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HomeMy WebLinkAboutReg 2018-11-19 Item 3C.1 - Agreement - 2019-2020 Prosecution Services with Walls Law Firm for $13,100 per MonthCOUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared by Mayor's review Council review 11/19/18 CT O'r ITEM INFORMATION ITEM NO. 3C.1 Si';\I1 SPONS( )R: DAVID CLINE ORIGINAL AGENDA DATE: 11/19/18 AGENDA IT] ;NI TITLE 2019-2020 Contract with the Walls Law Firm for Prosecution Services CATEGORY LI Discussion Mg Date 2 Motion Date 11/19/18 E Resolution Mtg Date 0 Ordinance Mg Date 111 Bid Award AI ts Date 0 Public Hearin, A Ir:g Date 0 Other Mtg Date AN SPONSOR LICouncil VAMayor III FIR LIDCD LIFinance LIFire LITS ope7R LIPolice PIV EC.outl SP oNS( )it's The current contract for prosecution services expires December 31, 2018. The 2019-2020 SUMMARY contract decreases the flat rate to $13,100 per month, a reduction of three percent. RINikvoq) BY LI C.O.W. Mtg. 111 Trans &Infrastructure DATE: 11/06/18 . CDN Comm Finance Comm. Public Safety Comm. Comm. 11] Planning Comm. CHAIR: QUINN LI Arts Comm. El Parks COMMITTEE RECOMMENDATIONS: SPoNsoR/ADmiN. CommITIEF Mayor's Office Unanimous Approval; Forward to 11/19/18 Consent Agenda COST IMPACT / FUND SOURCE EMI ;1\11)1TURK RkQUIRIM AMOUNT BUDGETED APPROPRIATION REQUIRED $ $ Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 11/19/18 MTG. DATE ATTACHMENTS 11/19/18 Informational Memorandum dated 10/26/2018 Draft Contract for Prosecution Services Minutes from 11/06/18 Finance Committee 2 Allan Ekberg, Mayor TO: Mayor's Office - David Cline, City Administrator Mayor Ekberg Finance & Safety Committee FROM: David Cline, City Administrator DATE: October 26, 2018 SUBJECT: Contract for Prosecution Services BACKGROUND Since 2011 Kenyon Disend has subcontracted prosecution services. As of August 31, 2018, they discontinued providing any prosecution services. At that time, the City entered into a short-term agreement with the Walls Law Firm, who had been subcontracting with Kenyon Disend, for the remainder of the 2018. The City advertised a Request for Qualifications and Proposals for Prosecution Services for 2019 - 2020 in the Seattle Times and the Daily Journal of Commerce and with the King County Bar Association and the Washington Association of Prosecuting Attorneys. DISCUSSION The Walls Law Firm has provided prosecution services to the City of Tukwila for several years through a contract with Kenyon Disend. When Kenyon Disend decided to discontinue providing prosecution services the City opted to take the opportunity to go through an RFQ/RFP process. The Walls Law Firm was the only one to submit a proposal. The Walls Law Firm's proposal highlights their prosecution philosophy: Consequences to discourage wrongdoing, rehabilitative requirements to reduce recidivism, and protection of victims and the community, which aligns with the City's Strategic Plan. They are committed to providing effective prosecution that is mindful of the City's resources yet innovative in meeting new challenges as they arise. In conjunction with the City's efforts to reduce 2019-2020 budget expenditures by three (3) percent, the Walls Law Firm has proposed to provide prosecution services at a rate of $13,100 per month which represents a three (3) percent reduction from their current monthly rate of $13,500 per month. City staff recently conducted a survey comparing prosecution costs from local jurisdictions and found that this is a comparable rate. While only one proposal for services was submitted, the proposal includes all the services required by the City to provide quality prosecution services, the attorneys have extensive prosecution experience and have established positive working relationships with the Municipal Court, the Police Department and the Public Defense Attorneys, and the proposed rate of compensation is Tukwila City Hall • 6200 Southcenter Boulevard • Tukwila, WA 98188 • 206-433-1800 • Website: TukwilaWA.gov 3 Memo re: Contract for Prosecution Services October 26, 2018 Page 2 comparable with other local jurisdictions. For those reasons, City staff is recommending acceptance of the proposal from the Walls Law Firm for prosecution services. RECOMMENDATION The Committee is being asked to move this contract forward to the consent agenda of the November 19, 2018 City Council Meeting for approval and authorization for execution by the Mayor. ATTACHMENTS Draft Contract for Prosecution Services for 2019-2020 Phone: 206-433-1800 • Email: Mayor@TukwilaWA.gov • Website: TukwilaWA.gov 4 City of Tukwila 6200 Southcenter Boulevard, Tukwila WA 98188 Contract Number: CONTRACT FOR PROSECUTION SERVICES This Agreement is entered into by and between the City of Tukwila, Washington, a non -charter optional municipal code city hereinafter referred to as "the City," and the Walls Law Firm hereinafter referred to as "the Contractor. WHEREAS, the City has determined the need to have certain services performed for its citizens but does not have the manpower or expertise to perform such services; and WHEREAS, the City desires to have the Contractor perform such services pursuant to certain terms and conditions; now, therefore, IN CONSIDERATION OF the mutual benefits and conditions hereinafter contained, the parties hereto agree as follows: 1. Scope and Schedule of Services to be Performed by Contractor. The Contractor shall perform those services described on Exhibit A attached hereto and incorporated herein by this reference as if fully set forth. In performing such services, the Contractor shall at all times comply with all Federal, State, and local statutes, ordinances and rules applicable to the performance of such services and the handling of any funds used in connection therewith including the provisions of the Washington Supreme Court Order 25700-A-1013 and the public defense standards adopted by the City pursuant to TMC 2.70. Compliance with these standards goes to the essence of this Agreement. The Contractor shall request and obtain prior written approval from the City if the scope of services is to be modified in any way. 2. Compensation and Method of Payment. The City shall pay the Contractor for services rendered according to the rate and method set forth on Exhibit B attached hereto and incorporated herein by this reference. 3. Duration of Agreement. This Agreement shall be in full force and effect for a period commencing January 1, 2019 and ending December 31, 2020 unless sooner terminated under the provisions hereinafter specified or extended by the express written consent of Contractor and the Mayor or his designee. 4. Independent Contractor. Contractor and City agree that Contractor is an independent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither Contractor nor any employee of Contractor shall be entitled to any benefits accorded City employees by virtue of the services provided under this Agreement. The City shall not be responsible for withholding or otherwise deducting federal income tax or social security or Walls Law Firm 2019-2020 Page 1 of 8 5 contributing to the State Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to the Contractor, or any employee of the Contractor. 5. Indemnification. The Contractor shall defend, indemnify and hold the City, its officers, agents, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or in connection with the performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Contractor and the City, its officers, officials, employees, and volunteers, the Contractor's liability hereunder shall be only to the extent of the Contractor's negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Contractor's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 6. Insurance. The Contractor shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Contractor, their agents, representatives, employees or subcontractors. Contractor's maintenance of insurance, its scope of coverage and limits as required herein shall not be construed to limit the liability of the Contractor to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. A. Minimum Scope of Insurance. Contractor shall obtain insurance of the types and with the limits described below: 1. Professional Liability Insurance: The Contractor shall procure and maintain in full force throughout the duration of this Agreement Professional Liability insurance with a minimum coverage of $1,000,000 per claim and $3,000,000 aggregate. Contractor shall provide evidence of such coverage in a manner and form acceptable to the City in the City's sole discretion. Cancellation of the required insurance shall automatically result in termination of this Agreement. 2. Automobile Liability: The Contractor shall procure and maintain in full force throughout the duration of this Agreement Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. Automobile liability insurance shall cover all owned, non -owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. 6 Walls Law Firm 2019-2020 Page 2 of 8 3. Commercial General Liability: The Contractor shall procure and maintain in full force throughout the duration of this Agreement Commercial General Liability insurance with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate and $2,000,000 products -completed operations aggregate limit. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors, products -completed operations, stop gap liability, personal injury and advertising injury, and liability assumed under an insured contract. The Commercial General Liability insurance shall be endorsed to provide the Aggregate Per Project Endorsement ISO form CG 25 03 1185 or an equivalent endorsement. There shall be no endorsement or modification of the Commercial General Liability Insurance for liability arising from explosion, collapse or underground property damage. The City shall be named as an insured under the Contractor's Commercial General Liability insurance policy with respect to the work performed for the City using ISO Additional Insured endorsement CG 20 10 10 01 and Additional Insured -Completed Operations endorsement CG 20 3710 01 or substitute endorsements providing equivalent coverage. 4. Workers' Compensation: The Contractor shall procure and maintain Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. B. Other Insurance Provision. The Contractor's Automobile Liability and Commercial General Liability insurance policies are to contain, or be endorsed to contain that they shall be primary insurance with respect to the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Contractor's insurance and shall not contribute with it. C. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. D. Verification of Coverage. Contractor shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Contractor before commencement of the work. E. Subcontractors. The Contractor shall have sole responsibility for determining the insurance coverage and limits required, if any, to be obtained by subcontractors, which determination shall be made in accordance with reasonable and prudent business practices. F. Notice of Cancellation. The Contractor shall provide the City and all Additional Insureds for this work with written notice of any policy cancellation, within two business days of their receipt of such notice. 7. Record Keeping and Reporting. A. The Contractor shall maintain accounts and records, including personnel, property, financial and programmatic records which sufficiently and properly reflect all direct and indirect costs of Walls Law Firm 2019-2020 Page 3 of 8 7 any nature expended and services performed in the performance of this Agreement and other such records as may be deemed necessary by the City to ensure the performance of this Agreement. B. These records shall be maintained for a period of seven (7) years after termination hereof unless permission to destroy them is granted by the office of the archivist in accordance with RCW Chapter 40.14 and by the City. 8. Audits and Inspections. The records and documents with respect to all matters covered by this Agreement shall be subject at all times to inspection, review or audit by law during the performance of this Agreement, to the extent permitted by law. 9. Termination. This Agreement may at any time be terminated by the City giving to the Contractor thirty (30) days written notice of the City's intention to terminate the same. Failure to provide products on schedule may result in contract termination. If the Contractor's insurance coverage is canceled for any reason, the City shall have the right to terminate this Agreement immediately. 10. Discrimination Prohibited. The Contractor, with regard to the services to be provided under this agreement, shall not discriminate against any employee, applicant for employment, on the basis of race, religion, creed, color, national origin, age, veteran status, sex, sexual orientation, gender identity, marital status, political affiliation or the presence of any sensory, mental or physical disability in the selection and retention of employees or procurement of materials or supplies. 11. Assignment and Subcontract. The Contractor shall not assign or subcontract any portion of the services contemplated by this Agreement without the written consent of the City. 12. Entire Agreement; Modification. This Agreement, together with attachments or addenda, represents the entire and integrated Agreement between the City and the Contractor and supersedes all prior negotiations, representations, or agreements written or oral. No amendment or modification of this Agreement shall be of any force or effect unless it is in writing and signed by the parties. 13. Severability and Survival. If any term, condition or provision of this Agreement is declared void or unenforceable or limited in its application or effect, such event shall not affect any other provisions hereof and all other provisions shall remain fully enforceable. The provisions of this Agreement, which by their sense and context are reasonably intended to survive the completion, expiration or cancellation of this Agreement, shall survive termination of this Agreement. 14. Notices. Notices to the City of Tukwila shall be sent to the following address: City Clerk, City of Tukwila 6200 Southcenter Blvd. Tukwila, Washington 98188 8 Walls Law Firm 2019-2020 Page 4 of 8 Notices to the Contractor shall be sent to the following address: The Walls Law Firm 16300 Christensen Road Suite 360 Tukwila WA 98188 15. Applicable Law; Venue; Attorney's Fees. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. In the event any suit, arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that venue shall be properly laid in King County, Washington. The prevailing party in any such action shall be entitled to its attorney's fees and costs of suit. DATED this day of , 2018. CITY OF TUKWILA CONTRACTOR Allan Ekberg, Mayor Aaron Walls, Attorney, WSBA No. 25266 ATTEST/AUTHENTICATED: APPROVED AS TO FORM: Christy O'Flaherty, City Clerk Rachel Turpin, City Attorney Walls Law Firm 2019-2020 Page 5 of 8 9 EXHIBIT A - SCOPE OF SERVICES 1. Review, make filing decisions, and file all Tukwila Police Department reports involving misdemeanor and gross misdemeanor crimes and represent the City on all contested traffic hearings. 2. Appear at all criminal calendars in Tukwila Municipal Court on behalf of the City of Tukwila including but not limited to: in-custody/out-of-custody arraignments, pre-trial hearings and motions, readiness hearings, bench and/or jury trials, sentencings, review hearings and appeals. 3. Conduct investigations, contact witnesses, conduct plea bargain negotiations and make appropriate plea offers consistent with the laws and regulations as well as City of Tukwila standards and policies, make sentencing and bail recommendations to the Court, prepare and present legal memoranda, subpoenas, jury and other related materials, argue motions, represent the City at restitution hearings, conduct bench and/or jury trials. 4. Administrative functions relating to criminal prosecution and contested traffic hearings such as creation and maintenance of files, and completion of discovery requests. All files shall remain property of the City and shall be returned to the City upon termination of this Agreement or upon request by the City. Contractor shall retain all records in accordance with Washington State document retention laws. 5. Provide legal research, training and assistance to the Tukwila Police Department including statutory interpretation, enforcement issues and case decisions. Attend police department administrative staff meetings as requested. 6. File and defend appeals of municipal court decisions. 7. Contractor agrees to attend seven (7) hours of prosecution focused training each year. This requirement also applies to all associate counsel. Each Attorney will submit a copy of their Continuing Legal Education (CLE) Credits transcript from the Washington State Bar Association (WSBA) with the Annual Report. 8. Reporting: Contractor agrees to submit the following reports: • Monthly Statistics Reports: This report shall take substantially the same form as that attached hereto as Exhibit C and shall be submitted with the monthly invoice; • An Annual Report detailing the number of cases filed for the year, the number of cases referred for pre -filing diversion, the number of cases where pre -filing diversion was successfully completed, the number of cases where stipulated orders of continuance or deferred prosecution was agreed to and the number of cases dismissed. 0 Walls Law Firm 2019-2020 Page 6 of 8 EXHIBIT B - COMPENSATION AND METHOD OF PAYMENT 1. For all prosecution services set forth in Exhibit A, Contractor shall be paid a flat monthly fee of $13,100. 2. The Contractor shall invoice the City by the 10th day of each month for the previous month services. Watts Law Firm 2019-2020 Page 7 of & ,� EXHIBIT C - PROSECUTION MONTHLY REPORT CASES New Filings Cases Declined PRE -FILING DIVERSION Referred for pre -filing diversion Successful completion of pre -filing diversion DISPOSITIONS Deferred Prosecution SOC/ Pre -Trial Diversion Agreement DWLS 3 Amended to Infraction Dismissals prior to Readiness TRIALS SET TRIED Stipulated Facts Trial Bench Trial Jury Trial Dismissals - Post Readiness/Day of Trial /i //�, /', , r 12 Walls Law Firm 2019-2020 Page 8 of 8 City of Tukwila City Council Finance Committee FINANCE COMMITTEE Meeting Minutes November 6, 2018 - 5:30 p.m. - Hazelnut Conference Room, City Hall Councilmembers: De'Sean Quinn, Chair; Dennis Robertson, Kate Kruller Staff: David Cline, Peggy McCarthy, Vicky Carisen, Bruce Linton, Chris Flores CALL TO ORDER: Committee Chair Quinn called the meeting to order at 5:30 p.m. I. PRESENTATIONS II. BUSINESS AGENDA A. MAYOR'S OFFICE CONTRACTS AND AGREEMENTS Staff is seeking Council approval of the following contracts and agreements: Prosecution Services Contract with the Walls Law Firm for a flat rate of $13,100 per month, which is a 3% reduction from their current monthly rate. Public Defense Services Contract with Kirshenbaum & Goss, Inc. for a flat rate of $30,600 per month for 2019 and 2020, which is a reduction from the 2017-2018 rate of $32,600. City Attorney Services Contract with Kenyon Disend for general City Attorney services, public records support, litigation and contested administrative proceedings, specialized services, and paralegal services in the amount of $33,940 per month. Lease Agreement with Sound Cities Association Renewed lease agreement with Sound Cities Association for office space in the 6300 Building for a base rent of $24,820.00 in 2019 and $25,550 in 2020. In addition to the base rent, SCA will pay leasehold excise tax at the rate of 12.84%. Provisions also include internet services for $100/month, payment of long distance and toll calls, and after-hours emergency callouts or other agreed upon project work at a flat rate of $150/hour. Lease Agreement with Alliance One Renewed lease agreement with Alliance One Management Receivables for space in the court area at a rate of $930/month, which represents a 3.33% increase. In addition to the monthly rent, Alliance One will pay leasehold excise tax at the rate of 12.84%. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 19, 2018 REGULAR CONSENT AGENDA. 13