HomeMy WebLinkAbout08 - PSA with Rodell R. Fick for Hearing Adjudication ServicesQ �EwPpRT
CITY OF
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z NEWPORT BEACH
<,FORN'P City Council Staff Report
May 26, 2020
Agenda Item No. 8
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Dan Matusiewicz, Finance Director - 949-644-3123,
dmatusiewicz@newportbeachca.gov
PREPARED BY: Evelyn Tseng, Revenue Manager
PHONE: 949-644-3153, etseng@newportbeachca.gov
TITLE: Professional Services Agreement with Rodell R. Fick for Hearing
Adjudication Services
Pursuant to the Newport Beach Municipal Code, hearing officers are required to make
determinations on matters, including but not limited to, appeals from administrative
citations and approving or denying conditional use permits. Staff requests approval of an
agreement with Rodell R. Fick to serve as a hearing officer.
RECOMMENDATION:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because
this action will not result in a physical change to the environment, directly or indirectly;
and
b) Authorize the Mayor to execute a three-year agreement with Rodell R. Fick for hearing
adjudication services, with a not -to -exceed compensation amount of Fifty Thousand
Dollars ($50,000).
FUNDING REQUIREMENTS:
The current adopted budget includes sufficient funding for the Agreement. It will be
expensed to the Professional Services account in the Finance Department, 0103031-
811008. Over the last five years, the City paid, on average, $21,000 per year for hearing
officer services.
DISCUSSION:
Pursuant to Newport Beach Municipal Code (NBMC) Section 20.60.040, a Hearing Officer
shall approve, conditionally approve or deny applications for Conditional Use Permits,
requests for extensions of abatement periods for nonconforming uses and requests for
reasonable accommodations. Section 20.60.040 also provides that the Hearing Officer
shall be appointed by the City Council.
8-1
Professional Services Agreement with Rodell R. Fick for Hearing Adjudication Services
May 26, 2020
Page 2
Hearings are scheduled pursuant to NBMC Section 1.05.080, which requires hearings to
be set not less than fifteen (15), but not more than sixty (60) days from the date the
request for hearing is filed.
Hearing officers serve three (3) continuous years before being removed from rotation for
one (1) year. Currently, we have one hearing officer, but it is preferable to have more
than one hearing officer on-call in the event the hearing officer is unavailable.
On July 2019, the City published RFQ No. 19-76 (RFQ) and the responses yielded five
potential candidates. Of the five candidates, four possessed the requisite experience in
conducting hearing types pursuant to NBMC Title 20 and were eligible for contract award.
Of this group, three candidates were selected to be Title 20 hearing officers —
Mr. Conners, Mr. Fick and Cole Huber Associates. Two, Mr. Conners and Mr. Fick,
previously served as the City's hearing officers but had not served as the City's hearing
officers for over a year.
The City contracted with Mr. Conners and that agreement was approved by the City
Council at its October 22, 2019 meeting. Staff will request approval of a hearing officer
contract with Cole Huber Associates in another six months. Contracting with the three
hearing officers at six-month staggered intervals ensures hearing officer coverage and
availability. This proposed action is recommended because of the difficulty in finding
qualified hearing officers with experience in conducting Title 20 hearings. If approved, the
City will have ample service coverage for the next four years and ensure that at least one
hearing officer with Title 20 experience will be eligible to propose the next time the City
needs to issue an RFQ solicitation for hearing adjudication services.
Hearing Officer M
Conners 10/2019 —10/2022
Fick:7 5/2020 —4/2023
Cole Huber 10/2020 —10/2023
Mr. Fick has extensive appeals hearing experience for cities, and extensive legal
experience. In addition to Title 20 hearings, Mr. Fick will also conduct administrative
citation and other hearings as may be required by the NBMC.
In 2019, there were 23 hearings, one related to Title 20, and the others related to
administrative citations.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
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Professional Services Agreement with Rodell R. Fick for Hearing Adjudication Services
May 26, 2020
Page 3
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A — Professional Services Agreement with Rodell R. Fick
Attachment B — Rodell R. Fick's Resume
8-3
ATTACHMENT A
PROFESSIONAL SERVICES AGREEMENT
WITH RODELL R. FICK FOR
HEARING AJUDICATION SERVICES
THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and
entered into as of this 26th day of May, 2020 ("Effective Date"), by and between the CITY
OF NEWPORT BEACH, a California municipal corporation and charter city ("City"), and
RODELL R. FICK, an individual ("Consultant"), whose address is 6115 Abbotts Bridge
Road, Unit 214, Johns Creek, GA 30097, and is made with reference to the following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under the laws
of the State of California with the power to carry on its business as it is now being
conducted under the statutes of the State of California and the Charter of City.
B. City desires to engage Consultant to provide hearing adjudication services
("Project").
C. Consultant possesses the skill, experience, ability, background, certification and
knowledge to provide the professional services described in this Agreement.
D. City has solicited and received a proposal from Consultant, has reviewed the
previous experience and evaluated the expertise of Consultant, and desires to
retain Consultant to render professional services under the terms and conditions
set forth in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
1. TERM
The term of this Agreement shall commence on the Effective Date, and shall
terminate on April 30, 2023, unless terminated earlier as set forth herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the services described in the Scope of
Services attached hereto as Exhibit A and incorporated herein by reference ("Services"
or "Work"). City may elect to delete certain Services within the Scope of Services at its
sole discretion.
3. TIME OF PERFORMANCE
3.1 Time is of the essence in the performance of Services under this Agreement
and Consultant shall perform the Services in accordance with the schedule included in
Exhibit A. In the absence of a specific schedule, the Services shall be performed to
completion in a diligent and timely manner. The failure by Consultant to strictly adhere to
the schedule set forth in Exhibit A, if any, or perform the Services in a diligent and timely
manner may result in termination of this Agreement by City.
3.2 Notwithstanding the foregoing, Consultant shall not be responsible for
delays due to causes beyond Consultant's reasonable control. However, in the case of
any such delay in the Services to be provided for the Project, each party hereby agrees
to provide notice within two (2) calendar days of the occurrence causing the delay to the
other party so that all delays can be addressed.
3.3 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator as defined herein not later than ten (10) calendar
days after the start of the condition that purportedly causes a delay. The Project
Administrator shall review all such requests and may grant reasonable time extensions
for unforeseeable delays that are beyond Consultant's control.
3.4 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances, by
hand -delivery or mail.
4. COMPENSATION TO CONSULTANT
4.1 City shall pay Consultant for the Services on a time and expense not -to -
exceed basis in accordance with the provisions of this Section and the Schedule of Billing
Rates attached hereto as Exhibit B and incorporated herein by reference. Consultant's
compensation for all Work performed in accordance with this Agreement, including all
reimbursable items and subconsultant fees, shall not exceed Fifty Thousand Dollars
and 00/100 ($50,000.00), without prior written authorization from City. No billing rate
changes shall be made during the term of this Agreement without the prior written
approval of City.
4.2 Consultant shall submit monthly invoices to City describing the Work
performed the preceding month. Consultant's bills shall include the name of the person
who performed the Work, a brief description of the Services performed and/or the specific
task in the Scope of Services to which it relates, the date the Services were performed,
the number of hours spent on all Work billed on an hourly basis, and a description of any
reimbursable expenditures. City shall pay Consultant no later than thirty (30) calendar
days after approval of the monthly invoice by City staff.
4.3 City shall reimburse Consultant only for those costs or expenses specifically
identified in Exhibit B to this Agreement or specifically approved in writing in advance by
City.
4.4 Consultant shall not receive any compensation for Extra Work performed
without the prior written authorization of City. As used herein, "Extra Work" means any
Work that is determined by City to be necessary for the proper completion of the Project,
but which is not included within the Scope of Services and which the parties did not
reasonably anticipate would be necessary at the execution of this Agreement.
Rodell R. Fick Page 2
8-5
Compensation for any authorized Extra Work shall be paid in accordance with the
Schedule of Billing Rates as set forth in Exhibit B.
S. PROJECT MANAGER
5.1 Consultant shall designate a Project Manager, who shall coordinate all
phases of the Project. This Project Manager shall be available to City at all reasonable
times during the Agreement term. Consultant has designated Rodell R. Fick to be its
Project Manager. Consultant shall not remove or reassign the Project Manager or any
personnel listed in Exhibit A or assign any new or replacement personnel to the Project
without the prior written consent of City. City's approval shall not be unreasonably
withheld with respect to the removal or assignment of non -key personnel.
5.2 Consultant, at the sole discretion of City, shall remove from the Project any
of its personnel assigned to the performance of Services upon written request of City.
Consultant warrants that it will continuously furnish the necessary personnel to complete
the Project on a timely basis as contemplated by this Agreement.
5.3 If Consultant is performing inspection services for City, the Project Manager
and any other assigned staff shall be equipped with a cellular phone to communicate with
City staff. The Project Manager's cellular phone number shall be provided to City.
6. ADMINISTRATION
This Agreement will be administered by the Finance Department. City's Revenue
Manager or designee shall be the Project Administrator and shall have the authority to
act for City under this Agreement. The Project Administrator shall represent City in all
matters pertaining to the Services to be rendered pursuant to this Agreement.
7. CITY'S RESPONSIBILITIES
To assist Consultant in the execution of its responsibilities under this Agreement,
City agrees to provide access to and upon request of Consultant, one copy of all existing
relevant information on file at City. City will provide all such materials in a timely manner
so as not to cause delays in Consultant's Work schedule.
8. STANDARD OF CARE
8.1 All of the Services shall be performed by Consultant or under Consultant's
supervision. Consultant represents that it possesses the professional and technical
personnel required to perform the Services required by this Agreement, and that it will
perform all Services in a manner commensurate with community professional standards
and with the ordinary degree of skill and care that would be used by other reasonably
competent practitioners of the same discipline under similar circumstances. All Services
shall be performed by qualified and experienced personnel who are not employed by City.
By delivery of completed Work, Consultant certifies that the Work conforms to the
requirements of this Agreement, all applicable federal, state and local laws, and legally
recognized professional standards.
Rodell R. Fick Page 3 8.6
8.2 Consultant represents and warrants to City that it has, shall obtain, and shall
keep in full force and effect during the term hereof, at its sole cost and expense, all
licenses, permits, qualifications, insurance and approvals of whatsoever nature that is
legally required of Consultant to practice its profession. Consultant shall maintain a City
of Newport Beach business license during the term of this Agreement.
8.3 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by reason of strikes,
lockouts, accidents, acts of God, or the failure of City to furnish timely information or to
approve or disapprove Consultant's Work promptly, or delay or faulty performance by
City, contractors, or governmental agencies.
9. HOLD HARMLESS
9.1 To the fullest extent permitted by law, Consultant shall indemnify, defend
and hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers and employees (collectively, the "Indemnified Parties") from and against any
and all claims (including, without limitation, claims for bodily injury, death or damage to
property), demands, obligations, damages, actions, causes of action, suits, losses,
judgments, fines, penalties, liabilities, costs and expenses (including, without limitation,
attorneys' fees, disbursements and court costs) of every kind and nature whatsoever
(individually, a Claim; collectively, "Claims"), which may arise from or in any manner relate
(directly or indirectly) to any breach of the terms and conditions of this Agreement, any
Work performed or Services provided under this Agreement including, without limitation,
defects in workmanship or materials or Consultant's presence or activities conducted on
the Project (including the negligent, reckless, and/or willful acts, errors and/or omissions
of Consultant, its principals, officers, agents, employees, vendors, suppliers, consultants,
subcontractors, anyone employed directly or indirectly by any of them or for whose acts
they may be liable, or any or all of them).
9.2 Notwithstanding the foregoing, nothing herein shall be construed to require
Consultant to indemnify the Indemnified Parties from any Claim arising from the sole
negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall
be construed as authorizing any award of attorneys' fees in any action on or to enforce
the terms of this Agreement. This indemnity shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act
as a limitation upon the amount of indemnification to be provided by Consultant.
10. INDEPENDENT CONTRACTOR
It is understood that City retains Consultant on an independent contractor basis
and Consultant is not an agent or employee of City. The manner and means of
conducting the Work are under the control of Consultant, except to the extent they are
limited by statute, rule or regulation and the expressed terms of this Agreement. No civil
service status or other right of employment shall accrue to Consultant or its employees.
Nothing in this Agreement shall be deemed to constitute approval for Consultant or any
of Consultant's employees or agents, to be the agents or employees of City. Consultant
Rodell R. Fick Page 4
8-7
shall have the responsibility for and control over the means of performing the Work,
provided that Consultant is in compliance with the terms of this Agreement. Anything in
this Agreement that may appear to give City the right to direct Consultant as to the details
of the performance of the Work or to exercise a measure of control over Consultant shall
mean only that Consultant shall follow the desires of City with respect to the results of the
Services.
11. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator and any other agencies that may have jurisdiction or interest in the
Work to be performed. City agrees to cooperate with the Consultant on the Project.
12. CITY POLICY
Consultant shall discuss and review all matters relating to policy and Project
direction with City's Project Administrator in advance of all critical decision points in order
to ensure the Project proceeds in a manner consistent with City goals and policies.
13. PROGRESS
Consultant is responsible for keeping the Project Administrator informed on a
regular basis regarding the status and progress of the Project, activities performed and
planned, and any meetings that have been scheduled or are desired.
i[I111:6il1:7_11,[@]4
Without limiting Consultant's indemnification of City, and prior to commencement
of Work, Consultant shall obtain, provide and maintain at its own expense during the term
of this Agreement or for other periods as specified in this Agreement, policies of insurance
of the type, amounts, terms and conditions described in the Insurance Requirements
attached hereto as Exhibit C, and incorporated herein by reference.
15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS
Except as specifically authorized under this Agreement, the Services to be
provided under this Agreement shall not be assigned, transferred contracted or
subcontracted out without the prior written approval of City. Any of the following shall be
construed as an assignment: The sale, assignment, transfer or other disposition of any
of the issued and outstanding capital stock of Consultant, or of the interest of any general
partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or
joint -venture or syndicate or co -tenancy, which shall result in changing the control of
Consultant. Control means fifty percent (50%) or more of the voting power or twenty-five
percent (25%) or more of the assets of the corporation, partnership or joint -venture.
Rodell R. Fick Page 5
s -s
16. SUBCONTRACTING
The subcontractors authorized by City, if any, to perform Work on this Project are
identified in Exhibit A. Consultant shall be fully responsible to City for all acts and
omissions of any subcontractor. Nothing in this Agreement shall create any contractual
relationship between City and any subcontractor nor shall it create any obligation on the
part of City to pay or to see to the payment of any monies due to any such subcontractor
other than as otherwise required by law. City is an intended beneficiary of any Work
performed by the subcontractor for purposes of establishing a duty of care between the
subcontractor and City. Except as specifically authorized herein, the Services to be
provided under this Agreement shall not be otherwise assigned, transferred, contracted
or subcontracted out without the prior written approval of City.
17. OWNERSHIP OF DOCUMENTS
17.1 Each and every report, draft, map, record, plan, document and other writing
produced, including but not limited to, websites, blogs, social media accounts and
applications (hereinafter "Documents"), prepared or caused to be prepared by Consultant,
its officers, employees, agents and subcontractors, in the course of implementing this
Agreement, shall become the exclusive property of City, and City shall have the sole right
to use such materials in its discretion without further compensation to Consultant or any
other party. Additionally, all material posted in cyberspace by Consultant, its officers,
employees, agents and subcontractors, in the course of implementing this Agreement,
shall become the exclusive property of City, and City shall have the sole right to use such
materials in its discretion without further compensation to Consultant or any other party.
Consultant shall, at Consultant's expense, provide such Documents, including all logins
and password information to City upon prior written request.
17.2 Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for reuse by
City or others on any other project. Any use of completed Documents for other projects
and any use of incomplete Documents without specific written authorization from
Consultant will be at City's sole risk and without liability to Consultant. Further, any and
all liability arising out of changes made to Consultant's deliverables under this Agreement
by City or persons other than Consultant is waived against Consultant, and City assumes
full responsibility for such changes unless City has given Consultant prior notice and has
received from Consultant written consent for such changes.
17.3 All written documents shall be transmitted to City in formats compatible with
Microsoft Office and/or viewable with Adobe Acrobat.
18. CONFIDENTIALITY
All Documents, including drafts, preliminary drawings or plans, notes and
communications that result from the Services in this Agreement, shall be kept confidential
unless City expressly authorizes in writing the release of information.
Rodell R. Fick Page 6
8-9
19. INTELLECTUAL PROPERTY INDEMNITY
Consultant shall defend and indemnify City, its agents, officers, representatives
and employees against any and all liability, including costs, for infringement or alleged
infringement of any United States' letters patent, trademark, or copyright, including costs,
contained in Consultant's Documents provided under this Agreement.
20. RECORDS
Consultant shall keep records and invoices in connection with the Services to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement and any Services,
expenditures and disbursements charged to City, for a minimum period of three (3) years,
or for any longer period required by law, from the date of final payment to Consultant
under this Agreement. All such records and invoices shall be clearly identifiable.
Consultant shall allow a representative of City to examine, audit and make transcripts or
copies of such records and invoices during regular business hours. Consultant shall allow
inspection of all Work, data, Documents, proceedings and activities related to the
Agreement for a period of three (3) years from the date of final payment to Consultant
under this Agreement.
21. WITHHOLDINGS
City may withhold payment to Consultant of any disputed sums until satisfaction of
the dispute with respect to such payment. Such withholding shall not be deemed to
constitute a failure to pay according to the terms of this Agreement. Consultant shall not
discontinue Work as a result of such withholding. Consultant shall have an immediate
right to appeal to the City Manager or designee with respect to such disputed sums.
Consultant shall be entitled to receive interest on any withheld sums at the rate of return
that City earned on its investments during the time period, from the date of withholding of
any amounts found to have been improperly withheld.
22. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than what would have
resulted if there were not errors or omissions in the Work accomplished by Consultant,
the additional design, construction and/or restoration expense shall be borne by
Consultant. Nothing in this Section is intended to limit City's rights under the law or any
other sections of this Agreement.
23. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other Consultants in connection with the Project.
Rodell R. Fick Page 7
8-10
24. CONFLICTS OF INTEREST
24.1 Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act") and/or Government Code §§ 1090 et
seq., which (1) require such persons to disclose any financial interest that may
foreseeably be materially affected by the Work performed under this Agreement, and (2)
prohibit such persons from making, or participating in making, decisions that will
foreseeably financially affect such interest.
24.2 If subject to the Act and/or Government Code §§ 1090 et seq., Consultant
shall conform to all requirements therein. Failure to do so constitutes a material breach
and is grounds for immediate termination of this Agreement by City. Consultant shall
indemnify and hold harmless City for any and all claims for damages resulting from
Consultant's violation of this Section.
25. NOTICES
25.1 All notices, demands, requests or approvals, including any change in
mailing address, to be given under the terms of this Agreement shall be given in writing,
and conclusively shall be deemed served when delivered personally, or on the third
business day after the deposit thereof in the United States mail, postage prepaid, first-
class mail, addressed as hereinafter provided.
25.2 All notices, demands, requests or approvals from Consultant to City shall
be addressed to City at:
Attn: Revenue Manager
Finance Department
City of Newport Beach
100 Civic Center Drive
PO Box 1768
Newport Beach, CA 92658
25.3 All notices, demands, requests or approvals from City to Consultant shall
be addressed to Consultant at:
Attn: Rodell R. Fick
6115 Abbotts Bridge Road, Unit 214
Johns Creek, GA 30097
26. CLAIMS
Unless a shorter time is specified elsewhere in this Agreement, before making its
final request for payment under this Agreement, Consultant shall submit to City, in writing,
all claims for compensation under or arising out of this Agreement. Consultant's
acceptance of the final payment shall constitute a waiver of all claims for compensation
under or arising out of this Agreement except those previously made in writing and
identified by Consultant in writing as unsettled at the time of its final request for payment.
Rodell R. Fick Page 8
8-11
Consultant and City expressly agree that in addition to any claims filing requirements set
forth in the Agreement, Consultant shall be required to file any claim Consultant may have
against City in strict conformance with the Government Claims Act (Government Code
sections 900 et seq.).
27. TERMINATION
27.1 In the event that either party fails or refuses to perform any of the provisions
of this Agreement at the time and in the manner required, that party shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of two (2) calendar days, or if more than two (2) calendar days are reasonably required
to cure the default and the defaulting party fails to give adequate assurance of due
performance within two (2) calendar days after receipt of written notice of default,
specifying the nature of such default and the steps necessary to cure such default, and
thereafter diligently take steps to cure the default, the non -defaulting party may terminate
the Agreement forthwith by giving to the defaulting party written notice thereof.
27.2 Notwithstanding the above provisions, City shall have the right, at its sole
and absolute discretion and without cause, of terminating this Agreement at any time by
giving no less than seven (7) calendar days' prior written notice to Consultant. In the
event of termination under this Section, City shall pay Consultant for Services
satisfactorily performed and costs incurred up to the effective date of termination for which
Consultant has not been previously paid. On the effective date of termination, Consultant
shall deliver to City all reports, Documents and other information developed or
accumulated in the performance of this Agreement, whether in draft or final form.
28. STANDARD PROVISIONS
28.1 Recitals. City and Consultant acknowledge that the above Recitals are true
and correct and are hereby incorporated by reference into this Agreement.
28.2 Compliance with all Laws. Consultant shall, at its own cost and expense,
comply with all statutes, ordinances, regulations and requirements of all governmental
entities, including federal, state, county or municipal, whether now in force or hereinafter
enacted. In addition, all Work prepared by Consultant shall conform to applicable City,
county, state and federal laws, rules, regulations and permit requirements and be subject
to approval of the Project Administrator and City.
28.3 Waiver. A waiver by either party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether of the
same or a different character.
28.4 Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged herein.
No verbal agreement or implied covenant shall be held to vary the provisions herein.
Rodell R. Fick Page 9 8.12
28.5 Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Scope of Services or any other
attachments attached hereto, the terms of this Agreement shall govern.
28.6 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or
against either party by reason of the authorship of the Agreement or any other rule of
construction which might otherwise apply.
28.7 Amendments. This Agreement may be modified or amended only by a
written document executed by both Consultant and City and approved as to form by the
City Attorney.
28.8 Severability. If any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by, a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
28.9 Controlling Law and Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
28.10 Equal Opportunity Employment. Consultant represents that it is an equal
opportunity employer and it shall not discriminate against any subcontractor, employee
or applicant for employment because race, religious creed, color, national origin,
ancestry, physical handicap, medical condition, marital status, sex, sexual orientation,
age or any other impermissible basis under law.
28.11 No Attorneys' Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorneys' fees.
28.12 Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one (1) and the same instrument.
[SIGNATURES ON NEXT PAGE]
Rodell R. Fick Page 10
8-13
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTO NEY'S OFFICE
Date: Zc7
By:_
Aaron C. Harp
City Attorney
ATTEST:
Date:
2
Leilani I. Brown
City Clerk
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By:
Will O'Neill
Mayor
CONSULTANT:
individual
Date:
By:
Rodell R. Fick
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Exhibit C — Insurance Requirements
Rodell R. Fick, an
Rodell R. Fick Page 11 8.14
EXHIBIT A
SCOPE OF SERVICES
Radell R. Fick Page A-1 8-15
EXHIBIT A
SCOPE OF SERVICES
Consultant shall:
1. Conduct hearings and administrative review services related to administration citation, tax
and administrative penalty appeals pursuant to the NBMC;
2. Conduct hearings and administrative review services on such other manners as are
assigned by the City's Revenue Manager;
3. Conduct hearings and administrative review services pursuant to NBMC Title 20 (Planning
and Zoning) related to the duties and functions set forth therein;
4. Perform the following tasks in the course of a hearing or in providing administrative review
services:
a. Establish impartial procedures for the appeal of adversarial or prosecutorial
proceedings;
b. Issue subpoenas and administer oaths;
c. Call and examine witnesses; and
d. Uphold, modify or reverse the decisions of City officials consistent with the
provisions of the NBMC, and relevant State and Federal law.
Hearings shall be held in accordance with applicable California and municipal law recognizing the
Consultant's obligation to provide independently reasoned decisions. The adjudication may
include hearings in person, by written declaration, and/or by telephone.
Hearings shall be conducted on the days, during the hours and at the location designated by the
City. All hearings shall be audio -taped on equipment provided by the City. Hearings may be
scheduled in batches so that hearings are held at a time and frequency that is convenient to the
City and the Consultant.
Consultant shall submit written decisions for each hearing in a format designated or agreed to by
the City. If required, Consultant shall provide a computer-generated disposition, with justification,
which can be transferred to the City or other entity designated by the City, via email, removable
media or as mutually agreed upon by the parties. Consultant shall be responsible for supplying
the computer system needed for the disposition and its delivery.
8-16
EXHIBIT B
SCHEDULE OF BILLING RATES
Rodell R. Fick Page B-1 8-17
EXHIBIT B
SCHEDULE OF BILLING RATES
City shall compensate Consultant for services rendered an hourly rate in
accordance with the table below:
Hearing Type
Hourly Rate
Minimum Hours per
Callout
Hearings Related to Newport Beach
Municipal Code ("NBMC") Section
$150
4
17.60.080; Administrative Citations
and Matters; and NBMC Title 20
Billable hours shall be rounded to the nearest 6 minutes (1/10th of an hour).
Consultant's time shall include file review prior to the hearing, conducting the hearing,
and researching and writing the decision.
Consultant is responsible for all travel and telephone -related expenses. If needed,
document reproduction, facsimile, shipping and copying services shall be performed at
the Newport Beach Civic Center utilizing City equipment.
Consultant shall present City with an invoice reflecting the hearings conducted and
expenses incurred by Consultant during the prior month. Back-up information consisting
of the daily schedules of cases shall be attached to the invoice.
8-18
EXHIBIT C
INSURANCE REQUIREMENTS — PROFESSIONAL SERVICES
1. Provision of Insurance. Without limiting Consultant's indemnification of City, and
prior to commencement of Work, Consultant shall obtain, provide and maintain at
its own expense during the term of this Agreement, policies of insurance of the
type and amounts described below and in a form satisfactory to City. Consultant
agrees to provide insurance in accordance with requirements set forth here. If
Consultant uses existing coverage to comply and that coverage does not meet
these requirements, Consultant agrees to amend, supplement or endorse the
existing coverage.
2. Acceptable Insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact
business of insurance in the State of California, with an assigned policyholders'
Rating of A- (or higher) and Financial Size Category Class VII (or larger) in
accordance with the latest edition of Best's Key Rating Guide, unless otherwise
approved by the City's Risk Manager.
3. Coverage Requirements.
A. Workers' Compensation Insurance. Consultant shall maintain Workers'
Compensation Insurance, statutory limits, and Employer's Liability
Insurance with limits of at least one million dollars ($1,000,000) each
accident for bodily injury by accident and each employee for bodily injury by
disease in accordance with the laws of the State of California, Section 3700
of the Labor Code.
Consultant shall submit to City, along with the certificate of insurance, a
Waiver of Subrogation endorsement in favor of City, its City Council, boards
and commissions, officers, agents, volunteers and employees.
B. General Liability Insurance. Consultant shall maintain commercial general
liability insurance, and if necessary umbrella liability insurance, with
coverage at least as broad as provided by Insurance Services Office form
CG 00 01, in an amount not less than one million dollars ($1,000,000) per
occurrence, two million dollars ($2,000,000) general aggregate. The policy
shall cover liability arising from premises, operations, personal and
advertising injury, and liability assumed under an insured contract (including
the tort liability of another assumed in a business contract).
C. Automobile Liability Insurance. Consultant shall maintain automobile
insurance at least as broad as Insurance Services Office form CA 00 01
covering bodily injury and property damage for all activities of Consultant
arising out of or in connection with Work to be performed under this
Agreement, including coverage for any owned, hired, non -owned or rented
vehicles, in an amount not less than one million dollars ($1,000,000)
combined single limit each accident.
Rodell R. Fick Page C-1 8.19
4. Other Insurance Requirements. The policies are to contain, or be endorsed to
contain, the following provisions:
A. Waiver of Subrogation. All insurance coverage maintained or procured
pursuant to this Agreement shall be endorsed to waive subrogation against
City, its City Council, boards and commissions, officers, agents, volunteers
and employees or shall specifically allow Consultant or others providing
insurance evidence in compliance with these requirements to waive their
right of recovery prior to a loss. Consultant hereby waives its own right of
recovery against City, and shall require similar written express waivers from
each of its subconsultants.
B. Additional Insured Status. All liability policies including general liability,
excess liability, pollution liability, and automobile liability, if required, but not
including professional liability, shall provide or be endorsed to provide that
City, its City Council, boards and commissions, officers, agents, volunteers
and employees shall be included as insureds under such policies.
C. Primary and Non Contributory. All liability coverage shall apply on a primary
basis and shall not require contribution from any insurance or self-insurance
maintained by City.
D. Notice of Cancellation. All policies shall provide City with thirty (30)
calendar days' notice of cancellation (except for nonpayment for which ten
(10) calendar days' notice is required) or nonrenewal of coverage for each
required coverage.
5. Additional Agreements Between the Parties. The parties hereby agree to the
following:
A. Evidence of Insurance. Consultant shall provide certificates of insurance to
City as evidence of the insurance coverage required herein, along with a
waiver of subrogation endorsement for workers' compensation and other
endorsements as specified herein for each coverage. Insurance certificates
and endorsement must be approved by City's Risk Manager prior to
commencement of performance. Current certification of insurance shall be
kept on file with City at all times during the term of this Agreement. The
certificates and endorsements for each insurance policy shall be signed by
a person authorized by that insurer to bind coverage on its behalf. At least
fifteen (15) days prior to the expiration of any such policy, evidence of
insurance showing that such insurance coverage has been renewed or
extended shall be filed with the City. If such coverage is cancelled or
reduced, Consultant shall, within ten (10) days after receipt of written notice
of such cancellation or reduction of coverage, file with the City evidence of
insurance showing that the required insurance has been reinstated or has
been provided through another insurance company or companies. City
reserves the right to require complete, certified copies of all required
insurance policies, at any time.
Rodell R. Fick Page C-2 8-20
B. City's Right to Revise Requirements. City reserves the right at any time
during the term of the Agreement to change the amounts and types of
insurance required by giving Consultant sixty (60) calendar days' advance
written notice of such change. If such change results in substantial
additional cost to Consultant, City and Consultant may renegotiate
Consultant's compensation.
C. Enforcement of Agreement Provisions. Consultant acknowledges and
agrees that any actual or alleged failure on the part of City to inform
Consultant of non-compliance with any requirement imposes no additional
obligations on City nor does it waive any rights hereunder.
D. Requirements not Limiting. Requirements of specific coverage features or
limits contained in this Section are not intended as a limitation on coverage,
limits or other requirements, or a waiver of any coverage normally provided
by any insurance. Specific reference to a given coverage feature is for
purposes of clarification only as it pertains to a given issue and is not
intended by any party or insured to be all inclusive, or to the exclusion of
other coverage, or a waiver of any type. If the Consultant maintains higher
limits than the minimums shown above, the City requires and shall be
entitled to coverage for higher limits maintained by the Consultant. Any
available insurance proceeds in excess of the specified minimum limits of
insurance and coverage shall be available to the City.
E. Self-insured Retentions. Any self-insured retentions must be declared to
and approved by City. City reserves the right to require that self-insured
retentions be eliminated, lowered, or replaced by a deductible. Self-
insurance will not be considered to comply with these requirements unless
approved by City.
F. City Remedies for Non -Compliance. If Consultant or any subconsultant fails
to provide and maintain insurance as required herein, then City shall have
the right but not the obligation, to purchase such insurance, to terminate this
Agreement, or to suspend Consultant's right to proceed until proper
evidence of insurance is provided. Any amounts paid by City shall, at City's
sole option, be deducted from amounts payable to Consultant or reimbursed
by Consultant upon demand.
G. Timely Notice of Claims. Consultant shall give City prompt and timely notice
of claims made or suits instituted that arise out of or result from Consultant's
performance under this Agreement, and that involve or may involve
coverage under any of the required liability policies. City assumes no
obligation or liability by such notice, but has the right (but not the duty) to
monitor the handling of any such claim or claims if they are likely to involve
City.
H. Consultant's Insurance. Consultant shall also procure and maintain, at its
own cost and expense, any additional kinds of insurance, which in its own
Rodell R. Fick Page C-3 8.21
judgment may be necessary for its proper protection and prosecution of the
Work.
Rodell R. Fick Page C-4 8.22
ATTACHMENT B
Rodell R. Fick, Esq.
Objective: Administrative Hearing Officer
Experience:
August 2008 to Present
Administrative Hearing Officer
rrfick@aol.com
(714) 588-2605
Southern California area
Conducted Administrative and Appeal Hearings for the Cities of Riverside, Costa
Mesa, Newport Beach, Fullerton, Rancho Palos Verdes, Palm Springs, Indian
Wells, La Quinta, Rancho Mirage, Cathedral City, Desert Hot Springs, Lake Elsinore
and others, including the County of Riverside. The Hearings pertained to various
departments including Code Enforcement, Building and Safety, Park Rangers,
Animal Services, Police & Sheriff, Fire & Fire Marshal, Environmental Health
Services and Business Licensing matters. Presided over Citation Appeal Hearings,
Property Abatement Actions, Group Home Hearings and Civil Fine/Penalty
Assessment matters brought by the City Attorneys; rendered Hearing Orders and
Decisions.
October 2006 to May 2009 Cavanaugh Law Group Mission Viejo, CA
General Counsel/Assistant City Attorney
Served as General Counsel and Assistant City Attorney for contract cities.
Advised City management staff on policy and legal issues, with emphasis on Public
Safety personnel and operations.
Served as City Prosecutor in select City code and law enforcement matters.
Consulted on various Personnel matters with City management staff.
Designed and implemented Municipal Code Enforcement procedures manual and
related Ordinances, including development of Appeal Hearing Procedures.
Advised City Council and City Commission members on legal matters and issues
and participated as City legal counsel for public meetings and hearings.
1
8-23
Rodell R. Fick, Esq.
rrfick@aol.com
February 2000 to September 2006 Los Angeles City Attorney's Office
Senior Trial Attorney/Deputy City Attorney III Los Angeles, CA
Supervised all phases of civil litigation for Police, Fire and other City Departments
for tort liability defense, including jury trials, mediations and arbitrations in
U.S. District courts and California Superior courts.
Evaluated litigation claims for personal injuries lodged by citizens against City
employees and property.
Reviewed and assessed personnel and disciplinary matters in conjunction with
civil litigation involving City employees.
July 1994 to February 2000 Woodruff, Spradlin & Smart
Senior Associate Litigation Attorney Costa Mesa, CA
Supervised all phases of civil litigation for numerous municipal and public agency
clients for tort liability defense including jury trials, mediations and
arbitrations in Federal and State courts.
Participated in evaluation of and legal proceedings for hearings for hearings for
municipal employee disciplinary and industrial injury claim matters.
Developed and conducted legal training seminars for Municipal Management
employees' professional organizations on various personnel and public
liability issues throughout California.
Served as Legal Counsel to Cities and public agencies in various Administrative
Hearings.
Served as City Prosecutor in select City code enforcement matters for clients.
Served as volunteer Judge Pro Tem for Orange County Superior Court, in Santa
Ana, Fullerton and Westminster courts for approximately 3+ years.
7
Rodell R. Fick, Esq. rrfick@aol.com
February 1988 to July 1994 Franscell, Strickland, Roberts and Lawrence
Senior Associate Attorney (Formerly Cotkin, Collins & Franscell)
Los Angeles & Pasadena, CA
Supervise all phases of civil litigation for numerous municipal and public agency
clients for tort liability defense including jury trials, mediations and
arbitrations in both Federal and State courts.
Evaluated personal injury claims in tort litigation matters involving municipal
employees or public property.
Participated in legal proceedings and/or hearings in municipal employee
disciplinary matters, representing Management.
Developed and conducted legal training seminars for Municipal management
employees and professional organizations/associations on various public
liability issues and personnel management matters throughout California.
Los Angeles Police Department/ Corona Police Department
Police Captain, Lieutenant, Sergeant, Detective and other field ranks
Extensive management and supervisory level experience of law enforcement
personnel in a variety of Field, Investigation and Administrative
assignments totaling 23 years.
Extensive experience in the development and implementation of law
enforcement personnel deployment and enforcement strategies for a
variety of uniformed, investigative and administrative services.
Extensive experience in Patrol, Detectives, Internal Affairs, Vice Enforcement,
Community Relations, including special assignment to law enforcement
security duties during the 1984 Olympic Games in Los Angeles.
Extensive experience in personnel investigations and disciplinary matters of
allegations of employee misconduct, including administrative hearings.
Supervised LAPD management auditing department for Chief Daryl Gates and the
Office of the Chief of Police; developed and supervised major audits and
operational studies of Department operations for Chief Gates, staff.
3
8-25
Rodell R. Fick, Esq.
Education
rrfick@aol.com
Juris Doctor, 1986 Loyola Law School Los Angeles, CA
Studied government law, employee/employer law, worker's compensation,
civil and trial procedures, negotiations and ethics.
Master of Public Administration, 1977 University of Southern California
Los Angeles, CA
Emphasis on Management and Organizational Development.
Bachelor of Science, Business Administration, 1973
California State University, Los Angeles
Pre-Law/Business Arts, with Accounting Minor
Admission to Courts
United States Supreme Court, 1993
U.S. Court of Appeals for Ninth Circuit, 1992
United States District Court, Arizona District, 1998
United States District Court, Eastern District California, 1992
United States District Court, Central District California, 1988
United States District Court, Southern District California, 1988
State Bar of California, 1987
C!
HIM
Rodell R. Fick, Esq.
Symposia
rrfick@aol.com
'Legal Update on Peace Officers' Bill of Rights and Civil Liability Issues',
for California Probation Managers' Association.
'Managing and Surviving Litigation', for California Probation, Parole and
Corrections Association seminar.
'Sexual Harassment Workshop', for California Probation Administrators' seminar.
'American Disabilities Act', training session for California Probation Administrators
training conference.
'Personnel Liability Issues for Supervisors', for numerous public entity and law
enforcement supervisory groups.
'Police Pursuit & Code 3 Driving Liability Issues', for various seminars and
conferences throughout California; coordinated by California Peace
Officers' Association (1994-2006).
5
8-27