Loading...
HomeMy WebLinkAbout25E - AGMT - SPECIAL COUNSEL FOR LABOR NEGOTIATIONREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: NOVEMBER 19, 2012 TITLE: APPROVAL OF AGREEMENT WITH LEIBERT CASSIDY WHITMORE FOR SPECIAL LEGAL COUNSEL APPROVED ? As Recommended ? As Amended ? Ordinance on 15' Reading ? Ordinance on 2na Reading ? Implementing Resolution ? Set Public Hearing For_ CITY MANAGER RECOMMENDED ACTION CONTINUED TO FILE NUMBER Approve Professional Services Agreement with Liebert Cassidy Whitmore. DISCUSSION The City has entered into legal services agreements with Liebert Cassidy Whitmore for labor negotiation assistance. The labor agreements with both POA and SEIU expire in June and the City will be starting negotiations prior to the end of the calendar year. In preparation for upcoming negotiations, the City Manager desires to engage Peter Brown of Liebert Cassidy Whitmore, once again, to assist with labor negotiations. The proposed Agreement is for a term of one year and for an amount not to exceed $75,000. FISCAL IMPACT Upon approval of the additional funding, funds will be available in the affected departmental account (account no. 08009051-62300). APPROVED AS TO FUNDS AND ACCOUNTS: Edward Raya Francisco Gutierr Executive Director Executive Director Finance & Management Services Agency 25E-1 25E-2 LEGAL SERVICES AGREEMENT This AGREEMENT, made and entered into this 19`h day of November, 2012 by and between Liebert Cassidy Whitmore, a Professional Law Corporation (hereinafter "Attorneys"), and the City of Santa Ana, a charter city duly organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. City desires to employ Attorneys to assist the City in :ts labor negotiations by providing legal advice and negotiation services to the City, and B. Attorneys represent that they are licensed to practice law in the State of California, have special experience and knowledge in the fields of personnel and labor law matters, and desire to undertake said employment. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: I . EMPLOYMENT OF ATTORNEYS City hereby agrees to and does employ Attorneys, for the compensation hereinafter specified, to assist its Personnel Agency in transactional and negotiation services related to City's negotiation with the full-time bargaining units, including Police Officers Association (POA) and Service Employees International Union (SEIU), and other legal issues when and as requested by the Executive Director of Personnel. Attorneys accept said employment and agree to perform, in timely and efficient manner all such services as may be requested by the City. Attorneys shall confirm their acceptance of work requested by City in writing by e-mail or letter. 2. PAYMENT FOR SERVICES RENDERED A. City agrees to compensate Attorneys, and Attorneys agree to accept from City, as and for payment in full for all of said services in regard to each such action, compensation at a maximum rate of $285 per hour for work performed by Partner Attorneys, and $190 per hour for work performed by an assigned associate attorney. The total sum to be expended pursuant to this Agreement shall not exceed $75,000 during the term of this Agreement. B. REIMBURSEMENT FOR COSTS. City agrees to reimburse Attorneys for out-of-pocket expenses including mileage authorized by the Executive Director in connection with the performance of duties under this Agreement 3. METHOD OF PAYMENT Attorneys shall, by the 15`h day of each month, submit a statement, specifying the services performed, dates and number of hours, and itemization of expenses related thereto. Upon submission of each such invoice City shall review, and if approved, shall make payment within thirty (30) days of receipt of such invoice. If City does not approve a charge, City shall notify Attorneys in writing of the reason(s) for non-approval. Attorneys shall not charge City for billing or for discussion regarding the bill. 4. CONTROL OF LEGAL MATTERS Attorneys agree that each and every matter or proceeding in which th;;y undertake to assist the City, as aforesaid, shall be and remain under, and subject to the control and direction of said City at all stages, and 25E-3 that they shall at all times keep the Executive Director of Personnel informed of all matters pertaining thereto. City will keep Attorneys informed of all significant developments in matters relating to any representation undertaken by Attorneys. Attorneys further agree, if and when their employment hereunder is terminated by City, as hereinafter specified, they shall return to the Executive Director any and all files then in their possession concerning each and every matter or proceeding in which they represented the City pursuant to this Agreement. 5. TERM The term of this Agreement shall commence on the date first writien above and terminate on December 31, 2013, unless terminated earlier pursuant to Section 14, below. 6. ATTORNEYS INDEPENDENT CONTRACTORS It is mutually agreed by and between the parties that, in the performance of their covenants hereunder, Attorneys are and shall be independent contractors, and not officers or employees of City. 7. INSURANCE Prior to undertaking performance of work under this Agreement, Attorneys shall provide proof to the City Attorney of Professional Liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim, and maintain such insurance throughout the term of this Agreement. If Attorneys fails or refuses to produce and maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Attorneys' right to be paid for its time and materials expended prior to notification of termination. Attorneys waive the right to receive compensation and agree to indemnify the City for any work performed prior to approval of insurance by the City. 8. INDEMNIFICATION Attorneys agree to and shall indemnify and hold harmless the City; its officers, agents, employees, and representatives from liability for personal injury, damages, restitution, judicial or equitable relief arising out of Attorneys' negligent or wrongful performance or conduct of this Agreement. 9. CONFIDENTIALITY If Attorneys receive from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Attorneys agree that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Attorneys disclosed in a publicly available source; (c) is in rightful possession of the Attorneys without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Attorneys without reference to information disclosed by the City. 2 25E-4 10. CONFLICT OF INTEREST CLAUSE Attorneys covenant that it presently has no interests and shall not have interests, direct or indirect, that would conflict in any manner with performance of services specified under this Agreement. H. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, California 92702 Fax 714-647-6956 With courtesy copy to: Personnel Agency City of Santa Ana 20 Civic Center Plaza (M-24) P.O. Box 1988 Santa Ana, California 92702 Fax 714-647-6930 Attn: Edward Raya To Attorneys: Liebert Cassidy Whitmore 6033 West Century Blvd., Suite 500 Los Angeles, California 90045 Fax 310-337-0560 A party may change its address by giving notice in writing to the other party. Thereafter, any notice, tender, demand, delivery, or other communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by telefacsimile, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 12. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Attorneys, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Attorneys. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Attorneys nor the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 25E-5 13. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Attorneys, Attorneys may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject of this Agreement performed by City personnel or by other Attorneys retained by City. 14. TERMINATION This Agreement may be terminated by City at any time hi such event, Attorneys shall be entitled to receive and the City shall pay Attorneys compensation for all services performed by Attorneys prior to receipt of such notice of termination. As a condition of such payment, Attorneys shall deliver to the City all files and records generated under this Agreement as of such date. Attorneys may terminate this agreement, subject to their obligation to provide reasonable notice to arrange alternative representation. In such case, City agrees to secure new counsel as quickly as possible and to cooperate fully in the substitution of the new counsel as counsel of record in any litigation in which Attorneys may be involved. 15. DISCRIMINATION Attorneys shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Attorneys affirm that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 16. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that --n oe brought or arise out of, in connection with or by reason of this Agreement. 17. MISCELLANEOUS PROVISIONS Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the eN ent that such authority or power is not, in fact, held by the signatory or is withdrawn. 4 25E-6 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first above written. ATTEST: Maria D. Huizar Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: Laura Sheedy Assistant City Attorney CITY OF SANTA ANA Paul M. Walters City Manager LIEBERT CASSIDY WHITMORE (NAME) (Title) 25E-7 25E-8