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HomeMy WebLinkAboutReso 160-2017 (17-1175)City of South San Francisco M P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA City Council Resolution: RES 160 -2017 File Number: 17 -1175 Enactment Number: RES 160 -2017 RESOLUTION APPROVING AN AMENDMENT TO THE CONSULTING SERVICES AGREEMENT WITH THE SWENSON GROUP TO PURCHASE 11 COPIERS OVER TWO YEARS FOR A TOTAL NOT TO EXCEED $65,360, AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID CONTRACT. WHEREAS, departments within the City of South San Francisco ( "City ") require copiers to carry out normal business operations; and WHEREAS, six of the twenty -four copiers currently in use in the City have reached the end of their useful life; and WHEREAS, five additional copiers will reach the end of useful life in 2018; and WHEREAS, the City's current vendor, The Swenson Group, has provided a quote based off the NASPO ValuePoint State Contract Addendum #7- 15 -70 -24 to replace 11 copiers over two years for a cost not to exceed $65,360; and WHEREAS, the contract amendment will not modify the current maintenance and copy coverages for all new and existing copiers for approximately $5,000 per month for a three -year period; and WHEREAS, accepting this agreement will provide departments with the latest copier technology and extend the maintenance on existing copiers; and WHEREAS, funds are available in the current Fiscal Year (FY) 2017 -18 and 2018 -19 budget to purchase the copiers; and WHEREAS, the current FY2016 -17 budget includes sufficient funds for copier maintenance and overages; and WHEREAS, funding for future years of copier maintenance and overages will be dependent on adopted budgets in those Fiscal Years. City of South San Francisco Page 1 File Number. 17 -1175 Enactment Number., RES 160 -2017 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San Francisco that the City Council hereby takes the following actions: Approves the Amendment #1 to Consulting Services Agreement (Exhibit A) with The Swenson Group for the purchase of 11 copiers over two years for a total not to exceed $65,360; and Authorizes the City Manager to execute said agreement to make any revisions, amendments, or modifications deemed necessary to carry out the intent of this resolution which do not materially alter or increase the City's obligations thereunder, subject to approval as to form by the City Attorney. At a meeting of the City Council on 12/13/2017, a motion was made by Mark Addiego, seconded by Pradeep Gupta, that this Resolution be approved. The motion passed. Yes: 5 Mayor Normandy, Councilmember Garbarino, Vice Mayor Matsumoto, Councilmember Gupya, and Councilmember Addiego by City of South San Francisco Page 2 FIRST AMENDMENT TO THE AGREEMENT BETWEEN THE CITY OF SOUTH SAN FRANCISCO AND THE SWENSON GROUP THIS FIRST AMENDMENT TO THE CONSULTING SERVICES AGREEMENT is made at South San Francisco, California, as of December 1, 2017 by and between THE CITY OF SOUTH SAN FRANCISCO (“City”), a municipal corporation, and THE SWENSON GROUP (“Consultant”) (together sometimes referred to as the “Parties”), who agree as follows: RECITALS A. On January 1, 2017, City and Contractor entered that certain CONSULTING SERVICES AGREEMENT (“Agreement”) whereby Consultant agreed to provide the City with 13 new copiers and maintenance services of new and existing copiers for a three year period. A true and correct copy of the Agreement and its exhibits is attached as Exhibit A. B. City and Contractor now desire to amend the Agreement. NOW, THEREFORE, for and in consideration of the promises and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, City and Contractor hereby agree as follows: 1. All terms which are defined in the Agreement shall have the same meaning when used in this Amendment, unless specifically provided herein to the contrary. 2. Section 2. Section 2 - of the Agreement shall be amended such that the City agrees to pay Contractor a sum not to exceed $370,359.01 with the understanding that up to $168,057.39 has already been paid to Contractor. Contractor agrees this is the City’s total contribution for payment of costs under the Agreement unless additional payments are authorized in accordance with the terms of the Agreement and said terms of payment are mutually agreed to by and between the parties in writing. 3. Scope of Services. The Scope of services is amended and attached as Exhibit B to this Amendment. All other terms, conditions and provisions in the Agreement remain in full force and effect. If there is a conflict between the terms of this Amendment and the Agreement, the terms of the Agreement will control unless specifically modified by this Amendment. [SIGNATURES ON THE FOLLOWING PAGE] Dated: CITY OF SOUTH SAN FRANCISCO CONTRACTOR By: By: Mike Futrell, City Manager Dean Swenson, President Approved as to Form: By: City Attorney EXHIBIT B AMENDMENT TO SCOPE OF SERVICES Equipment Purchase Conditions 1. All machines must be in new, unused condition. 2. All machines must have “pass code” capability for each department. 3. The machines must have Microsoft Active Directory (AD) integration for all users, giving them the ability to scan to email/disk. The attachment/scanned documents must support PDF and TIFF formats. 4. Consultant must supply software to manage and configure all machines over LAN/WAN. All software must support the configuration for all machine features. 5. The IT Department will provide the Consultant with network drop, cable, and IP addresses for each machine. IT and the Consultant will agree to a standard configuration for the machines and the Consultant will be responsible for setup and configuration of all machines, including the AD integration for the scan to email and/or scan to disk. 6. City will ensure a Network Administrator or equivalent will be available during the entire installation process. If a Consultant representative is dispatched to City location to complete the installation and he/she cannot do so because you have not fulfilled your responsibilities as defined in this agreement, the City will be charged at Consultant’s prevailing hourly rate of $135 per hour with a 1 hour minimum. 7. All City employees must be able to password protect print jobs from their computer or laptops and have the ability to unlock the print job at the machine. Equipment Specifications *NASPO ValuePoint Contract Addendum #7-15-70-24 This Participating Addendum is available for use by all State Departments and California political subdivisions/local governments. A political subdivision/local government is defined as any city, county, district, or other local governmental body or corporation, including the California State Universities and University of California system, K-12 schools and community colleges empowered to expend public funds. GRAND TOTAL $59,417.28 (includes sales tax) Service and Maintenance Provisions Coverage Periods 1. The 13 copiers purchased in December 2016 and the 6 copiers purchased December 2017 as part of this agreement amendment will be covered under the maintenance agreement through December 31, 2019. 2. The 5 copiers for purchase December 2018 will be covered until the replacement equipment detailed above is installed following the December 2018 purchase. At that time they will be removed from the maintenance agreement and the 5 new copiers will be added. 3. The City will maintain an option to renew the maintenance agreement for up to 2 additional year s on all 24 copiers. Equipment Covered Under Service Contract Dept. TSG ID Number Machine Replacement Year City Clerk 47148v KM C368 2016 City Hall- 1st Floor/HR 47110v KM C308 2016 Public Works/ Corp Yard 47098v KM C458 2016 Engineering 47116v KM C558 2016 Fire Administration 47198v KM C458 2016 J. Fernekes Bldg. 47222v KM C458 2016 Main Library 47030v KM C558 2016 Park & Rec - Administration 47070v KM C558 2016 Planning/Building 47136v KM C658 2016 Police Administration 47114v KM C558 2016 Magnolia/Senior Center -3rd floor 47099v KM C227 2016 WQCP - Library 47105v KM 227 2016 City Hall- Top Floor ECD, City Mgr, Council, City Atty 47201v KM C458 2016 WQCP - Admin. 43332 KM C552 2017 Computer Learning Center 43322 KM C220 2017 Finance - City Hall 43328 KM C452 2017 Fire - EOC 43326 KM C360 2017 WQCP - Maint. Bldg. 43325 KM C280 2017 IT Department 43327 KM C360 2017 Police - Back up 43473 KM 223 2018 Senior Center 43320 KM 223 2018 Terrabay 43319 KM 223 2018 Fire Station 61 - Upstairs 43317 KM 223 2018 Grand Library 43318 KM 223 2018 EXHIBIT C INSURANCE CERTIFICATES 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 LOCJECT PRO-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) INSR LTR TYPE OF INSURANCE POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXP (MM/DD/YYYY)LIMITS PER STATUTE OTH- ER E.L.EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE E.L. DISEASE - POLICY LIMIT $ $ $ ANY PROPRIETOR/PARTNER/EXECUTIVE If yes,describe under DESCRIPTION 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-OWNED AUTOS AUTOS 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): CONTACT NAME: 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) 12/5/2017 Whitman & Samuelson Insurance Services, Inc. CA Lic: 0273555 1012 Clegg Court Petaluma CA 94954 Marisha Ross (707)794-8701 (707)794-8707 [email protected] The Swenson Group, Inc. 207 Boeing Court Livermore CA 94551 Employers Preferred Insurance 10346 WC 17-18 A EIG2171431-02 1/28/2017 1/28/2018 X 1,000,000 1,000,000 1,000,000 This certificate is issued to provide evidence of coverage only. mnr Scott Whitman City of South San Francisco IT Department Attn: Joanna Dawson 329 Miller Avenue S. San Francisco, CA 94080 [email protected]