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10/02/2012 08 Yakima Gang Free Initiative Program Contract with Magallan Consultancy - Addendum 2 i._`: ---- leL 41 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. s ? For Meeting of: October 2, 2012 ITEM TITLE: Resolution authorizing the City Manager to execute all applicable amendments to extend the current contract with Magallan Consultancy through the end of 2012. SUBMITTED BY: Chief Dominic Rizzi CONTACT Lt. Mike Merryman, GFI Director 575 -6218 PERSON /TELEPHONE: SUMMARY EXPLANATION: 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. The City of Yakima requires a contract for professional services for Strategic Planning /Consulting and Coordination Services to assist the City in advancing the goals and objectives of the Yakima GFI. The City entered into its first contract with Magallan Consultancy on October 1, 2010, and has since reviewed or extended contracts on an October to September time frame. Budgeting for the needs of the GFI would be simplified if the GFI contracts for planning /consulting and coordination services coincided with the City's budget cycle. Funding for the proposed contract extension is already in place for the remainder of 2012 in the City Police Department General Budget. Resolution X Ordinance Other (specify) Contract: X Mail to: Magallan Consultancy, 10408 W. Willow Way, Pasco, WA 99301 Contract Term: Oct. 2, Amount: $29,100 Expiration Date: Dec. 31, 2012 2012 Insurance Required? No Funding General Fund Phone: Source: APPROVED FOR (. City Manager SUBMITTAL: STAFF RECOMMENDATION: Adopt a resolution authorizing the City Manager to execute all applicable amendments to extend the current contract with Magallan Consultancy through the end of 2012, subject to the delivery of a GFI budget analysis and strategic plan with measureable performance outcomes by November 1, 2012. BOARD /COMMISSION RECOMMENDATION: ATTACHMENTS: Click to download ❑ Resolution authorizing addendum ❑ GFI Cover Memo ❑ GFI Contract ❑ budget analysis • ❑ implementation budget ext ❑ budget proposal RESOLUTION NO. R -2012- A RESOLUTION authorizing and directing the City Manager of the City of Yakima to execute an amendment of Agreement Between the City of Yakima and Magallan Consultancy to extend the GFI Planning /Consulting and Coordination contract to the end of 2012. 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 October, 2012. Micah Cawley, Mayor ATTEST: Sonya Claar -Tee, City Clerk GANG FREE INITIATIVE COORDINATOR AGREEMENT FOR PERSONAL SERVICES BETWEEN THE CITY OF YAKIMA AND MAGALLAN CONSUTLANCY ADDENDUM TO PERSONAL SERVICES AGREEMENT ADDENDUM #2 DATED OCTOBER 2, 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 Magallan 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 Magallan 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 100% of a full time equivalent (FTE) employee based on a 2,080 hours annually. 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 $92,287 less any compensation paid on the stated contract prior to October 15, 2012 ($63,187) t� the CONTRACTOR. The amount shall be paid in three installments on the last day of each month beginning October 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: October 31, 2012 $9,700.00 November 30, 2012 $9,700.00 December 31, 2012 $9,700.00 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 Anthony O'Rourke Magallan Consultancy City Manager Steve Magallan, Owner Signature Signature Date: Date: City of Yakima m' i / / � 1 Po /ice Department 200 S. 3 Street Yakima, }�; A; Dominic Rizzi Chief of Po /ice Washington 98901 `�'2 - f = t' Telephone (509)575 -6200 Fax (509)575 -6007 MEMORANDUM October 2, 2012 TO: Tony O'Rourke, City Manager FROM: Dominic Rizzi, Chief of Police Mike Merryman, Lieutenant SUBJECT: GFI contract amendment - Magallan Consultancy The following information is submitted for review by Council for the October 2, 2012 City Council meeting. The attached Agenda Item, Resolution and Addendum #1, relate to a requested extension of the contract with Magallan Consultancy to take the City of Yakima GFI to the end of the year. Funding for this contract extension is already in place. The City of Yakima entered into its first contract with Magallan Consultancy on October 1, 2010. Since that time the City has renewed or extended subsequent contracts from October through September. In order to align the GFI contracts with the City's budget cycle we are proposing an extension to the current GFI contract with Magallan Consultancy, which is set to expire on September 30, 2012. An amendment to the Magallan contract would facilitate such a contract extension. The funding necessary to facilitate payments to Magallan Consultancy is already in place through the end of the year in the Police Departments general fund. Amending the current GFI contract will allow us to execute future GFI' contracts for coordination /implementation services on a calendar year basis, which will assist in the budgeting process. 1 City of Yakima Gang Free Initiative Budget Impact Analysis The following budget impact analysis is intended to provide the Yakima City Council and City of Yakima Administration an accurate representation of the budget implication associated with the continuation of the Gang Free Initiative through December 31, 2013. The figures herein are based on historical expenditures that directly and indirectly support the comprehensive anti -gang efforts. City of Yakima Anti - Gana Efforts: The City of Yakima has and continues to support citywide anti -gang efforts through a variety of programs and activities managed by three departments— Yakima Police Department, Parks and Recreation, and the Office of Neighborhood Development. The total projected FY2013 budget is $2,612,391, Yakima Police Department (YPD): Two direct service components within the YPD represent the largest budget impact and include the Gang Enforcement Team and the Community Services Division. The Gang Enforcement Team (GET) was formed in 2004 and specializes in developing information related to gang activities, works with local, state and federal prosecutors to develop firearm cases against gang members, and oversees the department's gang database. GET includes six "gang unit" officers and one commanding Sergeant. The total annual budget impact not including equipment is $587,587. GET ,, '20,12: W &g ,., k�"° f ys. �,ui . +.e ._ _ � _ _ .��, -� Sergeant $132,727 $132,727 (6) Officers $454,860 $454,860 $587,587 In addition to the suppression activities described above, the City invests additional resources into intervention and prevention efforts through the Police Department's Community Services Division. The majority of the unit is housed within the Yakima Police Activities League (YPAL) with the primary responsibility to implement the department's crime prevention programs including Block Watch, Explorers, Volunteers In Policing (VIP), Crime Free Rental Housing, YPAL, School Resource - Officers (SRO), and Gang Resistance Education and Training (GREAT). The SRO's and GREAT officers work in the various schools, but are considered a function of Community services. The total annual budget impact not including equipment and facilities is $998,409. S ,f .f"' �-• . " „�'« ' < >3`ar%a,�` %;- -, s;y:; _ - _ —.•r.a .:r �;-s” ".�;,,�. %.�.m. . �' 4 , ,,C®9Y1'_Svc -4a+ &` ` $ .des L= � !' c` s7 E Sa, �:... �, 20x12 OIUBBs� :tl �; �cal�INatchx� ,� ��� � Total. . _ '..����, Lt. $144,767 $144,767 Sergeant $132,727 $132,727 Officers (3) $341,145 $341,145 GREAT Sgt $132,727 $132,727 (6) SRO's $113,715 $341,145* S113,715 PSS 2 $64,251 $64,251 PSS 1 $51,099 $51,099 Utilities YPAL $17,978 $17,978 $998,409 * The SRO contracts are a shared expense between the school district and YPD. YPD pays 25% of 4 of the SRO positions; the balance is paid by the school district. The total anti -gang effort budget impact for the YPD is $1,585,996 (67 %). Parks and Recreation: The City's Parks and Recreation Department is also directly and indirectly supporting the anti -gang efforts with neighborhood - specific programming. Not including grounds and facilities maintenance the department currently budgets $60,000 toward direct youth development programming. Beyond the Bell is an extended day program serving up to 100 elementary school youth from 3 p.m. to 6 p.m, during the school year. The program offers academic support along with traditional recreation activities as an alternative to delinquency, crime and violence. Indirectly the Parks and Recreation Department offers low cost recreational activities including public pools and parks. The estimated indirect outlay for these services is $630,000. . , r -i v , '.';n: r:.r„ ^'', , ya%.a; - k;: ";w+:.r1 •.w :+c,ai5' �S� . �T y �ss,:ib�.� �� Parks t - Total { .rc,. Beyond the Bell $60,000 $60,000 Lions Pool $400,000 $400,000 Franklin Pool $170,000 $170,000 MLK $30,000 $30,000 Miller Park $30,000 $30,000 $690,000 The total anti -gang effort budget impact for Parks and Recreation is $690,000 (29 %). Office of Neighborhood Development Services: The Office of Neighborhood Development Services (ONDS) is indirectly supporting anti -gang activities in the Southeast and Northeast neighborhoods. ONDS dedicates a portion of its Community Development Block Grant funds to support positive youth development programming in partnership with YPAL and OIC. The OIC partnership includes a matching facilities management and operations cost estimated at $12,000 annually. The total outlay in this category is $75,000. Additionally, ONDS provides facilities maintenance at both the Miller Park Activity Center and Southeast Community Center. The estimated cost is $5,000. 2 - -- -_ , .q'.. : . -_ - :t -i.' - .,,�, ;� _ 7 "z: ", -�°" '� <,2.•< -- - ''„se,: „c- win.;::^, „.�.., . � � p,<w , $ `ONDS . ,• Bu_ dget w ,. , Match r . g ... , 'TOta! : z . k �:` CDBG $75,000 $75,000 Miller Park $2,500 $2,500 SECC $2,500 $12,000 $2,500 $80,000 The total anti - gang effort budget impact for ONDS is $80,000 (3 %). The Gang Free Initiative (GFI): In 2010, City Council adopted a resolution authorizing the formation of a steering committee with the directive to develop a citywide response to youth criminal street gangs and associated problem behaviors —the Gang Free Initiative. In the first 18 months the GFI Steering Committee participated in a comprehensive strategic planning process resulting in the development of the Community Action Plan: A Comprehensive Approach to the Prevention, Intervention, & Suppression of Youth Gangs. The GFI is currently focused on the Plan implementation strategy built around the formation of strategic partnerships with local providers. In the initial action in 2010 Council authorized up to $75,000 to support GFI Coordination. The authorization was increased in 2011 to include resource development activities totaling $30,240. The total annual GFI budget impact through December 31, 2012 is $105,240 not including the support provided by Lt. Mike Merryman serving as the GFI Project Director. The following is a detail of the budget v. actual over the 2 year project period: $tern _. f. == Pe aod: k , , � , .. • ' _Budget: x µ": ...� ,.Total .,_,.::.. Coordination 2010 $75,000 $17,370 $17,370 Coordination. 2011 $75,000 .< Development 2011 • $7, Development_ 2012 _ $22,680 $22,680 $22,680 Coordination 2012 $75,000 $31,287* $31,287 Total t rou 9/30/12 $136,497 Coordination n `' :� `a o NA`��` -�'- .,I�� ?' _$2:9 1 Ob . Extensi =� <„,,r. *Contracted through 9/30/12 Total w /Extension $165,597 To date the GFI total budgeted for the entire project is $255,240 of which $136,497 (53 %) has been encumbered /expended not including the proposed 2012 extension. If approved the projected GFI outlays through December 30, 2012 would total $165,597 or 65% of the budgeted amount. In addition to the Development and Coordination Services, Council authorized up to $140,000 in the 2012 budget to support partnership development. As of the date of this analysis no funds have been expended or encumbered; however, the process for selecting partners has been initiated and is expected to be completed by October 15, 2012. The projected 2012 outlays for this budget item is $35,000. 3 The estimated total (Development + Coordination + Implementation) 2012 budget impact for the GFI through the end of the fiscal year is $200,597. This represents 8% of the total anti -gang efforts supported by the City of Yakima. GFI Leverage: As a direct result of the GFI activities supported by the City of Yakima an additional $399,628 is projected in local matching contributions and state and federal grants. -a.3 e' - ; n".�5+.,w5 ; ' d �s.l ;.; t� -:fib. , :t.:. °;i .h ..,, k..:- "Y :a. .:ti ,.�r.`:.Rj �i?•asy.,sr. W:. := 1?`'s s. -...M = 3" ".�cV I Tofa Partnerships $334,000 $334,000 Title V $10,500 $10,500 GRIP $55,128 $55,128 $399,628 When added to the historical matching contributions from the Yakima School District (YPD) and OIC (ONDS) the total anti -gang matching contributions are estimated to be $752,773 (29 %) in 2013. GFI 2013 Budget: The following is the proposed GFI combined budget for FY2013 (1/1/2013 – 12/31/2013). The GFI is requesting a Development & Coordination budget of $116,395 ( +10% based on a 12 month budget) and an Implementation Fund of $140,000 (no change) for a total of $256,395. The following is a detail of how the funds would be applied in 2013: . :.�iv .hS L t - ��i < .F.§:.7,s. . a .. ti �.; i!,Nf. _ rX , :..4v'• 1 1' •y:46n, 4a.,. - Yz.` '_�;:: •.i:,'C` , Lyn... eta`°' "i n* ?,' IS ..`L" .;a�" ^s:', xs. ".if +Pe f '�` ,. �9; M , .}kl� _ ` ,FY2013, �� �. �. � Total �. . �x ...,�:`'J = - 6�. ;?�;`.ha:��w.i, ..+ vd��. R .:u:Yr,'.., b. . �rc�aaan rr -a_,c� Development $30,240 $30,240 Coordination $86,155 $86,155 Implementation $140,000 $140,000 $256,395 A line item budget for the Development & Coordination services is included as an attachment to this analysis. There remains a budget surplus through FY2012 of $89,643 for GFI administration and $105,000 in GFI implementation —a total of $194,643 or 76% of the required resources for FY2013. Summary: The following is a summary of the City of Yakima anti -gang efforts FY2013 budget impact: 4 - a ti >_',' - y. b,$:w^ 5- �Y.• =.: - ` x,y >:: :eat.rz sae 4: - °=� - : .a.. �,� , ._ ....,. ffi rt `epartn9eel$'nK rS Amount°" �� ° %; s r `T d YPD $1,568,018 61% $1,585,996 Parks & Rec. $690,000 26% $690,000 ONDS $80,000 3% $80,000 GFI D &C $116,395 4% $116,395 GFI Implementation $140,000 5% $140,000 Total FY2013 City Share $2,612,391 Total Estimated Local Matching Contributions $752,773 (29 %) Total 2013 Anti -Gang Effort $3,365,164 Prepared and submitted on September 21, 2012 by Steve Magallan Magallan Consultancy, LLC 5 Yakima Gang Free Initiative Proposed Coordination Budget October 1, 2012 - December 31, 2012 A. Personnel: Position Name Annual Level of Effort Cost Executive Assistant/Project 100% over 3 Manager Tina Wilson $ 37,000.00 months $ 9,250 00 $ TOTAL $ 9,250 00 Total Personnel $ 9,250.00 B. Fringe Benefits Component Rate Computation Cost FICA 7.65% $ 9,250 00 $ 708.00 FUTA ($7,000 limit) 0.60% $ 7,000.00 $ 10.00 Medical, Dental, Life $400 /month 12 months $ 1,200.00 State Unemployment ($38,200 limit) 1.53% $ 9,250.00 $ 142.00 Paid Time Off $17.79 /hour 54 hours $ 961.00 TOTAL $ 3,021.00 Total Benefits $ 3,021.00 C. Travel Purpose of Travel Location Item Rate Cost TOTAL $ - Total Travel $ - D. Equipment Item(s) Rate Cost NA $ - TOTAL $ - Total Equipment $ - E. Supplies Item(s) Rate Cost General Office Supplies - Printer ink, paper, etc. $150 /month $ 450.00 TOTAL $ 450.00 Total Supplies $ 450.00 F. Contract Consultants Name Service Cost Steve Ma allan Project Development, Coordination & Contract g Management (149 hours) $ 13,410.00 TOTAL $ 13,410.00 Contracts Name Service Cost Sunfair Professional Associates Office Lease @ 80% of $650 $ 1,560 00 TOTAL $ 1,560.00 Total Contractual $ 14,970.00 G. Construction: NONE H. Other Item Rate Cost General Liability $500 x 45% $ 56.00 Umbrella Insurance $164 x 45% $ 19 00 Cellphone $90 /month $ 270.00 Professional Liability $1,454 x 45% $ 164.00 Internet, Telephone, Fax $300 /month $ 900.00 TOTAL $ 1,409.00 Total Other $ 1,409.00 BUDGET SUMMARY: Category 10/12 - 9/13 Personnel $ 9,250.00 Fringe $ 3,021.00 Travel $ - Equipment $ - Supplies $ 450 00 Contractual $ 14,970.00 Other $ 1,409.00 Total Direct Costs* $ 29,100.00 Mark -up $ - Total Project Costs $ 29,100.00 Yakima Gang Free Initiative Proposed Coordination Budget January 1, 2013 - December 31, 2013 A. Personnel: Position Name Annual Level of Effort Cost Executive Assistant/Project Manager Tina Wilson $ 37,000.00 100% $ 37,000.00 $ TOTAL $ 37,000 00 Total Personnel $ 37,000.00 B. Fringe Benefits Component Rate Computation Cost FICA 7.65% $ 37,000 00 $ 2,831.00 FUTA ($7,000 limit) 0 60% $ 7,000 00 $ 42 00 Medical, Dental, Life $400 /month 12 months $ 4,800 00 State Unemployment ($38,200 limit) 1.53% $ 37,000 00 $ 566 00 Paid Time Off $17 79 /hour 216 hours $ 3,843 00 TOTAL $ 12,082 00 Total Benefits $ 12,082.00 C. Travel Purpose of Travel Location Item Rate Cost TOTAL $ - Total Travel $ - D. Equipment Item(s) Rate Cost NA $ - TOTAL $ - Total Equipment $ - E. Supplies Item(s) Rate Cost General Office Supplies - Printer ink, paper, etc. $150 /month $ 1,800 00 TOTAL $ 1,800.00 Total Supplies $ 1,800.00 F. Contract Consultants Name Service Cost Steve Magallan Project Development, Coordination & Contract $ 53,640 00 Management (596 hours) TOTAL $ 53,640 00 Contracts Name Service Cost Sunfair Professional Associates Office Lease @ 80% of $650 $ 6,240 00 TOTAL $ 6,240.00. Total Contractual $ 59,880.00 G. Construction: NONE H. Other Item Rate Cost General Liability $500 x 45% $ 225 00 Umbrella Insurance $164 x 45% $ 74 00 Cellphone $90 /month $ 1,080 00 Professional Liability $1,454 x 45% $ 654 00 Internet, Telephone, Fax $300 /month $ 3,600.00 TOTAL $ 5,633 00 Total Other $ 5,633.00 BUDGET SUMMARY: Category 10/12 - 9/13 Personnel $ 37,000 00 Fringe $ 12,082 00 Travel $ - Equipment $ - Supplies $ 1,800 00 Contractual $ 59,880 00 Other $ 5,633 00 Total Direct Costs* $ 116,395 00 Mark -up $ - Total Project Costs $ 116,395 00