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HomeMy WebLinkAboutevaluation of services for US DOJ grant Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Deputy Chief Rich McLane Chief Ron Price SUBJECT: Requesting authorization to enter into an agreement for evaluation of services pursuant to US DOJ grant that addresses victims of domestic violence, stalking and sexual assault. MEETING DATE: October 22, 2012 AGENDA ITEM TYPE: Consent RECOMMENDATION: Enter into an agreement with Lucille Pope, M.P.A./Ph. D. of Collaborative Consulting to evaluate our services delivered to victims of domestic violence, stalking and sexual assault particularly as these services are funded by a grant from the US Department of Justice, Office of Violence Against Women. SUGGESTED MOTION: Authorize the City Manager to sign a Professional Services Agreement for evaluation of “the Gallatin Rural Project” as administered by the City of Bozeman. BACKGROUND: Over the past 15 years, a number of criminal justice agencies, advocacy organizations and non-government groups have strived to work together to provide the best all around service to victims of domestic violence, stalking and sex assault. This has led to improved communication, education to the public and the ability to address victim needs that previously were not being met. On October 1, 2011, this collaborative group, referred to as the “Gallatin Rural Project” received a 3-year grant from the Department of Justice, Office of Violence Against Women for continued support in addressing these particular victim needs. Part of our request for funds was a realization that while we may believe we’re providing the best services we can, we felt it was an important part of this grant to conduct an evaluation of our program. We specifically asked for and received funding to conduct this evaluation, with the purpose of the evaluation being threefold: 1) Determine the effectiveness of collaborative efforts activities as to whether they fulfill the needs of victims of Domestic Violence, Stalking or Sexual Assault incidents; 2) Assess whether the goals and objectives initially established in the grant application are being accomplished and; 3) Provide feedback and corrective action plans to improve this service delivery 54 In September 2012, Lucille Pope, M.P.A./Ph. D. of Collaborative Consulting, was selected to conduct this evaluation on response to our advertised Request for Proposals. Dr. Pope presented a solid proposal that our selection committee deemed the best and most appropriate approach to satisfying this evaluation need. UNRESOLVED ISSUES: None. ALTERNATIVES: None recommended. FISCAL EFFECTS: The agreed upon rate for this evaluation is $10,000. This entire amount is authorized by OVW Grant 2011-WR-AX-0014. Attachments: Professional Service Agreement for evaluation of services Report compiled on: October 10, 2012 55 PROFESSIONAL SERVICES AGREEMENT OVW Rural Project Evaluation by Collaborative Consulting PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this _____ day of ____________, 20___, by and between the CITY OF BOZEMAN, MONTANA, a municipal corporation organized and existing under the laws of the State of Montana, 121 North Rouse Street, Bozeman, Montana 59771, hereinafter referred to as “City,” and, Lucille Pope, M.P.A., Ph.D., Collaborative Consulting, P.O. Box 5193, Bozeman, MT 59771, hereinafter referred to as “Consultant.” In consideration of the mutual covenants and agreements herein contained, the receipt and sufficiency whereof being hereby acknowledged, the parties hereto agree as follows: 1. Purpose: The Consultant will conduct an evaluation of the “Rural Project to End Violence Against Women”. The “Rural Project” is funded by a grant from the federal Office on Violence Against Women (O.V.W. Grant 2011-X1591-MT-WR) (the “Grant”). The purpose of the evaluation is threefold: 1) to determine the effectiveness of collaborative efforts activities as to whether they fulfill the needs of victims of Domestic Violence, Stalking or Sexual Assault incidents 2) to assess whether the goals and objectives initially established in the grant application are being accomplished and 3) to provide feedback and corrective action plans to improve this service delivery 2. Effective Date: This Agreement is effective upon the date of its execution and will terminate upon completion of all work described in Section 3 and 4 and completed no later than June 30, 2013. 3. Scope of Work: The evaluation process shall be completed by a combination of activities to include: • Survey of key (partner) practitioners who work directly with victims. • A focus group with victims. • An interview with the representative of each project partner. • Review of Year one inputs, activities, and outputs. • Review of training and education content and Year two/Year Three training plan. • A written report that encapsulates results and findings from the aforementioned items and includes suggestions for corrective action. 4. Evaluation Timelines: The below timelines are initial timelines for completion of 56 PROFESSIONAL SERVICES AGREEMENT OVW Rural Project Evaluation by Collaborative Consulting this evaluation. Adjustments to these timelines will be with mutual agreement of both the City and Consultant. Nov. 15, 2012 - Dec. 31, 2012 Compare activities to grant goals and objectives. Review training materials Dec. 15, 2012 - Jan. 5, 2013 Team Meeting (determine measures of effectiveness) Jan. 1, 2013 - Feb. 28, 2013 Focus Group, Survey, Interviews Feb. 15 - 28, 2013 Team Meeting (discuss findings) March, 2013 Write Report March 29, 2013 Team Meeting (report content) 5. City Commitment. The City and all sub-recipients of the Grant shall provide the following: a. Assist in scheduling and attending team meetings; b. Assist in identifying and organizing focus group participants, to include providing child care, transportation and a $50 stipend for each participant; c. Identify potential survey participants; d. Providing copying and distribution of any documents or related projects to project partners; e. Complete all documents in Microsoft Word format. 6. Payment: Consultant is to complete the scope of work as indicated above for a total maximum fixed cost of $10,000. Consultant will invoice the City by the below listed dates and be paid within two weeks of the City receiving the Invoice from the Consultant: * December 15, 2012 $3,333 * February 1, 2013 $3,333 * March 29, 2013 or on conclusion of entire evaluation (maximum) $3,334 7. Consultant’s Representations: To induce City to enter into this Agreement, Consultant makes the following representations: a. Consultant has familiarized itself with the nature and extent of this Agreement, the Scope of Work, and with all local conditions and federal, state and local laws, ordinances, rules, and regulations that in any manner may affect cost, progress or performance of the Scope of Work. b. Consultant represents and warrants to City that it has the experience and ability to perform the services required by this Agreement; that it will perform said services in a professional, competent and timely manner and with diligence and skill; that it has the power to enter into and perform this Agreement and grant the rights granted in it; and that its performance of this Agreement shall not infringe upon or violate the rights of any third party, whether rights of copyright, trademark, privacy, publicity, libel, slander or any other rights of any nature whatsoever, or violate any federal, state and municipal laws. Consultant agrees to ask for and keep identities of any persons interviewed or participating in portions of this evaluation confidential, if requested by 57 PROFESSIONAL SERVICES AGREEMENT OVW Rural Project Evaluation by Collaborative Consulting the person. The City will not determine or exercise control as to general procedures or formats necessary to have these services meet this warranty. c. Consultant agrees to bring forward any indications of illegal activity, illegal processes, or disclosures by victims that may need further advocacy to the attention of the project manager and/or City Attorney. 8. Independent Contractor Status: The parties agree that Consultant is an independent contractor for purposes of this Agreement and is not to be considered an employee of the City for any purpose. Consultant is not subject to the terms and provisions of the City’s personnel policies handbook and may not be considered a City employee for workers’ compensation or any other purpose. Consultant is not authorized to represent the City or otherwise bind the City in any dealings between Consultant and any third parties. Consultant shall comply with the applicable requirements of the Workers’ Compensation Act, Title 39, Chapter 71, MCA, and the Occupational Disease Act of Montana, Title 39, Chapter 71, MCA. Consultant shall maintain workers’ compensation coverage for all members and employees of Consultant’s business, except for those members who are exempted by law. Consultant shall furnish the City with copies showing one of the following: (1) a binder for workers’ compensation coverage by an insurer licensed and authorized to provide workers’ compensation insurance in the State of Montana; or (2) proof of exemption from workers’ compensation granted by law for independent contractors. 9. Indemnity/Waiver of Claims/Insurance: For other than professional services rendered, to the fullest extent permitted by law, Consultant agrees to defend, indemnify, and hold the City harmless against claims, demands, suits, damages, losses, and expenses connected therewith that may be asserted or claimed against, recovered from or suffered by the City by reason of any injury or loss, including but not limited to, personal injury, including bodily injury or death, property damage, occasioned by, growing out of, or in any way arising or resulting from any intentional or negligent act on the part of Consultant or Consultant’s agents or employees. For the professional services rendered, to the fullest extent permitted by law, Consultant agrees to indemnify and hold the City harmless against claims, demands, suits, damages, losses, and expenses, including reasonable defense attorney fees, to the extent caused by the negligence or willful misconduct of the Consultant or Consultant’s agents or employees. Consultant also waives any and all claims and recourse against the City or its officers, agents or employees, including the right of contribution for loss or damage to person or property arising from, growing out of, or in any way connected with or incident to the performance of this Agreement except “responsibility for his own fraud, for willful injury to the person or property of another, or for violation of law, whether willful or negligent” as per 28-2-702, MCA. Should City be required to bring an action against the Consultant to assert its right to 58 PROFESSIONAL SERVICES AGREEMENT OVW Rural Project Evaluation by Collaborative Consulting defense or indemnification under this Agreement or under the Consultant’s applicable insurance policies required below the City shall be entitled to recover reasonable costs and attorney fees incurred in asserting its right to indemnification or defense but only if a court of competent jurisdiction determines the Consultant was obligated to defend the claim(s) or was obligated to indemnify the City for a claim(s) or any portion(s) thereof. The above obligations shall survive termination of this agreement. In addition to and independent from the above, Consultant shall secure insurance coverage acceptable to the City and furnish to the City an accompanying certificate of insurance issued by a company authorized to do business in the State of Montana in amounts not less than as follows: • Workers’ Compensation - statutory • Automobile Liability - $100,000 property damage/bodily injury; $300,000 annual aggregate • Professional Liability - $1,000,000 per claim; $2,000,000 annual aggregate The City of Bozeman, its officers, agents, and employees, shall be endorsed as an additional or named insured on a primary non-contributory basis on both the Commercial General and Automobile Liability policies. The insurance and required endorsements must be in a form suitable to City and shall include no less than a thirty (30) day notice of cancellation or non-renewal. The City must approve all insurance coverage and endorsements prior to the Consultant commencing work. 10. Professional Service: Consultant agrees that all services and work performed hereunder will be accomplished in a professional manner. 11. Compliance with Laws: Consultant agrees to comply with all federal, state and local laws, ordinances, rules and regulations, including the safety rules, codes, and provisions of the Montana Safety Act in Title 50, Chapter 71, MCA. Consultant agrees to purchase a City business license. 12. Nondiscrimination: The Consultant will have a policy to provide equal employment opportunity in accordance with all applicable state and federal anti-discrimination laws, regulations, and contracts. The Consultant will not refuse employment to a person, bar a person from employment, or discriminate against a person in compensation or in a term, condition, or privilege of employment because of race, color, religion, creed, political ideas, sex, age, marital status, national origin, actual or perceived sexual orientation, gender identity, physical or mental disability, except when the reasonable demands of the position require an age, physical or mental disability, marital status or sex distinction. The Consultant shall be subject to and comply with Title VI of the Civil Rights Act of 1964; Section 140, Title 2, United States Code, and all regulations promulgated thereunder. The Consultant shall require these nondiscrimination terms of its sub- consultants providing services under this agreement. 59 PROFESSIONAL SERVICES AGREEMENT OVW Rural Project Evaluation by Collaborative Consulting 13. Default and Termination: Either party may terminate this Agreement for any and all causes or for its convenience at any time upon thirty (30) days written notice to the Consultant. If termination for default is effected by the City, an equitable adjustment in the price provided for in this Agreement shall be made. The equitable adjustment for any termination shall provide for payment to the Consultant for services rendered and expenses incurred prior to the termination, in addition to termination settlement costs reasonably incurred by the Consultant relating to commitments which had become firm prior to the termination. Upon receipt of a termination action under this section, the Consultant shall (1) promptly discontinue all affected work and (2) deliver or otherwise make available to the City within ten (10) days copies of all data, summaries and such other information and materials as may have been accumulated by the Consultant in performing this Agreement, whether completed or in process. Upon termination, the City may take over the work and may award another party an Agreement to complete the work under this Agreement. City’s right to terminate is in addition to any other remedies City may have under the law. The above remedies are cumulative and not exclusive. Use of one remedy does not preclude use of the others. Notices shall be provided in writing and hand-delivered or mailed to the parties at the addresses set forth in the first paragraph of this Agreement. 14. Modification and Assignability: This document contains the entire agreement between the parties and no statements, promises or inducements made by either party or agents of either party, which are not contained in this written Agreement, may be considered valid or binding. This Agreement may not be enlarged, modified or altered except by written agreement signed by both parties hereto. The Consultant may not subcontract or assign Consultant’s rights, including the right to compensation or duties arising hereunder, without the prior written consent of City. Any subcontractor or assignee will be bound by all of the terms and conditions of this Agreement. 15. Ownership and Publication of Materials: All reports, information, data, and other materials prepared by the Consultant pursuant to this Agreement, except those separately identified in the Scope of Work or in other written agreements between the parties, are owned by the City. The Consultant shall be allowed to use a copy of its final documents as examples of work product. No material produced in whole or in part under this Agreement may be copyrighted or patented in the United States or in any other country without the prior written approval of the City. 16. Reports/Accountability/Public Information: Consultant agrees to develop and/or provide documentation as requested by the City demonstrating Consultant’s compliance with the requirements of the Grant and this Agreement. Consultant shall allow the City, its auditors, and other persons authorized by the City to inspect and copy its books and records for the purpose of verifying that the reimbursement of monies distributed to Consultant pursuant to this Agreement 60 PROFESSIONAL SERVICES AGREEMENT OVW Rural Project Evaluation by Collaborative Consulting and the Grant was used in compliance with this Agreement and all applicable provisions of federal, state, and local law. The Consultant shall not issue any statements, releases or information for public dissemination without prior approval of the City. 16. Liaison: City’s designated liaison with Consultant is Deputy Chief of Police Rich McLane and Consultant’s designated liaison with City is Lucille Pope, M.P.A., Ph.D. 16. Applicability: This Agreement and any extensions hereof shall be governed and construed in accordance with the laws of the State of Montana. 17. Non-Waiver: A waiver by either party any default or breach by the other party of any terms or conditions of this Agreement does not limit the other party’s right to enforce such term or conditions or to pursue any available legal or equitable rights in the event of any subsequent default or breach. 18. Attorney’s Fees and Costs: That in the event it becomes necessary for either Party of this Agreement to retain an attorney to enforce any of the terms or conditions of this Agreement or to give any notice required herein, then the prevailing Party or the Party giving notice shall be entitled to reasonable attorney's fees and costs, including fees, salary, and costs of in-house counsel to include City Attorney. IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written. CITY OF BOZEMAN, MONTANA By:________________________________ By:__________________________________ Chris Kukulski, City Manager CONSULTANT Print Name: __________________________ Print Title: ____________________________ ATTEST: By: ____________________________________ Stacy Ulmen, CMC, City Clerk APPROVED AS TO FORM: By_______________________________ Greg Sullivan, City Attorney 61