HomeMy WebLinkAbout2008-236
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Resolution No 2008-236
2
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING A PURCHASE ORDER TO SUCABA
4 COMPANY, INC. (SUCABA) FOR THE PROVISION OF WORKERS'
COMPENSATION AND LIABILITY CLAIMS SOFfW ARE SERVICES.
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5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
6 SAN BERNARDINO AS FOLLOWS:
7 SECTION I: The Purchasing Manager is hereby authorized to issue a Purchase Order t
8 SUCABA Company, Inc. for software services for the Workers' Compensation and Liabilit
9 Divisions for a total amount not to exceed $43,000 for fiscal year 2008-2009 with two (2) one (1
10
year extensions.
11
SECTION 2: The Purchase Order shall reference this Resolution No. 2008- 336
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and shall read, "SUCABA Company, Inc. for the provision of workers' compensation and
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liability claims software services, P.O. No.
, not to exceed $43,000," and shall
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incorporate the terms and conditions of this Resolution.
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SECTION 3: The authorization to execute the above mentioned Purchase Order is
17 rescinded if not issued within sixty (60) days of the passage of this Resolution.
18 III
19 III
20 III
21 III
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2008-236
1
2
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING A PURCHASE ORDER TO SUCABA
COMPANY, INC. (SUCABA) FOR THE PROVISION OF WORKERS'
COMPENSATION AND LIABILITY CLAIMS SOFfWARE SERVICES.
3
4
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
5
the Common Council of the City of San Bernardino at a i oint regular meeting thereof,
6
held on 16th
day of June
, 2008, by the following vote, to wit:
7
8
COUNCILMEMBERS:
9 ESTRADA
10 BAXTER
11 BRINKER
DERRY
12
KELLEY
13 JOHNSON
14 MCCAMMACK
15
AYES
NA YES
ABSTAIN ABSENT
x
x
x
x
x
x
x
16
~ /:1. CLuJL
Racllel G. Clark;. City Clerk
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The foregoing resolution IS hereby approved this
/7f1I
day of
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June
,2008.
20
.
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Approved as to form:
23
JAMES F. PENMAN,
24 City Attorney
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genda Items:Reso.SUCABA.2008
A1'TACIIMERT "A':'.1"
.Sucaba Compa;,y,lnc.
RISK MANAGEMENT
I
INFORMATION
S Y S T EMS
February 29, 2008
Rhonda P Haynes, Human Resources Department
City of San Bemardino
300 North "0" Street
San Bemardino, CA 92418-0001
Dear Rhonda,
It has been 7 years since we executed our original agreement to provide our
ClaimLink software system to the City for processing of workers' compensation
claims, and 4 years since we last !'lI1sed our prices. That agreement permits
price increases subsequent to 613012001 as long as those increases do not
exceed the consumer price index and do not cause the annual costs to the City
for these services to exceed $25,000.00. We now find that due to increasing
costs, we need to increase our charges correspondingly.
We are proposing an increase of $.30 per open claim per month to arrive at a
new rate of $4.00 per open claim per month, starting April 1 , 2008. Based on
" your traditional claim volume, this will still leave your annual costs a few.,". . '
thousand dollars below the $25,000 annual cap. The percent increase comes to
a rate of 2 percent for each year since the last increase. I have not verified the
consumer price Index for each of these years, but feel very confident that this
rate is less than the consumer price index has risen during this same' time period.
If you have any questions, please call me. We thank you for your business, and
thank you for being one of our premier clients.
.t::
Donald W. Mead
President
DWM:cm
~ fi@flD\VJliID
MAR 042008
RISK MANAOEMENl
205 N. Second Awnue,An:adla, CA 91 006 Tel: (626) 574-6850 Fax: (626) 574-6890 http://www.sucaba.com
. DEC-12l7-1996 12l2: 24
P.12l2/12l2
, .
ATTACIIMEBT nA_2n
.Sucaba Company.l~
RISK MANAGEI'IENT INPO~I'I"TION SVSTEI'IS
April 30,2008
Mark J. Andres. RPA,
City orBan Bemardino
300 North "D" Street
San BernardiIlo. CA 92418-0001
Dear Made,
It has bean nearly 2 years since we executed our orisiDalllplOlllellt to provide our
ClAim rink softwlll'e syatam to 1bc City fur proc~1iDg of IiIbility claims, That agreement
pemJits price incra8e8 subleqUClllt to 613012005 as long as thoso iDcIeases do not exceed
the CODSUmlll' price index IJICl do not cause the 8IIIlual costs to the City for these services
to ClCceed $18.000.00. We arnow llpptOaChing the lburth lIDDiveraary of this agreement,
and because of incRII8ing COIItB. need to increase our charges.
We are proposing an increase of$.30 per open claim per month to mive at a new rate of
54.00 per opclIl olaim per month. Bued on )'OVl' IrIditioual olaim volumo, this cost
increase will be ....I"...~ ;m8te1y $45.00 per """,th, and will sti11lcave your 8IIIlual costs at
less than half of the $18,000 annual cap. The percent increase comes to a rate of
applOl'imsrt"ly 3 percllItt ibr each year since the last increase. I have not verified the
COJlSUJll.lll' price index ibr each of these years, but feel vecy conficIeDt that this rate is less
than the COJlSUJll.lll' price indcx has risen during this eame time period.
If you have any questions, pleaao oall me. We thank you fur your business, and thank
you fur being one of our pxemier clicnt&.
Very truly yours,
Donald W. Mead
President
DWM:cm
20& N. Second ............Arudia. CA 91* Tel: (626) &7....6850 Fax: (626) 5744890 htcp:Ilwww.sucaba.o:om
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1\ OCT 26 2000 !W
AGREEMENT RISK MANAGEMENl
TI1Ia AGREEMENT la, made and entered Into 1111/00, by and between the CITY OF
SAN BERNARDINO,' II muftlciptl corporation, Mretnlfler called I'CtlY: and SUCABA
COMPANY. INC., hetein8br called .CONTRACTOR,. 79. e.t Welnut street. p.,adena,
California 91101. CITY and CC?NTRACTOR agree as follows:
1. CONTRACTOR .~ perform service. a. particularly described to provide dl~
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prClC8llinD software lUICl'services to the CITY, with the tlIlowing objectives:
A. WHEREAS, CONTRACTOR II competent. uperienGed and able to
perform said servic:es; .nd,
B. WHeR~S. CONTRACTOR has provided the most advantageoUS and
best responsible proposal for !"- prOYidino of such serviClS,
2. CITY shell pay to the CONTRACTOR' total of up 10 but not eXCAl8dlng twenty-
five thousand delllars (525,000) for the cost to implement this system for WQl'/cers'
COll1>8nsation on ,n ,nnu81 basis.
A. ,CONTRACTOR ,hall proVIde its CIJIlmLink Claims Intormatlon Sys1elT1
(C18imUnk) softWare 'to ClTY via III HP3000 computer SI~, for an unlimited period I"
IICcordllnCl with the propoial specllIcatiOns, Purchase Order and RFP P.()().04 and 1M
agreement at ttle tolJowIng'monthIY rates:
53.5O.per month per open (:Ialm on file.
B. The rate ,8bove shall be held fixed for I period of approximately nine (9)
months starting 11/1/00 - 6J3G'01. sub8ecluently. the rates may be increased, but nolI.'
exceed any rise in the conaumer price index. CITY agrees that in addition It shall bear the CO!lI
,of.ny spe~1 pu~ forms (checq, InvoiceS. 1099'. and the like) for hardCOPY which it
UL'-~-C:1tJldd 1,:t::I':f
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utilizes, and ""'1 be., the COlt of the eornrnunications ink required ro ICC8U ttle Internet.
CONTRACTOR shaN bear ttle OOIt of aU .stoc:k. 'OITM, and all equiplNl1l costs rela" directly
to the compuf8r server at its .ite. kly aystems development that is not . p.rt or the current
softWare package, lInd wtIich is done s1riclly for the beneIit or CITY .'-11 be biDable by
CONTRACTOR at the rtte of ninety-five dollatl ($$5) per hour for systems design and eighty-
five dollars ($85) per hour (Qr P'9Il'I/IIming. CONTRACTOR .11,11 provide The City of San
Bernardino. Risk M.nagement, with . monthly invoice in arrears and shaU be provided
payment within thirty l30) days therefrom. CIlY _ins the right to chaUe. all or any pelt of
an invoice.
3, Neither CONTRACTOR or CITY shall divulge or publish. or oaUS8 or permit to be
diVUlged or publisMd: direcfy or Indirectly, to.ny third parties. any confidenti.1 information or
the ottl8r party. Th.term wcontldanllal information" means any information 01' data relating to
research, development, trade lec:rets and busine" ,fairs of CONTRACTOR or erN O1her
th.n (I) inform,lion' and, dati known to or possessed by either party prior to this
understanding. and (b) infonnltion and data knoWn to or poIIeSMCI by, or able to be
asc:ertailltld 01' eollected by. third party using normal av.lllIblt means.
4, ,~ITY also 19"" that duringl/te term of serviee,.lnd for I period of IWO (2) yelll'l
atte, termination of ..Nice, it stllU not. withO\lt prior written eonaent of CONTRACTOR. hire
any employ.. of CONTRAC,!OR or its afliliatel who was a.signed to 01' performed any service
for CITY in connection with flia '.r.
S, CONTRACTOR aor... that CiIy data maintainlClln the .pllm is the property of
CITY, and therefore, shall be surrendered to CITY It the condusion of HMces
under this IgIMment in a file on 8mm cartridge tape or al an elec:tronic filit
""..... ~c-c~ ..c.....'"
~-.-ort .;,...K" ,lNt"'I"'l:.
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tranar."t<f to tw CIlY 0V8I' . telc:o link. The fife shill be ASCII with comma
deUmI!ed fleIdI; and will Include l.elayoUt dOcument that desc:rib" !tie da. In
detail. at no c:oit 10 the CITY.
8. While not ....triclIng or limitlllO the folwllolllll. during the term of 1tIi1 ~ment,
CONTRACTOR sh" maintain in eflec:t policles of comprehensive pubic, general, and
. automobile lebillty Insurance, in tha amount of $1.0DO,0ll0.camblllld lingle limit, and
staMo'Y worker'1 ool'npenlation ccw.rage. and thai tile caple. of SIIld policies with the
CIlY's Ritk Mal)ag~ prior to und..-king any work undet'thi, Agreement me policies
.lIa" l'lIIme !he CITY .. an additional inlured and ,ha. provlde for ten (' D) day
no1ific8tio" to ttie Cm' if uid pcllcilS Ire termln*d or materialy alterec:l.
7. CONTRACTOR shaH perform work taIkI as dirededby City of s.n Bernardino -
Risk Mlnllgement. but for ~lllnttnls end pUJ1lCstf. CONTRACTOR shall be In Independent
contractor Ind nota" agent.or employee of the CITY.
8. In tile. petfolTlllrice of this Agreement and in the hiring and recruitment of
,",ployeet. CONTRACTOR shill not discriminate on the basis of race, creed, eGIor. ntligion,
sell, physical handicap,. ethnic bac:kground or country of aigln,
9. Any notice to be given pursuant to this Agreement shan be deposited with \tie
" '
, UnIted StlItes posllll Servtce, postage prepaid II\d IICld,...ect.. follows:
TO THE eri'Y:
Rhonda Haynes
City or san 8em8l'dino Human R8$OUl'CeS Dept.
300 North .0" street
San Bernardino, CA 92418
l.JI_I-c:b-"~ J"::.l'O
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AGREEMENT BElWEEN '!'HE CITY OF SAN BERNARDINO AND SUCABA
COMPANY. INC., TO PERFORM SERVICES FOR THE CITY.
IN WITNESS WHEREOF, the pa1Ielllllve uecUIId this AGREEMENT QI\ the
-;;.5' day of' t')1"..7N~ 2000.
.~
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Ja ,JnatIs. rector of
CONI MeTOR:
By.l~QLvvu Q
'\)"tlAloO w.N\.MO. ~~'o~
IIIV~nda""'.REIO."JC.'4.lAeo " ~
TOTt'lL P.0S
;.
AGREEMENT
This AGREEMENT is IIIIIdc and entcn:d into 07/0112004, by lIDd between the CITY OF
SAN BERNARDINO, a mWlicipal COtJlOration, hereinafter called "CITY," and
SUCABA COMPANY, INC., hereinafter called "CONTRACl'OR," 205 North Second
Avenue, Arcadia, California 91006. CITY and CONTRACTOR agree as tallows:
1. CONTRACTOR sliIlll petfc,nn /oeNiC(:o, as panicuiarly df.llCribul \0 plUYid~
data processing 8Oftwll"C and scMces to the CITY, with the following
objectives:
A. WHEREAS, CONTRACTOR is competent, experienced and able to
perform said services; and.
B. WHEREAS. CONTRACTOR Will pJOVide approXimately the same
SClI'Yices cum:ntly provided for worltcrs' compcmation claiIns
admiDisttation,
2. em shall pay to the CONTRACTOR. a tot8l ofup to but not exceeding
eighteen thoUlillIld dollars ($18,000) for the cost to implement this system for
Liability Claims processing on an annual basis.
A CONTRACTOR shaU provide its CJai1'" inlr Claims Infimnation
System (C1aimLink) softwll"C to CITY via its HP3000 computer
server, for an unlimited period in accordance with the proposal
specifications, and this agreement, at the following monthly rates:
$3.50 per month per open C880 on file.
90/ze'd
60:ze 966h!.0-:>3C1
90/03' d
B. The rate above sba11 be held fixed for a period of apprClnmm:ly twelve
(12) months starting 07/0112004. Subseqwmtl.y, the rates may be
increased, but not to exceed lilY ~ in the Consumer Price Index.
CITY agrees that in IIddition it sba11 bear the COlt of all computl!lr
papc:l (including cheeks, invoices, 1099'. mcl the liko) for hardcopy
which it utiliUlS, and shall bear the cost of the communications link
required to &1;(:_ the Intmnet. CONTRACTOR shall bear the cost of
. wr"~k'; ffi'rms, and ill eqUipment COilS relited directly to the
computer server at its site. Any systeDlS development that is not a part
of the current software p"'.....ge, and which i. done strictly for the
benefit of CITY shall be billable by CONTRACTOR at the rate of
Dinety-five dollars ($95) per hour for systeDlS design IIld eighty-five
dollars ($85) per hour for plOgramming. CONTRACTOR sball
pmvide the City of San Bernardino, Risk 1II""'lgr.m0Dt, with a monthly
invoice in arrears and shall' be provided payment within thirty (30)
days thoreftom. CITY retlins the right to "hAll"'1JC all or lilY part of
III invoice.
3. Neither CONTRACTOR or CITY sball diwlge or publish, or cause or permit
to be divulged or published, dirllctly or indirectly, to lilY third parties, lilY
confidential infonnation of the other party. The tmn "confidc:ntisl
information" mCllllS any information or data relating to resean:h. development,
trade secrets and business affai1's of CONTRACTOR or CITY other than (a)
information and data known to or possessed by either party prior to tbis
6liI : G0 9661-l,0-J3Q
~
90/170 . d
undcntanding, and (b) infimnation and data known to or ~ by, or able
to be ascertained or collected by a tbiId party usiDa DOnna! av~le means.
4. CITY also agrees that dming the term of service,lIIld for a p~od of two (2)
years after tennination of service. it sball not, without prior writtm coosent of
CONTRACTOR, hire IIIl)' employee of CONTRACTOR or its .ftm._ who
was assiped to or performed any service for CITY in COIllHlCtion with this
agreement.
:i. CONTRACTOR. agrees ihIl CITy.data mlirifained in the system is the '
property ClfCITY,lIIld thcm'ore, shall be $IImIldcml to CITY at the
conclusion of services under this agreement in a file on 8mm cartridge tape, or
as an elllCtronic file tranSfen:ed to the CITY over an e1cctnmic Ilnk. The file
shall be ASCn with comma delimited :fields, and will include a file layout
document that dcsen1les the data in detail. at no cost to the CITY.
6. While not restricting or limiting the fo~SOing, during the term of this
Aareement, CONTRACfOR shall maintain in eft'ect policies of
compn:hensive public, general. and. automobile liability insurance, in the
amount ofSl,OOO,OOO combined single limit, lIIld statutoty WOJkCJ$'
compensation COVerBllo, and sball file copies of said policies with the CITY's
Risk Manager prior to UDdertaking any woIk II11Cic:r this Agreement. The
policies shall name the CITY as III additional insured and shall provide for ten
(10) day notification to the CITY if said policies are term,in.t...t or materially
altered.
60:Gl!I 966l-l.0-:l30
90/S0"d
7. CONTRACTOR shall perform wodI:: tasks 88 directed by Cil>1 of San
Bernardino - Risk Management, but for 811 Intents and ~,
CONTRACTOR shall be an iDdependent contractor and not an apt or
employee of the CITY.
8. In the perfonnancc of this Agreement and in the hirlq aud recruitment of
employees, CONTRAcroR sball not cIiecrimiDato on the basis of1'llCO, creed,
color, religion, sex, physical handicap, etbnic bIdtground or country of origin.
~.' Any tJOiicc to be given pUrsuant to this AateemeDt ihiiu be deposited with the
United States Postal Service, postage prepaid and addressed 88 follows:
TO THE CITY: Mark Andres
City of San BcmantiDo Human R.eIources Dept.
300 North "D" Street
San Bernardino, CA 92418
6l!I:Zl!l 966h1.0-::)3O
~ .
~'d It:llOl
AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND SUCABA
COMPANY, INC., TO PERFORM SERVICES FOR THE CITY.
IN WITNESS WHEREOF. the pertiOll have exeouted this AG1UlEMENT on the
3 ~ clay of Hl7' .2004.
ff~Ci(~ ..
Linn Livingston, Director ofH ResounlClS
-"-j ~~ -~
Tom Marek, A_ Director 0 .
Inc.
9li!/9lil . d
60 ,za 966 t-.!.0-::l3CI
.DEC-B7-1996 02'26
P.11l1/02
.Sucaba Company, ~nc.
RISE HANAtlEhr.." 'WfOIMATION S,S't(hS
205 N. Second Avenue Arcadia, CA 91006
Date: 5h~
Time:
To: D t\-4,..\.o....
From: 'DoJ
!f~ CO\'er Sh~
Fax #. (~) l~*- SSci'7
.
Number of Pages Including Cover Sheet:
2-
Message:
t\-~ \.5 ~ Le."(f'qL l \~
'f W~<l.1.C ' (..Q l\... M~.
",--
Problems with this fax! Contact Sucaba at:
Tel (626) 574-6850 Fax (626) 514-6890
ht!ifl:f/www.sucaba.com
.DEC-07-1996 02:26
.P.02/l!)2
.Sucaba Company..'nc.
R I S K MAN A CO 'I 1'4 E NT. I N FOR 1'4 A T ION S Y 5 TEN 5
April 30, 2008
Mad ]. Andres. RPA,
City of San Bemardino
300 North ''0" Street
Sm Bemaniino, CA 92418..0001
Dear Mark,
It bas been nearly 4 )'eIrI since we executed our origiDal qreement to provide our
ClalmLink 8Oftwaro syatIm to the City for ~';"I ofliabi1ity claims. That qreom.ent
permits price inmlaIeIlIllbIIoquent to 613012005 ..long as tho8e increases do not exceed
the coDIUIDer price index aud do not cause the annual cosls to the City for these services
to exceed 518.000.00. We lIl'e now approachiDg the fourth armivemry of this agreement.
and becauso of increasing <XI1Its, DCCd to increase our charges.
We are proposins an iDcrcasc 0($.30 per open claim per month to lII'rive at a new rate of
$4.00 per open claim per month. Baaed on your trlIditiOD8l claim volume, this cost
increase will be approximately $45.00 per monlb, aDd win still leave your annual costs at
less than half of the S 18,000 8III1U8l ClIp. The percent increase comes to a rate of
approximately 3 percent for each year since the last iDerease. I have not verified the
COIISUJIlCll" price inde;lc fur each oftheso years. but feel very confident that this rate is less
thm the consumer price index bas risen during this l18me time period.
If you have any questions, please call me. We thauk you for your business. and thank
you for being one of our pnmrler clients.
v cry truly yours,
Donald W. Mead
President
DWM:cm
205 N. s.cond A_,~ CA 91006 1il: (616) 574-68SO file: (616) 57-4-'890 1mp://www.ouabo<On'l
TOTAL P. 02