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2020/04/01 Innovative Document Solutions CL202632726 (3) DocuSign Envelope ID: FF32EOA1-0731-4BD4-B342-C3D3A6287355 /10 MENIFEE CITY OF MENIFEE Agreement/contract coversheet DATE: November 12, 2020 DS TO: Armando G.Villa,City Manager Lh�v CC: Department Date Ini ials Wendy Preece, Deputy Finance Director 1111212020 Rochelle Clayton, Deputy City Manager 1111212020 � Jeffrey T. Melching, City Attorney 1/18/2020 (� Sarah A. Manwaring, City Clerk 1/20/202 SaM� 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) DS FROM: Michelle Sarkissian, IT Superviso LA�s 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 staffs 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) *Please attached a second page for additional information to support this agreement. DocuSign Envelope ID: FF32EOA1-0731-4BD4-B342-C3D3A6287355 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 Proiects 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) 2 DocuSign Envelope ID: FF32EOA1-0731-4BD4-B342-C3D3A6287355 NASPO CALIFORNIA SAMPLE PURCHASE ORDER AND INSTRUCTIONS CUSTOMER BILL TO: City of Menifee STREET ADDRESS:29844 Haun Rd CITY,STATE,ZIP: Menifee PURCHASE ORDER NUMBER: PHONE: END USER(DELIVERY)LOCATION:Menifee City Hall DATE:11-9-2020 CONTACT: Michelle Sarkissian STREET ADDRESS:29844 Haun Rd CITY,STATE,ZIP: Menifee CA 92586 PHONE: 951-723 -3778 VENDOR: REMIT TO: Canon Financial Services Canon Financial Services Innovative Document Solutions(T36E) 14904 Collection Center Drive 158 Gaither Drive Suite 200 Chicago, IL 60693 This verbiage Mt. Laurel, NJ 08054 MUST be included REMARKS/SPECIAL INSTRUCTIONS:NASPO ValuePoint 140595 CA 7-19-70-46-01 13 month FMV Co-Terminus rate QTY item# DESCRIPTION UNIT PRICE(or MONTHLY PMT) TOTAL 3 2405CO02AC DR-M260 scanner 70.24 210.72 2 3103CO04AA Color imageClass LBP664Cdw 50.74 101.48 2 3101CO05AA Color imageClass MFP746Cdw 45.00 90.00 All item numbers and description need to be referenced. Zero Base Service Plan Contract pricing LBP664Cdw&MF746Cdw BW(a).01/img&COLOR @.05/img �DocuSigned by: SUBTOTAL 402.20 r J" ) SALES TAX ED SIGNATURE SHIPPING AND HANDLING Inc Armando G. Villa, City Manager TOTAL rS DocuSigned by: DocuSigned by: , a. ��Fes, , Gfy a+�b► Sarah A. Manwaring, City Clerk Jeffrey T. Melching, City Attorney DocuSign Envelope ID: FF32EOA1-0731-4BD4-B342-C3D3A6287355 ACC? CERTIFICATE OF LIABILITY INSURANCE DATE(M 11/10/202/ ozo 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). PRODUCER CONTACT Tina Acevedo NAME: Bulen & Associates Insurance Services PHIc No (951)674-0675 A (FAX Ext: c No: (951)679-2375 40750 Symphony hon Park Ln. E-MAIL ADDRESS: tinaa@bulen.com Suite 101 INSURERS AFFORDING COVERAGE NAIC# Murrieta CA 92562 INSURER A:Nationwide Mutual Insurance Co 23787 INSURED INSURER B:Preferred Employers Ins. Co. 10900 Innovative Document Solutions INSURER C: 26855 Jefferson Ave Ste F INSURER D: Suite F INSURER E: Murrieta CA 92562-8966 INSURER F: COVERAGES CERTIFICATE NUMBER:CL202632726 REVISION NUMBER: 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. INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LTR POLICY NUMBER MM/DD/YYYY MM/DD/YYYY LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 A CLAIMS-MADE OCCUR DAMAGE TO RENTED 300,000 PREMISES Ea occurrence $ X Y ACP7851746108 1/24/2020 1/24/2021 MED EXP(Any one person) $ 5,000 PERSONAL &ADV INJURY $ 1,000,000 GEN'LAGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 X POLICY ❑ PRO ❑ LOC PRODUCTS-COMP/OPAGG $ 2,000,000 JECT OTHER: Additional Insured $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 Ea accident A X ANYAUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED ACP7851746108 1/24/2020 1/24/2021 BODILY INJURY(Per accident) $ AUTOS AUTOS NON-OWNED PROPERTY DAMAGE $ HIREDAUTOS AUTOS Per accident Uninsured motorist property damage $ 3,500 UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LAB HCLAIMS-MADE AGGREGATE $ DED I I RETENTION $ $ WORKERS COMPENSATION x PER OTH- AND EMPLOYERS'LIABILITY Y/N STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $ 1,000,000 OFFICER/MEMBER EXCLUDED? ❑ N/A B (Mandatory in NH) WKN196963-9 4/1/2020 4/1/2021 E.L.DISEASE-EA EMPLOYEE $ 1,000,000 If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ 1,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) 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. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Menifee THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN Finance Department ACCORDANCE WITH THE POLICY PROVISIONS. 29844 Haun Road Menifee, CA 92586 AUTHORIZED REPRESENTATIVE N Doverspike/NICOLE ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25(2014/01) The ACORD name and logo are registered marks of ACORD INS025(201401) DocuSign Envelope ID: FF32EOA1-0731-4BD4-B342-C3D3A6287355 DATE(MM/DD/YYYY) Aco CERTIFICATE OF LIABILITY INSURANCE ��, o2/os/2o2o THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLYAND 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 have ADDITIONAL INSURED provisions or 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). PRODUCER CONTACT Tina Acevedo NAME: Bulen&Associates Insurance Services A No Ext: (951)674-0675 C.No): (951)674-2375 40750 Symphony Park Ln. E-AIL tinaa@bulen.com Suite 101 INSURER(S)AFFORDING COVERAGE NAIC# Murrieta CA 92562 INSURER A: Nationwide Mutual Insurance Co 23787 INSURED INSURER B: Preferred Employers Ins.Co. 10900 Innovative Document Solutions INSURER C: 26855 Jefferson Ave Ste F INSURER D: Suite F INSURER E: Murrieta CA 92562-8966 INSURER F: COVERAGES CERTIFICATE NUMBER: CL202632726 REVISION NUMBER: 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 CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE 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. ILTR TYPE OF INSURANCE INSD WVD POLICY NUMBER MM/ EFF Do MMIDPOLDY EXP LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS-MADE Fx_] OCCUR PREMISES Ea occurrence $ 300,000 MED EXP(Any one person) $ 5,000 A Y Y ACP7851746108 01/24/2020 01/24/2021 PERSONAL&ADV INJURY $ 1,000,000 GEN'LAGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 X POLICY PRO ❑LOC PRODUCTS-COMP/OPAGG $ 2,000,000 JECT OTHER: Additional Insured $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 Ea accident X ANY AUTO BODILY INJURY(Per person) $ A OWNED SCHEDULED ACP7851746108 01/24/2020 01/24/2021 BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTYDAMAGE $ AUTOS ONLY AUTOS ONLY Per accident Uninsured motorist $ 3,500 UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB HCLAIMS-MADE AGGREGATE $ DIED I I RETENTION$ $ WORKERS COMPENSATION SPER OTH- AND EMPLOYERS'LIABILITY TATUTE ER YIN 1,000,000 ANY CERIMEMB R/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $ B OFFICER/MEMBEREXCLUDED? � NIA WKN146463-8 04/01/2019 04/01/2020 (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ 1,000,000 If yes,describe under 1,000,000 DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ DESCRIPTION OF OPERATIONS I LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) 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. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN City of Menifee ACCORDANCE WITH THE POLICY PROVISIONS. 29844 Haun Road AUTHORIZED REPRESENTATIVE Menifee CA 92586 �� �1 ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) ) The ACORD name and logo are registered marks of ACORD DocuSign Envelope ID: FF32EOA1-0731-4BD4-B342-C3D3A6287355 BUSINESSOWNERS PB 04 4711 14 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - VENDORS This endorsement modifies insurance provided under the following: PREMIER BUSINESSOWNERS LIABILITY COVERAGE FORM A. The following is added to Section II. WHO IS AN e. Any failure to make such inspections, INSURED: adjustments,tests or servicing as the Any person or organization(referred to vendor has agreed to make or normally throughout this endorsement as vendor)shown in undertakes to make in the usual course the Schedule of this endorsement is also an of business,in connection with the insured, but only with respect to"bodily injury"or distribution or sale of the products; "property damage"arising out of"your products" f. Demonstration,installation, servicing or shown in the Schedule of this endorsement which repair operations,except such are distributed or sold in the regular course of the operations performed at the vendor's vendor's business,subject to the following premises in connection with the sale of additional exclusions: the product; or However: g. Products which, after distribution or sale 1. The insurance afforded to such vendor only by you, have been labeled or relabeled applies to the extent permitted by law; and or used as a container, part or 2. If coverage provided to the vendor is ingredient of any other thing or required by a contract or agreement,the substance by or for the vendor. insurance afforded to such vendor will not h. Bodily injury or property damage be broader than that which you are required arising out of the sole negligence of the by the contract or agreement to provide for vendor for its own acts or omissions or such vendor. those of its employees or anyone else B.With respect to the insurance afforded to these acting on its behalf. vendors,the following additional exclusions HOWEVER, this exclusion does not apply: apply to: 1. The insurance afforded the vendor, including (1) The exceptions contained in Sub- any duty we have to defend "suits", does not Paragraphs d. or f.; or apply to: (2) Such inspections,adjustments,tests a. "Bodily injury"or"property damage"for or servicing as the vendor has which the vendor is obligated to pay agreed to make or normally damages by reason of the assumption undertakes to make in the usual of liability in a contract or agreement. course of business,in connection This exclusion does not apply to liability with the distribution or sale of the for damages that the vendor would have products. in the absence of the contract or 2. This insurance,including any duty we have to agreement; defend "suits", does not apply to any insured b. Any express warranty unauthorized by person or organization from whom you have you; acquired such products,or any ingredient, c. Any physical or chemical change in the part or container entering into, accompanying product made intentionally by the or containing such products. vendor; C. With respect to the insurance afforded to these d. Repackaging,unless unpacked solely additional insureds,the following is added to for the purpose of inspection, Section III. LIMITS OF INSURANCE AND demonstration,testing or the DEDUCTIBLE: substitution of parts under instructions If coverage provided to the vendor is from the manufacturer,and then required by a contract or agreement,the most we repackaged in the original container; will pay on behalf of the vendor is the amount of insurance: PB 04 47 11 14 Includes copyrighted material of Insurance Services Office, Inc.,with its permission. Page 1 Of 2 ACP BPR 7851746108 INSURED COPY 47 24826 DocuSign Envelope ID: FF32EOA1-0731-4BD4-B342-C3D3A6287355 PB 04 47 11 14 1. Required by the contract or agreement;or This endorsement shall not increase the 2. Available under the applicable Limits Of applicable Limits Of Insurance shown in the Insurance shown in the Declarations; Declarations. whichever is less. All terms and conditions of this policy apply unless modified by this endorsement. SCHEDULE Your Products: COPIERS Name Of Person Or Organization (Vendor): CITY OD MENIFEE AND ITS OFFICERS, EMPLOYEES, AGENTS, AND AUTHORIZED VOLUNTEERS 29714 HUAN ROAD MENIFEE CA 925860000 Page 2 Of 2 Includes copyrighted material of Insurance Services Office, Inc.,with its permission. PB 04 47 11 14 ACP BPR 7851746108 INSURED COPY 47 24827 DocuSign Envelope ID: FF32EOA1-0731-4BD4-B342-C3D3A6287355 expstat.rpt Expenditure Status Report Page: 1 11/10/2020 10:21AM Periods: 0 through 14 City of Menifee 7/1/2020 through 6/30/2021 100 General Fund Adjusted Year-to-date Year-to-date Prct Account Number Appropriation Expenditures Expenditures Encumbrances Balance Used 100-4221 Non Departmental 100-4221-52502 Leased Equipment 162,400.00 28,293.00 28,293.00 128,132.65 5,974.35 96.32 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 28,293.00 128,132.65 5,974.35 96.32 Page: 1