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HomeMy WebLinkAboutDS Telecommunications Audit ServicesAGREEMENT FOR PROFESSIONAL SERVICES FOR TELECOMMUNICATIONS BILLING AUDIT SERVICES This Agreement is made and entered into this ,2 /5T day of April, 2015, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and ClientFirst Consulting Group, LLC (hereinafter "CONTRACTOR"). RECITALS WHEREAS, the CITY would like to conduct a detailed telecommunications billing audit, inventory, and services review to determine the accuracy of existing billing and identify opportunities to reduce costs; and WHEREAS, CONTRACTOR has over 25 years of experience in providing telecommunications billing audits and other technology services to local government customers throughout the country; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. PROJECT COORDINATION. A. CITY'S Project Manager. The Information Technology Manager is hereby designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. Tom Weiman is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONTRACTOR shall notify the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONTRACTOR. CONTRACTOR shall perform the duties as described in the Proposal, dated March 6, 2015, attached as Exhibit A hereto. 3. DUTIES OF CITY. il'1911 11L Rev. Date: 1:30 14 CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as follows: - Assit CONTRACTOR in gathering current billing and services information. - Provide CONTRACTOR access to City facitilites for conducting an onsite inventory. - Assist CONTRACTOR in communicating with telecommunications service providers. - Participate in meetings with CONTRACTOR to review findings. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR at the hourly rates of $110.00 - $140.00 per hour, or such greater hourly rate as may be agreed upon in writing by the parties, and will pay CONTRACTOR's expenses in connection with such services, provided that the total amount paid to CONTRACTOR for its services and expenses will not exceed $20,000.00. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR.. 5. TERM OF AGREEMENT. The term of this Agreement shall be for 6 months commencing on April 15, 2015, and ending on October 15, 2015. Upon mutual agreement of the parties, and subject to the approval of the City Manager the term of this Agreement may be extended for an additional period of 6 months. 6. TERMINATION. A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days; after termination. 7. OWNERSHIP OF DOCUMENTS. Rev. data 1 '30 14 2 The written documents and materials prepared by the CONTRACTOR in connection with the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement. INSPECTION AND AUDIT. Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONTRACTOR in connection with its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate with CITY or its agent in any such audit or inspection. 9. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 10. INSURANCE. A. Scope of Coverage. During the term of this Agreement, CONTRACTOR shall maintain, at no expense to CITY, the following insurance policies: 1. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage. 2. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence. 3. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of two million dollars ($2,000,000) per occurrence/four million dollars ($4,000,000) aggregate, to cover any claims arising out of the CONTRACTOR's performance of services under this Agreement. Where CONTRACTOR is a professional not required to have a professional license, CITY reserves the right to require CONTRACTOR to provide professional liability insurance pursuant to this section. 4. If it employs any person, CONTRACTOR shall maintain worker's compensation and employer's liability insurance, as required by the State Labor Code and other applicable laws and regulations, and as necessary to protect both CONTRACTOR and CITY against all liability for injuries to CONTRACTOR's officers and employees. CONTRACTOR'S worker's compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY. B. Other Insurance Requirements. The insurance coverage required of the MMIEMMOMIMM CONTRACTOR in subparagraph A of this section above shall also meet the following requirements: 1. Except for professional liability insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additionally named insureds under the policies. 2. The additional insured coverage under CONTRACTOR'S insurance policies shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as ISO form CG20 0104 13. 3. Except for professional liability insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury. 4. The insurance policies shall be specifically endorsed to provide that the insurance carrier shall not cancel, terminate or otherwise modify the terms and conditions of said insurance policies except upon ten (10) days written notice to the PROJECT MANAGER. 5. If the insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years. 6. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement. 7. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured. 8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. C. Deductibles and SIR's. Any deductibles or self-insured retentions in CONTRACTOR's insurance policies must be declared to and approved by the PROJECT MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party. At CITY's option, Rev. date: 1 '30114 4 the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT MANAGER or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policv lanauaEe or specific endorsements evidencinLF the other insurance requirements set forth in this Aureement. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from CONTRACTOR. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. 11. INDEMNIFICATION. A. Except as otherwise provided in Paragraph B., CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of CONTRACTOR'S performance of its obligations or conduct of its operations under this Agreement. The CONTRACTOR's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the CONTRACTOR's indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONTRACTOR's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONTRACTOR'S performance of or operations under this Agreement, CONTRACTOR shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such claims. B. Where the services to be provided by CONTRACTOR under this Agreement are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release, defend and hold harmless the City Indemnitees from and against any CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONTRACTOR in the performance of its duties and obligations under this Agreement or its failure to comply with any of its obligations contained in this Agreement, except such CLAIM which is caused by the sole negligence or willful misconduct of CITY. Rev. date: 1''30'14 5 C. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive the termination or completion of this Agreement for the full period of time allowed by law. 12. NONDISCRIMINATION. CONTRACTOR shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 13. COMPLIANCE WITH ALL LAWS. CONTRACTOR shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations. 14. NO THIRD PARTY BENEFICIARIES. CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party. 15. NOTICES. All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: TO CITY's Project Manager: Gus Bush City of San Rafael 1400 Fifth Avenue P.O. Box 151560 San Rafael, CA 94915-1560 TO CONTRACTOR's Project Director: Tom Weiman 10 N. Martingale Road, Suite 400 Schaumburg, Illinois 60173 Rev. date: 1130%14 16. INDEPENDENT CONTRACTOR. For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 17. ENTIRE AGREEMENT -- AMENDMENTS. A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONTRACTOR and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONTRACTOR and the CITY. E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. 18. SET-OFF AGAINST DEBTS. CONTRACTOR'. agrees that CITY may deduct from any payment due to CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 19. WAIVERS. The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation. Rev. date: 1;'30,' 14 7 20. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. 21. CITY BUSINESS LICENSE / OTHER TAXES. CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code CONTRACTOR shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this Agreement, until CONTRACTOR has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 22. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL NANCY MACaE, City Manager 11121 11 11' ' APPROVED AS TO FO ? m ROBERT F. EPSTE ,City Atto Rev. date: L'30; 30 14 CLIENTFIRST 811:.Ct4N8llU,UBGY SERVICES OPTIMAL TECHNOLOGY GUIDANCE July 10, 2015 Mr. Gus Bus IT Manager 1400 Fifth Avenue San Rafael, CA 94901 RE: Amendment Request to the Agreement for Professional Services for Telecommunications Billing Audit Services Dear Mr. Bush: We would like to formally request an amendment to the referenced Agreement. Section 15 states that notices shall be given as follows: To CONTRACTOR'S Project Director: We request the Agreement is amended as follows: To CONTRACTOR'S Project Director: Sincerely, it �n Kristel Faye Soriano Business Administrator Tom Weiman 10 N. Martingale Road, Suite 400 Schaumburg, Illinois 60173 Tom Weiman 1181 California Avenue, Suite 270 Corona, California 92880 CALIFORNIA ^ ILLINOIS ° MINNESOTA ^ NORTH CAROLINA • 800.806.3080 • FAx 888.478.0495 CLIENTF1 RST TECHNOLOGY CONSULTING California Illinois North Carolina Minnesota PROPOSAL FOR TELECOMMUNICATIONS BILL AUDIT AND COST REVIEW CONSULTING SERVICES Mbskm Cly Exhibit A CLIENTFIRST TECHNOLOGY CONSULTING March 6, 2015 Mr. Gus Bush Information Technology Manager City of San Rafael 1400 Fifth Ave. P.O. Box 151560 San Rafael, CA 94915-1560 Re: Proposal for Telecommunications Bill Audit and Cost Review Consulting Services Dear Mr. Bush, Thank you for the opportunity to present our proposal for Telecommunications Billing Audit and Cost Review Consulting Services to the City of San Rafael. Our proposal includes: • Complete audit of the City's telecommunications services • Physical inventory of those services • Review of the City's existing contracts, services, and bundles CL►ENTFIRSTTechnology Consulting is extremely familiar with the needs of government entities, and has provided telecommunications billing audit, cost reduction, recovery, and contract negotiation services for government clients throughout the country. Our consultants have decades of cumulative experience in providing cost -reduction and bill auditing services, as well as telecommunications, data network, and cable infrastructure engineering. As a result of our experience and methodology, we have developed an effective and efficient approach for conducting these types of projects. CLIENTFIRST is a truly independent consulting firm. We do NOT resell hardware or software, and we do NOT represent vendors in any way. Therefore, you can be assured that our recommendations will always have your best interest in mind. If you have any questions, feel free to contact me at 951.739.7989, or via email at tweiman@clientfirstcg.com for additional information. We look forward to the opportunity of serving the City of San Rafael as one of our many satisfied clients. Sincerely, t� Tom Wei an oc Practice Leader ruuuasrnn n.r; ; Enterprise Communications Consulting CALIFORNIA • ILLINOIS • NORTH CAROLINA • MINNESOTA • 800.806.3080 • FAX 888.478.0495 'I•° City of San Rafael, CA III LE OF CONTENTS PROPOSAL BACKGROUND....................................................................................................... 4 Background........................................................................................................................................... 4 Professional Consulting Fee vs. Contingency Fee....................................................................................... 4 TELECOMMUNICATIONS CONSULTING PRACTICE PROFILE........................................................... 5 ClientFirst Differentiators........................................................................................................................ 6 TELECOM AUDITING OVERVIEW AND METHODOLOGY.................................................................. 7 Methodology.......................................................................................................................................... 8 WORKPLAN/PROPOSAL.......................................................................................................... 9 Our Understanding of Your Needs........................................................................................................... 9 Project Approach and Scope of Work....................................................................................................... 9 Optional Assistance if Necessary .............................................................................................................11 ProjectTiming......................................................................................................................................12 FEES....................................................................................................................................13 Fees....................................................................................................................................................13 Telecom Billing Audit and Services Review Work Plan...............................................................................14 PROJECTTEAM.....................................................................................................................15 KeyPersonnel.......................................................................................................................................15 COMPANYOVERVIEW............................................................................................................18 GovernmentTechnology........................................................................................................................18 Local Presence and Practice Locations.....................................................................................................18 Business Management Approach............................................................................................................18 Practical Recommendations....................................................................................................................19 TrueIndependence...............................................................................................................................19 NationalRecognition.............................................................................................................................19 Industry Recognition — CIO Review.........................................................................................................19 DiversifiedExperience...........................................................................................................................21 Integrated Technology Solutions Groups.................................................................................................21 Integrated Technology Services..............................................................................................................22 Areasof Expertise.................................................................................................................................23 Consultants' Collective Experience..........................................................................................................24 TechnicalCertifications..........................................................................................................................25 CLIENTFIRST TECHNOLOGY ON ,,,,page,; City of San Rafael, CA PROPOSAL BACKGROUND Our proposal for telecommunications billing audit and consulting services is customized to address the operational and scope requirements that we discussed during our initial meeting. The approach we discussed is a proven project methodology that we have performed hundreds of times for clients throughout the country. The scope of our proposal is to assist the City by performing a telecommunications billing audit, inventory, and services review, with a focus on inventorying, verification of services, cost reduction, vendor consolidation, and organization of this complex technology. We believe that this approach not only requires a review of the actual billing and rates, but also a review of the vendor contracts, terms, and how the existing services are used by the City. Our distinguishing points include focus on the following: • City's needs and business benefits • City's options and alternatives • Industry best practices • Cost reduction and ease of management One area of caution regarding these types of projects is the use of a purely contingency -based fee arrangement. On the surface, it would seem that a contingency -based approach has little risk for the City and costs nothing unless savings are found. However, our 25+ years of experience indicates that a purely contingency -based approach is often more costly than a fee- for-service arrangement. We have found that the fee-for-service arrangement is a much better value for our clients than a contingency -based approach. This is due to the fact that the contingency -based pricing approach is based on the City paying a share of the refunds and savings (normally 40% to 50%) calculated against multiple years. Another area of concern is the low level of independence that exists with contingency -based firms and most other telecommunications consulting providers. This concern not only relates to potential dealer/commission relationships with vendors, but also to the integrity of the recommended changes. Because of the way they are compensated, contingency -based companies are highly motivated to recommend the reduction of lines and services in order to increase the amount of savings, regardless of the operational impact on the City. Contractually, the contingency -fee-based companies often require payment when they identify savings as well, regardless of whether or not the City decides to implement the recommended changes. We believe that contingency -based arrangements should be avoided due to the lack of independence, the high potential for dealer relationships and commissions from service vendors or brokers, and the significantly higher overall cost. CLiENTFiRST TECHNOLOGY CONSULTING ' ° * roe osa' orf a ecommunica ions' i ' u i an os eview` onsu in ` ervic�suPP1 "Ilr City of San Rafael, Or TELECOMMUNICATIONS CONSULTING PRACTICE Our telecommunications consulting practice originated as a national practice group within a large public accounting firm more than 25 years ago. After many years, our practice separated from the accounting firm in an effort to maintain our product independence and control hourly rates. This "audit trail" of where we came from is an important distinction because it demonstrates that we are a 25 -year-old consulting practice with a new name. The stability, continuity, and connection of our staff are unique in the telecommunications consulting industry, and provide our clients with a focused and experienced team of professionals. We provide a wide breadth of professional services that include: • Systems evaluation and assessments • Telecommunications system management projects • Voice and data cable infrastructure design and engineering • LAN/WAN assessments, design, procurement, and implementation • VoIP (Voice -over -Internet Protocol) readiness reviews and assessments • Telecom billing audits and cost reviews • Strategic IT and telecommunications planning • Systems design and alternative analysis • Business continuation planning and disaster recovery planning • Call center planning and operational design • Competitive system and vendor selection • Project management and implementation projects We emphasize that we are a firm because the telecommunications consulting industry, as a whole, is relatively small and contains many single practitioners. CLIENTFIRST is considered well above average among telecommunications and IT consulting firms in the total number of employees and the quantity and quality of services offered. The —y- diverse capabilities of our staff provide the resources necessary to aa' 'o address any of your telecommunications and information technology ® needs. t Many of the industry's leading vendors nationally recognize us for our work because they appreciate the fairness and objectivity we demonstrate when dealing with their organizations. This high level of visibility results in the best competitive proposals in response to CLiENTFIRST's RFP documents the information and provides our clients need to make informed decisions and realize the best value for their purchasing dollar. CLIENTFIRST TECHNOLOGY CONSULTING � � � City of San Rafael, CA Similar Scope Experience — We have specific experience in performing telecommunications consulting projects with this specific scope of work. Local Government Experience — Our Management Team has direct experience providing these specific services for hundreds of local governments throughout the country. Example clients include: • City of Bloomington • City of Brentwood • City of Burlington • City of Cape Coral • City of Deerfield Beach • City of Delray • City of Escondido • City of Fort Lauderdale • City of Gastonia • City of Kinston • City of La Habra • City of Laguna Niguel • City of Livermore • City of Moline • City of Mount Airy • City of Naperville • City of Orland Park • City of Palm Desert • City of Pompano Beach • City of Port St. Lucie • City of Rancho Mirage • City of Rock Island • City of Sacramento • City of Salisbury • City of Upland • Cabarrus County • Village of Lincolnwood • Village of Oak Brook • Cedar Rapids Schools • Clark College • Davenport School City • Dubuque School City • Elgin U46 Schools • Hampden -Sydney College • Illinois State University • Iowa State University • Lake Elsinore Unified School District • Loras College • Madison School City • Mason City School City • Naperville School City 203 • New Trier High School City • North Aurora School City • North Scott Community Schools • Ohlone Community College • Oswego School City • Rapid City School City • San Jose Evergreen College • Sherrard School City • St. Ambrose University • The University of Iowa • UC Berkeley • UC Davis • UC San Francisco • University of Dubuque • University of Michigan • University of Notre Dame • University of Texas Medicine • University of Wisconsin • Washington County Schools • Camp Pendleton Credit Union • Commonwealth of Virginia • Marine Corps West Credit Union • Monarch - ARC of NC Independent Professional Services —Tom Weiman, Telecommunications Practice Leader, is a member of the Society of Telecommunications Consultants. CuENTFiRST adheres to the STC's code of ethics and operations. Communications Consulting — Our firm specializes in telecommunications consulting, network design, cable infrastructure engineering, system selections, billing audits, cost reviews, operational assessments, call center planning, and designing operational solutions. Our typical client has multiple sites and integrated network requirements. 25+ Years of Experience — We believe our track record is unmatched by other consulting firms. Our team has established an outstanding track record with small- to large -system projects that has resulted in an outstanding client base and strong references. Diversified Communications and IT Consulting — Our practice provides a unique combination of highly talented people who provide a wide breadth of IT consulting services that include telecommunications consulting, network consulting, network security, cable infrastructure engineering, and business recovery planning. Many consulting firms say they provide this scope of service, but few actually have in-house, full-time staff working as a team in these related disciplines. Our staff has obtained numerous certifications related to voice, networking, and cable infrastructure, as well as multiple technical certifications. CLIENTFIRST TECHNOLOGY CONSULTING µis o2f1 P 2 mtn ro rn m Ln C: to 0 2 UV W, Ln 4- En 0 cu m :3 `y'w C) cw in -a cm 0 o E E 8 3: -a t 1�- m LU 4 to v0 u C C: tv Ln _0 Z :3 0 u C: U Liu 2 :3 > E E P U LLItII V) > 0 L-0 0 C- = 2 Ln m E V, 0 Z Ch M a 0 tn Cc: w 4.j Wn n _ n M ru cu -0 o ac cc tn eta 0 cV E Ln 0 CU C) al 80 c 01 U 0 Et Um tB LU :L-! -a 2 0 LU m u CL t = E o CL ru 12" n a) C: :3 04-, -C 0 0 u Aw C H Cl d p CL •A V O1 C L ¢] Q U m O O O .E C� � E W E L V � '� f- m ov C _a° U s a ai o f _� v a pCL C > o O_ OJ al L: `n _ circa C 0 > CL w O C cu 5 rG ry� .61 N Cn al � � v v, a L LL ¢ H as Ln lu z...� o ll(/, O C / /r 1`'/U% F— d L v v.3v'aj L -p 0'i :G rJ _ J O v C L C Z l CT p 3 a ^ryM�' C:) v v Cl O rr, v� J Ev c a 7sm o ° p Ep ani o v = •E U cu >_ _ u U c aJ : ra LOCO .LJ 7.0 > U 1 to -d o rn -o c U C H: ` fO � v v = o � C ,m _ o -=5 m 3 = v W v o'v c, c c v v U E p Q E v,v > a �'' v a. 3 E U C > vi rco Q (> L: `n _ circa C 0 > CL w O C cu 5 rG ry� .61 N Cn al y N E.` -'s a v, a L LL ¢ H as Ln lu z...� o ll(/, ra _ / /r 1`'/U% F— d L v v.3v'aj L -p 0'i :G rJ _ J O v C L C Z l CT p 3 a ^ryM�' C:) v v Cl O rr, v� J L: `n _ circa >v, CL w v a rG p 5 C Q N p Q� Ql v al C > C a_ CC lZI E C C tyif " t0 v, o m E wa as Ln lu z...� O •v. E E. O .. S v ra v c 3 ,'C v v.3v'aj L -p 0'i :G rJ _ J O v C L C v'3 3 v a rG p 5 C Q N p Q� Ql v al C > C a_ CC lZI E C C tyif " t0 iw = Z C O O m E wa as Ln = C o : C C 41 r` ro a1- � m ra al. _ .'j O O 4,5 ,'C Q. •r0 m N U ,� �n U v U G v ii m CT p 3 a cc C:) v v Cl O rr, V ry rG p 5 C Q N p Q� Ql v 4J C > C a_ CC lZI E C C tyif " t0 > = Z C O O N Q C R v CL U L — CT City of San Rafael, CA WORK PLAN/PROPOSAL It is our understanding that the City of San Rafael would like to perform a detailed telecommunications billing audit, inventory, and services review to determine the accuracy of the existing telecommunications service billing and to identify alternative services, contracts, and rate structures that may reduce costs. The scope of this effort includes the identification of billing errors that may result in refunds and/or credits on various telecommunication billings. Our focus will include, but not be limited to, voice telecommunications services, wide area network (WAN) data connections, cellular telephone arrangements, contracts, and rate structures for the City. We have developed the following information that describes our project approach and work plan for the engagement. Phase 1— Telecommunications Billing and Services Audit 1. Gather billing and system information for the following: • Local telecommunications services • Long-distance billing • Telecommunications services contracts and terms • Telecommunications equipment maintenance contracts • Cellular telephone billing and contract details • General telecom system design and review of in-place equipment • Data network design topology For the purpose of this proposal, we have assumed that the City will allow copies of the billing to be reviewed off-site in either hardcopy or soft form. If it is determined that you would prefer to have the bills reviewed on-site, we will work with you to adjust the project scope. 2. Request services and equipment (S&E) records for your locations We will work with you to obtain the vendor S&E for various billing that requires further examination. These records contain the details needed to perform a complete audit of the telecommunications services and billing. They contain this information in a form that requires a complete understanding of AT&T's complex Universal Service Order Codes (USOC) and the make-up of telecommunications services and billing. TECHNOLOGYCuENTFIRST .N,-Page�S City of San Rafael, CA 3. Develop detailed telecommunications billing spreadsheet tool We will develop a detailed spreadsheet tool that will list the telecommunications equipment and services that are billed by the carrier(s), long distance providers, telecommunications equipment maintenance vendors, and cellular companies. This spreadsheet will be designed to provide you with a management tool to easily perform a spot review of the telecom costs on a monthly basis. 4. Perform a detailed review of the billing, physical inventory, and use of testing equipment to identify the installed telecommunications services and their use for the Voice and Data Network(s) We will review the records gathered thus far in an effort to identify any billing issues or discrepancies. This review will identify areas that are in need of adjustment, credit, or clarification. Any billing errors identified may be subject to refunds and/or credits. We will work with you to determine the best approach for each issue identified. Our process will include an on-site review of each location. Our review will investigate erroneous dates for service migrations, cancellations, and changes. Our complete -global approach to the billing audit and review provides the City with a number of benefits: • Physical verification of installed services • Coordinated vendor credit and refund claims • Comparison to contract rates • General market comparison • Corrected billing and account information • Telecom services strategies to provide high-quality services with the lowest cost carrier offerings • Strategies for optimum long-term operation and cost control • Carrier consolidation and coordination of buying power S. Review Telecommunications Service Order and Payment Process We will meet with City staff (AP/AR/IT) to review the processes that are in place to manage the telecommunications systems and services. Our effort will focus on providing our recommendations regarding best practices in coordinating efforts and maximizing results. Based on our findings and discussions with you, we will also make best practices recommendations regarding the potential use of billing and services software tools and services that may be able to provide the City with additional help in management of this complex area. 6. Review alternative telecommunications services and operational methods Based on the information gathered, we will review alternative telecommunications services and arrangements to reduce costs and improve operations. These alternatives may include the use of integrated PRI services, integration of voice/data in the wide area network (WAN), and integration of the telecommunications systems using the wireless connections, among others. These alternative design approaches can have an impact on the telecommunications cost, equipment maintenance costs, and operational efficiencies. Our analysis will include recommendations regarding the cost/benefit ratio for these alternatives. CuENTARST TECHNOLOGY CONSULTING City of San Rafael, CA 7. Review initial findings with you We will conduct a findings and alternatives workshop with you to review our initial billing review and inventory findings and to verify the services and confirm next steps. We find that this course -setting meeting provides our clients with an interim update as well as active participation in decision-making regarding options and the direction of the telecommunications service alternatives. S. Develop a detailed list of changes and modifications to the billing and services Based on our findings and input received from you during the workshop, we will develop a detailed list of actions that should be performed in order to address any billing errors discovered or recommended changes in services. 9. Present our findings, conclusions, and recommendations We will prepare a presentation -style report to communicate the changes that are needed and detail potential cost reductions. Our report will include a hard and soft copy of the telecommunications services spreadsheet tool to be used by you going forward. Option 1— Pursue Corrections, Credits, and Refund (Optional) Needs Discussion: C'lientFirst and ,Staff Involvement in this phase varies and depends on a number of factors, including experience, timing, and resources, We will discuss this phase with you and customize the approach to meet your needs. 10. Pursue any billing corrections, credits and overpayments We will pursue the credits and refunds due to the City as a result of our audit. We will work with you to place orders with the vendors to make the needed changes, terminate services, and obtain the refunds for billing errors. No services will be terminated without prior approval. We find that our project approach, as outlined above, provides the needed details, review, planning, and approval process needed for a coordinated effort. 11. Manage Vendor Compliance We will work with you to monitor and manage the vendor's compliance with the requested changes, updates, and adjustments. This process typically requires participation from both City staff and CLIENTFIRST consultants. Option 2 — Telecommunications Expense Management (TEM) (Optional) Optional - Not Included in the Project Scope We have the ability to work with you on a monthly basis to provide telecommunications expense management (TEM) services, if needed. TEM is the process by which our staff reviews, audits, documents, and approves telecommunications billing on a monthly basis. Many of our clients benefit from having a monthly service and cost review of each telecommunications vendors bill prior to paying the invoice. Typically, our clients retain our services for the first year after the completion of a telecommunications billing audit to make sure the vendor billing remains corrected and that no additional billing changes are made by the vendors that cause increased costs. Many of our clients have utilized this approach. TECHNOLOGYCLIENTFIRST I age10 25,;, City of San Rafael, CA At this point in the process, it is unknown if this service would be needed. If this type of approach is of interest to you, we would be pleased to provide a proposal for these additional services. We can begin the activities related to this project within ten days of finalizing an agreement for accepting this proposal. We anticipate the total elapsed project time for the various phases to be as follows: Phase 1 Telecommunications Billing Audit 6-10 weeks Option 1 Pursuit of Vendor Credits/ Refunds and Billing Corrections To be determined Option 2 Telecommunications Expense Management Monthly review CONSULTINGCuENTFiRST TECHNOLOGY ° City of San Rafael, CA FEES i 6o'liig Our fees for the proposed project will be based on actual time spent on the project at our discounted government rates. Our normal government billing rates for these types of services is $110 -$140 per hour, depending on the levels and skill -sets and of the consultant(s) assigned to the project. We have discounted our rates further for this engagement. It is our intention to contract for this engagement on a fixed -fee basis (i.e., not -to -exceed amount). Our fee estimate is based on the scope and approach outlined in this proposal. If, during the course of the project, the nature or scope of our work should be requested to change, we would discuss such matters and their effect on our fees with the City of San Rafael prior to proceeding. Our normal policy is to bill monthly as the project proceeds. Phase 1 - Telecommunications Billing Audit and ServicesI 161 I $19,750, including expenses Review Option 1- Pursuit of Credits, Refunds and Management of TBD To be determined Changes Option 2 - Telecommunications Expense Management TBD To be determined, if necessary Our fees are billed monthly and are due upon receipt, plus direct expenses. Travel -related expenses and time are included in the quoted fee. Our fees and scope of services include an on-site visit to each City location to review the installed services, lines, and equipment. *Note: Fees for Optional Phase 2 - Telecommunications Expense Management (TEM) are not included, as our participation varies greatly from project to project. At the conclusion of Optional Phase 1, we can revisit this approach with you and determine how it may fit into your organization's needs. CvENTRRST TECHNOLOGY ,o� CONSULTINGAMU" �3°0(���, City of San Rafael, CA 1 Project Kick -Off Meeting 1 1 Gather billing 8 4 4 Obtain authorization 2 1 1 Obtain customer service 8 4 4 2 Develop Telecommunication Spreadsheet 24 4 20 3 On -Site Inventory Field Work 60 20 40 4 Obtain Vendor Contact Information 1 1 5 Populate Inventory 12 4 8 6 Analyze Telecom Billing 12 6 6 7 Compare to Contract Rates 4 2 2 8 General Market Compare ! 4 2 2 9 Develop Notes and Findings 4 2 2 10 Interview Operational Staff 1 1 11 Analyze Findings 2 1 1 12 Develop PowerPoint Presentation 7 6 1 13 Conduct On -Site Workshop 2 2 14 Development Recommendations 2 2 15 Report Development 7 6 1 Hours 161 68 93 Rates $140 $110 Total Project Cost $19,750 $ 9,520 $10,230 TECHNOLOGYCLiENTFIRST • City of San Rafael, CA Project Team The personnel selected for this engagement are listed below. More detailed profiles for each Project Team member are found on the following pages. Project Role: Project Manager ClientFirst Title: Practice Leader, Telecommunications Consulting Project Role: Project Consultant ClientFirst Title: Senior Telecommunications Consultant CLiENTFiRSTTECHNOLOGY,page;, of;; 5y„ City of San Rafael, CA Tom Weiman has been providing IT and telecommunications consulting for more than 30 years. He has experience providing consulting in telecommunications, data networks (LAN/WAN), and cable infrastructure. Tom's unique combination of voice/data/infrastructure experience provides our clients with years of design, selection, and implementation experience with all facets of IT and telecommunications. Tom has direct experience in the detailed design of contact centers, IVR operations, and the integration of voice and data services for multi -location clients. Highlights • Lead Project Manager, State of Wisconsin — saved the state over $90 million in telecommunications service costs • Former Partner and National Telecom Consulting Project Leader for RSM McGladrey, the nation's sixth-largest CPA and consulting firm • Call Center Campus Instructor at Purdue University, Center for Customer -Driven Quality • Provided telecommunications consulting services to nearly 300 public agencies throughout the United States, including government agencies, non-profit organizations, healthcare and financial institutions, and educational institutions at the K-12 and higher education levels Specialties • Billing Audits and Cost Reviews • Carrier Services Cost Analysis • Competitive Hardware and Services RFP Development and Evaluations • Implementation Project Management • Operational Assessment and Workflow C' BY OF P RO'SffCHNM¢Y • Strategic Telecommunications Planning " oNsuirAnr8iRNAONX • VoIP Readiness Assessments and Reviews Expenenr_e Expeifise Tiusf Credentials, Degrees, and Associations • Bachelor of Arts in Communications from St. Ambrose University • Ongoing training from Avaya/Cisco/Shoretel/Nortel/Mitel/NEC, and others • Past President and current member of the Iowa Telecommunications Users Group (ITUG) • Member, All Major Vendor Consultant Programs • Member, Association of Communications Technology Professionals in Higher Education (ACUTA) • Member, Building Industry Consulting Services, International (BICSI) • Member, Healthcare Information and Management Systems Society (HIMSS) • Member, Society of Telecommunications Consultants (STC) • Member, Institute of Electrical and Electronics Engineers (IEEE) Similar Clients or Projects City of Bettendorf City of Bloomington City of Brentwood City of Camarillo City of Escondido City of Foster City City of La Habra City of Laguna Niguel City of Mason City City of Matteson City of Mount Airy City of Murrieta City of Naperville City of Orland Park City of Palm Desert City of Redlands City of Rock Island City of Sacramento City of Salisbury City of San Gabriel Village of Lincolnwood Village of Northfield Village of Oak Brook Town of Danville DuPage County Davenport Comm. Schools Ohlone Community College San lose/Evergreen Community College St. Ambrose University University of Michigan University of Notre Dame Schaumburg Township District Library CLIENTFIRST TECHNOLOGY CONSULTING City of San Rafael, CA Marcia Struwing specializes in bill auditing, inventory, call center operations and design, voice and data communications systems, operational needs assessments, and project management. Marcia has provided these services for hundreds of clients throughout the United States in both the public and private sectors. Her direct experience includes work for government agencies, not-for-profit organizations, healthcare, and educational institutions (at the K-12 and higher education levels). Highlights System Implementation Project Leader for a large K-12 school district — provided coordination and planning for the implementation of a 1,500 station Cisco VoIP telecommunications system in a multi -location environment Call Center Implementation and Call Center Management Services — assisted with the design and implementation of a large multi -location telecommunications system and call center that included multiple sites and 100+ active agents Contact Center Operational Assessment for a Large University Medical Group — performed an operational review and assessment of the methods used to make appointments, disseminate medical information, enable physician referrals, communicate the status of appointments, and confirm appointments. Credentials, Degrees, and Affiliations • Bachelor's Degree from the University of Illinois • Member of consultant liaison programs for Alcatel, Cisco, Avaya, Nortel, Siemens, Shoretel, Mitel, i3, and others TECHNOLOGYCLIENTFIRST O page,l,o ;2 , f City of San Rafael, CA COMPANY OVERVIEW Our consultants have been assisting local governments with innovative technology solutions with CuENTF►RST for ten years, bringing with them many more years of experience in this field. Our risk -averse technology planning and the quality of service we provide our clients have resulted in numerous long-term business relationships. We are confident that no other consulting firm focusing on local governments offers the wide range of IT services that we do. Focusing on local governments means that we understand the unique needs, processes, protocols, and political nuances involved in the industry. This understanding and experience ensures that our strategies and recommendations are practical in all respects. We have a local presence with extensive experience in California. CuENTFiRSTis a national firm, with practices located in California, North Carolina, Illinois, and Minnesota. Corona, CA Y r ,1 iti�l �t Charlotte, NC Schaumburg, IL wmom ". ✓�yf( oNVuufIVMAN, R" M�HM�hNOIS�VGIIPo � Minneapolis, MN We understand that not all government executives are versed in the latest technology issues and opportunities. Therefore, our approach and deliverables provide a business -management perspective that allows the layperson the ability to understand the technology issues, strategies, and potential solutions required to make more informed business decisions. CLIENTARST TECHNOLOGY CONSULTING I y'mu �, :9�1' ro'osa ori a ecommunica ions° i � u i'an os eview' onsu m ervrcesrPP1 Vpr City of San Rafael, Or We believe in using technology as a tool to meet your business objectives; we do not apply technology just for technology's sake. Increase We are serious in our quest to provide clients with Time Expertise practical solutions that meet their individual requirements. Sometimes the proper solution includes cutting-edge technology. However, a cost- Money Service effective and practical solution using proven technology is often the most beneficial. glftlo Resources 1,Y Efficiency CuENTFiRSTbelieves in practicing true independence. We do not resell products, nor maintain relationships that would result in any add-on profit margins or referral fees. Our interest is in putting the client first by finding optimum solutions (i.e., the greatest value at lowest competitive cost) to meet their needs. NATIONAL• • Our consultants are nationally recognized for their work by many of the industry's leading vendors. They appreciate the fairness and objectivity we demonstrate when dealing with their organizations. CuENTFiRST was featured in the 2013 issue of CIO Review as one of the 20 Most Promising Government Technology Consulting Companies. TECHNOLOGYCLiENTFiRST • ro osa or a ecommunlca IonsI u I an7W City of San Rafael, CA osr`Fteview'Consti tm "'rvices" C1Government o OT(idmolnn Ibm illin, w ClientFirst Technology Consulting 20 Most Promising Government Technology Consulting Companies A Beacon of Light for Prime Technology Solutions Today, many Information Technology (IT) com- panies make the same mistakes, especially when it comes to consulting -oriented projects. Their knowledge of new technology is limited, and they use generalized IT specialists who may be well rounded, but lack the over-all technical strength. That is why many local governments rely on ClientFirst, a consultant and IT services firm, headquartered in Co- rona, California, with oil -ices in Illinois and North Carolina, and specializes in a wide breadth of IT disci- plines. "When dealing with IT companies, it's easy to be- come lost in the jargon of the field, but ClientFirst takes a practical, business management perspective. The company not only helps their clients understand, but works with them extensively to determine the strengths and weaknesses of their infrastructure and applications and what they need for success," observes David Krout, Managing Partner of ClientFirst. The company itself is almost exclusively local government, offering consulting in all aspects of IT Infrastructure, IT Support, IT Mastcr Planning, ERP applications, and Telecommunications. In order to preserve an unbiased stance that measures the quality of various technolo- gies. ClientFirst refrains from reselling hardware and software. This independence allows them to give un- biased recommendations for different environments and situations. Many of ClientFirst's services aim for the better- ment of local communities. Their major software con- sulting service can bolster community development, utility billing, and work management, in particular. They also offer consulting on application management best practices and IT department turnarounds. For more hands-on assistance, clients have supplemental and outsourcing support from which to choose. Cli- entFirst's telecommunications consulting designs phone systems, communications infrastructure and provides carrier contract negotiations. The company provides much of its consulting through local govern- ment agencies and strives to educate its clients as well as aid them in the implementation of comprehensive IT Master Plans they help develop. CLIENTFIRST TECHNOLOGY CONSULTING Understanding the --• Mill scope of ClientFirst's services is best done through looking at their work. When Pl commissioned by the city of Redlands, Cal- ifornia to formulate an IT plan, Client - First did an assess- ment of each city de - David Krout partment's infor- mation technology needs, evaluating ap- plicationpoliciesVand procedures, staffing struc- ture, use of productivity tools, and more. Based on the needs of Redlands' infrastructure and applications, they formed a comprehensive 5 -year plan and educat- ed the city council, providing additional systems engi- neering capabilities and even redesigned their new da- ta center and network. "ClientFirst is not a company that does product sales, but rather offers independent consulting services, like those in Redlands, that stick closely to retaining the best components of an envi- ronment and improving the rest. Combined with the multitude of IT disciplines working under ClientFirst, each client gets advice from subject matter experts who are best trained in each specific field," explains Krout. ClientFirst serves a list of illustrious clients in Illi- nois' Elgin School District U46, Laguna Nigel, CA; Lincolnwood, IL; Castaic Lake Water Agency, CA, and City of Bloomington, IL. With a reputable system of client care that it prides itself on, ClientFirst is an up-and-coming company with a future of promise and prosperity ahead of it as they aim to increase their re- gional IT support services in California and Illinois, as well as national presence in IT planning, software se- lection and telecommunications consulting. The com- pany looks for people who have a passion, as its em- ployees share a common desire to make a positive dif- ference in various communities, rather than simply make a profit. While they currently have 35 profes- sionals, ClientFirst is expecting to boost their head count to 50 by next year. I'll 0I1pj ipll December 2013 07�191uJ!�age!�0,"''of'%26 , DIVERSIFIED EXPERIENCE INTEGRATED TECHNOLOGY SOLUTIONS GROUPS TELECOM IT Bill Audits INFRASTRUCTURE VoIP Networking Design Servers RFP/Procurements Data Centers Carrier Services Disaster Recovery Call Centers Security MANAGEMENT CONSULTING IT Strategic Planning IT Assessments Process Improvements Contract Negotiations Project Management IT Governance Seminars STRUCTURED CABLING SYSTEM DESIGN Assessment and Certification CADD Design & Layout Vendor Selection Project Management Documentation APPLICATION CONSULTING Business Process Review Software Selection Implementation Assistance IT SERVICE & OPERATIONS Technical Services Help Desk Managed Services ECMS (Enterprise Content Management) Needs Assessment Business Process Review System Selection Planning Implementation Oversight ro osa o"r""7elecommunca ions i udit an`d Cos eview' ' 6100IS6nnces POP, P City of San Rafael, CA • Bill Audits (Cost Analysis and Negotiation) • Telecom Expense Management (TEM) • VoIP Readiness Review • Systems Evaluation, Design, Specifications, and RFP Development • Credit / Refund Requests • Strategic Planning • Project Management • Carrier Services Cost Analysis • Operational and Workflow Reviews • Contact / Call Center Consulting • System Selection and Contract Negotiations IT Technical and Managed Services • 24/7 On -Call • PC Break -Fix Services • Routers and Switches • Server Installation, Configuration and Troubleshooting • On -Site or Remote • Network and Server Troubleshooting and Configuration • Security Systems Support • Network and Server Management • Patch Management • Inventory and Licensing Management • Remote Network, Server and Desktop Monitoring IT Staffing and Outsourcing • IT Staffing Needs Assessment and Operational Reviews • Interim IT Management • Supplemental IT Staffing • Outsourcing IT Management and Staff • Web Design and Development • Content Management • Database Design and Development • Assessment and Certification • CADD Design and Layout • Vendor Selection • Project Management • Documentation • Strategic Planning • IT Master Planning • IT Assessments • IT Staffing Assessments • Process Improvements • Procurement Assistance • Contract Negotiations • Project Management • IT Governance Seminars Networking • Assessment, Design, and Installation • Replication and Redundancy Strategies • Server Virtualization • Cloud Computing Disaster Recovery • Risk Assessment and Business Impact Analysis • Disaster Recovery Planning • Hot -Site and Recovery Services Evaluation • Storage Area Networking Security • Internet and Firewall Security Reviews • IT Security Reviews and Audits • Security Policy and Controls Development • Intrusion Testing Business Process Review • Business Case Analysis • Preliminary Needs Assessment and Recommendations • Process Analysis and Improvement Software Selection • Feature / Function Requirements Definitions • Implementation Risk Assessments • Change Management • RFI / RFP Development • Vendor Analysis and Evaluations • Demonstration Facilitation • Contract Review and Negotiations Implementation Assistance • Implementation Project Management • Conversion Assistance • Integration / Interface Assistance • Ad Hoc Report Writing Assistance CLIENTFIRST TECHNOLOGY CONSULTING AREAS OF EXPERTISE IT OPERATIONS 1 TECHNICAL SERVICES EXPERIENCE • Technical Services • 2417 On -Call • PC Break -Fix Services • Routers and Switches • Server Installation, Configuration and Troubleshooting • On -Site or Remote Services • Network Troubleshooting and Configuration • Security Systems Support • Managed Services • Network Management • Event Monitoring • Patch Management • Inventory Management • Licensing Management • Software Distribution • Remote Network and Desktop Monitoring TELECOM EXPERIENCE • Law Enforcement Records Management • Systems Evaluation and Assessments • Telecommunications System Management • Voice and Data Cable Infrastructure Design and Engineering • LAN/WAN Assessments, Design, Procurement, and Implementation • VoIP (Voice -over -Internet Protocol) Readiness Reviews and Assessments • Telecom Billing Audits and Cost Reviews • Strategic IT and Telecommunications Planning • Systems Design and Alternative Analysis • Business Continuation Planning and Disaster Recovery Planning • Call Center Planning and Operational Design • Competitive System and Vendor Selection • Project Management and Implementation DEPARTMENT AREA EXPERIENCE • Council • Administration • Building and Safety • City Clerk • Finance • Fire • Library • Utility Billing • Customer Service/Call Centers • Payroll • Human Resources • Planning • Police • Purchasing • Public Works • Parks and Recreation • Engineering • Geographic Information System (GIS) • Water • Waste Water • Sanitation • Field Operations • Laboratories • Environmental Services • Facilities • Treatment Plants • Fleet Management • Engineering • Warehousing • SCADA • Information Systems APPLICATION AREA EXPERIENCE • General Ledger • Budgeting • Project Accounting • Grant Accounting • Cash Receipts • Purchasing and Receiving • Bids Management • Contract Management • Accounts Payable • Fixed Assets • Loans • Special Assessments • Financial Reporting • Business Licensing • Applicant Tracking • Human Resources • Employee Self -Service • Benefits Tracking • Time and Attendance • Payroll • CIS and Utility Billing • Customer Service / Call Centers • Backflow • Service Orders • Work Orders / Preventative Maintenance • Inventory and Fleet Management • Planning, Permitting, Inspection and Code Enforcement • Land/Parcel/Address Management • Computer -Aided Dispatch (CAD) • Records Management • Mobile Computing • Citizen Request Management (CRM) • Geographic Information System (GIS) • Adjudication • Citation Management • Database Management �, ro vsa orecomrriunications i F Au' i an lt;os a iew' onsu m ervrces' Moir— Co of San Rafael, CA We understand the experience of the individual consultants is a significant factor in hiring a firm to conduct the project on your behalf. Our consultants have extensive public -sector experience in their respective careers, including projects with the following agencies: California City of Brentwood City of Burbank City of Calabasas City of Camarillo City of Chino City of Colton City of Downey City of Dublin City of Escondido City of Foster City City of Healdsburg City of Hemet City of Indio City of Laguna Niguel City of La Habra City of La Puente City of Lathrop City of Lomita City of Murrieta City of Palm Desert City of Port Hueneme City of Rancho Cucamonga City of Rancho Mirage City of Rialto City of Rosemead City of Sacramento City of San Gabriel City of San Jacinto City of Seal Beach City of South Gate City of Upland Town of Danville Town of Truckee CA -NV American Water Works Association Cucamonga Valley Water District Glendale Water & Power Mesa Water District Newhall County Water District Rincon del Diablo Municipal Water District Rosamond Community Services District Southern California Coastal Water Research Walnut Valley Water District Riverside County San Bernardino County Colton Joint Unified School District Jurupa Community Services District Lake Elsinore Unified School District Menifee Unified School District Mountain View Elementary School District Romoland School District West Covina Unified School District Ohlone Community College San Jose Community College University of California San Francisco Mechoopda Indian Tribe Connecticut City of Bristol City of Groton City of New Haven Florida City of Cape Coral City of Deerfield Beach City of Dunedin City of Fort Lauderdale City of Pompano Beach City of Port SL Lucie City of Riviera Beach Illinois City of Bloomington City of Champaign City of Countryside City of Highland Park City of Lake Forest City of Moline City of Morton Grove City of Naperville City of Oakbrook Terrace City of Orland Park City of Prospect Heights City of Rockford City of Rock Island City of SL Charles Village of Arlington Heights Village of Cary Village of Glencoe Village of Kenilworth Village of Libertyville Village of Lincolnwood Village of Matteson Village of Norridge Village of Northbrook Village of Northfield Village of Oak Brook Village of Oak Park Village of Palos Park Village of River Forest Village of Riverside DuPage County Peoria County Sangamon County Batavia Public School District Central Community Unit School District 301 Civitas Schools Community Unit School District 300 Community Unit School District 308 Consolidated High School District 230 Consolidated School District 158 DeKalb Community Unit School District 428 Elgin School District U-46 Geneva Community Unit School District 304 Glenview Schools Gower School District Arizona Hampton School District 29 Maricopa County Harlem School District 122 Harrison School District 36 CLIENTARST TECHNOLOGY CONSULTING Harvard Community Unit School District Indian Prairie Community Unit School District 204 Mount Prospect School District 57 Naperville Community Unit School District 203 Naperville Park District Nonidge Park District Park Ridge Schools Port Byron Central School District Riverside Public School District 96 School District U46 Sherrard Community Schools SL Charles School District Township High School District 214 West Aurora School District 129 Wheaton-Warrenville School District 200 Illinois State University Lake Forest College Northern Illinois University The University of Chicago Lincolnwood Public Library Oak Park Library Oswego Library District Park District of Highland Park American Association of Diabetes Educator Chicago Theological Seminary Illinois Action for Children Illinois Municipal Retirement Fund JensenlT Indiana The University of Notre Dame Iowa City of Ankeny City of Bettendorf City of Burlington City of Cedar Rapids City of New Hampton City of West Des Moines Johnson County Linn County State of Iowa Assumption Catholic High School Archdiocese of Dubuque Catholic Schools Burlington Community School District Cedar Rapids Community School District Davenport School District Diocese of Davenport Catholic Schools Dubuque Community School District Knoxville Community School District Mason City School Disbict North Scott School District Wahlert Catholic High School Des Moines Area Community College Loras College SL Ambrose University Cedar Falls Utilities Maryland State of Maryland Michigan Anoka County Lake Superior State University University of Michigan Nevada County of Nye Town of Pahrump New York State of New York Hudson Valley Community College North Carolina City of Burlington City of Gastonia City of Kinston City of Mount Airy City of Salisbury Arc of Stanley County (Monarch) Buncombe County Cabarrus County Orange County St, Augustine College Wake Forest University Eastern Band of Cherokee Indians Salisbury Rowan Utilities Ohio Cuyahoga County Montgomery County South Dakota Rapid City Area Schools Utah Washington County School District Virginia Commonwealth of Virginia Wisconsin City of Brookfield City of Eau Claire City of Wauwatosa City of West Allis Brown County Kenosha County Milwaukee County Waukesha County HIDTA Milwaukee Diocese of Madison Catholic Schools Madison School District Shorewood School District Whitnall School District West Allis School District Southwest Technical Institute SL Beloit College SL Norbert College University of Wisconsin State of Wisconsin Wyoming State of Wyoming r�l.,,�,,, age%24°o,2 City of San Rafael, CA CLIENTFIRSTconsultants collectively possess an extensive portfolio of certifications, revealing their commitment to ongoing professional training and ensuring that our clients have access to the latest information in the field. NUT 10 ,,, ilonoQomen;,' CISA CERTIFIED ServerG CERTIFIED Network© CERTIFIED Security CERTIFIED Project© CERTIFIED Im Certified NOVELL ENGINEER" NovelL,1 Affbflmsoft CERTIFIED SystemsE+Ti ^,:Cr Microsoft` CERTIFIED IT Professional 9P zl_ scorn �� a • • Certified Professional 1bi11iwciowiff CERTIFIED IT Professional C E R T I F IED• .........................................."I ,,,..., ,1. IT Professional Enterprise Adminlstrator Server Administrator mmmoft- CSM CERTIFIED Technology Specialist . RTIFI ITIL° V3 CCDP ® IY CERTIFIED HTML - - CCNA Tn CCDA ®1Y CERTIFIED CERTIFIED egg WC.T' lu RCOD . • CCNP ®l. CCDP ® IY CERTIFIED CERTIFIFD - - CCNA Tn CCDA ®1Y CERTIFIED CERTIFIED Alcatel -Lucent CITRIX° professional Certified Administrator Microsoft Villl�all �; or Applications n m a !„s.., `o esp w s I„ ct[esas�rufftt vmware• E <' sweeper F Ja a rips redhat CERTIFIED ENGINEER r kklr'ur m' . 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Box 6026 (AIC, No. Ext1:888-825-4322 (AIC, No): 714-252-8253 E-MAIL 10805 Holder Street - Suite 350 ADDRESS: Cypress, CA 90630 ( INSURER(S) AFFORDING COVERAGE NAIC # DESCRIPTION OF OPERATIONS I LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may.)e attached If more space Is required) City of San Rafael, its officers, agents, employees, and volunteers are additional insureds on the general liability policy per SB146932E. Insurance is Primary and non contributory per SB146932E. CERTIFICATE HOLDER INSURERA:CNA Insurance Companies 120508 INSURED Client First Consulting Group, LLC INSURERB:The Hartford Insurance Group 100914 1181 California Ave INSURER C:Philadellphia Indemnity Insurance P.O. Box 151560 Suite 270 I INSURER D: AUTHORIZED REPRESENTATIVE --------- Corona, CA 92881 I 1988-2014 ACORD CORP���ORATION. All rights reserved. 1988-2014 INSURER E: The ACORD name and logo are registered marks of ACORD INSURER F: ..........................................................................� COVERAGES CERTIFICATE NUMBER: 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 SUER LTR INSD WVD POLICY NUMBER PO LICY EPOLICY EXP FF (MMIDDIYYYY) (MMIDDIYYYY) LIMITS A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE S 2,000,000 CLAIMS -MADE X OCCUR Y N 2097701290 4/16/2015 4/16/2016 zu PREMISES (Ea occurrences S MISE (3a oc urr 300,000 MED EXP (Any one person) $ 10,000 rn I PERSONAL & ADV INJURY S 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER I GENERAL AGGREGATE $ 4,000,000 X PRO - PRODUCTS-COMP/OPAGG $ 4,000,000 POLICY LOC JECT i OTHER $ 1 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT S (Ea_accident) 1,000,000 A ANY AUTO N N 2097701290 4/16/2015 4/16/2016 BODILY INJURY (Per person) S ALL OWNED SCHEDULED I BODILY INJURY (Per accident) S AUTOS AUTOS _ X X NON -OWNED PROPERTY DAMAGE S HIRED AUTOS AUTOS (Per accident) ______................ UMBRELLA LIAB OCCUR EACH OCCURRENCE S EXCESS LIAB CLAIMS -MADE AGGREGATE S DED I I RETENTION S ( $ WORKERS COMPENSATION X PER f 0TH- pp AND EMPLOYERS' LIABILITY Y / N B ANY PROPRIETOR/PARTNER/EXECUTIVE N 72WECGH0159 N / A STATUTE I ER 4/16/2015 4/16/2016 E L EACH ACCIDENT S I 1,000,000 OFFICER/MEMBER EXCLUDED? ❑ (Mandatory In NH) ( E L DISEASE- EA EMPLOYEE S 1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below E L DISEASE - POLICY LIMIT S ......................... 1,000,000 C Commercial Errors & Omissions N N PHSD1020252 3/31/2015 3/31/2016 Per Claim/Aggregate 2,000,000/2,000,000 C Commercial Errors & Omissions N N PHSD1020252 3/31/2015 3/31/2016 Deductible 10,000 DESCRIPTION OF OPERATIONS I LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may.)e attached If more space Is required) City of San Rafael, its officers, agents, employees, and volunteers are additional insureds on the general liability policy per SB146932E. Insurance is Primary and non contributory per SB146932E. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of San Rafael THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 1400 Fifth Avenue ACCORDANCE WITH THE POLICY PROVISIONS. P.O. Box 151560 San Rafael, CA 94915-1560 AUTHORIZED REPRESENTATIVE --------- V✓✓ wv 1988-2014 ACORD CORP���ORATION. All rights reserved. 1988-2014 ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD POLICY NUMBER INSURED NAME AND ADDRESS 0 2097701290 CLIENTFIRST CONSULTING GROUP, LLC 1.181. Califnrnia Street Suite 270 CORONA, CA 92881 FORMS AND ENDORSEMENTS SCHEDULE The following list shows the Forms, Schedules and Endorsements by Line of Business that are a part of this policy. 08MM FOAM NUMBER FORM TITLE SB146916B 01/2008 California Changes -- SB147052B 06/2011 Notice of Cancellati.on or Material Coverage Change SB147075A 01/2006 Economic and Trade Sanctions Condition SB147082D 04/2010 Businessowners Common Policy Conditions SS1470861 04/2010 Loss Payable Provisions SB300022B 07/2009 Waiver of Subrogation SB300146C 01/2008 Cap on Losses from Certified Acts of Terrorism COMMERCIAL PROPERTY FORM NUMBER FORM TITLE SB146801H 06/2011 Businessowners Special Property Coverage Form SB14002DO4 01V2011 2,usiness Income and Extra Expense SB146603A 01.12006 Seasonal. Increase SB146804A 01/2006 Arson and Theft Reward SB146805A 01/2006 Claim Data Expense SBI46806B 01/2008 Debris Removal. SB146807C 04/2010 Employee Dishonesty SBI46808A 01/2006 Expediting Expenses SB146809C 07/2009 Fine Arts SB146810A 01/2006 Fire Departmenr Service Charge SB146811A 01/2006 Fire Protective Equipment Discharge SBI46812C 04/2010 Forgery and Alteration SB146813B 01/2008 Newly Acquired or Constructed Property SBI46814B 03/2006 Ordinance or Law S04681` -,A 01/2006 Outdoor Trees, Shrubs, Plants and Lawns SB116816A 01 2006 Pollutant Clean Up and Removal SBI46817A 01/2006 Preservation of Property SE14661HA 01/2006 Temporary Relocation of Property SB146819A 01/2006 Water Damage, Other Liquids, Soider, Molten Damage SB146820C 06/2011 Accounts Receivable SBI46821A 01/2006 Appurtenant Buildings and Structures SRHG82ZA 01/2006 Building Class SH146823B 01/2008 Business Income Extra Expense - Dependent Property SB146824B 01/2008 Business Income Extra Expense -Newly Acquired Locs S0146825C 06/2011 Business Personal Property Off Premises SR146826B 01/x008 CivJJ Authority 5,B146827F 06/2011 Electronic Data Processing SBI46828D 06/2011 Equipment Breakdown SB146830B 01/2008 Money Orders and Counterfeit Paper Currency SB116831H 06/2011 Nonowned Detached Trailers SBI46832B 01/2008 Ordinance or Law -Increased Period of Restoration SB146833A 01/2006 Outdoor Property SB146834A 01/2006 Personal. Effects SR146835A 01/2006 Signs SBI46836A 01/2006 Spoilage Consequential Loss SB146837A 01/2006 Theft Damage to Rented Property SBI46838C 06/2011 VoNable Papers and Records SR146839F 06/2011 Sewer or Drain Back Up AGENT Paqe '/ of POLICY NUMBER INSURED NAME AND ADDRESS CLIENTFIRST CONSULTING GROUP, LLC 1181 California Street Suite 270 CORONA, CA 92881 FORMS AND ENDORSEMENTS SCHEDULE COMMERCIAL PROPERTY FORM NUMBER FORM TITLE SPIIAc:"936A 01/2006 Inflation Guard SB14'?038A 01/2006 EXCLUSION - F.':LECTROMAGNETIC AND IONIZING RADIATION ,3,RL47084C04 04/2012 California Fungi, Wet Rot, Dry Rot, Microbe ExIn SR.300129R 01/2008 Targeted Hacker Attack 31..33001'/9E 06/2011 Choice Endorsement SB3001156A 07/2007 Concurrent Causation, Earth Movmrtt, Water Exc.]. Chq S F.33 0 0 5 9 CA 01/2008 Identity Theft/Recovery Services Endorsement COMMERCIAL GENERAL LIABILITY FORM NUMBER FORM TITLE SB1116901A 01/2006 Technology Services Exclusion SBJA690'?f,.: 06/2011 Hired Auto and Nonowned Auto Liability SPl 4693 1::' 06/201.1. Blarikec Additional Insured - Liability Extension S R]. '17 0 2 A 03/2006 EXCEPTIONS TO PERSONAL AND ADVERTISING INJURY S B 1. t� '/ 0'7 9 i� 01/2006 War Liab.i.i.ity Exclusion S1314/080A 01/2006 Exclusion SiIica SBI 17083B 0'7/2009 Fungi /Mold/Mi ldew/ Yeas t/[,I..I.c robe Exec uSiOCJ S 31.`?. i 0 8 SA 0 11 01/2006 Exclusion Asbestos SR147089A 01/2006 Employment Related Practices Exclusion S13300000C 04/2010 Bus.i. ties sowners L.i.abilitv Coverage Form SP,3001.13C 06/2011. Add.it.i.onal Insured - Designated Person SB30012.0C 06/2011 Additional Insured - Owners, Lessees or Contractor- SB3001.85A. 01/2006 Property Damage [Definition Ainendatory Endorsement S-B30044LA 01/2007 Fiduciary Liability Coverage Form SB300449A 01/2007 Single Limit of Insurance Endorsement SR.300450A 01/2007 Employment Practices L.iability Coverage Form S R 3 0 0 8 1 9A 0'1/2009 Recd and Distribution of Material. or. informati",n FORM NUMBER FORM TITLE 0).,'2014 Policyholders Jurisdictional Inspection 3.:::B1)014481. 01,,'2008 Offer of Terrorism Coverage Notice 3 0 10 A 04;2010 Hired and Non -Owned Auto Liab Policyholder Notice Countersignature SB.. -.1.4689.5 A (Ed. 01/06) AGENT Pa g e' H u:f SB -146932-E (Ed. 06/11) THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED - LIABILITY EXTENSION This endorsement modifies insurance provided under the following: BUSINESSOWNERS LIABILITY COVERAGE FORM Coverage afforded under this extension of coverage endorsement does not apply to any person or organization covered as an additional insured on any other endorsement now or hereafter attached to this Policy. 1. ADDITIONAL INSURED —BLANKET VENDORS WHO IS AN INSURED is amended to include as an additional insured any person or organization (referred to below as vendor) with whom you agreed, because of a written contract or agreement to provide insurance, but only with respect to "bodily injury" or "property damage" arising out of "your products" which are distributed or sold in the regular course of the vendor's business, subject to the following additional exclusions: 1. The insurance afforded the vendor does not apply to: a. "Bodily injury" or "property damage" for which the vendor is obligated to pay damages by reason of the assumption of liability in a contract or agreement. This exclusion does not apply to liability for damages that the vendor would have in the absence of the contract or agreement; b. Any express warranty unauthorized by you; c. Any physical or chemical change in the product made intentionally by the vendor; d. Repackaging, except when unpacked solely for the purpose of inspection, demonstration, testing, or the substitution of parts under instructions from the manufacturer, and then b repackaged in the original container; 23 e. Any failure to make such inspections, adjustments, tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the distribution or sale of the products; f. Demonstration, installation, servicing or repair operations, except such operations performed at the vendor's premises in connection with the sale of the product; g. Products which, after distribution or sale by you, have been labeled or relabeled or used as a container, part or ingredient of any other thing or substance by or for the vendor; or h. "Bodily injury" or "property damage" arising out of the sole negligence of the vendor for its S B -146932-E (Ed. 06/11) own acts or omission or those of its employees or anyone else acting on its behalf. However, this exclusion does not apply to: (1) The exceptions contained in Subparagraphs d. or f.; or (2) Such inspections, adjustments, tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the distribution or sale of the products. 2. This insurance does not apply to any insured person or organization, from whom you have acquired such products, or any ingredient, part or container, entering into, accompanying or containing such products. 3. This provision 2. does not apply to any vendor included as an insured by an endorsement issued by us and made a part of this Policy. 4. This provision 2. does not apply if "bodily injury" or "property damage" included within the "products - completed operations hazard" is excluded either by the provisions of the Policy or by endorsement. 2. MISCELLANEOUS ADDITIONAL INSUREDS WHO IS AN INSURED is amended to include as an insured any person or organization (called additional insured) described in paragraphs 2.a. through 2.h. below whom you are required to add as an additional insured on this policy under a written contract or agreement but the written contract or agreement must be: 1. Currently in effect or becoming effective during the term of this policy; and 2. Executed prior to the "bodily injury," "property damage" or "personal and advertising injury," but Only the following persons or organizations are additional insureds under this endorsement and coverage provided to such additional insureds is limited as provided herein: a. Additional Insured —Your Work That person or organization for whom you do work is an additional insured solely for liability Page 1 of 5 due to your negligence specifically resulting from your work for the additional insured which is the subject of the written contract or written agreement. No coverage applies to liability resulting from the sole negligence of the additional insured. The insurance provided to the additional insured is limited as follows: (1) The Limits of Insurance applicable to the additional insured are those specified in the written contract or written agreement or in the Declarations of this policy, whichever is less. These Limits of Insurance are inclusive of, and not in addition to, the Limits of Insurance shown in the Declarations. (2) The coverage provided to the additional insured by this endorsement and paragraph F.9. of the definition of "insured contract" under Liability and Medical Expenses Definitions do not apply to "bodily injury" or "property damage" arising out of the "products -completed operations hazard" unless required by the written contract or written agreement. (3) The insurance provided to the additional insured does not apply to "bodily injury," "property damage," or "personal and advertising injury" arising out of the rendering or failure to render any professional services. b. State or Political Subdivisions A state or political subdivision subject to the following provisions: (1) This insurance applies only with respect to the following hazards for which the state or political subdivision has issued a permit in connection with premises you own, rent, or control and to which this insurance applies: (a) The existence, maintenance, repair, construction, erection, or removal of advertising signs, awnings, canopies, cellar entrances, coal holes, driveways, manholes, marquees, hoistaway openings, sidewalk vaults, street banners, or decorations and similar exposures; or (b) The construction, erection, or removal of elevators; or (2) This insurance applies only with respect to operations performed by you or on your behalf for which the state or political subdivision has issued a permit. SB -146932-E (Ed. 06/11) SB -146932-E (Ed. 06/11) This insurance does not apply to "bodily injury," "property damage" or "personal and advertising injury" arising out of operations performed for the state or municipality. c. Controlling Interest Any persons or organizations with a controlling interest in you but only with respect to their liability arising out of: (1) Their financial control of you; or (2) Premises they own, maintain or control while you lease or occupy these premises. This insurance does not apply to structural alterations, new construction and demolition operations performed by or for such additional insured. d. Managers or Lessors of Premises A manager or lessor of premises but only with respect to liability arising out of the ownership, maintenance or use of that specific part of the premises leased to you and subject to the following additional exclusions: This insurance does not apply to: (1) Any 'occurrence" which takes place after you cease to be a tenant in that premises; or (2) Structural alterations, new construction or demolition operations performed by or on behalf of such additional insured. e. Mortgagee, Assignee or Receiver A mortgagee, assignee or receiver but only with respect to their liability as mortgagee, assignee, or receiver and arising out of the ownership, maintenance, or use of a premises by you. This insurance does not apply to structural alterations, new construction or demolition operations performed by or for such additional insured. f. Owners/Other Interests — Land is Leased An owner or other interest from whom land has been leased by you but only with respect to liability arising out of the ownership, maintenance or use of that specific part of the land leased to you and subject to the following additional exclusions: This insurance does not apply to: (1) Any 'occurrence" which takes place after you cease to lease that land; or Page 2 of 5 SB -146932-E (Ed. 06/11) (2) Structural alterations, new Damage To Property, is replaced by the construction or demolition operations following: performed by or on behalf of such k. Damage To Property additional insured. g. Co-owner of Insured Premises "Property damage" to: A co-owner of a premises co -owned by you 1. Property you own, rent or occupy, and covered under this insurance but only including any costs or expenses incurred by you, or any other person, with respect to the co-owners liability as co- organization or entity, for repair, owner of such premises. replacement, enhancement, h. Lessor of Equipment restoration or maintenance of such Any person or organization from whom you property for any reason, including prevention of injury to a person or lease equipment. Such person or organization damage to another's property; are insureds only with respect to their liability arising out of the maintenance, operation or 2. Premises you sell, give away or use by you of equipment leased to you by abandon, if the "property damage" such person or organization. A person's or arises out of any part of those organization's status as an insured under this premises; endorsement ends when their written contract 3• Property loaned to you; or agreement with you for such leased equipment ends. 4. Personal property in the care, With respect to the insurance afforded these custody or control of the insured; additional insureds, the following additional 5. That particular part of any real exclusions apply: property on which you or any This insurance does not apply: contractors or subcontractors working directly or indirectly in your behalf are (1) To any "occurrence" which takes place performing operations, if the "property after the equipment lease expires; or damage" arises out of those (2) To "bodily injury," "property damage" or operations; or "personal and advertising injury" arising 6. That particular part of any property out of the sole negligence of such that must be restored, repaired or additional insured. replaced because "your work" was Any insurance provided to an additional insured incorrectly performed on it. designated under paragraphs b. through h. above Paragraph 2 of this exclusion does not does not apply to "bodily injury" or "property apply if the premises are "your work" and damage" included within the "products -completed were never occupied, rented or held for operations hazard." rental by you. 3. The following is added to Paragraph H. of the Paragraphs 1, 3, and 4, of this exclusion BUSINESSOWNERS COMMON POLICY do not apply to "property damage" (other CONDITIONS: than damage by fire or explosion) to H. Other Insurance premises: (1) rented to you: 4. This insurance is excess over any other insurance naming the additional insured (2) temporarily occupied by you with the as an insured whether primary, excess, permission of the owner, or contingent or on any other basis unless a (3) to the contents of premises rented to written contract or written agreement you for a period of 7 or fewer specifically requires that this insurance be consecutive days. either primary or primary and A separate limit of insurance applies to noncontributing. Damage To Premises Rented To You as 4. LEGAL LIABILITY — DAMAGE TO PREMISES described in Section D — Liability and Medical Expenses Limits of Insurance. A. Under B. Exclusions, 1. Applicable to Business Liability Coverage, Exclusion k. SB -146932-E Page 3 of 5 (Ed. 06/11) Paragraphs 3, 4, 5, and 6 of this exclusion do not apply to liability assumed under a sidetrack agreement. Paragraph 6 of this exclusion does not apply to "property damage" included in the "products -completed operations hazard." B. Under B. Exclusions, 1. Applicable to Business Liability Coverage, the last paragraph of 2. Exclusions is deleted and replaced by the following: Exclusions c, d, e, f, g, h, i, k, I, m, n, and o, do not apply to damage by fire to premises while rented to you or temporarily occupied by you with permission of the owner or to the contents of premises rented to you for a period of 7 or fewer consecutive days. A separate limit of insurance applies to this coverage as described in Section D. Liability And Medical Expenses Limits Of Insurance. C. The first Paragraph under item 5. Damage To Premises Rented To You Limit of Section D. Liability And Medical Expenses Limits Of Insurance is replaced by the following: The most we will pay under Business Liability for damages because of "property damage" to any one premises, while rented to you, or temporarily occupied by you, with the permission of the owner, including contents of such premises rented to you for a period of 7 or fewer consecutive days, is the Damage to Premises Rented to You limit shown in the Declaration. 5. Blanket Waiver of Subrogation We waive any right of recovery we may have against: a. Any person or organization with whom you have a written contract that requires such a waiver. 6. Broad Knowledge of Occurrence The following items are added to E. Businessowners General Liability Conditions in the Businessowners Liability Coverage Form: e. Paragraphs a, and b. apply to you or to any additional insured only when such "occurrence," offense, claim or "suit" is known to: (1) You or any additional insured that is an individual; SB -146932-E (Ed. 06/11) SB -146932-E (Ed. 06/11) (2) Any partner, if you or an additional insured is a partnership; (3) Any manager, if you or an additional insured is a limited liability company; (4) Any "executive officer" or insurance manager, if you or an additional insured is a corporation; (5) Any trustee, if you or an additional insured is a trust; or (6) Any elected or appointed official, if you or an additional insured is a political subdivision or public entity. This paragraph e. applies separately to you and any additional insured. 7. Bodily Injury Section F. Liability and Medical Expenses Definitions, item 3. 'Bodily Injury" is deleted and replaced with the following: "Bodily injury" means bodily injury, sickness or disease sustained by a person, including death, humiliation, shock, mental anguish or mental injury by that person at any time which results as a consequence of the bodily injury, sickness or disease. 8. Expanded Personal and Advertising Injury Definition a. The following is added to Section F. Liability and Medical Expenses Definitions, item 14. Personal and Advertising Injury, in the Businessowners General Liability Coverage Form: h. Discrimination or humiliation that results in injury to the feelings or reputation of a natural person, but only if such discrimination or humiliation is: Not done intentionally by or at the direction of: a. The insured; or b. Any "executive officer," director, stockholder, partner, member or manager (if you are a limited liability company) of the insured; and 2. Not directly or indirectly related to the employment, prospective employment, past employment or termination of employment of any person or person by any insured. b. The following is added to Exclusions, Section B.. Page 4 of 5 (15) Discrimination Relating to Room, Dwelling or Premises Caused by discrimination directly or indirectly related to the sale, rental, lease or sub -lease or prospective sale, rental, lease or sub -lease of any room, dwelling or premises by or at the direction of any insured. (16) Fines or Penalties Fines or penalties levied or imposed by a governmental entity because of discrimination. c. This provision (Expanded Personal and Advertising Injury) does not apply if SB -146932-E (Ed. 06/11) SB -146932-E (Ed. 06/11) Personal and Advertising Injury Liability is excluded either by the provisions of the Policy or by endorsement. 9. Personal and Advertising Injury Re -defined Section F. Liability and Medical Expenses Definitions, item 14, Personal Advertising Injury, Paragraph c. is replaced by the following: c. The wrongful eviction from, wrongful entry into, or invasion of the right of private occupancy of a room dwelling or premises that a person or organization occupies committed by or on behalf of it's owner, landlord or lessor. Page 5 of 5 SB -147052-B (Ed. 06/11) THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. CHANGES - NOTICE OF CANCELLATION OR MATERIAL COVERAGE CHANGE This endorsement modifies insurance provided under the following: BUSINESSOWNERS COMMON POLICY CONDITIONS In the event of cancellation or material change that reduces or restricts the insurance afforded by this Coverage Part (other than the reduction of aggregate limits through payment of claims), we agree to mail prior written notice of cancellation or material change to: SCHEDULE Name of Designated Entity: Address/Contact Information of Designated Entity: Information required to complete this Schedule, if not shown above, will be shown in the Declarations. The following conditions are added: 1. If the policy is cancelled or not renewed, we will give written notice of such cancellation or nonrenewal to the Designated Entity shown in the Schedule above, or in the Declarations. Such notice may be delivered or sent by any means of our choosing. The notice to the Designated Entity will state the effective date of cancellation or nonrenewal. However, such notice of cancellation or nonrenewal is solely for the purpose of informing the Designated Entity of the effective date of cancellation or nonrenewal and does not grant, alter, or extend any rights or obligations under this policy. 2. If we cancel or elect not to renew the policy for any reason other than nonpayment of premium, we will give written notice to the Designated Entity shown in the Schedule above, or in the Declarations at the same time notice is given to the first Named Insured. SB -147052-B (Ed. 06/11) 3. If we cancel or elect not to renew this policy for nonpayment of premium, we will give written notice to the Designated Entity shown in the Schedule above, or in the Declarations. Such notice may be provided before or after the effective date of cancellation or nonrenewal. 4. Failure to give notice in accordance with the terms of this endorsement does not: a. Alter the effective date of policy cancellation, nonrenewal or expiration; b. Render such cancellation or nonrenewal ineffective; c. Grant, alter, or extend any rights or obligations under this policy; or d. Extend the insurance beyond the effective date of cancellation or policy expiration, whichever comes first. Page 1 of 1 CNA SB -147052-A17 (Ed. 03/06) THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. CHANGES - NOTICE OF CANCELLATION OR MATERIAL COVERAGE CHANGE This endorsement modifies insurance provided under the following: BUSINESSOWNERS COMMON POLICY CONDITIONS In the event of cancellation or material change that reduces or restricts the insurance afforded by this Coverage Part (other than the reduction of aggregate limits through payment of claims), we agree to mail prior written notice of cancellation or material change to (the cancellation date will never be less than the minimum statue requirements): 1. Number of days required by state: 2. Name: City of San Rafael 3. Address: PO BOX 151560 San Rafael, CA 94915 30 SCHEDULE SB -147052-A17 Page 1 of 1 (Ed. 03/06) (Version 1.0) PROFESSIONAL SERVICES AGREEMENT/CONTRACT COMPLETION CHECKLIST AND ROUTING SLIP Below is the process for getting your professional services agreements/contracts finalized and executed. Please attach this "Completion Checklist and Routing Slip" to the front of your contract as you circulate it for review and signatures. Please use this form for all professional services agreements/contracts (not just those requiring City Council approval). This process should occur in the order presented below. Step Responsible Description Completion Department Date 1 City Attorney Review, revise, and comment on draft agreement. 1/� 2 Contracting Department Forward final agreement to contractor for their signature. Obtain at least two si ned6B originals contractor. g 3 Contracting Department Agendize contractor -signed agreement for Council approval, if Council approval necessary (as defined by City Attorney/City Ordinance*). 4 City Attorney Review and approve form of agreement; bonds, and insurance certificates and endorsements. 5 City Manager / Mayor / or Agreement executed by Council authorized _ OL, Department Head official. ")-7^ rJ/�C/Xo 6 City Clerk City Clerk attests signatures, retains original agreement and forwards copies to the '" $ contracting department.�� To be completed by Contracting Department: Project Manager: _Gus Bush Project Name:—Telecommunications Bill Audit Agendized for City Council Meeting of (if necessary): N/A If you have questions on this process, please contact the City Attorney's Office at 485-3080. * Council approval is required if contract is over $20,000 on a cumulative basis.