completed hundreds of building, planning,engineering,traffic, CIP and other development related studies focused on the calculation of the full cost of services and the best ways to recover those costs.Jeff has worked for cities as large as San Diego and Sacramento and as small as Laguna Hills. Bill Busath 30 years of engineering experience with state and local government. • Senior member of Government Consulting Partners • Director of Utilities-City of Sacramento • Registered Civil Engineer-City of Sacramento • Junior engineer with CalTrans Bill brings our team a specific skill no other consulting firm has-30 years of experience in state and city government. Working his way from a front-line engineer to the highest levels of city government, Bill's experience brings a unique skill set to this project. Government Consulting Partners City of Santa Ana PW Proposal 12 nun_ Cindy Sconce • Senior Member of the Government Consulting Partners • Senior Manager with MGT Consulting • Senior Manager with Nimbus Consulting Group • Principal Consultant with Maximus • Manager with Centration Cindy has recently joined GCP and brings a much-needed skill set to our team. In addition to her vast user fee experience working with cities and counties - both large and small - she brings hands on experience completing hourly billing rate studies,then guiding the calculations through the approval process at Caltrans. Her experience will be vital to the success of this project. To explore a complete list resumes, projects and clients by team member please follow the links below: GCP Experience El . 7414 0 . ��miEll • ~. ., F . • CI .' 4, -.40,-c. i , .-,., : j .-'. • . '11. 9. F Proposed Work Plan I. Approach. The GCP approach is designed to provide the City with a solid foundation of innovative,yet functional user fee practices, processes and fees. Because we don't assume we know it all,this foundation will be built upon methodologies the city has developed over the past number of years married with best practice options that, after consulting with City representatives,clearly fit the needs of Santa Ana. We respect the efforts of the staff,consultants and Council who developed the existing master fee schedule and accompanying fee structures and policies. GCP only recommends changes that accomplish one of several things: • Increase fee equity across the spectrum of applicants. • Increase user-friendliness for customers. • Eliminate a conflict with State or Federal law. • Further policy goals of the City. Government Consulting Partners el City of Santa Ana PW Proposal 13 nfum 1ON During interviews,GCP solicits opinions from Santa Ana's staff regarding areas where the master fee schedule could be improved. These ideas often stem from complaints and feedback received at the front counter or over the phone. This is invaluable feedback that could improve customer experience and increase overall equity of the fee schedule. WORKPLAN The following work plan illustrates our step-by-step process and can be adjusted to meet the City's specific needs once the contract is signed and the project starts. Step one: Kickoff Meetings&Data Gathering Meetings: 1) Meet with the City management team and department heads to introduce Initiation study. Confirm City's overall project lead. Confirm communication protocols. Llp & Kickoff 2) Obtain budgets, staffing information, adopted fee policies, etc.to begin the project. 3) Initial meetings with individual departments: • Explain the fee study process and goals. • Review the department's fee schedule and solicit feedback for improvement. • Provide copies of regional best practice fee schedules • Hear from staff any specific issues or challenges GCP should be aware of regarding their department. 4. Data gathering meetings: Conduct on-site or virtual meetings with each department under study. Strive to obtain 90%of time requirement data from these meetings to minimize staff homework assignments. 1) Identify personnel (within and outside the department)typically involved with each fee service and work with staff to develop reasonable time estimates. 2) Discuss ground rules and assumptions for time estimates. E.g., include driving time? Include required re-checks? 3) Discuss any proposed fee structure changes. These can stem from frequent customer complaints, City staff's observations or best practice knowledge of the consultant. 4) Identify any significant materials costs (e.g.water meters) or contractor costs. 5) Request activity reports indicating how many times each fee was charged in the last fiscal year. 6) Discuss how time estimates for any fee services not covered during the meeting will be obtained. Government Consulting Partners City of Santa Ana PW Proposal 14 Ill Step two: Execute- Begin Cost Analysis: 1)Input data received from the data gathering meetings into GCP software. t71 Execute 2) GCP reviews for completeness and issues a request for any missing data. 3) Review overhead rate calculations and fully burdened hourly rate calculations with City representatives. COST ANALYSIS METHODOLOGY GCP employs three methods of analyzing costs for user fee study engagements: per-unit analysis, case-study analysis,and programmatic analysis. The particular method we use depends on available data,City's goals and objectives and other considerations. Each method is designed to calculate estimated reasonable costs in compliance with the California State constitution. Each method incorporates the five elements of eligible cost as described below. Cost Element Description Salary and benefit costs of staff directly involved with Direct Labor Costs service provision. Direct contractor costs. Material costs that benefit a particular fee service. Direct Materials Costs Example: public noticing costs for planning entitlements. Administrative staff(managers, clerical, analysts)within a department/division and line-item expenditures not Department/Divison Indirect Costs specific to one fee service. Central support department budgets(HR,Attorney, Finance, etc.)are allocated to direct service departments Citywide Overhead based on auditable metrics. Instances where two or more departments contribute direct labor fora particular fee service. Best practice is to consolidate these efforts rather than create two separate fees. Example:Attorney review of a specific plan Cross Su••ort Costs a••lication. Per-unit analysis method-this is our primary method of user fee cost analysis.We interview the city's subject matter experts to determine the average reasonable time required to complete each fee-related service. Time estimates are then applied against fully burdened hourly rates to produce full cost results. Fully burdened hourly rates incorporate all of the cost elements described above. Government Consulting Partners ` L City of Santa Ana PW Proposal 15 nIuw ll1 l We can use actual time records in place of time estimates if a city employs a time-tracking system. We first review the data to determine if it is reliable enough for fee calculation purposes. We have found that time-tracked data often includes anomalous results caused by human error. If we can extract these anomalous results,this provides an excellent base for cost calculations. If the data is deemed insufficient in accordance with State guidelines, it still may be useful to spot check staff time estimates on a case-by-case basis, providing a higher comfort level for the city's decision makers. Case-study analysis method-some user fees aren't easily analyzed via the per-unit analysis method described above. For example, Santa Ana currently charges a fee of$1.75 per square foot for Sidewalk Inspections. However,your staff likely don't know how much time it takes to inspect only one square foot of newly constructed or repaired sidewalk. To overcome this, we work with your staff to identify: a)the typical project type/square footage for your city and 2)the reasonable time required to inspect a sidewalk project of this scope and size. Together,we can assess whether the current fee of$1.75 is too high or too low and the proper adjustment required to achieve full cost recovery. The results can then be extrapolated if decision-makers determine that a tiered structure is preferable due to economies of scale. Programmatic analysis method-some fee services do not lend themselves to either a per-unit or case-study method of analysis. An example includes a daily swim fee within a recreation department. Staff cannot tell us how much time they spend on one swimmer. Another example includes a general plan maintenance fee. Staff cannot quantify how their General Plan and related elements benefits specific proposed developments. For the latter fee,we calculate annual long- range program costs by amortizing staff and consultant fees associated with each element. Next we divide these total program costs by the annual fee revenue the surcharge will be applied against to calculate the appropriate surcharge amount. Share cost analysis with department contacts-Provide project status reports. 1) Incorporate new data received and email second draft results with backup calculations to each division/fee-area lead. Significant gaps between service costs and the fee currently charged are highlighted. 2) Review the second draft results with each division/fee-area lead. Incorporate in real- time any time adjustments received during the meeting. 3) Establish a firm window for any additional time revisions. Government Consulting Partners City of Santa Ana PW Proposal 16 'MR 111^llll Step Three: Deliver Draft Cost Analysis Results: 1) GCP prepares a draft report that identifies the full cost of each service analyzed,the fee currently charged,the resulting subsidy and proposed fee adjustments.The report also addresses significant findings, concerns and opportunities that Draft ^/ Results come to our attention throughout the course of the study. ,l1a 2) A market survey comparing fees charged by neighboring jurisdictions is included. 3) The draft report is circulated to management and department staff for comments. 4) A review timeframe is negotiated with the City's project lead. This timeframe or window must be sufficient for proper staff review while staying within the overall project timeline. 5) Comments and corrections are incorporated along with any findings discovered through the course of study. 6) The draft final report is issued. Presentations and fee implementation 1) GCP works with City management to customize a fee implementation strategy that works best for the city. Typically,this involves an outreach meeting to interested members of the community and a presentation to a finance committee. These meetings ensure that the community has a voice in the fee schedule structures and policies. Step Four: Finalize Results: 1) Working with City staff,GCP incorporates all appropriate feedback and finalizes the project results and recommendations. eatI Results2)Deliver Excel-based fee model to Citystaff. Train staff in how to u date the ��� Finalized P model for future changes such as adding or deleting staff, updating expenditures, and adding or deleting fee categories. Our model also incorporates a simple feature for updating results based on a CPI adjustment factor. 2) Prepare for and schedule City Council and other presentations. Government Consulting Partners ifit, City of Santa Ana PW Proposal 17 ililinril WI Provide the information Council needs proactively-having conducted hundreds of successful user fee studies,GCP consultants know the information Councils typically need to feel comfortable with proposed fee adjustments. Examples include: Combination Permit,incld PME's 2,200 sq ftSF°w 400 detached garage • Relevant comparison data $2,500 $2,000 GCP provides data on real-life projects reflecting $t,5oo the City's overall construction mix, rather than randomly selected fees from each department's s'°°° schedule. ssoo so Current Proposed CityA OtyB CityC City0 CityE Rationale for Subsidized Fee Recommendations • A cohesive subsidization strategy Water Heater Permits Life Safety Increasingly,councils expect to see an overall strategy Appeals Customer Access with respect to fees receiving General Fund subsidy. Solar Energy Permits Sustainability We work with department staff to organize these fees into categories reflective of Council priorities. NSF Check fees State set limits Access and Community Youth Sports Benefit • Stakeholder feedback GCP develops presentations explaining study goals, methodology and any proposed changes that might affect the development community. The development community appreciates these opportunities to provide feedback prior to study finalization. GCP staff have conducted outreach presentations to local BIA chapters,chambers of commerce and tax advocate watchdog groups. In every case, developers are supportive if they feel they're being treated fairly. We prepare City staff for questions such as"What do we get from this study? Is the City adding more staff? Will we see faster turn-around times?" Deliverables, implementation plans and schedules are shown below. Government Consulting Partners (I City of Santa Ana PW Proposal 18 nisi 1111111 DELIVERABLES e s ®. D Target Hours Hourly Rates User Fee Study Reports/Presentation •Currently the city does not •The methodology to •GCP will review and analyze •The study will result in meet Caltrans requirements produce targeted the user fee services charged for hourly billing to projects. hours,will resulting in based on fixed fee and variable calculations,reports and hourlyrates for each presentations explaining and •GCP will develop a fee methods. implementing the results. management and technical staff member. methodology for gathering •This methodology will a All technical reports will be the necessary data to meet be review monthly to delivered to the city based on Caltrans requirements ensure accurate data at excel models-easily updated and repeatable by city staff. year end. IMPLEMENTATION PLAN and SCHEDULE • ,. , • i ., E i for or 2al months of solid timesheet dots U: ilq. REPORT AND IMPLEMENT DEVELOP COSTING PRESENT RESULTS AND MONITOR MEET W CITY METHODOLOGIES FINALIZE PLAN 31 Monitor then develop Implement and Develop full cost of 1-- reports and present monitor results services covered by results. Finalize plans and project scope and start the project. plan for maximum recovery. Government Consulting Partners a City of Santa Ana PW Proposal 19 main 1111i 11 COST PROPOSAL Our goal is to be the best qualified and lowest cost proposal.The proposal is as follows: Fixed Bid: $109,000(annually) Proposed Hours: 558 Proposed Hourly Rate: $195.00 Our hourly rate reflects our"no overhead"firm. Every member of our firm works directly on projects.Team member hourly rates are not burdened with unproductive overhead.We strongly believe this is a key point to our success. The fixed fee includes all travel and related expenses. Government Consulting Partners f City of Santa Ana PW Proposal 20 mwti Iila - �«ol CITY OF SANTA ANA ATTACHMENT A PROPOSER'S CERTIFICATION, PROPOSAL PRICING Certification -I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit I) and am qualified to provide services being requested as specified herein. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. PROPOSER'S STATEMENT: I have read, understood and agree to the terms and conditions on all pages of the Request for Proposals. Upon request, I will transfer and deliver goods or services to the City in accordance with said terms and conditions. Government Consulting Partners, Inc. 916-990-1256 LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS 5016 Brower Court: Granite Bay, CA 95746 BUSINESS ADDRESS J Bradley Wilkes President PRINTED NAME OF AUTHORIZED AGENT TITLE ,1,161 02 April 10, 2024 bradwilkesgcp@gmail.com SIGNATURE OF AUTHORIZED AGENT DATE E-MAIL ADDRESS FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IFAPPLICABLE) 99-1737026 CITY OF SANTA ANA BUSINESS LICENSE NUMBER (PLEASE PROVIDE IF AVAILABLE, BUT NOT REQUIRED UNTIL AND IF AN AWARD IS MADE TO PROPOSER.) THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana RFP 24-051 Page 25 of 31 CITY OF SANTA ANA ATTACHMENT B REFERENCES List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. REFERENCE Customer Name: City of Inglewood, CA Contact Individual: Sharon Koike, Finance Director Address: City of Inglewood, 1 Manchester Road, Inglewood CA 90301 Phone Number: 310 412-8724 EMAIL: skoike@cityofinglewood.org Contract Amount: $220,000 Year: 2024 Description of supplies, equipment, or services provided: user fee calculation, billing rates, cost allocation, full cost studies, calculations submitted to state and federal agencies for reimbursement. REFERENCE Customer Name: City of Brentwood Contact Individual: Tim Nielsen, Finance Director Address: City of Brentwood, 150 City Park Way, Brentwood CA 94513 Phone Number:925-516-5400 EMAIL: tnielsen@brenwoodca.gov Contract Amount: $25,000 Year: 2024 Description of supplies, equipment, or services provided: User fee calculations for development related departments REFERENCE Customer Name: City of Santa Rosa Contact Individual: Scott Wagner, Finance Address: 100 Santa Rosa Ave, Santa Rosa CA 95404 Phone Number: 707-543-4670 EMAIL: swagner(c�srcity.orq Description of supplies, equipment or services: Citywide and Departmental Cost allocation plans and ISF full cost billing methodologies. Contract Amount: $34,000 Year: 2023/2024 THIS FORM MUST BE C O M P L E TcE h tg a II y w D Wf f H THE PROPOSAL PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP 24-051 Page 26 of 31 CITY OF SANTA ANA ATTACHMENT C PROPOSER'S STATEMENT Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly authorized agent, and signed by the City Attorney, denoting his approval of the form of this document, and its execution, and when it or an exact copy of it has been either delivered to proposer or deposited with the United States Postal Service properly addressed to the proposer with the correct postage affixed thereto. Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City all required required bonds and certificate of liability insurance within ten (10)days(excluding Saturdays, Sundays and City's legal holidays), or the funds, check, draft, or proposer's bond substituted in lieu thereof accompanying this proposal shall become the property of the City and shall be considered as payment of damages due to the delay and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check drafts, or proposer's bond substituted in lieu thereof shall be returned to the undersigned. Proposer understands that a proposal is required for the entire work,that the estimated quantities set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed. All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of this RFP. Firm Government Consulting Partners, Inc. Signed and Printed Name: J 3r adZe�y WI;Zke4( - J Bradley Wilkes Title: President Date: April 10th, 2024 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana RFP 24-051 Page 27 of 31 .001: CITY OF SANTA ANA ATTACHMENT D NON-COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham proposal. Note: The above non-collusion affidavit is part of the proposal. Signing this proposal on the signature portion thereof shall also constitute signature of this non-collusion affidavit. Proposers are cautioned that making a false certification may subject the certifier to criminal prosecution. Signed:J BradleyW State of CA- , County of �ICIG� Subscribed and sworn to (or affirmed) before me on this a a day of r, 1 , 20 ay , by (gradidi ta; Ikas , proved to me on the basis of satisfactory evidence to be the person(s) who appeafed before me. J r DONAL.D D. FISHER (}1 .c comm.#2436392 sn gay NOTARY PUBLIC C OFORNI Nota�r PuIb1lic Signature E'�'`s ' UNTY ,, ,, g 29,20271 SA v vIFO' THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana RFP 24-051 Page 28 of 31 :tea. CITY OF SANTA ANA ATTACHMENT E NON-LOBBYING CERTIFICATION The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment,or modification of any Federal contract,grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly. Signed: J'Bradley W ake,s- Title: President Firm: Government Consulting Partners, Inc. Date: April 10th 2024 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana RFP 24-051 Page 29 of 31 CITY OF SANTA ANA ATTACHMENT F NON-DISCRIMINATION CERTIFICATION The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: 1. The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Consultant's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. 1. In the event of the Consultant's non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. 2. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1)through(7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract City of Santa Ana RFP 24-051 Page 30 of 31 CITY OF SANTA ANA or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter. Signed: J 3rad.2eyy WCZke's- Title: President Firm: Government Consulting Partners, Inc. Date: April 10th 2024 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana RFP 24-051 Page 31 of 31 COVER-1 OP ID: LW .Acorrca" CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDD/YYYY) 05/07/2024 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 suchp endorsement(s). PRODUCER 916-960-8718 � 1 n2mE- ACT Lory Williams ISU/Francis-Pinney Ins. f PHONE 916-960-8718 FAX 916-773-4484 2266 Lava Ridge Court St 00 0,Exit • (A/C,No): P.O.Box 619050 I �� �I Roseville,CA 95661-905 - Lory Williams °: p I(NNSSUU RIS)AFFFF��' ING COVERAGE NAIL N INSURED Consulting Partners Inc. I ra AA ✓ un- "r�eVed O J.Bradley Wilkes , URER C U 5016 Brower Court Granite Bay,CA 95746A1//4r ■/�//�', r rvs ' �A 7n7a 06• "I —C ,ft-'IT///VV'��""u" 'DREk //4�r"q • nn COVERAGES E IC E N �B �'2T•S 2 ® EVWI@M NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANC (STD BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE I URANCE 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. INSR TYPE OF INSURANCE ADDL SUER POLICY NUMBER POLICY EFF POLICY EXP LIMITS LTR INSD WVD IMMIDDIYYYY) /MM/DDJYYYYI A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS-MADE X OCCUR X X PHBX23003419 10/10/2023 10/10/2024 PRFMSES/F.nNT1EDnce) $ 50,000 .Li . ': , MED EXP,AnY one eurscnl . , $ -10,000 _ _ 1 1 ; PERSONAL&ASV INJURY I $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: I GENERALAGGREGATE $ 3,000,000 X POLICY JEC ( PRO-T LOC2,000,000 PRODUCTS-COMP/OP AGG I $ OTHER: A AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 (Ea accident) $ ANY AUTO PHBX23003419 10/10/2023.10/10/2024 i BODILY INJURY(Per person)_ $ OWNED AUTOS ONLY (SCHEDULED AUTOS p racciden t)pBODILY INJURY(Per accident) $ X I AUTOS ONLY X AUTO ONEV tPeAMACE $ NOHA AGG $ 3,000,000 A X UMBRELLA LIAB OCCUR EACH OCCURRENCE $ 1,000,000 EXCESS LIAB CLAIMS-MADE, IPHUB893341 12/15/2023110/10/2024 AGGREGATE $ 1,000,000 i DED , X I RETENTION$ 10,0001 — -$ B AND EMPLOY COMPENSATION V/N X STATUFE OTH- ER WEC BB2L9J 11/01/2023 11/01/2024 1,000,000 ANYIPRO PRIEBORR/PARTNERE/ ECUTIVE N/A E.L.EACH ACCIDENT $ Mandatory In NH) E.L.DISEASE-EA EMPLOYEE $ 1,000,000 If yes,describe under 1,000,000 DESCRIPTION OF OPERATIONS below E.L.DISEASE'POLICY LIMIT $ A MISC Professional PHSD1831334 12/15/2023 10/10/2024 CLM/AGG 2M/4M DED/CLM 10,000 DESCRIPTION OF OPERATIONS/LOCATIONS)VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached If more space is required) RE:CA Professional Service Provided by the Named Insured The City of Santa Ana, its officers, officials,employees,and volunteers are included as Additional Insured,as respects to General Liability per Form PI-BOP-003,with Primary/Non-Contributory per Form PI-BOP-011 and Waiver of Subrogation per Form BP0497 0106.When Required by Written Contract. CERTIFICATE HOLDER CANCELLATION CITYSAN SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF "^� "" " ^^ ""^'^ "' City of Santa Ana ACCORDANCE WITH THE POLICY PR(\ Risk Management Division _ : - littakkManagarent1 sIwr 9 + RWIEUVEO 8 ArPxovq$BY: 20 Civic Center Plaza AUTHORIZED REPRESENTATIVE : A T Santa Ana, CA 92702 7tt 7 i`s,ANrt,DNS I f 1fMnN nent$pecuuehst ACORD 25(2016/03) ©1988-2015 ACORD Ifs-=-E $ The ACORD name and logo are registered marks of ACORD POLICY NUMBER: PHBX23003413 BUSINESSOWNERS BP 04 97 01 06 THIS ENDORSEMENT CHANGES THE POLICY.PLEASE READ IT CAREFULLY. WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US This endorsement modifies insurance provided under the following: BUSINESSOWNERS COVERAGE FORM SCHEDULE Name of Person or Organization: The City of Santa Ana, Its officers, officials, employees and volunteers 20 Civic Center Plaza Santa Ana CA92702 , • 'Information required to completethis Schedule. if not shown above, will be shown in the Declarations. Paragraph K. Transfer Of Rights Of Recovery Against Others To Us in Section III — Common Policy Conditions is amended by the addition of the following: We waive any right of recovery we may have against the person or organization shown in the Schedule above because of payments we make for injury or damagearising out of your ongoing operations or "your work" done under a contract with that person or organization and included in the "products-completed operations hazard". This waiver applies only to the person or organization shown in the Schedule above. WakMaeu&eme tlabif lon !S • F`ec REVIEWER&NPPRo7&OvQY:� ... ' 1/2FrdeYa4 '... gigt MkmgernentSpeeaUn Philadelphia Indemnity Insurance Company PI-BOP-003 (01/18) THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED This endorsement modifies insurance provided under the following: BUSINESSOWNERS COVERAGE FORM A. SECTION II—LIABILITY, C.Who Is An Insured is amended to include the following as an additional insured: Any person(s)or organization(s)for whom you are performing "your work" under a written contract or agreement, that requires such person(s)or organization(s)to be added as an additional insured on your policy. Such person(s)or organization(s) is an additional insured only with respect to liability for "bodily injury", "property damage"or"personal and advertising injury"occurring after the effective date of such contract or agreement that is caused, in whole or in part by: a. Your acts or omissions; or b. The acts or omissions of those acting on your behalf; in the performance of'.'ynuq work"for the additional insure!, Coverage for an additional insured under this endorsement ends when "your work"for that additional insured ends or is put to its intended use by any person or organization. B. The following is added to SECTION II —LIABILITY, B. Exclusions, 3: Applicable To Both Business Liability Coverage And Medical Expenses Coverage—Nuclear Energy Liability Exclusion with respect to this endorsement only: There is no coverage under this endorsement for loss or expense, including but not limited to the cost of defense for"bodily injury", "property damage" or"personal and advertising injury" occurring: a. After all of"your work", including materials, parts or equipment furnished in connection with "your work"and performed under the above referenced written contract(s)or agreement(s) has ended; or b. When that portion of"your work"out of which the"bodily injury", "property damage"or "personal and advertising injury"arises and performed under the above referenced written contract(s)or agreement(s) has been put to its intended use by any person or organization; whichever occurs first. M r lxv&lmi p&APPROVED ale 1At PI-BOP-003 (01/18) Risk Management$peei ttl 5 Page 1 of 1 = ,_ Philadelphia Indemnity Insurance Company PI-BOP-011 (01/18) THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. PRIMARY AND NON-CONTRIBUTORY- DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: BUSINESSOWNERS COVERAGE FORM SCHEDULE Name of Person or Organization: The City of Santa Ana, Its officers, officials, employees and volunteers 20 Civic Center Plaza Santa Ana CA 92702 Information required to complete this Schedule, if not shown above,will be shown in the Declarations. The following is added to SECTION III— COMMON POLICY CONDITIONS (APPLICABLE TO SECTION I — PROPERTY AND SECTION II —LIABILITY).-H.-Other Insurance: • This insurance is primary,and non-contributory as.respects.our coverage for the person or organization shown in the SCHEDULE of this. endorsement. We will not seek contributions from any other insurance policy available to the person or organization shown in the SCHEDULE of this endorsement for"bodily injury", "property damage"or"personal and advertising injury"covered under this policy. PI-BOP (Or/1a) kteiMmagr tentDiwslon in 'REV IE'W ED&APPROVED B't. Page I oil snNra • A a�a' Kit M swntSpectaitst 712/3/2025 E(MM/DD/YYYY) A�" CERTIFICATE OF LIABILITY INSURANCE 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 endorsement(s). PRODUCER CONTACT NAME: Shanna Westphal Valley Oaks Insurance Agency, Inc. PHONE FAX 1508 Eureka Rd., Ste 170 vC No Ext: 916-960-1426 A/c,No:916-960-1404 E-MRoseville CA 95661 ADDRESS: sestphal@valleyoaks.com INSURER(S)AFFORDING COVERAGE NAIC# License#:0724045 INSURERA: Philadelphia Indemnity Ins. Co 18058 INSURED GOVECON-01 INSURERB: Hartford Casualty Ins Co 29424 Government Consulting Partners, Inc. Dba: Government Consulting Partners INSURER C 5016 Brower Court INSURERD: Granite Bay CA 95746 INSURERE: INSURER F: COVERAGES CERTIFICATE NUMBER:921541106 REVISION NUMBER: 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. INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LIMITS LTR INSD WVD POLICY NUMBER MM/DD MM/DD A X COMMERCIAL GENERAL LIABILRY Y Y PHBX23003419-02 10/10/2025 10/10/2026 EACH OCCURRENCE $1,000,000 CLAIMS-MADE � OCCUR PREMISES DAMAGE TO PREMISES Ea occurrence) ccurrence $50,000 MED EXP(Any one person) $10,000 PERSONAL&ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $3,000,000 POLICY D PRO- JECT LOC PRODUCTS-COMP/OP AGG $2,000,000 OTHER: $ A AUTOMOBILE LIABILITY PHBX23003419-02 10/10/2025 10/10/2026 COMBINED SINGLE LIMIT $1,000,000 Ea accident ANY AUTO BODILY INJURY(Per person) $ OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS X HIRED X NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY AUTOS ONLY Per accident A X UMBRELLALIAB OCCUR PHUB893341-002 10/10/2025 10/10/2026 EACH OCCURRENCE $1,000,000 EXCESS LAB CLAIMS-MADE AGGREGATE $ DED RETENTION$ $ B WORKERS COMPENSATION Y 57WECBB2L9J 11/1/2025 11/1/2026 X PER OTH- AND EMPLOYERS'LIABILITY Y/N STATUTE ER ANYPROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $1,000,000 OFFICE R/M EMBER EXCLUDED? ❑ N/A (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $1,000,000 If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $1,000,000 A Professional Liability PHSD1831334-002 10/10/2025 10/10/2026 Each Claim $2,000,000 Aggregate $4,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,maybe attached if more space is required) I U I ran -Tran Nguyen Certificate Holder is considered Additional Insured per attached endorsements. Date:2025.12.04 The City of Santa Ana, its officers,officials,employees,and volunteers are included as Additional Insured,per attached endorsements. Ng uyen 10:47:03-08'00' APPROVED By Tu Tran Nguyen at 10:46 am,Dec 04,2025 CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of Santa Ana Risk Management Division 20 Civic Center Plaza AUTHORIZED REPRESENTATIVE Santa Ana CA 92702 ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD Philadelphia Indemnity Insurance Company PI-BOP-003 (01/18) THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED This endorsement modifies insurance provided under the following: BUSINESSOWNERS COVERAGE FORM A. SECTION II—LIABILITY, C. Who Is An Insured is amended to include the following as an additional insured: Any person(s) or organization(s) for whom you are performing "your work" under a written contract or agreement, that requires such person(s) or organization(s)to be added as an additional insured on your policy. Such person(s) or organization(s) is an additional insured only with respect to liability for "bodily injury", "property damage" or"personal and advertising injury" occurring after the effective date of such contract or agreement that is caused, in whole or in part by: a. Your acts or omissions; or b. The acts or omissions of those acting on your behalf; in the performance of"your work" for the additional insured. Coverage for an additional insured under this endorsement ends when "your work" for that additional insured ends or is put to its intended use by any person or organization. B. The following is added to SECTION II—LIABILITY, B. Exclusions, 3. Applicable To Both Business Liability Coverage And Medical Expenses Coverage— Nuclear Energy Liability Exclusion with respect to this endorsement only: There is no coverage under this endorsement for loss or expense, including but not limited to the cost of defense for"bodily injury", "property damage" or"personal and advertising injury" occurring: a. After all of"your work", including materials, parts or equipment furnished in connection with "your work" and performed under the above referenced written contract(s) or agreement(s) has ended; or b. When that portion of"your work" out of which the "bodily injury", "property damage" or "personal and advertising injury" arises and performed under the above referenced written contract(s) or agreement(s) has been put to its intended use by any person or organization; whichever occurs first. PI-BOP-003 (01/18) Page 1 of 1 . - / THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT - CALIFORNIA Policy Number: 57 WEC BB2L9J Endorsement Number: Effective Date: 11/01/25 Effective hour is the same as stated on the Information Page of the policy. Named Insured and Address: Government Consulting Partners Inc 5016 BROWER CT GRANITE BAY CA 95746 We have the right to recover our payments from anyone liable for an injury covered by this policy. We will not enforce our right against the person or organization named in the Schedule. (This agreement applies only to the extent that you perform work under a written contract that requires you to obtain this agreement from us.) You must maintain payroll records accurately segregating the remuneration of your employees while engaged in the work described in the Schedule. The additional premium for this endorsement shall be 2 % of the California workers' compensation premium otherwise due on such remuneration. SCHEDULE Person or Organization Job Description Any person or organization for whom you are required by written contract or agreement to obtain this waiver of rights from us Countersigned by Authorized Representative Form WC 04 03 06 (1) Printed in U.S.A. Process Date: 09/22/25 Policy Expiration Date: 11/01/26 POLICY NUMBER: PHBX23003419 BUSINESSOWNERS BP 04 97 01 06 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US This endorsement modifies insurance provided under the following: BUSINESSOWNERS COVERAGE FORM SCHEDULE (Name of Person or Organization: City of Santa Ana, its officers, officials, employees, and volunteers Information required to complete this Schedule, if not shown above, will be shown in the Declarations. Paragraph K.Transfer Of Rights Of Recovery Against Others To Us in Section III — Common Policy Conditions is amended by the addition of the following: We waive any right of recovery we may have against the person or organization shown in the Schedule above because of payments we make for injury or damage arising out of your ongoing operations or "your work" done under a contract with that person or organization and included in the "products-completed operations hazard". This waiver applies only to the person or organization shown in the Schedule above. Philadelphia Indemnity Insurance Company PI-BOP-011 (01/18) THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. PRIMARY AND NON-CONTRIBUTORY- DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: BUSINESSOWNERS COVERAGE FORM SCHEDULE Name of Person or Organization: City of Santa Ana, its officers, officials, employees, and volunteers Information required to complete this Schedule, if not shown above, will be shown in the Declarations. The following is added to SECTION III — COMMON POLICY CONDITIONS (APPLICABLE TO SECTION I — PROPERTY AND SECTION II—LIABILITY), H. Other Insurance: This insurance is primary and non-contributory as respects our coverage for the person or organization shown in the SCHEDULE of this endorsement. We will not seek contributions from any other insurance policy available to the person or organization shown in the SCHEDULE of this endorsement for"bodily injury", "property damage"or"personal and advertising injury"covered under this policy. PI-BOP-011(01/18) Page 1 of 1 PI-MANU-1 (01/00) THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. CANCELLATION NOTICE TO SCHEDULED ADDITIONAL INSURED OR CERTIFICATE HOLDER This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE OF ADDITIONAL INSUREDS OR CERTIFICATE HOLDERS ADDITIONAL INSURED NAME: •City of Santa Ana, its officers,officials,employees,and volunteers City of Sacramento, its officials,employees, and volunteers c/o EXIGIS LLC P.O. Box 947 Murrieta,CA 92564 City of Hanford and its officers, officials, employees, and volunteers City of Hanford Attn: Mario A Cifuentez II 319 N. Douty Hanford CA 93230 ADDITIONAL INSURED ADDRESS: The following is added to A.CANCELLATION of the Common Policy Conditions of the above applicable coverage part: In the event we cancel the policy in accordance with the policy's terms and conditions,we will endeavor to mail written notice of cancellation to Additional Insureds or Certificate Holders, shown in the above SCHEDULE within the time frame listed below. However,failure to mail such notice shall impose no obligation of any kind upon us,our agents or representatives. 30 days before the effective date of cancellation if we cancel for any reason other than for non-payment of premium. As respects Additional Insureds,the above cancellation provision applies only when the Additional Insured shown in the above SCHEDULE is added to the policy by a separate additional insured endorsement as the CANCELLATION NOTICE TO ADDITIONAL INSURED OR CERTIFICATE HOLDER does not provide additional insured coverage. All other terms and conditions of this Policy remain unchanged.