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HomeMy WebLinkAbout2014 CON Scanning Service Corp - Document Scanning and UploadingCITY OF NATIONAL CITY SHORT FORM SERVICES AGREEMENT BY AND BETWEEN THE CITY OF NATIONAL CITY AND SCANNING SERVICE CORPORATION THIS AGREEMENT is entered into this 23nd day of April, 2014, by and between the CITY OF NATIONAL CITY, a municipal corporation (the "CITY"), and SCANNING SERVICE CORPORATION, a Contractor. WHEREAS, CITY is in the process of upgrading its current document imaging and agenda management system known as Questys / LegisStream and WHEREAS, before the upgrade can proceed, it is necessary to scan into the existing database a backlog of various documents from the City Clerk's Office and Building Department and to upload previously scanned permits and plans into the CITY' S database, and WHEREAS, CONTRACTOR is uniquely qualified to perform the necessary scanning and uploading in a timely manner having previously performed such service and being familiar with Questys software and the CITY'S database and file structure. NOW, THEREFORE, THE PARTIES HERETO DO MUTUALLY AGREE AS FOLLOWS: 1. ENGAGEMENT OF CONTRACTOR CITY agrees to engage CONTRACTOR and the CONTRACTOR agrees to perform the services set forth herein in accordance with the following terms and conditions: The CONTRACTOR represents that all services shall be performed directly by the CONTRACTOR or under direct supervision of the CONTRACTOR. 2. SCOPE OF SERVICES — CITY CLERK'S OFFICE The CONTRACTOR will perform scanning services as set forth in the attached Exhibit "A" (estimated at $1,400.00). CONTRACTOR will also download previously scanned Plans and Permit documents from DVD into CITY'S Questys database and perform consistency / quality review and corrections as needed (for the amount of $2,600.00). The CITY CLERK may request the scanning and indexing of additional documents as needed at the same per page rate specified in Exhibit "A." 2a. SCOPE OF SERVICES — BUILDING DEPARTMENT The CONTRACTOR will scan and index permits and plans as set forth in Exhibit "B" (estimated at $4,600.00). The BUILDING DEPARTMENT may request the scanning and indexing of additional plans and permits as needed at the same per page rate specified in Exhibit 2b. LENGTH OF AGREEMENT The schedule is set forth below: a) Work to be started within 10 working days of notice to proceed; and b) Work to be completed within 60 working days of start date. The parties may mutually agree to extend this Agreement on the same terms and per page rates set forth in Exhibit s "A" and "B" for an additional 12 month period. 3. COMPENSATION. The total compensation to CONTRACTOR for providing the services set forth herein shall not exceed $ 9,000.00. The compensation for CONTRACTOR'S work shall be based upon and not exceed the rates specified in Exhibits "A" and `B" without prior written authorization from CITY. 4. PAYMENT SCHEDULE. CITY will make payment within thirty (30) days of receiving and approving a billing statement for the satisfactorily completed services of CONTRACTOR. 5. TERMINATION. CITY may terminate this Agreement at any time by providing a one (1) day written notice to CONTRACTOR. 6. INDEPENDENT CONTRACTOR. It is agreed that CONTRACTOR is an independent Contractor, and all persons working for or under the direction of CONTRACTOR are CONTRACTOR'S agents, servants and employees, and said persons shall not be deemed agents, servants or employees of CITY. INSURANCE. CONTRACTOR shall obtain: A. n If checked, Professional Liability Insurance (errors and omissions) with minimum limits of $1,000,000 per occurrence. B. Automobile insurance covering all bodily injury and property damage incurred during the performance of this Agreement, with a minimum coverage of $1,000,000 combined single limit per accident. Such automobile insurance shall include owned, non -owned, and hired vehicles ("any auto"). C. Commercial general liability insurance, with minimum limits of $1,000,000 per occurrence/$2,000,000 aggregate, covering all bodily injury and property damage arising out of its operations under this Agreement. 2 D. Workers' compensation insurance in an amount sufficient to meet statutory requirements covering all of CONTRACTOR'S employees and employers' liability insurance with limits of at least $1,000,000 per accident. In addition, the policy shall be endorsed with a waiver of subrogation in favor of the City. Said endorsement shall be provided prior to commencement of work under this Agreement. E. The aforesaid policies shall constitute primary insurance as to the CITY, its officers, employees, and volunteers, so that any other policies held by the CITY shall not contribute to any loss under said insurance. Said policies shall provide for thirty (30) days prior written notice to the CITY of cancellation or material change. F. Said policies, except for the professional liability and workers' compensation policies, shall name the CITY and its officers, agents and employees as additional insureds, and separate additional insured endorsements shall be provided. G. If required insurance coverage is provided on a "claims made" rather than "occurrence" form, the CONTRACTOR shall maintain such insurance coverage for three years after expiration of the term (and any extensions) of this Agreement. In addition, the "retro" date must be on or before the date of this Agreement. H. Insurance shall be written with only California admitted companies which hold a current policy holder's alphabetic and financial size category rating of not less than A VIII according to the current Best's Key Rating Guide, or a company equal financial stability that is approved by the City's Risk Manager. In the event coverage is provided by non -admitted "surplus lines" carriers, they must be included on the most recent California List of Eligible Surplus Lines Insurers (LESLI list) and otherwise meet rating requirements. I. This Agreement shall not take effect until certificate(s) or other sufficient proof that these insurance provisions have been complied with, are filed with and approved by the CITY's Risk Manager. if the CONTRACTOR does not keep all of such insurance policies in full force and effect at all times during the terms of this Agreement, the CITY may elect to treat the failure to maintain the requisite insurance as a breach of this Agreement and terminate the Agreement as provided herein. J. All deductibles and self -insured retentions in excess of $10,000 must be disclosed to and approved by the CITY. K. Insurance certificates must specify certificate holder as: City of National City ATTN: Risk Manager 1243 National City Blvd National City, CA 91950-4301 3 8. HOLD HARMLESS. CONTRACTOR shall defend, indemnify and hold CITY, its Officers, employees and agents harmless from any liability for damage or claims of same, including but not limited to personal injury, property damage and death, which may arise from CONTRACTOR, or CONTRACTOR'S subcontractors, agents or employees' operations under this Agreement. CITY shall cooperate reasonably in the defense of any action, and CONTRACTOR shall employ competent counsel, reasonably acceptable to the City Attorney. 9. ACCEPTABILITY OF WORK. The City shall, with reasonable diligence, determine the quality or acceptability of the work, the manner of performance and/or the compensation payable to the CONTRACTOR. 10. BUSINESS LICENSE. The CONTRACTOR must possess or shall obtain business license from National City Finance Department before beginning work. 11. MISCELLANEOUS PROVISIONS A. Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be deemed an original, but all of which, together, shall constitute but one and the same instrument. B. Captions. Any captions to, or headings of, the sections or subsections of this Agreement are solely for the convenience of the parties hereto, are not a part of this Agreement, and shall not be used for the interpretation or determination of the validity of this Agreement or any provision hereof. C. No Obligations to Third Parties. Except as otherwise expressly provided herein, the execution and delivery of this Agreement shall not be deemed to confer any rights upon, or obligate any of the parties hereto, to any person or entity other than the parties hereto. D. Exhibits and Schedules. The Exhibits and Schedules attached hereto are hereby incorporated herein by this reference for all purposes. E. Amendment to this Agreement. The terms of this Agreement may not be modified or amended except by an instrument in writing executed by each of the parties hereto. F. Waiver. The waiver or failure to enforce any provision of this Agreement shall not operate as a waiver of any future breach of any such provision or any other provision hereof. G. Applicable Law. This Agreement shall be governed by and construed in accordance with the laws of the State of California. The CONTRACTOR shall comply with all laws, including federal, state, and local laws, whether now in force or subsequently enacted. H. Entire Agreement. This Agreement supersedes any prior agreements, negotiations and communications, oral or written, and contains the entire agreement between the parties as to the subject matter hereof. No subsequent agreement, representation, or promise made by either party hereto, or by or to an employee, officer, agent or representative of any party hereto shall be of any effect unless it is in writing and executed by the party to be bound thereby. 4 1. Successors and Assigns. This Agreement shall be binding upon and shall inure to the benefit of the successors and assigns of the parties hereto. J. Construction. The parties acknowledge and agree that (i) each party is of equal bargaining strength, (ii) each party has actively participated in the drafting, preparation and negotiation of this Agreement, (iii) each such party has consulted with or has had the opportunity to consult with its own, independent counsel and such other professional advisors as such party has deemed appropriate, relative to any and all matters contemplated under this Agreement, (iv) any rule or construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement, or any portions hereof, or any amendments hereto. IN WITNESS WHEREOF, this Agreement is executed by CITY and by CONTRACTOR on the date and year first above written. (SIGNATURE PAGE TO FOLLOW) 5 CITY OF NATIONAL CITY Leslie Deese, City Manager n'PROVED AS TO FORM: Vii Claudia i Silva CityA 161 CONTACT INFORMATION CITY OF NATIONAL CITY 1243 National City Boulevard National City, CA 91950-4301 Phone: 619-336-4226 Fax: 619-336-4229 Contact: Michael Dalla Title: City Clerk Email: mdalla@nationalcityca.gov SCANNING SERVICE CORP. (Corporation —signatures of two corporate officers) (Partnership — one signature) (Sole proprietorship — one signature) By: t 'Jta+( 6lt.oL (Name) .M►cl�r�l Cr, 1ederiar� (Print) 7 rc IMtn-f (Title) By: 9 )7IZJIts-t (Name) 14'1ICAlt=el iiec�'ihnr, (Print) 5ccr e-1 ^'y (Title) SCANNING SERVICE CORP. 15513 Cleveland Drive Fontana, CA 92336 Phone: 909-816-2329 Fax: Contact: Michael Friedman Title: President Email: mike@scanningservicecorp.com Taxpayer I.D. No.: 21a b 0 (c, 6 canning Service Corp City Clerk EXHIBIT 'A' April 2, 2014 To do the 30 Minute/Resolution books for CDC and PA, we will charge $0.12 per page and $0.10 per file for data entry and Questys fife creation. We estimated each book to hold 200 pages (probably less), so to scan - $720.00. Maybe $80-100 for the data entry. So around $800 for the 30 books. If you want us to do the 3 larger books, I'm guessing $600 to do the 3. $0.12 per page for the small pages and $1.00 per page for the larger size pages we would have to do on the large scale (plan) scanner. Plus the $0.10 per file for the data. For the old disk. I am estimating 25-30 hours on -site for me to download ail the disk. I'll do this for a fiat rate of $2,600.00. This will get all the old disk in and have the city ready for new files. Please let me know when you would like to proceed with the disk. If you have any questions, please feel free to contact me. 15513 Clevefand Drive • Fontana, CA 92336 • (909) 816-2329 Scanning Service Corp Building Dept EXHIBIT 'B' ApriI2, 2014 After reviewing the plans downstairs with you yesterday, this is what I am estimating it will take to scan them and put them on disk for Questys. Cost with breakdown Quantity Description j Unit Cost Cost 4200 plans to be scanned I $1.00 $4,200.00 1200 regular size pages to be scanned $0.12 $144.00 5 color pages to be scanned $0.17 $0.85 5405 pages prepped for scanning $0.02 $108.10 600 files to be indexed (Data) $0.10 $60.00 2 disk for file transfer + n/c $0.00 , 2 pick up/delivery $0.00 $0.00 Estimatni total CA c s , OE You will notice that I threw a random number of color pages in the estimate. In reviewing the previous times we have scanned for the Building Department, I noticed there where color pictures there. So this will provide you a cost just in case there may be some this time. If you need this done by June 30th year end, the sooner we can start the better. If you have any questions, please feel free to call. 15513 Cleveland Drive • Fontana, CA 92336 • (909) 6162329 Policy Number: 72 SBA TV5673 Date Entered: 4/16/2014 ACORDTM CERTIFICATE OF LIABILITY INSURANCE DATE (MMVDDIYYYY) 4/16/2014 PRODUCER BOB NIMTZ Insurance Center, Inc. 25108 Marguerite Pkwy #A527 Mission Viejo, CA 92692-2400 (866)643-3808 INSURED THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE NAIC # Scanning Service Corporation Michael Friedman 15513 Cleveland Dr Fontana, CA 92336 INSURER A. SENTINEL INSURANCE COMPANY, LIMITED INSURER BHARTFORD FIRE INSURANCE COMPANY INSURER C: INSURER D. INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR ADD'L INSRD TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE IMM/DD/YYI POLICY EXPIRATION DATE IMMIDD/YYI LIMITS A COMMERCIAL GENERAL LIABILITY 72 SBA TV5673 11/28/2013 11/28/2014 EACH OCCURRENCE $1,000,000 ��GE/N��ERALLIABILITY /XI DAMAGE TO RENTED PREMISES (Ea occurence) 1 000 000 $ � � �/ CLAIMS MADE X OCCUR MED EXP (Any one person) $ 10,000 PERSONAL & ADV INJURY GENERAL AGGREGATE $ 1, 0OO , 0O0 $ 2, 000, 000 _ GEN'L X AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $ 2,000,000 PRO- PRO - POLICY 1JECTLOC A AUTOMOBILE I— UABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS HIRED AUTOS NON -OWNED AUTOS 72 SBA TV5673 72 SBA TV5673 11/28/2013 11/28/2013 11/28/2014 11/28/2014 COMBINED SINGLE LIMIT (En accident) $ 1,000,000 BODILY INJURY (Per person) X BODILY INJURY (Peraccident) X PROPERTY DAMAGE (Per accident) $ GARAGE LIABILITY ANY AUTO AUTO ONLY - EA ACCIDENT $ OTHER THAN EA ACC $ AUTO ONLY: AGG $ 72 SBA TV5673 11/28/2013 11/28/2014 EACHOCCURRENCE $ 1,000,000 �EX/CESSIUMBRELLALIABILITY XA X OCCUR CLAIMS MADE AGGREGATE $ 1 , 000 , 000 DEDUCTIBLE RETENTION $10,000 $ $ $ B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY AFYCERMEMBER/EXCLUDElEXECUTIVE OFFICER/MEMBER EXCLUDED? If yes, describe under SPECIAL PROVISIONS below 72 WEC TZ4907 11/28/2013 11/28/2014 WC STATU- OTH- TORY LIMITS ER E.L. EACH ACCIDENT $ 1 , OOO , OOO E.L. DISEASE - EA EMPLOYEE 1,000,000 $ � E.L. DISEASE - POLICY LIMIT $ 1 , 000,000 OTHER DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT! SPECIAL PROVISIONS Certificate Holder named additional insured as respects services preformed by named insured. "The City of National City, its elected officials, officers, agents and employees". CERTIFICATE HOLDER CANCELLATION City of National City C/O Risk Manager 140 East 12th Street, Suite A National City, CA 91950-4301 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE _/ rllmL., ACORD 25 (2001/08) © ACORD CORPORATION 1988 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. ACORD 25 (2001/08) CITY OF NATIONAL CITY Office of the City Clerk 1243 National City Blvd., National City, California 91950 619-336-4228 phone / 619-336-4229 fax Michael R. Dalla, CMC - City Clerk SCANNING SERVICE CORP. Document Imaging & Uploading City Clerk / Building Dept. Mike Dalla (City Clerk) Forwarded Copy of Agreement to Scanning Service Corp.