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2020/01/24 Innovative Document Solutions Certificate of Liability Insurance* Please attached a second page for additional information to support this agreement. CITY OF MENIFEE Agreement/contract coversheet DATE: November 12, 2020 TO: Armando G. Villa, City Manager CC: Agreement Routed to City Attorney: N/A Insurance Requirements: General Liability (Expiration Date: 01/24/2021) (Attached) Automobile Liability (Expiration Date: 01/24/2021) Worker’s Compensation (Expiration Date: 04/01/2021) FROM: Michelle Sarkissian, IT Supervisor Margarita Cornejo, Financial Services Manager SUBJECT: Managed Print Services Agreement between the City of Menifee and Innovative Documents Solutions/Canon Financial Services for additional equipment (desktop printer and scanner lease/use services). IS THE AGREEMENT/CONTRACT WITHIN THE CITY MANAGER’S SIGNATURE AUTHORITY? Yes – Purchase of Commodities under $50,000 Professional Services under $25,000 Change Order under $25,000 or less than 10% of original contract (supplies, equipment, services or construction contracts) Public Works Contract for $45,000 or less No – City Council authorized City Manager to sign (Council action attached) WHY IS THIS AGREEMENT/CONTRACT NEEDED? In 2018 the City of Menifee entered into 3 year term agreement with Innovative Documents Solutions/Canon Financial Services for managed printing services and lease of the copiers for Menifee City Hall and other existing sites. Upon the arrival of new employees, staff has a identified a need for additional desktop printer and scanner/use services to serve different departments (IT, PD, CM- PIO, etc.). Accordingly, Innovative Documents Solutions has provided a cost proposal and separate agreement for printer lease/use for 13 months as related to the new equipment. Based on staff’s internal analysis, the cost and maintenance of direct purchase of the necessary printer equipment would be more cost prohibitive, less flexible to accommodate for regular equipment upgrades, and have a more immediate fiscal impact. WHAT IS THE TOTAL LENGTH OF THE AGREEMENT/CONTRACT? The term of the agreement will cover the period of November 1, 2020 through December 31, 2021. The proposed term will be coterminous with the City’s existing lease agreement, thereby facilitating contract management of the three contracts. WHAT IS THE TOTAL DOLLAR AMOUNT OF THE AGREEMENT/CONTRACT? Fiscal Year 2020/21 = $ 4,217.60 includes: lease cost of $3,217 plus approximately $1,000 for printing. Total through December/2021 estimated at $2,635.60 (will vary dependent on actual printing usage) Department Date Initials Wendy Preece, Deputy Finance Director Rochelle Clayton, Deputy City Manager Jeffrey T. Melching, City Attorney Sarah A. Manwaring, City Clerk DocuSign Envelope ID: FF32E0A1-0731-4BD4-B342-C3D3A6287355 11/12/2020 11/12/2020 11/18/2020 11/20/2020 2 HOW WAS THE VENDOR/CONSULTANT/CONTRACTOR DECIDED ON? This project was procured by using the NASPO (governmental pricing) option under the City’s existing Municipal Code, Section 3.12.070 which allows for using cooperative purchasing programs with other federal, state, county or other public agencies. By using a NASPO agreement, the City will achieve cost savings in efforts to secure printers for the period and benefit from the governmental pricing offered through the established NASPO agreement. Supplies/Equipment/Maintenance/Construction Prior Contract/Experience with the City $5,000 - $49,000 – Three Written Quotes Yes Over $50,000 – Competitive Bidding and Formal Proposals Public Works Projects Professional Services Under $45,000 – Purchase Order, Contract (Prudent Judgement) Under $25,000 – City Manager $45,000 - $174,999 – Informal Bidding Process over $25,000 – City Council Approval Over $175,000 – Formal Bidding Required WHERE ARE THE FUNDS COMING FROM? Funding is coming from the approved FY 2020/21 Non-Departmental Budget. Funding for 21/20 will be budget within the corresponding Fiscal Year budget process. WHAT GENERAL LEDGER ACCOUNT NUMBER SHOULD BE USED FOR THE PURCHASE ORDER? For Fiscal Year 20/21 costs of $4,217.60 funding will come from account 100-4221-52502 (Leased Equipment) IS THERE SUFFICIENT BUDGET? WHAT IS THE AVAILABLE BUDGET? Yes, as of 11/10/2020 Account #100-4221-52502 (Lease Equipment) has a balance of $5,974.35 (see attached Eden Report) ATTACHMENTS - CONTRACT/AMENDMENT - CERTIFICATES OF INSURANCE - EXPENDITURE STATUS REPORT (AVAILABILITY OF FUNDS) DocuSign Envelope ID: FF32E0A1-0731-4BD4-B342-C3D3A6287355 NASPO CALIFORNIA SAMPLE PURCHASE ORDER AND INSTRUCTIONS PURCHASE ORDER NUMBER: ___________________ CA 92586 PHONE: 951-723 -3778 Canon Financial Services Canon Financial Services 14904 Collection Center Drive Chicago, IL 60693 QTY TOTAL 3 210.72 2 101.48 2 90.00 402.20 Inc Zero Base Service Plan BW@ .01/img & COLOR @ .05/imgContract pricing LBP664Cdw & MF746Cdw SUBTOTAL SALES TAX SHIPPING AND HANDLING TOTAL REMARKS/SPECIAL INSTRUCTIONS: NASPO ValuePoint 140595 CA 7-19-70-46-01 13 month FMV Co-Terminus rate VENDOR: Innovative Document Solutions (T36E) 158 Gaither Drive Suite 200 Mt. Laurel, NJ 08054 AUTHORIZED SIGNATURE REMIT TO: CUSTOMER BILL TO: City of Menifee STREET ADDRESS: 29844 Haun Rd CITY, STATE, ZIP: Menifee PHONE: END USER (DELIVERY) LOCATION: Menifee City Hall CONTACT: Michelle Sarkissian STREET ADDRESS: 29844 Haun Rd CITY, STATE, ZIP: Menifee PURCHASE ORDER REQUEST DATE: 11-9-2020 2405C002AC DR-M260 scanner 3103C004AA Color imageClass LBP664Cdw 50.74 3101C005AA Color imageClass MFP746Cdw 45.00 item #DESCRIPTION UNIT PRICE ( or MONTHLY PMT) 70.24 All item numbers and descriptionneed to be referenced. This verbiage MUST be included Armando G. Villa, City Manager Sarah A. Manwaring, City Clerk Jeffrey T. Melching, City Attorney _________________________________________________________ DocuSign Envelope ID: FF32E0A1-0731-4BD4-B342-C3D3A6287355 11/10/2020 Bulen & Associates Insurance Services 40750 Symphony Park Ln. Suite 101 Murrieta CA 92562 Tina Acevedo (951)674-0675 (951)674-2375 tinaa@bulen.com Innovative Document Solutions 26855 Jefferson Ave Ste F Suite F Murrieta CA 92562-8966 Nationwide Mutual Insurance Co 23787 Preferred Employers Ins. Co.10900 CL202632726 A X X X X Y ACP7851746108 1/24/2020 1/24/2021 1,000,000 300,000 5,000 1,000,000 2,000,000 2,000,000 Additional Insured A X ACP7851746108 1/24/2020 1/24/2021 1,000,000 Uninsured motorist property damage 3,500 B WKN146463-9 4/1/2020 4/1/2021 x 1,000,000 1,000,000 1,000,000 City of Menifee, its officers, agents and employees named as additionally insured and the City of Menifee listed as the named as Certificate Holder in regards to Workers Compensation *30-day notice of cancellation, except for 10-day notice of cancellation for nonpayment of premium. City of Menifee Finance Department 29844 Haun Road Menifee, CA 92586 N Doverspike/NICOLE The ACORD name and logo are registered marks of ACORD CERTIFICATE HOLDER ©1988-2014 ACORD CORPORATION.All rights reserved. ACORD 25 (2014/01) AUTHORIZED REPRESENTATIVE CANCELLATION DATE (MM/DD/YYYY)CERTIFICATE OF LIABILITY INSURANCE LOCJECTPRO-POLICY GEN'L AGGREGATE LIMIT APPLIES PER: OCCURCLAIMS-MADE COMMERCIAL GENERAL LIABILITY PREMISES (Ea occurrence)$DAMAGE TO RENTED EACH OCCURRENCE $ MED EXP (Any one person)$ PERSONAL &ADV INJURY $ GENERAL AGGREGATE $ PRODUCTS - COMP/OP AGG $ $RETENTIONDED CLAIMS-MADE OCCUR $ AGGREGATE $ EACH OCCURRENCE $UMBRELLA LIAB EXCESS LIAB DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) INSRLTR TYPE OF INSURANCE POLICY NUMBER POLICY EFF(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)LIMITS PERSTATUTE OTH-ER E.L.EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE E.L. DISEASE - POLICY LIMIT $ $ $ ANY PROPRIETOR/PARTNER/EXECUTIVE If yes,describe underDESCRIPTION OF OPERATIONS below (Mandatory in NH) OFFICER/MEMBER EXCLUDED? WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N AUTOMOBILE LIABILITY ANY AUTO ALL OWNED SCHEDULED HIRED AUTOS NON-OWNEDAUTOSAUTOS AUTOS COMBINED SINGLE LIMIT BODILY INJURY (Per person) BODILY INJURY (Per accident) PROPERTY DAMAGE $ $ $ $ THIS IS TO CERTIFY THAT 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. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSD ADDL WVD SUBR N / A $ $ (Ea accident) (Per accident) OTHER: THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. 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). COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: INSURED PHONE(A/C, No, Ext): PRODUCER ADDRESS: E-MAIL FAX (A/C, No): CONTACTNAME: NAIC # INSURER A : INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : INSURER(S)AFFORDING COVERAGE SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INS025 (201401) DocuSign Envelope ID: FF32E0A1-0731-4BD4-B342-C3D3A6287355 DocuSign Envelope ID: FF32E0A1-0731-4BD4-B342-C3D3A6287355 DocuSign Envelope ID: FF32E0A1-0731-4BD4-B342-C3D3A6287355 DocuSign Envelope ID: FF32E0A1-0731-4BD4-B342-C3D3A6287355 11/10/2020 City of Menifee 1 10:21AM Page:expstat.rpt Expenditure Status Report 7/1/2020 through 6/30/2021 Periods: 0 through 14 General Fund100 Account Number Adjusted Appropriation Expenditures Year-to-date Expenditures Year-to-date Encumbrances Balance Prct Used 100-4221 Non Departmental 162,400.00 28,293.00 28,293.00 96.32100-4221-52502 Leased Equipment 128,132.65 5,974.35 Total General Fund 162,400.00 28,293.00 28,293.00 128,132.65 5,974.35 96.32 Grand Total 162,400.00 28,293.00 28,293.00 96.32 128,132.65 5,974.35 1Page: DocuSign Envelope ID: FF32E0A1-0731-4BD4-B342-C3D3A6287355