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2020/04/21 The Lew Edwards Group* Please attached a second page for additional information to support this agreement. CITY OF MENIFEE Agreement/contract coversheet DATE: April 15, 2020 TO: Armando G. Villa, City Manager CC: Agreement Routed to City Attorney: 4/15/2020 (Via email, attached) Insurance Requirements: General Liability (Expiration Date: 2/6/2021) (Attached) Automobile Liability (Expiration Date: 9/1/2020) Worker’s Compensation (Expiration Date: 9/21/2020) Other- Errors & Omissions (Expiration Date: 9/30/2020) FROM: Margarita Cornejo, , Financial Services Manager SUBJECT: Professional Services Agreement between the City of Menifee and The Lew Edwards Group for Community Assessment Project IS THE AGREEMENT/CONTRACT WITHIN THE CITY MANAGER’S SIGNATURE AUTHORITY? Yes – Purchase of Commodities under $50,000 Professional Services under $25,000 Change Order under $25,000 or less than 10% of original contract (supplies, equipment, services or construction contracts) Public Works Contract for $45,000 or less No – City Council authorized City Manager to sign (Council action attached) WHY IS THIS AGREEMENT/CONTRACT NEEDED? The agreement between the City of Menifee and The Lew Edwards Group provides for the Community Assessment of all recent City issues/media coverage in the public arena. Upon completion of such audit/review the consultant shall provide strategic communications and policy recommendations. Such services help the City maintain/enhance its communication outreach with public to ensure the community is informed and updated on key issues affecting the City. WHAT IS THE TOTAL LENGTH OF THE AGREEMENT/CONTRACT? The term of the agreement will cover the period of March 1, 2020 through June 30, 2020 WHAT IS THE TOTAL DOLLAR AMOUNT OF THE AGREEMENT/CONTRACT? $24,000 (Not-to-Exceed Amount) HOW WAS THE VENDOR/CONSULTANT/CONTRACTOR DECIDED ON? Staff has worked with this consultant in the past. The Consultant is familiarized with the Menifee community and staff has been satisfied with the overall performance and delivery of service provided by the consultant. Department Date Initials Gina Gonzalez, Economic Dev. Director Wendy Preece, Deputy Finance Director Rochelle Clayton, Deputy City Manager Jeffrey T. Melching, City Attorney Sarah A. Manwaring, City Clerk DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D 4/20/2020 4/20/2020 4/20/2020 4/21/2020 4/21/2020 2 Supplies/Equipment/Maintenance/Construction Prior Contract/Experience with the City $5,000 - $49,000 – Three Written Quotes Yes Over $50,000 – Competitive Bidding and Formal Proposals Public Works Projects Professional Services Under $45,000 – Purchase Order, Contract (Prudent Judgement) Under $25,000 – City Manager $45,000 - $174,999 – Informal Bidding Process over $25,000 – City Council Approval Over $175,000 – Formal Bidding Required WHERE ARE THE FUNDS COMING FROM? Funding is coming from the approved FY 2019/20 Economic Development Budget (Professional Services) WHAT GENERAL LEDGER ACCOUNT NUMBER SHOULD BE USED FOR THE PURCHASE ORDER? 100-4350-52800 IS THERE SUFFICIENT BUDGET? WHAT IS THE AVAILABLE BUDGET? Yes, as of 4/15/2020 Account #100-4350-52800 (Professional Services) has a balance of $116,076.85 (see attached Eden Report) ATTACHMENTS - CONTRACT/AMENDMENT - CERTIFICATES OF INSURANCE - EMAIL TO CITY ATTORNEY FOR REVIEW/APPROVAL - EXPENDITURE STATUS REPORT (AVAILABILITY OF FUNDS) DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D _________, DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D April21 DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D 2671/031858-0001 7630341.2 a03/04/20 -15- IN WITNESS WHEREOF, the Parties hereto have executed and entered into this Agreement as of the Effective Date. CITY OF MENIFEE Armando G. Villa, City Manager Attest: Sarah A. Manwaring, City Clerk Approved as to Form: Jeffrey T. Melching, City Attorney CONSULTANT [Corporation must have two signatures] DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D From:Margarita Cornejo To:Paula Muratore Subject:FW: Agreement Review Request: Professional Services Agreement with The Lew Edwards Group for Community Assessment Project Date:Wednesday, April 15, 2020 3:26:23 PM Attachments:image007.png From: Melching, Jeffrey <jmelching@rutan.com> Sent: Wednesday, April 15, 2020 3:26 PM To: Margarita Cornejo <mcornejo@cityofmenifee.us> Subject: RE: Agreement Review Request: Professional Services Agreement with The Lew Edwards Group for Community Assessment Project CAUTION: This email originated from outside of the organization. Do not click on any links or open attachments unless your recognize the sender and know the content is safe. Margarita: This one is fine to route for signatures. From: Margarita Cornejo <mcornejo@cityofmenifee.us> Sent: Wednesday, April 15, 2020 2:18 PM To: Melching, Jeffrey <jmelching@rutan.com> Subject: Agreement Review Request: Professional Services Agreement with The Lew Edwards Group for Community Assessment Project Hello again Jeff, Attached for your review is the proposed Professional Services Agreement with The Lew Edwards Group for the Community Assessment Project This agreement request is from the City’s Economic Development Department. Can you please review and advise if this is ok to start routing for signatures or will require any changes? Thank you as always! Margarita Cornejo | Financial Services Manager DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D Finance Department City of Menifee | 29844 Haun Road | Menifee, CA 92586 (*Please note our new location!) Direct: (951) 723-3716 | City Hall: (951) 672-6777 | Fax: (951) 679-2568 mcornejo@cityofmenifee.us Connect with us on social media: | | | *Please note that email correspondence with the City of Menifee, along with attachments, may be subject to the California Public Records Act, and therefore may be subject to disclosure unless otherwise exempt. The City of Menifee shall not be responsible for any claims, losses or damages resulting from the use of digital data that may be contained in this email. DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D 04/15/2020 City of Menifee 1 3:17PM Page:expstat.rpt Expenditure Status Report 7/1/2019 through 6/30/2020 Periods: 0 through 14 General Fund100 Account Number Adjusted Appropriation Expenditures Year-to-date Expenditures Year-to-date Encumbrances Balance Prct Used 100-50000 *** Title Not Found *** 493,332.45 141,247.06 141,247.06 76.47100-4350-52800 Professional Services 236,008.54 116,076.85 Total General Fund 493,332.45 141,247.06 141,247.06 236,008.54 116,076.85 76.47 Grand Total 493,332.45 141,247.06 141,247.06 76.47 236,008.54 116,076.85 1Page: DocuSign Envelope ID: A3781DED-11B2-4741-B4A5-6BD14F49205D