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HomeMy WebLinkAbout2025-03-03 I01F_07 Extra Duty Solutions AgreementAGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: March 3, 2025 AGENDA ITEM:Consideration of approval of agreement with Hart Halsey LLC dba Extra Duty Solutions for an electronic extra duty / off duty management system for the Police Department. FORMAT:Consent Agenda SYNOPSIS INCLUDING PRO & CON: The Waukee Police Department regularly has requests from various persons, entities and organizations for officers to work “extra duty” or “off duty” security for events held in the City of Waukee. Currently, our process is very antiquated. We use a simple Word document to advertise the opportunities, and the Community Policing Sergeant manages the requests, sign ups, invoicing, payment tracking and other logistics surrounding extra duty / off duty assignments. Not only does this require staff time, but tracking of these assignments is also difficult due to the current systems in use, and officers complain signing up is difficult as the Word document is on the server, and they must check it regularly for opportunities. The Police Department researched several companies offering technological solutions for these opportunities which would allow officers to have an app with the opportunities posted in the app. All officers will get opportunities immediately, can sign up in the app, we can track opportunities in the app, and the contractor pays the City directly, then the contractor assumes any risk and logistics in obtaining payment from the party requesting the officers for security. This also will lighten the burden on Finance as we will have one, single payment coming in for these opportunities rather than invoicing each entity and then tracking payments. A survey was also completed by all officers related to specifics of setting up the platform and research has been done to ensure the platform is set up in the most appropriate way for the Waukee Police Department. Initially, the City of Waukee entered into an agreement in October, 2024 with another vendor, however that vendor failed to produce stated functionality once the build started, so the Police Department has worked with an alternative vendor who has proven the ability to meeting functionality requirements as stated, thus the reason for another agreement being brought before Council. I1F7 FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: There is no cost to the City of Waukee for this agreement. Instead, the contractor adds 10% to all extra duty / off duty opportunities to cover their administration of the program, with the exception of the Waukee Community School District which is increased 5%. Chief McCluskey has reached out to Dr. Buck and the Waukee Community School District is aware of the change and have expressed their willingness to accept the additional charges for the services provided. We currently charge $65.00 per hour for extra duty / off duty opportunities, and with the new platform and the service charge, that rate will increase to $71.50 per hour for the majority of off- duty jobs, with the Waukee Community School District increasing to $68.25. Additionally, the agreement is a rolling 30-day agreement allowing us to cancel with 30-days notice should we identify issues or if we determine it is not the right fit for us. COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: RECOMMENDATION: Approve Agreement. ATTACHMENTS: I. Extra Duty Solutions Agreement PREPARED BY:Chad McCluskey, Chief of Police REVIEWED BY:Brad Deets, City Administrator Steve Brick, City Attorney THE CITY OF WAUKEE, IOWA RESOLUTION 2025- APPROVING AGREEMENT WITH HART HALSEY, LLC DBA EXTRA DUTY SOLUTIONS TO PROVIDE MANAGEMENT AND INVOICING FOR POLICE DEPARTMENT EXTRA DUTY / OFF DUTY ASSIGNMENTS IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal Organization; AND, WHEREAS, the Waukee Police Department offers “extra duty” or “off duty” assignments to persons and entities desiring uniformed police officers for private security at approved events within the City of Waukee for which the requesting party pays the City; AND, WHEREAS, the Waukee Police Department recommends entering into an agreement with Hart Halsey LLC dba Extra Duty Solutions to provide technology to manage, invoice and track these opportunities; AND, WHEREAS, the agreement incurs no cost to the City of Waukee and has a 30-day termination clause should the platform not meet our needs. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee, Iowa on this 3rd day of March, 2025, that it hereby approves agreement from Hart Halsey LLC dba Extra Duty Solutions [Waukee Police Department Extra Duty / Off Duty Management Platform]. ____________________________ Courtney Clarke, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN R. Charles Bottenberg Chris Crone Rob Grove Anna Bergman Pierce Ben Sinclair Independent Administrative Services Agreement January 9, 2025 1 Waukee, Iowa Police Department This Professional Services Agreement (this “Agreement”) is entered into as of the 9th day of January, 2025 (hereinafter the “Effective Date”), by and between Hart Halsey LLC dba Extra Duty Solutions, with principal office at 6 Corporate Drive, Suite 830, Shelton CT 06484 (hereinafter “Company”), and the City of Waukee, Iowa , with principal offices at 1300 SE LA Grant Pkwy, Waukee, IA 50263(hereinafter “Client”). W I T N E S S E T H: WHEREAS, the Client desires to retain the Company to provide certain services to the Client on the terms and conditions hereinafter set forth, and the Company desires to continue to perform such services on such terms and conditions; NOW, THEREFORE, in consideration of the premises and of the mutual covenants contained herein, the parties hereto do hereby agree as follows: 1. Administrative Services. Subject to the terms and conditions hereof, the Client hereby engages and appoints the Company to administrate the Client’s extra duty program. This will entail: I. Engaging with individuals and representatives of companies, organizations and institutions who wish to hire officers to work extra duty details (hereinafter “Customers”) via phone, website interaction or email to explain program rules and rates, vet new customers per department’s guidelines, execute the new customer process, receive requests for extra duty details, confirm extra duty details and to gather and communicate any related pertinent information and feedback. II. Scheduling extra duty details with department personnel in a manner consistent with department rules. Communicate as needed with department personnel to confirm detail assignment scheduling and details worked. III. Invoicing Customers and following-up on invoice collections in a manner agreed upon with department leadership. IV. Manage officer payment process in conjunction with the Client’s existing pay roll process cadence. At the end of each month, Company will pay the Client for Officer extra duty pay and associated costs associated with any extra duty provided for the month at the rates specified by the Client y via check and/or direct deposit. The chosen method and the amount are at the discretion of the Client. V. Collect, from Customers, and pay to the Client within payments detailed in Section 1.IV, any Client administrative fees at a level specified by the Client. VI. Manage the feedback loop i.e., initiate and field feedback from customers (good and bad) then share with the appropriate parties in a timely manner. VII. Provide department leadership with appropriate reporting and transparency into the program on an on-going basis. 2 Waukee, Iowa Police Department VIII. Accept all Customer credit risk and finance, at sole cost to the Company, all financing “float” costs associated with invoicing Customers. Invoice remittance timing will not affect the time of pay roll and administrative fee payments Company must pay Client under Sections 1.IV and 1.V. See appendix A for operational details. 2. Term The term of the engagement shall commence on the Effective Date and continue month-to-month unless terminated by either party. Either party may terminate this Agreement upon thirty (30) days’ prior written notice to the other party. 3. Payment and Invoicing Terms. In consideration for any and all services which the Company shall render to the Client pursuant to this Agreement, the Company shall charge the Customer an administration fee of 10%, with the exception of the Waukee Community School District which will be assessed a 5% administration fee . The administration fee will be applied to any extra duty revenue including, but not limited to, officer pay, cruiser fees, K9 fees, flare fees, etc. 4. Changes Client may, with approval of the Company, change the scope of services to be offered. Such changes shall be made in writing and accepted by the Company in writing. 5. Standard of Care a) The Company warrants that services shall be performed by personnel possessing competency consistent with applicable industry standards. b) Manner of performance by Company I. Company shall appoint a member of its staff to be the single primary responsible individual for delivering Company's services to Client under this Agreement. II. Company shall keep complete and systematic records of all services purchased by Client. Such records shall include any records relevant to any costs, expenses, or payments incurred or made by Company on behalf of Client, any financial records, procedures, and such other documentation pertaining to Company’s performance under this Agreement. Company shall preserve all such records for the longest of the following two periods: (i) a term of 5 years after termination of this Agreement or (ii) in accordance with the record retention period mandated by any applicable law. In the event that a legal matter arises requiring preservation of certain records, Company shall suspend destruction of such records as requested by Client or any governmental body. During th e term of this Agreement and, thereafter, in accordance with the applicable record retention period, Client shall have the right to in inspect, copy and audit those records identified in this Section 5.b.ii during regular business hours. 3 Waukee, Iowa Police Department III. Company shall successfully complete a SERVICE ORGANIZATIONAL CONTROL (SOC) 1 type II audit on no less than a bi-annual cadence. Resulting auditor reports will be made available to Client upon request at any time. IV. Company shall store any electronic information received in the performance of this agreement on servers which are housed and maintained in ISO 27001certified and CJIS (Criminal Justice Information Services) compliant data centers. V. Individuals representing the Client in the performance of services detailed in Section 1.I must be W2 employees of the Company and , collectively, be available 24/7/365. 6. Insurance. 6.1 General. Without limiting any obligations or liabilities of the Company, the Company shall purchase and maintain, at its own expense the minimum insurance coverage listed in Section 7 with insurance companies duly licensed in the Client’s State (admitted insurer) with an AM Best, Inc. rating of A-X (10) or above and an equivalent qualified unlicensed insurer by the State (non-admitted insurer). Failure to maintain insurance as specified may result in termination of this Agreement at the Client’s option. 6.2 No Representation of Coverage Adequacy. By requiring insurance herein, the Client does not represent that coverage and limits will be adequate to protect the Company. The Client reserves the right to review any and all of the insurance policies and/or endorsements cited in this Agreement but has no obligation to do so. Failure to demand such evidence of full compliance with the insurance requirements set forth in this Agreement or failure to identify any insurance deficiency shall not relieve the Company from, nor be construed or deemed a waiver of, its obligation to maintain the required insurance at all times during the performance of this Agreement. 6.3 Additional Insured. Only to the extent the Client is not otherwise immune from liability under Iowa Code chapter 670 and w ithout waiving the Client’s defense of governmental immunity under that chapter or the common law, a ll of Company’s insurance coverage and self-insured retention or deductible portions, except Worker’s Compensation insurance and Professional Liability insurance if applicable, shall name, to the fullest extent permitted by law for claims arising out of the performance of this Agreement, the Client, as Additional Insured as specified under the respective coverage sections of this Agreement. 6.4 Coverage Term. All insurance required herein shall be maintained in full force and effect until all Services required to be performed under the terms of this Agreement is satisfactorily performed, completed, and formally accepted by the Client, unless specified otherwise in this Agreeme nt. 4 Waukee, Iowa Police Department 6.5 Primary Insurance. Only to the extent the Client is not otherwise immune from liability under Iowa Code chapter 670 and without waiving the Client’s defense of governmental immunity under that chapter or the common law, the Company’s insurance shall be primary insurance as respects performance of subject Agreement and in the protection of the C lient as an Additional Insured. 6.6 Claims Made. In the event any insurance policies required by this Agreement are written on a “claims made” basis, coverage shall extend, either by keeping coverage in force or purchasing an extended reporting option, for three (3) years past completion and acceptance of the Services evidenced by submission of annual Certificates of Insurance citing applicable coverage is in force and contains the provisions as required herein for the three-year period. 6.7 Waiver. The Commercial General Liability and Business Automobile policies shall contain a waiver of rights of recovery (subrogation) against the C lient, its agents, representatives, officials, directors, officers, and employees for any claims arising out of the Services of the Company. The Company shall arrange to have such subrogation waivers incorporated into each policy via formal written endorsement hereto. 6.8 Policy Deductibles and or Self-Insured Retentions. The policies requirements set forth above may provide coverage that contains deductibles or self-insured retention amounts. Such deductibles or self-insured retention shall not be applicable with respect to the policy limits provided to the Client. The Company shall be solely responsible for any such deductible or self-insured retention amount. 6.9 Use of Subcontractor. If any Services under this Agreement are subcontracted in any way, the Company shall execute written agreement with Subcontractor containing the same Indemnification Clause and Insurance Requirements set forth herein protecting the Client and the Company. The Company shall be responsible for executing the agreement with Subcontractor and obtaining Certificates of Insurance verifying the insurance requirements. 6.10 Evidence of Insurance. Prior to commencing any Services under this Agreement, Company shall furnish Client with Certificates(s) of Insurance, issued by Company’s Insurer(s) as evidence that polices are placed with acceptable insurers as specified herein and provide the required coverage’s, conditions, and limits of coverage specified in this Agreement and that such coverage and provisions are in full force and effect. Acceptance and reliance by the Client on a Certificate of Insurance shall not waive or alter in any way the insurance requirements or obligations of this Agreement. Such Certificate(s) shall identify the Company and be sent to the appropriate Client representative. If any of the above cited polices expire during the life of this Agreement, it shall be the Company’s responsibility to forward renewal Certificates within ten (10) days after the renewal date containing all the aforementioned insurance provisions. Certificates shall specifically Client the following provisions: 5 Waukee, Iowa Police Department a) Only to the extent the Client is not otherwise immune from liability under Iowa Code chapter 670 and without waiving the Client’s defense of governmental immunity under that chapter or the common law, t he Client, its agents, representatives, officers, directors, officials, and employees are Additional Insureds as follows: I Commercial General Liability ISO Form CG 20 10 04 13 or equivalent. II Auto Liability under ISO Form CA 20 48 or equivalent. III Excess Liability Follow Form to underlying insurance. b) Company’s insurance shall be primary insurance as respects performance of this Agreement. c) All Commercial General Liability, Automobile and Excess Liability policies waive rights of recovery (subrogation) against the C lient, its agents, representatives, officers, directors, officials, and employees for any claims arising out of Services performed by the Company under this Agreement. d) Certificate shall cite a thirty (30) day advance notice cancellation provision. If ACORD Certificate of Insurance form is used, the phrases in the cancellation provision “endeavor to” and “but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives” shall be deleted. Certificate forms other than ACORD form shall have similar restrictive language deleted. 7. Required Insurance Coverage a) Commercial General Liability Insurance. Company shall maintain “occurrence” from Commercial Liability Insurance with a n limit of not less than Eleven Million Dollars ($11,000,000) for each occurrence, Before this Contract is fully executed by the parties, Company shall provide the Client with a certificate of insurance as proof of commercial liability insurance with a minimum liability limit of Eleven Million Dollars ($11,000,000.00) per occurrence combined single limit bodily injury and property damage, and 12 Million Dollars ($12,000,000.00 ) general aggregate. A combination with an excess or umbrella policy may be used to achieve limits. The certificate shall clearly state who the provider is, the cov erage amount, the policy number, and when the policy and provisions provided are in effect. Said policy shall be in effect for the duration of this Contract. The insurance shall be with an insurance company or companies rated A-X or higher in AM Best’s. b) Professional Liability Insurance. Company shall maintain Professional Liability insurance covering errors and omissions arising out of the Services performed by Company, or anyone employed by Company, or anyone for whose acts, mistakes, errors and omissions Company is legally liable, with an liability insurance limit of Three Million Dollars ($3,000,000) each claims and Three Million Dollars ($3,000,000) aggregate all claims. Professional Liability coverage specifically shall contain contractual liability insurance covering the contractual obligations of this Agreement. The certificate shall clearly state who the provider is, the amount of coverage, the policy number, and when the policy and provisions provided are 6 Waukee, Iowa Police Department in effect. The insurance shall be with an insurance company or companies rated A-VII or higher by AM Best. In the event the Professional Liability insurance policy is written on a “claims made” basis, coverage shall extend for three (3) years past completion and acceptance of the Services, and Co mpany shall be required to submit Certificates of Insurance’s evidencing proper coverage is in effect as required above. c) Data Breach and Privacy Security. Company shall maintain first party data breach coverage, with third party privacy liability and third-party network security liability covered. Policy will cover regulatory defense, fines and penalties, compensatory awards, PCI fines, penalties and assessments, computer forensics, notification costs and credit or ID protection costs with a limit of One Million Dollars ($1,000,000) per occurrence and aggregate. d) Employee Theft. Company shall maintain employee theft coverage including protection against forgery and alteration, inside and outside premises loss, computer funds transfer loss and theft of customer property. Policy cover age includes theft of monies owed to Client for employee payroll, Client extra duty administrative fees and Client cruiser fees. Liability limit shall be at least Five Hundred Thousand Dollars ($500,000). e) Automobile Liability. Company shall maintain Business Automobile Liability Insurance with a limit of One Million Dollars ($1,000,000) per occurrence on Company’s owned, hired and non-owned vehicles used in the performance of the Company’s Services under this Agreement. Coverage will be at least as broad as Insurance Service Office, Inc., coverage code “1” or any auto policy form CA 00 01 10 13 or equivalent thereof. The Client, its agents, representative, officers, directors, officials and employees shall be cited as Additio nal Insureds under the Insurance Service Offices, Inc. Business Auto Policy Designated Insured Endorsement form CA 20 48 or equivalent. If any Excess insurance is utilized to fulfill the requirements of this paragraph, such Excess insurance shall be “fo llow form” equal or broader in coverage than the underlying insurance. f) Worker’s Compensation Insurance. The Company shall maintain Worker’s Compensation insurance to cover obligations imposed by federal and state statutes having jurisdiction of the Company’s employees engaged in the performance of Services under this Agreement and shall also maintain Emplo yer Liability Insurance of not less than One Million Dollars ($1.000,000 ) for each accident, One Million Dollars ($1,000,000) disease for each employee and One Million Dollars ($1,000,000) disease policy limit. Select one option: ☒ Client employees will not be covered under the Company’s worker’s compensation insurance. Client shall be responsible for determining what, if any, worker’s compensation coverage shall be required for officers while on extra duty and Client and/or Customer shall be responsible for obtaining and keeping in force any such worker’s compensation insurance coverage that is required. 7 Waukee, Iowa Police Department ☐ Company will charge Customers an additional administration fee to cover the market rate of the worker’s compensation insurance. The rate may change on an annual basis with the cost of worker’s compensation insurance and is in addition to the administration fee detailed in Section 3. 8 Waukee, Iowa Police Department 8. Independent Contractor Client acknowledges that the Company is an independent contractor and, as such, shall be responsible for all taxes and other expenses attributable to the rendering of its administrative services hereunder to Client. This Agreement is not intended to and shall not be construed to; create a joint venture, partnership, or employer/employee relationship as between the parties. Neither the Company nor its employees or agents shall look to Client for vacation pay, sick leave, retirement benefits, Social Security, disability or unemployment insurance benefits, or other employee benefits; nor shall the Client, or their respective employees or agents look to Company for the same. Neither Company nor Client shall be or become liable or bound by any representation, act, or omission whatsoever of the other made contrary to the provision s of this Agreement. Client acknowledges that its officers shall at no time be considered to be employees of Company. 9. Limitation of Liability. Notwithstanding anything to the contrary in this Agreement, neither party shall be liable to the other for any special, indirect consequential, lost profits or punitive damages. 10. Indemnification Terms. 10.1 Indemnification. Only to the extent the Client is not otherwise immune from liability under Iowa Code chapter 670 and without waiving the Client’s defense of governmental immunity under that chapter or the common law, to the fullest extent permitted by law, the Company, its successors, assigns and guarantors, shall pay, defend, indemnify and hold harmless the C lient, its agents, officers, officials and employees from and against all demands, claims, proceedings, suits damages, losses and expenses (including but not limited to attorney fees, court costs, and the cost of appellate proceedings), and all claim adjustment and handling expenses, to the extent relating to, arising out of, or resulted from the negligent acts, errors, mistakes or omissions, of the Company, its agents, employees or any tier of Company’s subcontractors related to the Services in the performance of this Agreement. Company’s duty to defend, hold harmless and indemnify the Client, its agents, officers, officials, and employees as set forth above shall arise only in connection with any claim, damage, loss or expense that is attributable to bodily injury, sickness disease, death or injury to, impairment, or destruction of property including loss of use of resulting therefrom. 10.2 Insurance Independence. Insurance provisions set forth in this Agreement are separate and independent from the indemnity provisions of this paragraph and shall not be construed in any way to limit the scope and magnitude of the indemnity provisions. The indemnity provisions of this paragraph shall not be construed in any way to limit the scope and magnitude and applicability of the insurance provisions. 11. Exclusive Use of Services. The Services agreed to be provided by the Company within this Agreement are for the exclusive use of the C lient and the Company shall not engage in conflict of interest nor appropriate Client work product or information for 9 Waukee, Iowa Police Department the benefit of any third party without consent of the C lient. Specifically, THE COMPANY AGREES THEY HAVE NOT AND WILL NOT SIGN SUPPLIER AGREEMENTS OR INDEMNIFY EXTRA DUTY CUSTOMERS OF THE CLIENT AT ANY TIME PRIOR TO EXECUTING THIS AGREEMENT OR DURING THE LIFE OF THIS AGREEMENT. 12. Severability. Should any part of this Agreement for any reason be declared invalid, such decision shall not affect the validity of any remaining provisions, which remaining provisions shall remain in full force and effect and the parties shall interpret this agreement, if possible, to contain a modified provision that is as nearly similar to the invalid provision in terms of intent of the parties as possible without such modified provision itself being invalid . Any provision shall nevertheless remain in full force and effect in all other circumstances. 13. Survival. Sections 2 through 12, inclusive, of this Agreement shall survive the expiration or termination of this Agreement in accordance with their terms. 14. Notice. Any notice required or permitted to be given under this Agreement shall be in writing and deemed effective if either delivered in person or by overnight courier, facsimile, or first-class mail, certified with return receipt requested, or email. Notices to the Client shall be delivered to: Waukee, Iowa Police Department Attention: Chief Chad McCluskey Email: emccluskey@waukee.org Notices to the Company shall be delivered to : Hart Halsey LLC Attention: Rich Milliman 6 Corporate Drive, Suite 830 Email: RMilliman@HartHalsey.com Shelton CT 06484 15. Assignment. The Agreement is not assignable or transferable by Client. This Agreement is not assignable or transferable by the Company without the written consent of Client, which consent shall not be unreasonably withheld or delayed. 16. Entire Agreement; Modification. This Agreement constitutes the entire understanding between the parties hereto with respect to the subject of the Company’s engagement by the Client, as provided for herein, and supersedes any and all other understandings, negotiations or agreements relating thereto, and no modification to this Agreement, nor any waiver of any rights, shall be effective unless agreed to in writing by the party to be charged. 17. Section Headings. The section headings contained in this Agreement are for reference purposes only and shall not affect in any way the meaning or interpretation of this Agreement. 10 Waukee, Iowa Police Department 18. Choice of Law. This Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Iowa without regard to the principles of conflicts of laws. 19. Review of Agreement. It is acknowledged that the Client has had ample opportunity to review and consider the terms of this Agreement and to review this Agreement with Client’s counsel and has voluntarily agreed to the terms presented, including, without limitation, freely choosing that Iowa law shall govern this Agreement and all matters dealt with herein, and to waive any other rights it may have, in consideration of the agreements set forth herein. 20. Counterparts. Each person executing this Agreement on behalf of a party hereto represents and warrants that such person is duly and validly authorized to do so on behalf of such party, with full right and authority to execute this Agreement and to bind such party with respect to all of its obligations hereunder. This agreement may be executed in counterparts by original or electronic signature, each of which shall be deemed to be an original, but all of which together shall constitute one and the same instrument. 21. Force Majeure. Neither party shall be responsible for delays or failures (including any delay to make progress in the prosecution of any Services) if such delay is caused by extraordinary circumstances beyond the party’s control and beyond the party’s ability to commercially reasonably work around. Such causes may include, but are not restricted to, acts of God or of the public enemy, fires, floods, epidemics, riots, quarantine restrictions, strikes, freight, embargoes, earthquakes, electrical outages, and severe weather. IN WITNESS WHEREOF, the parties hereto execute this Agreement as of the date first set forth above. COMPANY: HART HALSEY LLC Signature: Name: Rich Milliman Title: CEO Date: _____________________ CLIENT: Signature: Name: Title: Courtney Clarke Mayor Date: _____________________ 1.23.25 11 Waukee, Iowa Police Department APPENDIX A: CUSTOMER PAYMENT DETAILS All credit-worthy customers are offered net 30 payment terms on all extra duty details. Company accepts credit risk on all such customers and finances the financial float associated with payment terms. Company has the right to deem particular customers non -credit-worthy and require pre- payment from or credit card on file from such customers. Company agrees to not designate any customer as non-credit-worthy, which has been a weekly recurring customer, in consistent good standing, with the Client’s extra duty program for at least one year. Customers deemed to be non-credit-worthy, and customers wishing not to be invoiced for services rendered, will have the option of pre-paying via check, credit card, or escrow account. Company has the right to charge a processing fee for credit card transactions of 3%. If a Customer utilizes the services of a third-party billing service which charges usage fees to the Company, the Company has the right to charge those fees back to the Customer. The Company’s scheduling system within which Officers record their start and end extra duty work times within will be the book of record for Officer hours worked and all extra duty work times will invoiced to include 30-minutes before the assigned time and 30 - minutes after the assigned time for officer preparation .