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HomeMy WebLinkAboutR-2010-113 Yakima Gang Free Initiative Coordinator and Planner Contract with Magallan ConsultancyRESOLUTION NO R-2010-113 A RESOLUTION authorizing The City Manager of the City of Yakima to execute all applicable contracts to hire Magallan Consultancy as the Yakima Gang Free Initiative Coordinator and Planner WHEREAS, The City of Yakima requires a contract for professional services for Strategic Planning/Consulting and Coordination Services for the City of Yakima Gang Free Initiative (GFI), and WHEREAS, The City of Yakima has set aside up to $75,000 for professional services and reimbursable expenses for Strategic Planning/Consulting and Coordination Services, WHEREAS, The Purchasing Division advertised a Request for Qualifications, which were due on August 2, 2010; and WHEREAS, Qualification Packets were received from the following seven (7) candidates, Marcos Barrerio Magallan Consultancy Ricardo deVilla dba deVilla & Associates Mc Mahon Consulting LLC Nicolas Hughes Rebecca Thornton Kraft Consulting WHEREAS, an Evaluation Process was completed and it is recommended by the Evaluation Committee that the City proceed with a contract award to Magallan Consultancy; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA. The City Manager of the City of Yakima is hereby authorized and directed to execute all applicable contracts to hire Magallan Consultancy as the Yakima Gang Free Initiative Coordinator and Planner ADOPTED BY THE CITY COUNCIL this 5th day of October, 2010 ATTEST Micah Cawley, yor GANG FREE INITIATIVE COORDINATOR AGREEMENT FOR PERSONAL SERVICES BETWEEN THE CITY OF YAKIMA AND MAGALLAN CONSULTANCY This PROFESSIONAL SERVICES AGREEMENT is made and entered into by and between the CITY OF YAKIMA, Washington, a municipal corporation, located at 129 North 2nd Street, Yakima, WA 98901 (hereinafter referred to as CITY), and MAGALLAN CONSULTANCY, an independent contractor and sole proprietorship, located at 10408 W. Willow Way, Pasco, WA 99301 (hereinafter referred to as CONSULTANT). WHEREAS, in November 2009, the Yakima City Council voted to direct staff to develop a Gang Free . Initiative or a comprehensive long term action plan for the prevention and intervention of Criminal Street Gangs, based on the Office of Juvenile Justice Delinquency Prevention Model Plan; and WHEREAS, the City of Yakima at the direction of the City Council requested qualifications for Strategic Plan and Coordination Services to 'accomplish the goals of the Yakima Gang Free Initiative; and WHEREAS, MAGALLAN CONSULTANCY, an independent contractor, experienced in strategic planning and positive youth development, has the desired qualifications to provide strategic planning and coordination services; and NOW, THEREFORE, in consideration of the mutual covenants, promises and agreements set forth herein, it is agreed by and between the City and MAGALLAN CONSULTANCY as follows: 1. Scope of Services. The CONSULTANT agrees to perform the following services and work for the CITY: A. Regularly communicate with the City of Yakima's Gang Free Initiative (GFI) Director to assure mutual understanding of the work to be performed and the satisfactory completion thereof. B. The work and activities set forth in this Agreement and Addendums A(Request for Qualifications No. 11019-P) and B (Yakima Gang Free Initiative Scope of Work and Strategic Planning Matrix prepared by Magallan Consultancy). C. The work and activities set forth as follows. Duties include, but are not limited to, the following: • Strategic planning and consulting services that includes conducting and/or analyzing community needs assessment(s) thatrelate to the GFI. • Train staff, volunteers and community and/or neighborhood groups to sustain implementation of the GFI. • Coordinate and facilitate meetings and activities of the Steering Committee and prepare appropriate materials for meetings. • Coordinate, monitor, and assist with all data collection by the Assessment Workgroup and assists with compiling of information required for Assessment work. Provides training on the assessment process. • Coordinate and/or perform the completion and submission of quarterly and annual reports utilizing statistics where appropriate. • Work as a liaison between the Research Partner, Steering Committee, and Assessment Work Group, updating personnel on progress and challenges and arranging joint meetings. • Confer and work effectively with participating agencies, including schools, juvenile courts, law enforcement officials, probation officers, government agencies, local elected officials, grassroots groups, and others in furtherance of GFI goals and objectives. • Develop public awareness documents and publicity materials. • Identify, prioritize and make efforts to secure resources to fund program implementation and short and long term program sustainability. 2. Term of Agreement. The term of this agreement shall begin upon execution by both parties and shall terminate upon the completion of all services required hereunder by the CONSULTANT, but no later than October 31, 2011 unless terminated earlier by the CITY in accordance with Section 10 of this Agreement, or in the event of outside forces (illness etc.) and accepted force majeure occurrences (natural disasters etc.). 3. Consideration. As consideration for the services performed under this Agreement, the CITY agrees to compensate the CONSULTANT in accord with the following terms and rates: A. As invoiced CITY will pay CONSULTANT ninety dollars ($90.00) per hour for the satisfactory performance of the contracted activities rendered by the CONSULTANT. The CONSULTANT shall invoice . CITY monthly for services the CONSULTANT provides. An itemized statement listing the services provided, the dates services were provided, and the amount of payment due shall accompany the invoice. Invoices shall be sent to CITY, ATTN: Lt. Mike Merryman, 200 S. Third Street, Yakima, WA 98901. CITY will reimburse the CONSULTANT within fifteen (15) days of receipt of a valid invoice for the amount of payment due. CITY shall return any invalid or incomplete invoice to the CONSULTANT within fifteen (15) days after CITY receives the invoice. An explanation will accompany the invoice that states the reason for return and any information needed to correct the invoice. Final invoices for (t. services provided under this agreement shall be submitted by the CONSULTANT no later than ninety (90) days following the termination of the agreement. B. It is expressly understood by CITY and CONSULTANT that the terms of this Agreement limit the total compensation for services and miscellaneous expenses for the period beginning upon execution of the Agreement and ending October 31, 2011, to a maximum of $74,970. The CONSULTANT shall monitor the work performed under this agreement and shall not accept an assignment under the agreement if it will cause or is reasonably likely to cause the total amount paid under the agreement for the agreement period specified in Section 2 to exceed the maximum allowable • compensation for services. 4. Independent Contractor. A. No agency, employment, joint venture or partnership has been or will be created between the parties hereto pursuant to the terms and conditions of this agreement. Inasmuch as CITY is interested in the CONSULTANT'S end product, CITY does not control the manner in which the CONSULTANT performs this agreement. CITY is not liable for workers' compensation or unemployment compensation payments required by the State of Washington. In addition, the CONSULTANT assumes responsibility for tax liabilities that result from compensation paid to the CONSULTANT by CITY. CITY will report any payment made under this agreement to the Internal Revenue Service on Form 1099. B. No provision .contained in this agreement shall be construed as entitling the CONSULTANT to participate in hospital plans, medical plans, sick leave benefits, vacation, and other benefits available to employees of CITY. C. The CONSULTANT certifies, that all approvals, licenses or other qualifications necessary to conduct business in Washington have been obtained and are operative. If at any time during the agreement period the CONSULTANT becomes disqualified from conducting business in Washington, for whatever reason, the CONSULTANT shall immediately notify CITY of the disqualification. D. The CONSULTANT shall neither perform work nor submit an invoice for payment for work performed under this agreement for any time period after the termination date set forth in Section 2, above. E. The CONSULTANT shall furnish its own support staff and services as necessary for the satisfactory performance of the work described in Section 1, above. Unless otherwise specified in this agreement, CITY will not provide any other staff, services, or.material to the CONSULTANT for the purpose of assisting the CONSULTANT in the performance of this agreement. 5. Hold Harmless. A. CONSULTANT agrees to protect, defend, indemnify, and hold harmless the CITY, its elected officials, officers, employees, agents, and volunteers from any and all claims, demands, losses, liens, liabilities, penalties, fines, lawsuits, and other proceedings and all judgments, awards, costs and expenses (including reasonable attorneys' fees and disbursements) resulting from death or bodily injury to any person or damage or destruction to a third party or third parties to the extent caused by any negligent act and/or omission of CONSULTANT, its officers, employees, agents, volunteers and/or Sub -consultants, arising out of the performance of this Contract. B. CITY agrees to protect, defend, indemnify, and hold harmless the CONSULTANT, its elected officials, officers, employees, agents, and volunteers from any and all claims, demands, losses, liens, liabilities, penalties, fines, lawsuits, and other proceedings and all judgments, awards, costs and expenses (including reasonable attorneys' fees and disbursements) resulting from death or bodily injury to any person or damage or destruction to a third party or third parties to the extent caused by any negligent act and/or omission of CITY, its officers, employees, agents, volunteers and/or Sub - consultants, arising out of the performance of this Contract. C. Nothing contained in this Section or this Contract shall be construed to create a liability or a right of indemnification in any, third party. 6. Insurance, At all times during performance of the Services, CONSULTANT shall secure and maintain in effect insurance to protect the CITY and CONSULTANT from and against all claims, damages, losses, and expenses arising out of or resulting from the performance of this Contract. CONSULTANT shall provide and maintain in force insurance in limits no Tess than that stated below, as applicable. The CITY reserves the right to require higher limits should it deems it necessary in the best interest of the public. A. General Liability Insurance. Before this Contract is fully executed by the parties, CONSULTANT shall provide the CITY with a certificate of insurance as proof of liability insurance and umbrella liability insurance with a total minimum liability limit of One Million Dollars ($1,000,000.00) per occurrence combined single limit bodily injury and property damage, and One Million Dollars ($1,000,000.00) general aggregate. The certificate shall clearly state who the provider is, the coverage amount, the policy number, and when the policy and provisions provided are in effect. Said policy shall be in effect for the duration of this Contract. The policy shall name the CITY, its elected officials, officers, agents, employees, and volunteers as additional insured's, and shall contain a clause that the insurer will not cancel or change the insurance without first giving the CITY thirty (30) calendar days prior written notice (any language in the clause to the effect of "but failure to mail such notice shall impose no obligation or liability of any kind upon the company" shall be crossed out and initialed by the insurance agent). The insurance shall be with an insurance company or companies rated A -VII or higher in Best's Guide and admitted in the State of Washington. B. Automobile Liability Insurance. It is understood that the CONSULTANT is not authorized pursuant to this Agreement to transport or taxi individuals on behalf of the CITY. i. If CONSULTANT owns any vehicles, before this Contract is fully executed by the parties, CONSULTANT shall provide the CITY with a certificate of insurance as proof of automobile liability insurance and umbrella liability insurance with a total minimum liability limit of One Million Dollars ($1,000,000.00) per occurrence combined single limit bodily injury and property damage. Automobile liability will apply to "Any Auto" and be shown on the certificate. ii. If CONSULTANT does not own any vehicles, only "Non -owned and Hired Automobile Liability" will be required and may added to the liability coverage at the same limits as required in that section of this Contract, which is Section 12.2 entitled "Commercial Liability Insurance". C. Professional Liability Coverage. Before this Contract is fully executed by the parties, CONSULTANT shall provide the CITY with a certificate of insurance as proof of professional liability coverage with a total minimum liability limit of One Million Dollars ($1,000,000.00) per claim combined single limit bodily injury and property damage, and One Million Dollars ($1,000,000.00) aggregate. The certificate shall clearly state who the provider is, the coverage amount, the policy number, and when the policy and provisions provided are in effect. Said policy shall be in effect for the duration of this Contract. The policy shall contain a clause that the insurer will not cancel or change the insurance without first giving the CITY thirty (30) calendar days prior written notice (any language in the clause to the effect of "but failure to mail such notice shall impose no obligation or liability of any kind upon the company" shall be crossed out and initialed by the insurance agent). The insurance shall be with an insurance company or companies rated A -VII or higher in Best's Guide. If the policy is written on a claim made basis the coverage will continue in force for an additional two years after the completion of this contract. D. Under either situation described in this Section, the required certificate of insurance shall clearly state who the provider is; the coverage amount, the policy number, and when the policy and provisions provided are in effect. Said policy shall be in effect for the duration of this Contract. With the exception of. the automobile insurance requirement enumerated in B of this section, the policies shall name the CITY, its elected officials, officers, agents, employees, and volunteers as additional insured's, and shall contain a clause that the insurer will not cancel or change the insurance without first giving the CITY thirty (30) calendar days prior written notice (any language in the clause to the effect of "but failure to mail such notice shall impose no obligation or liability of any kind upon the company" shall be crossed out and initialed by the insurance agent). All insurance policies shall be with an insurance company or companies rated A -VII or higher in Best's Guide and admitted in the State of Washington. 7. Conflict of Interest and Ethics Laws. A. The CONSULTANT hereby covenants that neither the CONSULTANT nor any officer, member or employee of the CONSULTANT has interest, personal or otherwise, direct or indirect, which is incompatible or in conflict with or would compromise in any manner or degree with the discharge and fulfillment of his or her functions and responsibilities under this agreement. B. Neither the CONSULTANT nor any officer, member or employee of the CONSULTANT shall, prior to the completion of such work and payment for such work, acquire any interest, personal or otherwise, direct or indirect, which is incompatible or in conflict with or would compromise in any manner or degree with the discharge and fulfillment of his or her functions and responsibilities with respect to the carrying out of such work. C. The CONSULTANT shall not promise or give to any CITY employee anything of value that is of such character as to manifest a substantial and improper influence upon the employee with respect to his or her duties. The CONSULTANT shall not solicit a CITY employee to violate any CITY rule or policy relating to the conduct of contracting parties. D. Nondiscrimination. During the performance of the Agreement, the CONSULTANT shall not discriminate in violation of any applicable federal state, and/or local law or regulation on the basis of age, sex, race, creed, religion, color, national origin, marital status, disability, honorably discharged veteran or military status, pregnancy, sexual orientation, and any other classification protected under federal, state, or local law. This provision shall include but not be limited to the following: employment, upgrading, demotion, transfer, recruitment, advertising, layoff or termination, rates of pay or other forms of compensation, selection for training, and the provision of services under this agreement. E. The Americans with Disabilities Act. CONSULTANT shall comply with the Americans with Disabilities Act of 1990, 42 U.S.C. § 12101 et seq. (ADA) and its implementing regulations and Washington State's anti -discrimination law as contained in RCW Chapter 49.60 and its implementing regulations with regard to the activities and services provided pursuant to this Agreement. The ADA provides comprehensive civil rights to individuals with disabilities in the area of employment, public accommodations, public transportation, state and local government services and telecommunications. F. Compliance with Laws. The CONSULTANT shall comply with all applicable federal, state and local laws, rules and regulations in performing this Agreement. G. Debarment Certification: CONSULTANT certifies that it is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in this Agreement by any Federal department or agency (debarred). The CONSULTANT shall immediately notify the CITY if during the term of the agreement it becomes debarred. In the event of such debarment, the CITY may immediately terminate this Agreement by giving written notice to CONSULTANT. 8. Records, Documents, and Information. All records, documents, writings or other information produced or used by the CONSULTANT in the performance of this agreement shall be treated according to the following terms: A. The CITY is required by law to comply with the Washington State Public Records Act (PRA). All determinations of records subject to release under the PRA, or otherwise required by law, shall be at the sole discretion of the CITY. B. All CITY information which, under the laws of the State of Washington, is classified as public or private, will be treated as such by the CONSULTANT. Where there is a question as to whether information is public or private, CITY shall make the final determination. The CONSULTANT shall not use any information, systems, or records made available to it for any purpose other than to fulfill the agreement duties specified herein. The CONSULTANT agrees to be bound by the same standards of confidentiality that apply to the employees of CITY and the State of Washington. The terms of this section shall be included in any subcontracts executed by the CONSULTANT for work under this agreement. C. All proprietary information of the CONSULTANT shall be held to be strictly confidential by CITY. Proprietary information is information which, if made public, would put the CONSULTANT at a disadvantage in the market place and trade of which the CONSULTANT is a part. The CONSULTANT is responsible for notifying CITY of the nature of the information prior to its release to CITY. CITY reserves the right to require reasonable evidence of the CONSULTANT'S assertion of the proprietary nature of any information to be provided. However, should the CITY be ordered to release the information, the CITY shall comply with such Court Order. D. All records relating to costs, work performed and supporting documentation for invoices submitted to CITY by the CONSULTANT shall be retained and made available by the CONSULTANT for audit by the State of Washington (including but not limited to CITY, the Auditor of the State of Washington, the Inspector General or duly authorized law enforcement officials) and agencies of the United States government for a minimum of three years after payment for work performed under this agreement. If • an audit, litigation, or other action is initiated during this time period, the CONSULTANT shall retain such records until the action is concluded and all issues resolved or the three years end, whichever is later. 9. Rights in Deliverables, Data and Copyrights. The Deliverables provided by the CONSULTANT under Section 1 and any item produced under this agreement, including any documents, data, photographs and negatives, electronic reports, records, software, source code, or other media, shall become the property of CITY which shall have an unrestricted right to reproduce, distribute, modify, maintain, and use the Deliverables. The CONSULTANT shall not obtain copyright, patent, or other proprietary protection for the Deliverables. The CONSULTANT shall not include in any Deliverable any copyrighted matter, unless the copyright owner gives prior written approval to use such copyrighted matter. 10. Suspension and Termination. • A. CITY may, by giving CONSULTANT thirty (30) calendar days written notice of termination, terminate this Agreement as to all or any portion of the Services not then performed, whether or not CONSULTANT is in breach or default, and with or without cause. Upon receipt of any such notice of termination, the CONSULTANT shall, except as otherwise directed by the City, immediately stop performance of the Services to the extent specified in such notice. Consultant shall have the same termination rights as the City as specified in Section 10. B. In the event of termination pursuant to section 10A, the CONSULTANT, shall take all necessary or appropriate steps to limit disbursements and minimize costs, and furnish a report, as of the date of receipt of notice of suspension or termination describing the status of all work under this agreement, including without limitation, results accomplished, conclusions resulting there from, and such other matters as CITY may require. • In the event of suspension or termination under this Article, the CONSULTANT shall be entitled to compensation, upon submission of a proper invoice, for the work performed prior to receipt of notice of termination or suspension, which shall be calculated by CITY based on the rate set forth in Section 3. CITY shall not be liable for any further claims, and the claims submitted by the CONSULTANT shall not exceed the total amount of compensation allowed by this agreement. C. If the City purports to terminate or cancel all or any part of this Agreement for Consultant's breach or default when the Consultant is not in breach or default which would permit termination or cancellation, such termination or cancellation shall be deemed to have been a termination by the City pursuant to paragraph 10A and the rights of the parties shall be determined accordingly. 11. Breach or Default. A. Differences between the CONSULTANT and the CITY, arising under and by virtue of this Agreement, shall be brought to the attention of the CITY at the earliest possible time in order that such matters may be settled or other appropriate action promptly taken. Any dispute relating to the quality or acceptability of performance and/or compensation due the CONSULTANT shall be decided by the CITY'S Agreement Representative or designee. All rulings, orders, instructions and decisions of the CITY'S Agreement Representative shall be final and conclusive, subject to the CONSULTANT'S right to seek judicial relief pursuant to this Section. B. Upon breach or default by the CONSULTANT of any of the provisions, obligations or duties embodied in this agreement, CITY may exercise all administrative, contractual, equitable or legal remedies available, without limitation. The waiver of any occurrence of breach or default is not a waiver of subsequent occurrences, and CITY retains the right to exercise all remedies hereinabove mentioned. • If CITY or the CONSULTANT fails to perform an obligation or obligations under this agreement and thereafter such failure is waived by the other party, such waiver shall be limited to the particular failure so waived and shall not be deemed to waive other failures hereunder. Waiver by CITY shall not be effective unless it is in writing and signed by the CITY contract manager. C. Any action at law, suit in equity, or judicial proceeding arising' out of this Agreement shall be instituted and maintained only in any of the courts of competent jurisdiction in the COUNTY OF YAKIMA, Washington. 12. Amendments. This writing constitutes the entire agreement between the parties with respect to all matters herein. This agreement may be amended only by a writing signed by both parties. However, it is agreed by the parties that any amendments to laws or regulations cited herein will result in the correlative modification of this agreement, without the necessity for executing written amendments. Any written amendments to this agreement shall be prospective in nature. When a new or different term or condition is added, additional consideration is not necessary to bind the parties. Additional work requested of the CONSULTANT outside of the scope of this agreement shall be negotiated between the parties and memorialized in a letter of engagement prior to commencement of any such work. The City Manager or his designee shall be authorized to execute such agreements consistent with the CITY'S GFI efforts. 13. Assignment. The CONSULTANT shall not assign any interest (including subcontracts) in this agreement and shall not transfer any interest in the same (whether by assignment or notation) without the prior written approval of CITY. Any such assignments or subcontracts shall be submitted for CITY'S review ninety (90) days prior to the desired effective date. Approval by CITY shall not be deemed to increase in any manner the total compensation provided for in this agreement. Claims for compensation due or to become due the CONSULTANT from CITY under this agreement may be assigned to a bank, trust company, or other financial institution without CITY'S approval if notice of any such assignment is promptly furnished in writing to CITY. 14. Drug Free Workplace. The CONSULTANT shall comply with all applicable state and federal rules, regulations and statutes pertaining to a drug free workplace. The CONSULTANT shall make a good faith effort to ensure that all employees of the CONSULTANT do not purchase, transfer, use or possess illegal drugs or alcohol or abuse prescription drugs in any way while working on state, county, or municipal property. 15. Construction. This agreement shall be governed, construed and enforced in accordance with the laws of the State of Washington. Should any portion of this agreement be found unenforceable by operation of statute or by administrative or judicial decision, the enforceability of the balance of this agreement shall not be affected thereby, provided that the absence of the unenforceable provision does not render the. performance of the remainder of the agreement impossible. 16. Written Notices. All written notices required by this Agreement shall be in writing and deemed received if personally delivered or sent by United States mail, registered or certified, return receipt requested, postage pre -paid, to the addresses set forth hereunder or to such other addresses designated in writing by any of the parties in accordance with this provision. In case of CITY, to: Richard A. Zais, Jr. 129 North Second Street Yakima, WA 98901 In case of CONSULTANT, to: Steve Magallan 10408 W. Willow Way Pasco, WA 99301 17. Survival. Any provision of this Agreement which imposes an obligation after termination or expiration of this Agreement shall survive the term or expiration of this agreement and shall be binding on the parties to this Agreement. IN WITNESS WHEREOF, the parties, by signing below, indicate their agreement to the above. CITY Richard A. Zais, Jr. City Manager CONTACTOR Steve Magallan Consultant Date: N CITY CONTRAC r NO. ,-)0/14)-4- RESOLUTION 0/`'4RESOLUTION NO: Date: /D /Y—/C7 • • BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No 9 For Meeting Of October 5, 2010 ITEM TITLE Consideration of a resolution authorizing the City Manager to execute a professional services agreement and amendments thereto to retain Magallan Consultancy as the Yakima Gang Free Initiative Coordinator SUBMITTED BY. Dave Zabel!, Assistant City Manager CONTACT PERSON/TELEPHONE Lt. Mike Merryman, Public Information Officer Yakima Police Department (509) 575-6218 SUMMARY EXPLANATION The City of Yakima requires a contract for professional services for Strategic Planning/Consulting and Coordination Services to assist the City in furthering of the goals and objectives of the Yakima Gang Free Initiative (GFI) Request for Qualifications were advertised and received through August 2, 2010 A selection committee comprised of Deputy Mayor and GFI Steering Committee Chair Kathy Coffey, Steering Committee members Pat Garcia and Eva Valdivia, Assistant City Manager Dave Zabell and GFI Director Lt. Mike Merryman was appointed by the GFI Steering Committee to evaluate proposals and make recommendations The committee evaluated the proposals, interviewed selected contractors, and determined Magallan Consultancy to demonstrate the capacity and subject matter expertise necessary to assist the Steering Committee The selected primary consultant, individually or in conjunction with subcontractors, will work with the City to provide services as specified in the attached agreement and exhibits The City of Yakima Gang Free Initiative (GFI) is based on the five principles of the Office of Juvenile Justice and Delinquency Prevention's Comprehensive Gang Model This model and other "Best Practices" are being used by communities across the country to effectively address gang crime and violence The City of Yakima has appointed a steering committee for implementation of the GFI (Continued on page 2) Resolution X Ordinance _ Contract Other (Specify) Funding Source For 2010, $25,000 from City's General Contingency Fund/for 2011, the remainder from the Police Administration Professional Services Budget in the General Fund APPROVED FOR SUBMITTAL. City Manager STAFF RECOMMENDATION Adopt a resolution authorizing the City Manager to execute all applicable contracts to hire a Yakima Gang Free Initiative Coordinator and Planner BOARD/COMMISSION RECOMMENDATION • COUNCIL ACTION (Continued from page 1) Earlier this year the City Council authorized $75,000 from the City's General Contingency Fund to fund the GFI Coordinator position These monies would be to fund professional services and reimbursable expenses attributable to the GFI effort. In as much as these services are being engaged at this time, it is expected that for the balance of this year, expenditures will not exceed $25,000 from the Contingency Fund As proposed for 2011, however, expenditures under this contract will be budgeted in the Police Professional Services Budget. It remains to be determined in the future whether or not there would be a permanent position established for this work, or if these services will continue to be provided through a professional services agreement. • • • • • Date August 31, 2010 To Dick Zais, City Manager From. Maria Mayhue, Senior Buyer Subject: RFQ 11019-P - City of Yakima Gang Free Initiative Planning & Coordination Services We are pleased to announce the proposal and evaluation process for a selecting a candidate to provide GFI Planning & Coordination services is complete. On August 2, 2010, Requests for Qualifications (RFQ) were accepted from interested parties to provide the City with planning and coordination services. Qualification packets were received from the following: Marcos Barrerio Ricardo deVilla dba deVilla & Associates Nicolas Hughes Kraft Consulting Magallan Consultancy Mc Mahon Consulting LLC Rebecca Thornton An evaluation committee was formed with the following individuals Kathy Coffey Pat Garcia Mike Merryman Eva Valdivia Dave Zabell Maria Mayhue, Purchasing Representative (non-voting member) Purchasing reviewed the Qualification Packets for responsiveness to the RFQ The committee met on August 9, 2010 All committee members were in attendance. The seven Qualification Packets were reviewed and three proposals were chosen as meeting the minimum requirements of the RFQ The top three candidates were invited to attend individual interviews with the evaluation committee, which were held on August 110 23, 2010 11019 Yakima Gang Free Initiative Planner & Coordinator — Reconunendation of Award pg 1 of 2 The Evaluation Committee met again on August 24, 2010 The three responsive proposals were subjected to a sconng matrix, where they were judged in five different areas, worth a total of 100 points. There were five voting committee members, with a total of 500 points possible The committee members chose Magallan Consultancy (483 points) as the top scoring candidate, meeting the requirements of the RFQ The Evaluation Committee met with Magallan Consultancy on August 30, 2010 to review the requirements of the RFQ and how the proposed delineation of approach by Magallan Consultancy would meet these requirements The committee is pleased to recommend Magallan Consultancy as the selected candidate. Please approve this Recommendation of Award, as outlined above and authorize the Evaluation Committee to present a Resolution to City Council granting permission to the City Manager to enter into a contract, upon review and approval by the City's Legal Department, with Magallan Consultancy for these services. Approved. Richard A. Zais, Cit'lanager 11019 Yakima Gang Free Initiative Planner & Coordinator — Recommendation of Award pg 2 of 2 •