HomeMy WebLinkAboutINFO. SYS BUSINESS SOLUTIONS - 1998-10-05CITY OF HUNTINGTON -BEACH
2000 MAIN STREET CALIFORNIA 92648
OFFICE OF THE CITY CLERK
CONNIE BROCKWAY
CITY CLERK
LETTER OF TRANSMITTAL OF ITEM APPROVED BY THE CITY COUNCIL/
REDEVELOPMENT AGENCY OF THE CITY OF HUNTINGTON BEACH
DATE: O&A D -e'y -. /' f / % &P
TO: —r-nl 03&)-5 / '_7e5 S ATTENTION:NAme
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REGARDING D
City, State, Zip
See Attached Action Agenda Item Date of Approval
Enclosed For Your Records Is An Executed Copy Of The Above Referenced Agenda Item.
Remarks:
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Connie Brockway
City Clerk
Attachments: Action Agenda Page Agreement
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Name Department RCA Agreement Insurance Other
Name Department RCA Agreement Insurance Other
Risk Mana,gement Dept.
Insurance
Received by Name - Company Name - Date
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(Telephone: 714-536-5227 )
(7) • 10/05/98 - Council/AlIncy Agenda - Page 7
E-6. (City Council) Approve And Adopt Landscape License Agreement Between City And
J.T. Development Company — Tentative Tract No. 14352)(R) And Conditional Use
Permit No. 90-39R (Plaza Almeria) (600.10) — Approve and authorize the Mayor and City
Council to execute the "License Agreement By And Between The City Of Huntington Beach
And J. T. Development Co., LLC To Provide Landscaping And Other Improvements In The
Public -Right -Of -Way" and authorize the City Clerk to record the Agreement with the Orange
County Recorder. Submitted by the Public Works Director
[Approved 5-0-2 (Sullivan, Garofalo: out of room)]
E-7. (City Council) Approve The Release Of Securities For Tract Nos. 13821 & 13627 And
Accept The Public Improvements — Pacific Coast Homes (Peninsula I Partners) — e/s
Seapoint Avenue, s/o Garfield Avenue (420.60) —1. Accept the improvements constructed
and dedicated for public use within Tract No. 13821 & 13527; and 2. Release Faithful
Performance/Labor & Material Bond No. 111-32540003 and Monument Bond No. 111-
32539997 pursuant to California Government Code Section 66466.7(b); and 3. Accept
Guarantee and Warranty Bond No. SCR 111 3254 0003 (The American Insurance Company);
the security furnished for guarantee and warranty of improvements, and instruct the City Clerk
to file the bond with the City Treasurer; and 4. Instruct.the City Clerk to notify the developer,
Pacific Coast Homes of this action, and the City Treasurer to notify the bonding company, The
American Insurance Company, of this action; and 5. Instruct the City Clerk to record the
"Notice of Acceptance of Public Improvements" (attached) with the Orange County Recorder.
Submitted by the Public Works Director
[Approved 5-0-2 (Sullivan, Garofalo: out of room)]
E-8. (City Council) Approve Professional Services Contract With Info Sys Business
Solutions — Maintenance For Accounts Payable/Receivable & Payroll Programs
(600.10) —1. Approve and authorize the Mayor and City Clerk to execute a contract with
Info.Sys Business Solutions for supplying contract personnel to perform software maintenance
on the City's Accounts Payable, Accounts Receivable, and Payroll programs - Professional
Services Contract Between The City Of Huntington Beach And Info. Sys Business Solutions For
Computer Programming Services And Services Upkeep Regarding The City's Payroll And
Accounts Payable And Receivable Systems. 2. Authorize the transfer and expenditure of
existing salary and benefits funds to a contract services account. Submitted by the Fire Chief
[Approved 5-0-2 (Sullivan, Garofalo: out of room)]
E-9. (City Council) Adopt Resolution No. 98-76 — Approves Amendment To City's
Classification Plan — Adds Classifications Of Transportation Manager And
Treasury/Cash Manager —Deletes Classification Of Traffic Engineer (700.10) — Adopt
Resolution No. 98-76 — "A Resolution of the City Council of the City of Huntington Beach to
Amend the City Classification Plan by Adding New Classifications Entitled Transportation
Manager and Treasury/Cash Manager and Deleting the Classification of Traffic Engineer"
adding two (2) new classifications and deleting one (1) classification as follows: Additions:
Transportation Manager (R-560) and Treasury/Cash Manager.
Deletion: Traffic Engineer. Submitted by the Deputy City Administrator -Administrative
Services
[Approved 5-0-2 (Sullivan, Garofalo: out of room)]
)0/ Y�
ITY OF HUNTINGTON BEACIP W)
MEETING DATE: October 5, 1998 DEPARTMENT ID NUMBER: 98-017
Council/Agency Meeting Held: XAI 60
7AWryed
erred/Continued to:
q Conditi nally Approved ❑ D Hied _
p 04XV '/ ity Clerk's Signature
Council Meeting Date: October 5, 1998 Department ID Number: 98-017
CITY OF HUNTINGTON BEACH
REQUEST FOR COUNCIL ACTION
SUBMITTED TO:
HONORABLE MAYOR AND CITY COUNCIL MEMBERS
SUBMITTED BY:
RAY SILVER, City Administrator *?IV
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PREPARED BY:
MICHAEL P. DOLDER, Fire Chief
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SUBJECT:
APPROVE CONTRACT FOR COMPUTER SOFTWARE
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MAINTENANCE
Statement of Issue, Funding Source, Recommended Action, Alternative Actlon(s), Analysis, Environmental Status, Attachment(s)
Statement of Issue: Should the City contract for a programmer to maintain the current
Accounts Payable, Accounts Receivable, and Payroll Software?
Funding Source: Salary and Benefit savings of $79,296 are available from an existing
programmer position vacancy leaving a shortfall of $10,704. A complete staffing analysis of
the Information Systems Division will be presented to the City Council during the midyear
budget review including, if necessary, the unfunded portion of the contract programmer.
Recommended Action: Motion to: 1. Approve and authorize the Mayor and City Clerk to
execute a contract with info.sys Business Solutions for supplying contract personnel to
perform software maintenance on the City's Accounts Payable, Accounts Receivable, and
Payroll programs. 2. Authorize the transfer and expenditure of existing salary and benefits
funds to a contract services account.
Alternative Action(s): Do not contract for software maintenance for existing Accounts
Payable, Accounts Receivable, and Payroll programs.
Analysis: The programmer who maintained the City's Accounts Payable, Accounts
Receivable, and Payroll software resigned effective October 2, 1998. His resignation leaves
the City with only two programmers from an authorized staffing level of four. The City's first
programmer vacancy occurred in July 1997 and was filled on an interim basis with a contract
position. To compensate for the current programmer shortage, while maintaining the City's
ARPayrolIRCA -2- 09/28/98 07:52
V
REQUEST FOR COUNCIL ACTION
MEETING DATE: October 5, 1998
DEPARTMENT ID NUMBER: 98-017
Analysis (Cont.):
flexibility for replacing business system software, staff is recommending that the City contract
with info.sys Business Solutions for a period of up to one year. This contract, Attachment
1, provides for up to 100 hours per month of programmer services at a fixed rate of $7,500
per month. Additional programming services are available at an hourly rate of $85.
Implementing this contract minimizes the disruption of critical City services while providing
the greatest flexibility for future software choices.
The contract with info.sys Business Solutions contains a modification of the
indemnification and hold harmless clause, which has been reviewed and approved by the
City's Settlement Committee. This change is required since insurance companies will not
write a policy for the broad coverage stipulated in the City's standard contract. In addition,
the consultant will not enter into the contract without the proposed indemnification language.
Staff is not requesting a permanent position at this time since a recruitment would take
approximately four months followed by a one year plus training period before the new
programmer could independently maintain the existing software. Additionally, the new
replacement software may require different programming skills and expertise.
During the next six months staff will be evaluating software options for replacing the City's
current business system software. The selection of the new business system software will
also include a staffing level analysis both for the transition period and ongoing staffing needs.
Environmental Status: Not applicable.
1 Professional Services Contract Between the City of Huntington Beach
and Info.Sys Business Solutions for Computer Programming Services
and Services Upkeep Regarding the City's Payroll and Accounts
Payable and Receivable Systems
2 1 Certificate of Insurance
RCA Author: Dolder
ARPayrolIRCA -3- 09/28/98 07:52
ATTACHMENT']
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PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
INFO.SYS BUSINESS SOLUTIONS FOR
COMPUTER PROGRAMMING SERVICES AND SERVICES UPKEEP
REGARDING THE CITY'S PAYROLL AND
ACCOUNTS PAYABLE AND RECEIVABLE SYSTEMS
Table of Contents
WorkStatement....................................................................................................1
CityStaff Assistance.............................................................................................3
Time of Performance............................................................................................3
Compensation......................................................................................................3
CityRequirements................................................................................................4
ExtraWork............................................................................................................4
Methodof Payment...............................................................................................5
Disposition of Plans, Estimates and Other Documents.........................................6
HoldHarmless.....................................................................................................7
Professional Liability Insurance.................................................................7
Certificates of Insurance......................................................................................8
Independent Contractor.......................................................................................9
Termination of Agreement...................................................................................9
Assignment and Subcontracting.........................................................................10
Copyrights/Patents.............................................................................................10
City Employees and Officials.............................................................................10
Notices..............................................................................................................10
Immigration.......................................................................................................11
Legal Services Subcontracting Prohibited........................................................11
Attorney's Fees..................................................................................................11
Entirety..............................................................................................................12
g: agree/j f/infosolu/9/28/98
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
INFO.SYS BUSINESS SOLUTIONS FOR
COMPUTER PROGRAMMING SERVICES AND SERVICES UPKEEP
REGARDING THE CITY'S PAYROLL AND
ACCOUNTS PAYABLE AND RECEIVABLE SYSTEMS
THIS AGREEMENT is made and entered into this �fh day of
1998, by and between the City of Huntington Beach, a
municipal corporation of the State of California, hereinafter referred to as "CITY," and
Info.Sys Business Solutions, hereinafter referred to as "CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to provide the
CITY with programming services and system upkeep regarding the CITY's payroll and
accounts payable and receivable systems; and
Pursuant to documentation on file in the office of the City Clerk, the provisions of
HBMC Chapter 3.03 relating to procurement of professional service contracts have
been complied with; and
CONSULTANT has been selected to perform said services,
NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows:
WORK STATEMENT
At a minimum, CONSULTANT shall provide the following services:
A. Maintenance, modifications, and report requests for the following
existing mainframe applications:
1. Payroll/Personnel:
• Payroll,
g:agree/jfAnfosolu - 9/28/98
• Personnel,
• . Budget Projection,
• Project Accounting (Public Works),
• Distributed Timesheets,
• Interface with other time reporting programs (City
Yard/Fire Dept.),
2. Accounting:
• General Accounting,
• Distributed Material Requisition,
• Purchasing,
• Fixed Assets,
• Security,
• Accounts Payable.
3. Accounts Receivable.
B. System Analysis: Including, but not limited to, research and
recommendations for acquisition of "packaged software."
C. Representation of CITY with other agencies in the area of software
acquisitions and integration.
D. Monthly strategy meetings.
These services shall sometimes hereinafter be referred to as the "SERVICES."
CONSULTANT will carry out the above SERVICES in the following manner:
• CONSULTANT will act in a professional manner and provide quality service
to CITY.
g:agree/jf/infosolu - 9/28/98 2
• CONSULTANT will report any delays or problems immediately to CITY.
• On or off site, CONSULTANT will preserve and keep secure any data
belonging to CITY used to accomplish the SERVICES.
CONSULTANT hereby designates Stephen Wignall, who shall represent it and
be its sole contact and agent in all consultations with CITY during the performance of
this AGREEMENT.
2. CITY STAFF ASSISTANCE
CITY shall assign a staff coordinator to work directly with CONSULTANT
in the performance of this AGREEMENT.
3. TIME OF PERFORMANCE
Time is of the essence of this AGREEMENT. The SERVICES of
CONSULTANT are to commence as soon as practicable after the execution of this
1
AGREEMENT, and CONSULTANT's work under this AGREEMNT shall end on
September 30, 1999, subject to future agreements between the parties. These times
may be extended with the written permission of CITY.
4. COMPENSATION
In consideration of the performance of the SERVICES described herein,
CITY agrees to pay CONSULTANT a fee, including CONSULTANT's out-of-pocket
expenses, not to exceed Seven Thousand Five Hundred Dollars ($7,500) per calendar
month for a maximum of one hundred (100) hours of work per calendar month. All
telephone service by CONSULTANT will be billed at a minimum of one (1) hour per
incident and onsite service will be billed at a minimum of two (2) hours per incident.
g:agree/jf/infosolu - 9/28/98 3
5. CITY REQUIREMENTS
A. CITY will make available to CONSULTANT a work station for
remote connectivity that meets the following criteria:
1. Fully functional Pentium 133 mhz or higher;
2. Modem connection at 14400 bps or higher;
3. Loaded with PC Anywhere32.
B. CITY will provide CONSULTANT security clearance to perform the
SERVICES described in Section 1.
C. Prior to any data being removed by CONSULTANT from the
premises, CITY must perform proper archival procedures. To give
CITY staff sufficient time to perform these archival procedures,
CONSULTANT must notify CITY staff prior to removing any data
from the premises.
6. EXTRA WORK
Should CITY require more than one hundred (100) hours of CONSULTANT's
services per calendar month, CONSULTANT will undertake such work only after receiving
written authorization from CITY. CONSULTANT will bill CITY at Eighty Five Dollars ($85)
per hour for each additional hour worked over the 100-hour calendar -month limit. The Fire
Chief may authorize such additional compensation for additional hours worked over the
100-hour calendar -month limit. In addition, in the event CITY requires additional services
which exceed or change the scope of the SERVICES described in Section 1 hereinabove,
CONSULTANT will undertake such work only after receiving written authorization from
&agree/jf/infosolu - 9/28/98 4
CITY. Additional compensation for any extra work shall be allowed only if the prior written
approval of CITY is obtained.
7. METHOD OF PAYMENT
A. CONSULTANT shall be entitled to monthly progress payments as
set forth herein.
B. Delivery of work product: A copy of every memorandum, letter,
report, calculation and other documentation prepared by CONSULTANT shall be
submitted to CITY to demonstrate progress toward completion of tasks. In the event
CITY rejects or has comments on any such product; CITY shall identify specific
requirements for satisfactory completion. Any such product which has not been
formally accepted or rejected by CITY shall be deemed accepted.
C. CONSULTANT shall submit to CITY an invoice for each progress
payment due. Such invoice shall:
1) Reference this AGREEMENT;
2) Describe the services performed;
3) Show the total amount of the payment due;
4) Include a certification by a principal member of
CONSULTANT's firm that the work has been performed in
accordance with the provisions of this AGREEMENT; and
5) For all payments include an estimate of the percentage of
work completed.
Upon submission of any such invoice, if CITY is satisfied that
CONSULTANT is making satisfactory progress toward completion of tasks in
g:agree/jf/infosolu - 9/28/98 5
accordance with this AGREEMENT, CITY shall promptly approve the invoice, in which
event payment shall be made within thirty (30) days of receipt of the invoice by CITY.
Such approval shall not be unreasonably withheld. If CITY does not approve an
invoice, CITY shall notify CONSULTANT in writing of the reasons for non -approval,
within seven (7) calendar days of receipt of the invoice, and the schedule of
performance set forth in Section 1 hereinabove_shall be suspended until the parties
agree that past performance by CONSULTANT is in, or has been brought into
compliance, or until this AGREEMENT is terminated as provided herein.
D. Any billings for extra work or additional services authorized by CITY
shall be invoiced separately to CITY. Such invoice shall contain all of the information
required above, and in addition shall list the hours expended and hourly rate charged
for such time. Such invoices shall be approved by CITY if the work performed is in
accordance with the extra work or additional services requested, and if CITY is satisfied
that the statement of hours worked and costs incurred is accurate. Such approval shall
not be unreasonably withheld. Any dispute between the parties concerning payment of
such an invoice shall be treated as separate and apart from the ongoing performance of
the remainder of this AGREEMENT.
8. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS
CONSULTANT agrees that all materials prepared hereunder, including all
memoranda, letters, reports, calculations and other documents, shall be turned over to
CITY upon termination of this AGREEMENT or upon completion of the SERVICES,
whichever shall occur first. In the event this AGREEMENT is terminated, said materials
may be used by CITY in the completion of the SERVICES or as it otherwise sees fit.
g:agree/jf/infosolu - 9/28/98 6
•
Title to said materials shall pass to CITY upon payment of fees determined to be
earned by CONSULTANT to the point of termination or completion of the SERVICES,
whichever is applicable. CONSULTANT shall be entitled to retain copies of all data,
prepared hereunder.
9. HOLD HARMLESS
CONSULTANT shall protect, defend, indemnify and save and hold
harmless CITY, its officers, officials, employees and agents from and against any and
all liability, loss, damage, expenses, costs (including, without limitation, costs and fees
of litigation of every nature) arising out of or in connection with CONSULTANT's
negligent performance of this AGREEMENT or its failure to comply with any of its
obligations contained in this AGREEMENT by CONSULTANT, its officers, agents or
employees, except such loss or damage which was caused by the sole negligence or
willful misconduct of CITY.
10. PROFESSIONAL LIABILITY INSURANCE
CONSULTANT shall furnish a professional liability insurance policy
covering the work performed by it hereunder. Said policy shall provide coverage for
CONSULTANT's professional liability in an amount not less than $1,000,000 per
occurrence and in the aggregate. A claims -made policy shall be acceptable if the policy
further provides that:
1. The policy retroactive date coincides with or precedes the
professional services contractor's start of work (including
subsequent policies purchased as renewals or replacements).
&agree/jf/infosolu - 9/28/98 7
9 •
2. CONSULTANT will make every effort to maintain similar insurance
during the required extended period of coverage following completion
of the SERVICES, including the requirement of adding all additional
insureds.
3. If insurance is terminated for any reason, CONSULTANT agrees to
purchase an extended reporting provision of at least two (2) years
to report claims arising from work performed in connection with this
AGREEMENT.
4. The reporting of circumstances or incidents that might give rise to
future claims.
11. CERTIFICATES OF INSURANCE
Prior to commencing performance of the work hereunder, CONSULTANT
shall furnish to CITY certificates of insurance subject to approval of the City Attorney
evidencing the foregoing insurance coverages as required by this AGREEMENT; said
certificates shall:
A. provide the name and policy number of each carrier and policy;
B. shall state that the policy is currently in force; and
C. shall promise that such policies shall not be suspended, voided or
canceled by either party, reduced in coverage or in limits except after
thirty (30) days' prior written notice; however, ten (10) days' prior written
notice in the event of cancellation for nonpayment of premium.
CONSULTANT shall maintain the foregoing insurance coverages in force
until the work under this AGREEMENT is fully completed and accepted by CITY.
g:agree/jf/infosolu - 9/28/98 8
The requirement for carrying the foregoing insurance coverages shall not
derogate from the provisions for indemnification of CITY by CONSULTANT under the
AGREEMENT. CITY or its representative shall at all times have the right to demand
the original or a copy of all said policies of insurance.. CONSULTANT shall pay, in a
prompt and timely manner, the premiums on all insurance hereinabove required.
12. INDEPENDENT CONTRACTOR
CONSULTANT is, and shall be, acting at all times in the performance of
this AGREEMENT as an independent contractor. CONSULTANT shall secure at its
expense, and be responsible for any and all payment of all taxes, social security, state
disability insurance compensation, unemployment compensation and other payroll
deductions for CONSULTANT and its officers, agents and employees and all business
licenses, if any, in connection with the SERVICES to be performed hereunder.
13. TERMINATION OF AGREEMENT
All work required hereunder shall be performed in a good and
workmanlike manner. CITY may terminate CONSULTANT's SERVICES hereunder,
with or without cause, and whether or not the SERVICES are fully complete, only after
providing CONSULTANT with thirty (30) days' written notice. CONSULTANT may
terminate its SERVICES hereunder at any time, with or without cause, and whether or
not the SERVICES are fully completed, only after providing CITY with thirty (30) days'
written notice. Any termination of this AGREEMENT by either party shall be made in
writing, notice of which shall be delivered to the other party as provided herein.
g:agree/jf/infosolu - 9/28/98 9
14. ASSIGNMENT AND SUBCONTRACTING
This AGREEMENT is a personal service contract and the supervisory
work hereunder shall not be delegated by CONSULTANT to any other person or entity
without the written consent of CITY.
15. COPYRIGHTS/PATENTS
CITY shall own all rights to any patent or copyright on any work, item or
material produced as a result of this AGREEMENT.
16. CITY EMPLOYEES AND OFFICIALS
CONSULTANT shall employ no CITY official nor any regular CITY
employee in the work performed pursuant to this AGREEMENT. No officer or
employee of CITY shall have any financial interest in this AGREEMENT in violation of
the applicable provisions of the California Government Code.
17. NOTICES
Any notice or special instructions required to be given in writing under this
AGREEMENT shall be given either by personal delivery to CONSULTANT's agent (as
designated in Section 1 hereinabove) or to the Fire Chief, as the situation shall warrant,
or by enclosing the same in a sealed envelope, postage prepaid, and depositing the
same in the United States Postal Service, addressed as follows:
TO CITY:
Michael P. Dolder, Fire Chief
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
TO CONSULTANT:
Stephen Wignall
Info.Sys Business Solutions
10073 Valley View Street, #122
Cypress, CA 90630
&agree/jf/infosolu - 9/28/98 10
18. IMMIGRATION
CONSULTANT shall be responsible for full compliance with the
immigration and naturalization laws of the United States and shall, in particular, comply
with the provisions of the United States Code regarding employment verification.
19. LEGAL SERVICES SUBCONTRACTING PROHIBITED
CONSULTANT and CITY agree that CITY is not liable for payment of any
subcontractor work involving legal services, and that such legal services are expressly
outside the scope of the services contemplated hereunder. CONSULTANT
understands that pursuant to Huntington Beach City Charter Section 309, the City
Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for
payment of any legal services expenses incurred by CONSULTANT.
20. ATTORNEY'S FEES
In the event suit is brought by either party to enforce the terms and
provisions of this AGREEMENT or to secure the performance hereof, each party shall
bear its own attorney's fees.
SIGNATURES ON NEXT PAGE
g:agree/jf/infosolu - 9/28/98 11
0 •
21. ENTIRETY
The foregoing sets forth the entire AGREEMENT between the parties.
IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be
executed by and through their authorized offices the day, month and year first above written.
INFO.SYS BUSINESS SOLUTIONS
B /1-0
GNALL
print name
ITS: Owner
INITIATED AND APPROVED:
Michael P. Dolder, Fire Chief
REVIEWED AND APPROVED:
Ity Administrator
CITY OF HUNTINGTON BEACH,
a municipal corporation of the
State of California
ATTEST:
ayor 17
City;,Clerk 1941
APPROVED AS TO FORM;
City Attorney
&agree/jf/infosolu - 9/28/98 12
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*PROFESSIONAL LIABILITY-YMAIMS MADE FORM,
AGGREGATE LIMIT POLICY. DEFENSE COSTS INCLUDED
WITHIN LIMIT OF LIABILITY. THE CITY OF HUNTINGTON BEACH, ITS AGENT, OFFICERS AND EMPLOYEES
ARE NAMED AS ADDL INSURED AS RESPECTS TO &EN LIAR PER POLICY WORDING ATTACHED.
MO
MF
CITY Of HUHTINOTQN BEACH ►�UNT•I-1
SHOULD ANY O/ TMG AYova ONmi: inee PONCIEs, 0C OANOmr.LED OVOR6 THE
ATTENTION: D40d Webb
EXPI T DATE TNEMM. T•ME ISSUING COMPANY WILL
`
IrU�L DAYS WRITTEN NOTIOE TO TFiE OLRTIPICATE HOLDER NAMED TO Tlt/ �
2000 MAIN STREET
WOO
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LEFT, �� Wok UEL to ei' I� sb� 11M
NGTON BEACH, CA 92648
kf AS � lraaw,'0 !• wR
AVEAMVE
TOTAL P.01
•
•
•
CITY OF HLT*fTNGTON BEACH
APPLICATION FOR INSURANCE REQTJ-MEMENTS WAIVER OR MODIFICATION
I. Name/Title/Depanmentof Requesting Staff Member Michael P. Dolder, Fire Chief, Fire
2. Date of Request September 22, 1998
3. Name of Contractor/Perminee Steve Wignall, Information Systems Business Sol.
4. Description of work to be performed To provide computer programming services and
services upkeep regarding the City's,payroll and accounts payable and
receivable systems.
5. Length of Contract One year.
6. Type of Insurance Waiver or Modification Requested: Modification of the Indemnification and
hold harmless clause.
(a) Limits: (b) Coverage
7. Reason for Request for Waiver or Reduction of Limits Insurance companies will not write a
policy for the broad coverage stipulated in the City's standard con rac
sheet.
Consultant will not enter into this contract without requested change to the
indemnification provision.
8. IdendiN, the risks to the City if this request for .rawer or modifications granted The City could
incur additional expense in the event of litigation.
Department Head Signature
(Thu section to be completed by the RiskManager)
Recommendation: '
Approve Deny Risk Manager's Signature -Date
(This section to be completed by the City. Attornel)
Recommendation:
/ / 1
Approve Deny City Attorneys Signature/Date
Settlement Committee approval [is) [is not] require; fcr this waiver. If Settlement Committee app ti?al is required,
submit form to City Attorne}'s Office to be placed on the agenda. Recommendation: Approve env
City Council approval [is) [is not] required for this waiver. If City Council approval is required, attach this form to the
RCA after consideration by the Settlement Committee. This insurance waiver [is) [is not) on City Council agenda.
jmp/k1resoulionAnsregt9111197
7
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CITY OF HUNTINGTON BEACH
INTER -DEPARTMENT COMMUNICATION
To: Connie Brockway, City Clerk
From: Michael P. Dolder, Acting Assistant City Administrator/Fire Chief
Date: September 28, 1998
SUBJECT: AGREEMENT BETWEEN THE CITY OF HUNTINGTON BEACH AND
INFORMATION SYSTEMS BUSINESS SOLUTIONS - COMPLIANCE TO
MUNICIPAL CODE 3.03
The Fire Department has submitted an agreement BETWEEN THE CITY OF HUNTINGTON
BEACH AND INFORMATION SYSTEMS BUSINESS SOLUTIONS FOR COMPUTER
PROGRAMMING SERVICES AND SERVICES UPKEEP REGARDING THE CITY'S
PAYROLL AND ACCOUNTS PAYABLE AND RECEIVABLE SYSTEMS. This agreement will go
before the City Council on October 5, 1998.
The Huntington Beach Municipal Code 3.03 has been complied with by adhering to Sections 3.03.060b
and 3.03.080d which allows for a sole source contract outlined in these sections. The request for sole
source is based on: 1) no outside vendor or inside staff are available or capable to perform the necessary
tasks, and 2) the operation is essential and the day to day operation will be greatly hampered if there is a
delay in procuring these services. The City Attorney's office agreed with the sole source exemption.
The provisions of HBMC Chapter 3.03 have been complied with.
If you have any questions or need additional information, please call my office at ext. 5402.
MPD/cgs
sImAdoldeAcompliance to hbmc info sys bus sol wignall
RCA ROUTING SHEET
INITIATING DEPARTMENT:
Fire
SUBJECT:
Contract for Computer Software Maintenance
COUNCIL MEETING DATE:
October 5, 1998
RCA ATTACHMENTS
STATUS
Ordinance (w/exhibits & legislative draft if applicable)
Not Applicable
Resolution (w/exhibits & legislative draft if applicable)
Not Applicable
Tract Map, Location Map and/or other Exhibits
Not Applicable
Contract/Agreement (w/exhibits if applicable)
(Signed in full by the Cit .Attorne
Attached
Subleases, Third Party Agreements, etc.
(Approved as to form by City Attorney)
Not Applicable
Certificates of Insurance (Approved by the City Attorne)
Attached
Financial Impact Statement Unbud et, over $5,000
Not Applicable
Bonds If applicable)
Not Applicable
Staff Report If applicable)
Not Applicable
Commission, Board or Committee Report If applicable)
Not Applicable
Findings/Conditions for Approval and/or Denial
Not Applicable
EXPLANATION FOR MISSING ATTACHMENTS
. REVIEWED-
:. RETURNED.
_ FORWARDED
Administrative Staff
Assistant City Administrator Initial
City Administrator Initial
City Clerk
EXPLANATION FOR RETURN OF ITEM: