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05/15/2012 10 GFI Program Development and Coordination Services Agreement Adendum One; Magallan Consultancy k„ ,tip f � a BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT ' Item No. For Meeting of: May 15, 2012 ITEM TITLE: Resolution authorizing an addendum to the professional services agreement with Magallan Consultancy to perform coordination services related to implementation of the Yakima Gang Free Initiative SUBMITTED BY: Mike Merryman CONTACT Mike Merryman, 575 -6218 PERSON /TELEPHONE: SUMMARY EXPLANATION: At the October 4, 2011 City Council Meeting, the City Council approved resolution 2011 -151 authorizing the City Manager to execute a professional services agreement with Magallan Consultancy. Following a call for proposals for the GFI Coordinator, the GFI Executive Committee has recommended that Magallan Consultancy provide the service. This would be in addition to the base contract. In order to accommodate this change, Magallan's contract needs to be extended and amended. In addition to the services above, Magallan Consultancy will also submit quarterly and annual reports; confer with participating agencies; negotiate service delivery agreements with partnering agencies; manage contract deliverables; develop public awareness documents and publicity materials; and provide regular training and orientation on key GFI Action Plan components, goals and objectives. Magallan will make available a GFI Administrative office in the City of Yakima and provide executive staff support as required. If approved, the new contract will be extended through September 30, 2012 and increased by $32,947. Resolution X Ordinance Other (specify) Contract: Mail to: Contract Term: Amount: $32,947 Expiration Date: September 30, 2012 Insurance Required? No Funding Police professional services Phone: Source: APPROVED FOR SUBMITTAL: City Manager STAFF RECOMMENDATION: Staff recommends that Council approve the addendum and authorize the City Manager to execute the addendum to agreement 2011 -151. BOARD /COMMISSION RECOMMENDATION: The City Council GFI Executive Committee and the GFI Steering Committee reommend that Council approve the addendum and authorize the City Manager to execute the addendum to Magallan Consultancy's professional services agreement. ATTACHMENTS: Click to download ❑ Resolution authorizing addendum to Magellan agreement ❑ GFI Contract Addendum • RESOLUTION NO. R -2012- A RESOLUTION ratifying contract amendment (Addendum One) to initial agreement with Magallan Consultancy to perform program development and coordination services related to implementation of the Yakima Gang Free Initiative. 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; and WHEREAS, Magallan Consultancy has provided planning and development services to the Yakima Gang Free Initiative since 2010, and WHEREAS, the City of Yakima has professional services funds available to cover expenses related to the Gang Free Initiative; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager and City Clerk are hereby authorized and directed to execute the attached and incorporated Addendum with Magallan Consultancy. ADOPTED BY THE CITY COUNCIL this day of , 2012. ATTEST: Micah Cawley, Mayor City Clerk (ke)res /public defender agrmt GANG FREE INITIATIVE COORDINATOR AGREEMENT FOR PERSONAL SERVICES BETWEEN THE CITY OF YAKIMA AND MAGALLAN CONSUTLANCY ADDENDUM TO PERSONAL SERVICES AGREEMENT ADDENDUM #1 DATED MAY 8, 2012 The following terms and conditions are incorporated into and form a part of the contract agreement number 2011 -82, resolution number 2011 -151 dated October 5, 2011 between the following parties that are named below in this document. City of Yakima (CITY) 129 North 2 Street Yakima, WA 98901 and Magailan Consultancy (CONTRACTOR) 10408 W. Willow Way Pasco, WA 99301 May it be known that the undersigned parties, for good consideration, do hereby agree to make the following changes and /or additions that are outlined below. The additions shall be made valid as if they are included in the original stated contract. 1) CONTRACTOR will provide routine project coordination including but not limited to the following activities: A. Coordinate all meetings and activities of the GFI Advisory Group and Committees and prepares appropriate materials for meetings. B. Coordinate, monitor, and assists with all data collection by the GFI Advisory Group and assists with compiling information required for City Council Reports. C. Coordinate and /or performs the completion and submission of quarterly and annual reports. D. Works as a liaison between the City of Yakima, City Council, Project Director, GFI Advisory Group, and Magailan Consultancy updating key stakeholders on progress and challenges and arranging joint meetings as necessary. E. Confer with participating agencies (service partners), including schools, juvenile courts, law enforcement officials, probation officers, government agencies, local elected officials, grassroots groups, and others F. Negotiate service delivery agreements with partner agencies. G. Manage contract deliverables. H. Develop public awareness documents and publicity materials. I. Provide regular training and orientation on key GFI Action Plan components, goals and objectives. 2) CONTRACTOR will make available an Executive Assistant/Project Manager at 80% of a full time equivalent (FTE) employee based on a 2,080 hours annually (1,664 hours total). A. Executive Assistant/Project Manager will maintain regular office hours defined as 8 a.m. to 5 p.m. Monday through Friday excluding weekends and federally recognized holidays. 3) CONTRACTOR will make available a GFI Administrative Office physical location within the City of Yakima open to the public during regular business hours defined as 8 a.m. to 5 p m. Monday through Friday excluding weekends and federally recognized holidays. 4) In consideration of the obligation of the CONTRACTOR to perform in accordance with the contract and addendum, the CITY will transfer $63,187 Tess any compensation paid on the stated contract prior to May 15, 2012 ($17,640) to the CONTRACTOR. The amount shall be paid in five installments on the last day of each month beginning May 31, 2012, upon satisfactory performance on the contract. Except that, this amount may be adjusted by the CITY to reflect the FTE reported to the CITY by the CONTRACTOR or verified by an audit. A. Installments: May 31, 2012 $10,482.00 June 30, 2012 $8,811.00 July 31, 2012 $8,811.00 August 31, 2012 $8,811.00 September 30, 2012 $8,632.00 No other terms or conditions of the above mentioned contract shall be negated or changed as a result of this here stated addendum. IN WITNESS WHEREOF, the parties, by signing below, indicate their agreement to the above. CITY CONTRACTOR Michael Morales Magallan Consultancy City Manager, Interim Steve Magallan, Owner Signature Signature Date: Yakima Gang Free Initiative Addendum No. 1 Budget Contract No: 2011 -82 A. Personnel: Position Name Annual Level of Effort Cost Project Coordinator (see Contractual) Steve Magallan $ - 0% $ - Executive Assistant/Project 80% over 5 Manager Vacant $ 35,006 40 months $ 11,762.10 $ TOTAL $ 11, 762.10 JUSTIFICATION: Total Personnel $ 11,762.00 B. Fringe Benefits Component Rate Computation Cost FICA 7.65% $ 11,762.10 $ 899.80 FUTA ($14,000 limit) 0.80% $ 11,762.10 $ 94.10 Medical, Dental, Life $400 /month NA $ 2,000.00 State Unemployment 2.70% $ 11,762 10 $ 317.58 °aid Time Off $16 83 /hour 216 hours $ 1,526 82 TOTAL $ 4,838.29 JUSTIFICATION: Total Benefits $ 4,838.00 C. Travel Purpose of Travel Location Item Rate Cost TOTAL $ - JUSTIFICATION: Total Travel $ - D. Equipment Item(s) Rate Cost Office Suite (Desk, Tables, Chairs) NA $ - TOTAL $ - JUSTIFICATION: 'otal Equipment $ - E. Supplies Item(s) Rate Cost General Office Supplies - Printer ink, paper, etc. $100 /month $ 500.00_ Lap Top $842 $ 873.00 Desk Top Docking Station $290 $ 399.00 Software Licenses $399 _ $ 399.00_ TOTAL $ 2,171.00 JUSTIFICATION. Total Supplies $ 2,171.00 F. Contract Consultants Name Service Cost Steve Magallan Project Coordination & Contract Management (108 $ 9,720.00 hours) Steve Magallan Program Development (existing contract) 336 hours $ 30,240.00 TOTAL $ 39,960.00 JUSTIFICATION: Contracts Name Service Cost Various GFI Implementation Service Partners $ - Sunfair Professional Associates Office Lease @ $684 /month x 5 months x 80% $ 2,736.00 TOTAL $ 2,736 00 JUSTIFICATION: Total Contractual $ 42,696.00 G. Construction: NONE H. Other FEDERAL REQUEST Item Rate Cost General Liability $500 x 45% _ $ 94.50_ Umbrella Insurance $164 x 45% $ 31.08 Cellphone $99 /month $ 396.00 Professional Liability $1454 x 45% _ $ 274 68 Cable Internet, Telephone, Fax $231 /month @ 80% $ 924.00 TOTAL $ 1,720.26 JUSTIFICATION: Total Other $ 1,720.00 BUDGET SUMMARY: Category 10/1/11 - 9/30/12 Personnel $ 11,762 00 Fringe $ 4,838 00 Travel $ - Equipment $ - Supplies $ 2,171.00 Contractual $ 42,696 00 Other $ 1,720.00 Total Direct Costs* $ 63,187.00 Mark -up $ - Total Project Costs $ 63,187.00 Current Contract $ (30,240.00) Balance: $12,600 00 Addendum Net Increase $ 32,947.00