HomeMy WebLinkAboutSELECTRON TECHNOLOGIES, INC. - 2005-10-03 Council/Agency Meeting Held: 3 OS—
Deferred/Continued to:
Approved ❑ Conditionally Approved i] Denied it erk' Signat e
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Council Meeting Date: 10/3/2005 Department ID Number: BD 2005-5
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
u:
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS {;
SUBMITTED BY: PENEVPELBRETH-GRA ITY ADMINISTRATOR >
PREPARED BY: ROSS CRANMER, DIRECTOR OF BUILDING & SAFEYA
SUBJECT: AGREEMENT WITH SELECTRON TECHNOLOGIES, INC. FOR THE
INTERACTIVE VOICE RESPONSE SYSTEM
Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s)
Statement of Issue:
This is a request to enter into a Professional Service Agreement with Selectron
Technologies, Inc., to complete the final components of the interactive voice response
system (IVR)for the City-Wide Permit System.
Fundina Source:
The funding source for this contract will be an outstanding encumbrance in the same amount
($22,200) currently encumbered to Selectron Technologies (the same vendor). The council
action merely re-encumbers the funds encumbered under the expired contract into the new
contract.
Recommended Action:
Motion to:
Approve the reallocation of $22,200 to the Building & Safety Department operating account
number 10055101.69365."
"Approve and authorize the Mayor and City Clerk to execute the Professional Services
agreement between the City of Huntington Beach and Selectron Technologies, Inc. in the
amount of $22,200 to complete the final components of the interactive voice response
system."
REQUEST FOR ACTION
MEETING DATE: 10/3/2005 DEPARTMENT ID NUMBER:BD 2005-5
Alternative Action(s):
1. "Do not approve the agreement and direct staff accordingly."
Analysis:
The purpose of this RCA is to approve a new contract to allow the vendor time to finish the
project. The original Professional Service Agreement with Selecton Technologies, Inc. was
t response executed on March 20, 2002 for the design and Installation of the Interactive voice resp e
system for the city-wide permit system. When this contract was originally agreed to, staff
anticipated sufficient time to complete the project; however delays in the design and
implementation of the City-wide Permit System resulted in the postponement of the final
components of the interactive voice response system.
Staff recommends the City Council approve the reallocation of funds and the contract with
Selectron Technologies, Inc., in the amount of $22,200, and authorize the Mayor and City
Clerk to execute the documents.
D. FINDING FOR SOLE SOURCE:
The base unit of the interactive voice response system was purchased from Selectron
Technologies, Inc. and only specific components of the design and implementation remain
unfinished. Pursuant to Chapter 3.03 of the Municipal Code, there are extraordinary
circumstances to eliminate the RFQ requirement and complete the software design and
implementation with Selectron Technologies, Inc. A new consultant would result in
significant cost increases; therefore sole sourcing is justified.
Attachment(s):
City Clerk's
Page Number No. Description
1. Professional Service Contract with Selectron Technologies, Inc.
2. Fiscal Impact Analysis
3. Insurance Certificates
G:\Building Admin\RCXs&Contracts\2005\BD2005-5 Selectron Contract.doc -2-
9/20/2005 4:22 PM
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CITY OF HUNTINGTON BEACH
2000 MAIN STREET CALIFORNIA 92648
OFFICE OF THE CITY CLERK
JOAN L. FLYNN
CITY CLERK
LETTER OF TRANSMITTAL OF ITEM APPROVED BY THE CITY COUNCIL/
REDEVELOPMENT AGENCY OF THE CITY OF HUNTINGTON BEACH
October 5, 2005
Selectron Technologies, Inc. Attention: Todd Johnston
7405 SW Tech Center Drive Department:
Suite 140
Portland,OR 97062
Regarding: Interactive Voice Response System
See Attached Action Agenda Item E5 Date of Approval 10/3/05
Enclosed For Your Records Is An Executed Copy Of The Above Referenced Agenda Item.
an L. Flynn
City Clerk
Attachments: Action Agenda Page F-] Agreement 0 Bonds a Insurance a
RCAF-1 Deed a Other a
c: R.Cranmer Bldg&Safety X X X
Name Department RCA Agreement insurance Other
C.Mendoza Risk Mgmt X
Name Department RCA Agreement Insurance Other
Name Department RCA Agreement Insurance Other
Name Department RCA Agreement Insurance Other
(Telephone:714-536-5227)
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
SELE4T2prJ -TSC1�NDC.D6ILS ,7N c
FOR
T �cTt�6 \)olc,E J9.E 2e005E �aysTtm
Table of Contents
1 Scope of Services.....................................................................................................1
2 City Staff Assistance................................................................................................2
3 Term; Time of Performance.....................................................................................2
4 Compensation..........................................................................................................2
5 Extra Work...............................................................................................................2
6 Method of Payment..................................................................................................3
7 Disposition of Plans,Estimates and Other Documents ...........................................3
8 Hold Harmless .........................................................................................................3
9 Professional Liability Insurance.............................................................................4
10 Certificate of Insurance............................................................................................5
11 Independent Contractor............................................................................................6
12 Termination of Agreement.......................................................................................6
13 Assignment and Delegation..........................................
14 Copyrights/Patents...................................................................................................7
15, City Employees and Officials..................................................................................7
16 Notices.........................................................................................7
17 Consent....................................................................................................................8
18 Modification.............................................................................................................8
19 Section Headings......................................................................................................8
20 Interpretation of this Agreement..............................................................................8
21 Duplicate Original....................................................................................................9
22 Immigration...............................................................................................................9
23 Legal Services Subcontracting Prohibited................................................................9
24 Attorney's Fees..........................................................................................................10
25 Survival.....................................................................................................................10
26 Governing Law.........................................................................................................10
27 Entirety......................................................................................................................10
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
S E LE--TC oro
FOR
Tt'�ACT�J �01cr-- k£SPbll,�G SysTt''M
THIS AGREEMENT ("Agreement") is made and entered into this day of
�(j-77)&60q 2005 by and between the City of Huntington Beach, a municipal
corporation of the State of California, hereinafter referred to as "CITY, and
S , a 0 9REEory Ct fr)tPrrltxv
hereinafter referred to as"CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to
C 0010XTS rltA L Q ARSE n 1P SMT4e9Acr(M s)Sj,!j-t-�and
Pursuant to documentation on file in the office of the City Clerk, the provisions of
the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of
professional service contracts have been complied with; and
CONSULTANT has been selected to perform these services,
NOW,THEREFORE, it is agreed by CITY and CONSULTANT as follows:
1. SCOPE OF SERVICES
CONSULTANT shall provide all services as described in Exhibit "A,"
which is attached hereto and incorporated into this Agreement by this reference. These
services shall sometimes hereinafter be referred to as the "PROJECT."
CONSULTANT hereby designates C\,NgS W\1Zk\t,,s who shall
represent it and be its sole contact and agent in all consultations with CITY during the
performance of this Agreement.
agree/forms/profserv1 0/1 510 1-A 1
2. CITY STAFF ASSISTANCE
CITY shall assign a staff coordinator to work directly with CONSULTANT
in the performance of this Agreement.
3. TERM; 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 Agreement by CITY (the
"Commencement Date"). This Agreement shall expire on 10en di Q3 App$ ,unless
sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be
completed no later than-'HR'E'E vizorss from the Commencement Date of this
Agreement. These times may be extended with the written permission of CITY. The time
for performance of the tasks identified in Exhibit "A" are generally to be shown in
Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed
to in writing by CITY and CONSULTANT.
4. COMPENSATION
In consideration of the performance of the services described herein, CITY
agrees to pay CONSULTANT on a time and materials basis at the rates specified in
Exhibit "B," which is attached hereto and incorporated by reference into this Agreement,
a fee, including all costs and expenses, not to exceed
-CW 'ty-Tw0 Tk1E 5 � Two �u�D2 Dollars ($s;�'��,,-Aapy ).
5. EXTRA WORK
In the event CITY requires additional services not included in Exhibit "A"
or changes in the scope of services described in Exhibit "A," CONSULTANT will
undertake such work only after receiving written authorization from CITY. Additional
agree/forms/profserv10/15/01-A 2
compensation for such extra work shall be allowed only if the prior written approval of
CITY is obtained.
6. METHOD OF PAYMENT
CONSULTANT shall be paid pursuant to the terms of Exhibit "B."
7. DISPOSITION OF PLANS,ESTIMATES AND OTHER DOCUMENTS
CONSULTANT agrees that title to all materials prepared hereunder,
including, without limitation, all original drawings, designs, reports, both field and office
notices, calculations, computer code, language, data or programs, maps, memoranda,
letters and other documents, shall belong to CITY, and CONSULTANT shall turn these
materials over to CITY upon expiration or termination of this Agreement or upon
PROJECT completion, whichever shall occur first. These materials may be used by CITY
as it sees fit.
8. HOLD HARMLESS
CONSULTANT hereby agrees to protect, defend, indemnify and hold
harmless CITY, its officers, elected or appointed officials, employees, agents and
volunteers from and against any and all claims, damages, losses, expenses, judgments,
demands and defense costs (including, without limitation, costs and fees of litigation of
every nature or liability of any kind or nature) arising out of or in connection with
CONSULTANT's (or CONSULTANT's subcontractors, if any) 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.
CONSULTANT will conduct all defense at its sole cost and expense and CITY shall
agree/forms/profservl0/15101-A 3
approve selection of CONSULTANT's counsel. This indemnity shall apply to all claims
and liability regardless of whether any insurance policies are applicable. The policy limits
do not act as limitation upon the amount of indemnification to be provided by
CONSULTANT.
9. PROFESSIONAL LIABILITY INSURANCE
CONSULTANT shall obtain and furnish to CITY a professional liability
insurance policy covering the work performed by it hereunder. This policy shall provide
coverage for CONSULTANT's professional liability in an amount not less than One
Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above-
mentioned insurance shall not contain a self-insured retention, "deductible" or any other
similar form of limitation on the required coverage except with the express written consent
of CITY. A claims-made policy shall be acceptable if the policy further provides that:
A. The policy retroactive date coincides with or precedes the initiation
of the scope of work (including subsequent policies purchased as
renewals or replacements).
B. CONSULTANT shall notify CITY of circumstances or incidents
that might give rise to future claims.
CONSULTANT will make every effort to maintain similar insurance during
the required extended period of coverage following PROJECT completion. 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.
agree/forms/profserv10/15/01-A 4
10. CERTIFICATE OF INSURANCE
Prior to commencing performance of the work hereunder, CONSULTANT
shall furnish to CITY a certificate of insurance subject to approval of the City Attorney
evidencing the foregoing insurance coverage as required by this Agreement; the certificate
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 policy 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 coverage in force
until the work under this Agreement is fully completed and accepted by CITY.
The requirement for carrying the foregoing insurance coverage shall not
derogate from CONSULTANT's defense,hold harmless and indemnification obligations as
set forth in this Agreement. CITY or its representative shall at all times have the right to
demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a
prompt and timely manner,the premiums on the insurance hereinabove required.
11. INDEPENDENT CONTRACTOR
CONSULTANT is, and shall be, acting at all times in the performance of
this Agreement as an independent contractor herein and not as an employee of CITY.
CONSULTANT shall secure at its own cost and expense, and be responsible for any and
agree/forms/profserv10/15/01-A 5
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
PROJECT and/or the services to be performed hereunder.
12. TERMINATION OF AGREEMENT
All work required hereunder shall be performed in a good and workmanlike
manner. CITY may terminate CONSULTANT's services hereunder at any time with or
without cause, and whether or not the PROJECT is fully complete. Any termination of this
Agreement by CITY shall be made in writing, notice of which shall be delivered to
CONSULTANT as provided herein. In the event of termination, all finished and
unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become
its property and shall be promptly delivered to it by CONSULTANT.
13. ASSIGNMENT AND DELEGATION
This Agreement is a personal service contract and the work hereunder shall
not be assigned, delegated or subcontracted b CONSULTANT to an other person or
g � g Y Y
entity without the prior express written consent of CITY. If an assignment, delegation or
subcontract is approved, all approved assignees, delegates and subconsultants must satisfy
the insurance requirements as set forth in Sections 9 and 10 hereinabove.
14. 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.
agree/forms/profserv1 0/1 510 1-A 6
15. 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.
16. NOTICES
Any notices, certificates, or other communications hereunder shall be given
either by personal delivery to CONSULTANT's agent (as designated in Section 1
hereinabove)or to CITY 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, to
the addresses specified below. CITY and CONSULTANT may designate different
addresses to which subsequent notices,certificates or other communications will be sent by
notifying the other parry via personal delivery, a reputable overnight carrier or U. S.
certified mail-return receipt requested:
TO CITY: TO CONSULTANT:
City of Huntington Beach pp )p y}y s r b r-)
ATTN: gosS C42P,N (ntDf,- Seug."Cew TECF' t�A,�� �NC.
2000 Main Street
Huntington Beach,CA 92648 '-74 us S uo TEE\4 CeNtvz Ww e
STe 14 D
Pbea 1.-%c�Nz 0 ope6�,o (:;�i-zaa3
17. CONSENT
When CITY's consent/approval is required under this Agreement, its
consent/approval for one transaction or event shall not be deemed to be a consent/approval
to any subsequent occurrence of the same or any other transaction or event.
agree/forms/profserv1 0/1 510 1-A 7
18. MODIFICATION
No waiver or modification of any language in this Agreement shall be valid
unless in writing and duly executed by both parties.
19. SECTION HEADINGS
The titles, captions, section,paragraph and subject headings,and descriptive
phrases at the beginning of the various sections in this Agreement are merely descriptive
and are included solely for convenience of reference only and are not representative of
matters included or excluded from such provisions, and do not interpret, define, limit or
describe, or construe the intent of the parties or affect the construction or interpretation of
any provision of this Agreement.
20. INTERPRETATION OF THIS AGREEMENT
The language of all parts of this Agreement shall in all cases be construed
as a whole, according to its fair meaning, and not strictly for or against any of the parties.
If any provision of this Agreement is held by an arbitrator or court of competent
jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate
or affect the remaining covenants and provisions of this Agreement. No covenant or
provision shall be deemed dependent upon any other unless so expressly provided here.
As used in this Agreement, the masculine or neuter gender and singular or plural number
shall be deemed to include the other whenever the context so indicates or requires.
Nothing contained herein shall be construed so as to require the commission of any act
contrary to law, and wherever there is any conflict between any provision contained herein
and any present or future statute, law, ordinance or regulation contrary to which the parties
have no right to contract, then the latter shall prevail, and the provision of this Agreement
agree/forms/profserv1 011 5/0 1-A 8
which is hereby affected shall be curtailed and limited only to the extent necessary to bring
it within the requirements of the law.
21. DUPLICATE ORIGINAL
The original of this Agreement and one or more copies hereto have been
prepared and signed in counterparts as duplicate originals, each of which so executed shall,
irrespective of the date of its execution and delivery, be deemed an original. Each
duplicate original shall be deemed an original instrument as against any party who has
signed it.
22. 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.
23. 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 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.
24. ATTORNEY'S FEES
In the event suit is brought by either party to construe, interpret and/or
enforce the terms and/or provisions of this Agreement or to secure the performance hereof,
agree/forms/profsery 10/1 510 1-A 9
each party shall bear its own attorney's fees, such that the prevailing party shall not be
entitled to recover its attorney's fees from the non-prevailing party.
25. SURVIVAL
Terms and conditions of this Agreement, which by their sense and context
survive the expiration or termination of this Agreement, shall so survive.
26. GOVERNING LAW
This Agreement shall be governed and construed in accordance with the
laws of the State of California.
27. ENTIRETY
The parties acknowledge and agree that they are entering into this
Agreement freely and voluntarily following extensive arm's length negotiation, and that
each has had the opportunity to consult with legal counsel prior to executing this
Agreement. The parties also acknowledge and agree that no representations, inducements,
promises, agreements or warranties, oral or otherwise, have been made by that party or
anyone acting on that party's behalf, which are not embodied in this Agreement, and that
that party has not executed this Agreement in reliance on any representation, inducement,
promise, agreement, warranty, fact or circumstance not expressly set forth in this
Agreement. This Agreement, and the attached exhibits, contain the entire agreement
between the parties respecting the subject matter of this Agreement, and supercede all prior
understandings and agreements whether oral or in writing between the parties respecting
the subject matter hereof.
agree/forms/profserv10/15/01-A 10
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.
CONSULTANT,
CITY OF HUNTINGTON BEACH,
.E(-TRDty � C4�INDLGC�IES )-NC• a municipal corporation of the State of California
INITIATED AND APPROVED:
Director of &t t pX to S flF_JETy
By: (Pursuant To HBMC§3.03.100)
70V off Tom
print name
ITS: (circle one)Chairma resident/ 'ce President AP ROVED AS TO FORM:
AND
CitAAtt'orheAj
BY: GS
J DA cJ STo�Jt`�- REVIEWED AND APPROVED:
print name
ITS: (circle one)Secretary/Chief Financial Officer/Asst.
Treasure City dministrat r
(only f nd over)
agree/forms/profservl0/15/01-A I 1
EXHIBIT "A"
SCOPE OF SERVICES
Component 1: Complete the following modules for the Interactive Voice
Response System:
1. Complaint/ Code Enforcement (see attached details)
2. Zoning Status— Fax (see attached details)
3. Business License (see attached details)
4. Utility Notification — Fax (see attached details)
Component 2
1. Other modifications as requested.
s�e�ctron Complaint/Code Enforcement
to CMnologl�s,l c
The handling and processing of complaint calls is a challenging and time-consuming process.
Callers are often emotional, frustrated or upset when they make the call. The Selectron
Technologies Complaint/ Code Enforcement module is designed to assist staff in managing this
support function.
The IVR system initially plays a predefined message detailing what information the caller must
provide to file a complaint. This explanatory message can be tailored to fit different requirements
depending on the type of complaint being filed (i.e. building, parked car, noise, etc).
Once the complaint is lodged and is assigned a complaint number, callers can then call the IVR
system, input the complaint number, and hear the updated status of the complaint. Status codes
contained in the database will be updated as the status changes. These codes correspond with
prerecorded messages that will play to the caller when a complaint status is requested.
For example:
Code 1 "Complaint Number 123456 was determined to be valid and a citation
was issued"
Code 2 "Complaint Number 123456 was determined not to be valid and the
investigation has been closed"
Code 3 "An investigation is still pending on complaint number 123456"
Providing this information through the IVR system will reduce the amount of emotional conversation
often associated with this type of call. The information is available to callers 24 hours a day. Since
your staff will only be dealing with callers who have obtained the necessary information and be
handling fewer status calls, they will be available to assist in other important tasks. This module is a
great asset for both your staff and the community.
Selectron Technologies, Inc. • PO Box 2115 • Tualatin, OR 97062 • V:503.866.0048 • F: 503.443.2052
se�ectrmn Zoning Status
The optional Selectron Technologies Zoning Status module allows callers to receive zoning
information for a specific piece of property over the phone 24 hours a day, 7 days a week. This
module also provides the caller the ability to receive a spoken or faxed version of the regulations for
a specific zone classification.
Once the Zoning Status module is selected from a menu, the IVR system asks callers whether
they want to look up a specific site or to receive information on a specific zone classification.
Specific Site Zone Information
Callers will be prompted to enter the site address or parcel ID number. When the IVR system
locates the requested site, the system will play the zoning classification. The caller then has the
option to receive further information on the zoning classification information for the site (see below).
Specific Zoning Classifications
Callers will be prompted to enter the zoning classification number. They will then be asked whether
they would prefer to have the information spoken or faxed to them. Based on their selection, the IVR
system will either play the corresponding recorded message or fax an explanatory document.
Faxing can be restricted to certain local telephone area codes, which is controlled by your system
administrator. Should changes occur in the informational document or recording for a specific zone
classification, you have the ability to make these changes without assistance from Selectron
Technologies' technical staff.
r
Selectron Technologies, Inc. • PO Box 2115 • Tualatin, OR 97062 V:503.866.0048 • F: 503.443.2052
Sefectr in
toe hn C I091es,I... Business License
City and county staffs are constantly fielding questions related to local business license
requirements. These questions frequently require data retrieval from the business license database.
Selectron's Business License module provides a convenient and cost-effective method to respond
to many routine questions and activities automatically. Callers with more complex questions easily
can transfer to staff for additional assistance.
With the Selectron Technologies Business License module callers can verify business licenses are
current. Callers can check the status on information such as their license expiration date, renewal
amount, payment information and any penalty fees that are owed. Callers can also check to see
when renewal mailings will occur and can retrieve any public information about upcoming changes
in the regulations, fees or public hearings.
As an added benefit to the community, the Business License module can be integrated with
Selectron's fully automated Credit Card Payments module to allow callers the option to pay
renewal or penalty fees automatically.
Selectron Technologies,Inc. PO Box 2115 Tualatin, OR 97062 V:503.866.0048 F: 503.443.2052
Selectron
tecnnoloy�es,lac. - Utility Notification
The Selectron Technologies Utility Notification module faxes a Request for Activation to the
regulating utility following a successful inspection. This can be accomplished in one of two ways:
• Automatically-When an approved inspection is entered
• By Request -The IVR system will ask the inspector if a fax notification is required
This eliminates the need for staff personnel or inspectors to notify the utility upon acceptance.
Automating this process through the IVR system has several advantages:
• Reduced staff time to coordinate notifying utilities
• Reduced notification delays
Automatic and accurate documentation of all notifications logged in a daily report
• Choice of fax method, either as posted or all at the end of the workday
Selectron Technologies, Inc. • PO Box 2115 • Tualatin, OR 97062 • V:503.866.0048 F: 503.443.2052
se�ectrore Optional Fax & E-Mail Modules
toehnologle s.ln t.
Selectron Technologies is continually expanding the capabilities of IVR technology beyond the basic
functions. We focus on fully utilizing Fax, Internet, E-mail, and multi-host integration. With these added
features Selectron is able to offer a wide range of add-on modules to truly customize IVR technology to meet
your jurisdiction's needs.
SmartFAX— This module is required to support a fax application on the IVR system. It is required only once
regardless of how many fax applications are utilized.
SmartE-mail —This module is required to support an email application on the IVR system. It is required only
once regardless of how many email applications are utilized.
Certificate of Occupancy (On-Demand and/or Automatic) — This module enables jurisdictions to have
Certificate of Occupancy documents automatically faxed. The IVR system creates the document as defined
by the jurisdiction and faxes it to the destination number contained in the host database. (SmartFAX
required)
Dynamic Information System — This module allows callers to request informational messages and faxed
copies of documents stored in a designated database ("library"). Callers can access the voice information
boxes to retrieve recorded messages on procedures and policy, where to seek help, governmental meetings,
minutes, schedule of events, etc. All items are in voice form and may be easily updated. The faxing portion
of this module is perfect for distributing many kinds of documents: blank forms, job descriptions, annual
reports, schedules, marketing materials, technical literature, etc. (SmartFAX required)
Fax Inspection History — This module allows callers to receive inspection history information. (SmartFAX
required)
fax Inspection Results — This module allows callers to receive inspection results on either a permit or
inspection code to a requested fax destination. (SmartFAX required)
Internet E-mail — This module allows jurisdictions to e-mail Inspection Results, Plan Review Status, and
other documents to the email address corresponding to a permit, plan, or contractor PIN number.
Plan Review Status — This module allows callers to learn the status of a submitted plan.in either a spoken,
faxed or e-mailed format. Information provided to the caller can include approval status, dates submitted or
completed, and associated fees.
Utility Notification —This module allows a Request for Activation document to be automatically faxed to the
utility company when final inspection is completed for gas, water or electric service. These fax documents
can either be sent as the inspection information is posted by the inspector or batch-faxed at the end of the
workday.
Zoning Status — This module allows callers to retrieve the zoning status of a particular site. Callers enter
either a parcel number or the site address. Upon the playing of the zone status, the caller can request a fax
document describing the guidelines of the zoning status.
Selectron Technologies, Inc. • PO Box 2115 9 Tualatin, OR 97062 . V:503.866.0048 9 F: 503.443.2052
EXHIBIT "B"
Payment Schedule
1. Charges for time during travel are normally not reimbursable and will only
be paid if such time is actually used in performing services for CITY or as otherwise
arranged with CITY.
2. CONSULTANT shall be entitled to progress payments toward the fixed fee
set forth herein in accordance with the following progress and payment schedules.
3. 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.
4. 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 accordance with this
Agreement, CITY shall 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 and the schedule of
performance set forth in Exhibit "A" may at the option of CITY be suspended until the
parties agree that past performance by CONSULTANT is in, or has been brought into
compliance, or until this Agreement has expired or is terminated as provided herein.
5. Any billings for extra work or additional services authorized in advance
and in writing 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.
1
-,A Ac
crry OF HUNTINGTON BEACH
IN"T.ERDEPARTNIENTAL COMMUNICATION
R INKE"'LO�ff�££ k..ff..C.£.r �£Ldd.E.,.4. '.L S.ta�r:'qq , �,.P ,(,TITA TN—,—I a,�S�YiRA O R
,yy�.€.�..OG 1RS, INC., �'L`_ i\ THE i F-F,,.E.l„"l'�.•a a '- :�. �Z..F �`,,:,v ,.� ?3. �Y,„•
SYSTEIIN'
"Approval o v aal o (,', #'attract with.SckT—tmn T&c3.nologgies,Inc., f'or The 1hw.v ae1iv.f,, Vi"3ice Rr;.':apom3,e.
If the C'ty Council approves,this, action.(wt l appi,opi'i'aui n ? ,20()) there will be no
effect on the Cienor-ail Finid balance becaw�€`tine amount €s full ied via, th.c cancell lan o
an c-neurnbuInce -r a!
��...
1"L'unc-c officer
i
4
t €� S
ACORD CERTIFICATE OF LIABILITY INSURANCET0—DA'�('M"D°""^"
9/13/05
PRODQCER THIS CERTIFICATE 19 133UED AS A MATTER OF INFORMATION
W B Adams Company ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
General Insurance ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW,
6290 SW Arc Drive
Beaverton OR 97005 INSURERS AFFORDING COVERAGE NAIL S
M�IReD Selectron Technologies,Inc. INSURER a: Maryland Casualty Co
7405 SW Tech Center Drive IN&URm a: Hartford Casualty Company
Suite 140 EISURER c: Admiral Insurance C
Portland OR 97223 INSURER 01.
INSURER E:
COVERAGES
THE POLICIES OF IMSURANCE 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
POLICES.AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
OR PO11C1/NUMBER POLICY)17F4CT F /OUCY EX= LM
a LIAMTY EACH OCCURRENCE $1,000 000
A X JWMERCIAL GENE ILRY PPSO42853995 12/21/04 12/21/05 DAMAGE TO RENTED $1.000.000
CLAIMS MADE LAJOCCUR MED GXP om c v $1 O 000
PERSONAL Ik ADY INJURY t 1.000 000
GENERAL AGGREGATE 5 40"'ON
'LA LIB IT APPLIES PER: mooucrs-coNwroa AGG s 2,000 000
POLICY X PRO- 7 LOC
OwO"%UABRJTY COMBINED$MOLE LIMIT 0,000,000
A X ANY AUTO PP8042853995 12l21/04 12/21/05 (la>cdwM
ALL OWNED AUTOS fIODILY ErJIfRY f
SCHEDULED AUTOS VED F RM ° iP�P�b+N
MIRED AUTOS �1 13l ' BODILY INJURY
NON-OWNEDAUTOS C AT 1 mey
PROPERTY DAMAGE :
Ow acddan)
GARAGE LIAORM AUTO ONLY-EA ACCIDENT 1
ANY AUTO OTHER THAN BA ACC
I R AUTO ONLY: AGG i
EXCESSIUMBRELLA UABILITY EACH OCCURRENCE $2.000,000
A X OCCUR CLAIMS MADE PPSO42863996 12M/04 12/21/05 AGGREGATE 2 0W 000
s
DEDUCTIBLE $
X MENTION f 0 f
WOROR8 COMPENBATWN AND X WVC STAYU- I JOTHEIL
-
13 EMPLOVVW QET CIA94`ARTNERIEXEGUTIYE 52WEGNU64" 04101106 04101106 E. H 0
OFFICERA/EMBER EXCLUDED7 E.L.DISEASE-,EA EWLOYM 1 1.000.000
I'm
/ dx==r.
r. E.L.DISEASE-POLICY LIMIT 1,000 000
OTHER
C Professional Liability A03PL18910-02 01/31/05 01/31/06 Each Claim s1,0001000
re to $1.000,000
DESCIBPTION OF OPERATIONS/LOCATIONS/VEHEGLES I EXG WSIONS ADM BY ENDOILSEMENT i SPECK PROV15(ONS
Description of Operations:
RE:Contract
City of Huntington Beach,its agents,officers and employees are nulled
as additional insureds per attached endorsement. Additional insured
endorsement does not apply to Workers'Compensation or Professional Uability policies.
CERTIFICATE HOLDER CANCELLATION
[AUMTHORUD
4"ANY OP THE ABOVE CESCIME0FOUCIEBBECANCELLEDBEFORET"F*X RATgI►
City of Huntington Beach:ATTN ChriSsle Mendoza E THEREOF,THE ISSUING INSWBER WILL_ MAIL 30 DAYs ww"M
Risk Management Dept;2000 Main St TICE TO THE CERTIFICAYE HOLDER NAMED TO TIE LEFT.'
P.O.Box 190
Huntington Beach,CA 92648
R8PR9S9RTATNE <Mav
ACORD 25(2001106) ORD CORPORATION 1988
00/Z0 39Vd SWV(IV 'S'M L666009COG Z£:ET 000Z/£T/60
?
ADDITIONAL INSURED OWNERS, U-Si- SEES UR
CONTRACTORS - SCHEDULED PERSON OR
ORGANIZATION
Policy III PPS042853995
ftj IVI I I If,i k ;I r.j I I"p t I I I 1111 11 '1' z % I
SCHEDULE.
Naiiie of Person or Organization:
City of Huntington Beach, its agents, officers and employees
( Additional insured endorsement does not apply to workers'
compensation or professional liability policies
.... ....... . ..__ ....._.....__...__. ___ 1 . .. .. .. .. .— .11. . .j
to Illis
A. Section 11 Who Is Ali Insured is (1) All work, p,),,,F, Or
inciude as Fin awswcd trie pefsorl ol oiqsn;2;7jjj()jj tQUiprncm v"Ill;
sr,10.w(I 11) fhf.. but ()Illy Willi W*j;)L-vI tk; Such wwl, (jr, wit l;rt7lrt;l t4iil�r 11,1811
11DIAliY OfIS1110 cut ('t youl wrvicc,, ot
perfoiril-le(I f(,.,f lhFlf ll).Stlfed f)wfow-,r.(i i-,j of Ific.
uiiii
8, VVIII) fe."pi-Cl lEj Iliswano; xh)I(jki.j I(; 110lial fili,,ulediv
!me (A v1p
i!ddl(lonal tht" f{)tIL)Vv1f)(,j
2. E,_'xclusions 121 That pot lirm o."vd}ksf V.14 k-I)III ()I ka-1 lie-I,
mstn�jww- dow, 1101 DIJ111Y 110 '110diby Uri ifilLay -,/ da(n1'jv,,: aw;eIj ti�j�
Put(0 11S I
ILJIY,-Of"I)rOpOly(J"Affla00" all0i M"'10CA LlSt!j)-�_Jill!f)tli�;Ofj 01
OrClanizat.m. wit;i Ilvill "mol!IPI
Of
opj is
64
(.1 , itr 11, 1001
170/t0 39Vd swvav 'B'M L666009c09 z6:E1 500Z/ET/60
08/11/2005 13:01 5034432052 SELECTRON TECH PACE 04
POOCY NUMLIF_R pp5042853995 COMMERCIAL GENERAL LIABILITY
CG 20 10 10 01
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY_
ADDITIONAL INSURED - OWNERS, LESSEES OR
CONTRACTORS -- SCHEDULED PERSON OR
ORGANIZATION
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
Name of Person or Organization: City of Huntington Beach, its agents
officers, and employees
(if no entry appears above,information required to complete this endorsement will be shown in the Declarations w
applicable to this endorsement.)
A. Section II —Who Is An Insured is amended to (1) All work, including materials, parts o
include as an insured the person or organization equipment furnished in connection Witt
shown in the Schedule, but only with respect to Such work, on the project (other thar
liability arising out of your ongoing operations service, maintenance or repairs) to tx
performed for that insured. performed by or on behalf of the addi
B. With respect to the insurance afforded to these tional insureds) at the site of the cov
additional insureds, the following exclusion is ered operations has been completed
added: or
2. Exclusions (2) That portion of"your work"out of whict
This insurance does not apply to "bodily in- the injury or damage arises has beer
put to its se by any person o
jury"or"property damage"occurring after: organization other nded �than another con
tractor or subcontractor engaged it
performing operations for a principal a!
a part of the same project
CG 20 10 10 01 P ISO Properties, IM,. 2000 Page 1 of
08/11/2005 13:01 5034432052 SELECTRON TECH PAGE 03
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 tt
affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon.
ACORD 25(2001rog)
RCA ROUTING SHEET
INITIATING DEPARTMENT: Building & Safety
SUBJECT: Professional Service Contract with Selectron
COUNCIL MEETING DATE: October 3, 2005
RCA ATTACHMENTS STATUS
Ordinance (w/exhibits & legislative draft if applicable) Attached ❑
Not A licable ❑
Resolution (w/exhibits & legislative draft if applicable) Attached ❑
Not Applicable ❑
Tract Map, Location Map and/or other Exhibits Attached ❑
Not Applicable ❑
Attached
Contract/Agreement (w/exhibits if applicable) Not Applicable ❑
(Signed in full by the City Attorney
Attached El
Subleases, Third Party Agreements, etc. Not Applicable ❑
(Approved as to form by City Attorne
El
Certificates of Insurance (Approved b the City Attorne Attached
PP Y Y Y) Not Applicable ❑
Attached
Fiscal Impact Statement (Unbud et, over$5,000) Not Applicable ❑
Attached
Bonds (If applicable) Not Applicable ❑
Attached
Staff Report (If applicable) Not Applicable ❑
Attached
Commission, Board or Committee Report (If applicable) Not A licable ❑
Attached
Findings/Conditions for Approval and/or Denial Not Applicable ❑
EXPLANATION FOR MISSING ATTACHMENTS
REVIEWED RETURNED FOR ARD
Administrative Staff
Assistant City Administrator Initial L
City Administrator Initial
City Clerk
EXPLANATION FOR RETURN OF ITEM:
(Below Space For City Clerk's Use Only)
RCA Author:
J• illy CITY OF HUNTINGTON BEACH
INTER-DEPARTMENT COMMIJNICATION
HUNTINGTON BEACH
,roan L. Flynn, City Clerk
Office of the City Clerk
Patty Esparza, Deputy City Clerk
To: �--
Date: Meeting Date: Agenda Item: L�"
Proposed City Council Agenda Items: The City Clerk's Office/City Administrator's Office must return your
agenda item due to the following requirements that have not been met. When your Agenda Item is ready to
resubmit,please return to:
1. Signature(s)Needed
A On RCA
B On Agreement
C Other
2. Attachments
A Missing
B Not identified
C Other
3. Exhibits
A Missing
B Not identified
4. Insurance Certificate(Proof Of Insurance)
A Not attached
B Not approved by City Attorney's Office
C Signed form notifying City Clerk that department will be responsible for obtaining insurance certificate on this item.(See form attached)
5. Wording On Request For Council Action(RCA)Unclear
A Recommended Action on RCA not complete t
B Clarification needed on RCA l
C Other
6. City Attorney Approval Required
7. 1 Agreement Needs To Be Changed
A Page No.
Af
8. Other
G:agenda/misrrc orm