HomeMy WebLinkAbout10/02/2012 08 Yakima Gang Free Initiative Program Contract with Magallan Consultancy - Addendum 2 i._`: ---- leL
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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