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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From:
Linn Livingston
Subject RESOLUTION OF THE
MAYOR AND COMMON COUNCIL OF
THE CITY OF SAN BERNARDINO
AUTHORIZING THE EXECUTION OF
AN ANNUAL PURCHASE ORDER TO
SUCABA COMPANY INC. FOR THE
PROVISION OF WORKERS'
COMPENSATION AND UABILITY
CLAIMS ADMINISTRATION
SERVICES
MlCC Meeting Data: Sept 5, 2006
Dept:
Data:
Human Resources
August 23, 2006
Synopsis of Previous Council Action:
Recommended Motion:
1.
Adopt Resolution.
2.
Authorize the Director of Finance to pay Sucaba approximately $10,4.00.00
from available funds in FY 2005-06 Professional/Contractual Services, Account
No. 678-452-5502
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. Signature.
Contact person:
Linn Livinaston
Phone:
384-5161
Supporting data attached: Yes
Ward:
FUNDING REQUIREMENTS: Amount:
$42.000
Source: (Acct. No.) 629-453-5502 ($13,000)
678-452-5502 ($29,000)
(Acct. Description) Professional/Contractual Svcs
Finance:
Council Notes:
q IiJ Or,
Agenda Item No. Oll
CITY OF SAIl BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the execution of a
purchase order to Sucaba Company Inc. (Sucaba) for the provision of Workers' Compensation and Liability
claims administration services.
Bac:k2round:
In late 1999, the City went out to bid for a Risk Management Information System for both workers'
compensation and liability claims tracking. After reviewing the results of the bid, it was quickly found that it
was much more cost efficient for the City not to purchase software outright, but to utilize an on-line internet
based software tracking program. Sucaba, a vendor for Information Technology on services was eventually
selected because of their unique service. We were unable to find any local vendors that provided this type of
service. The City of San Bernardino awarded a contract to Sucaba (a sole source vendor) to provide this
specialized service in 2000.
The workers' compensation division has been technically supported by Sucaba for over five years. Sucaba
provides us assistance in complying with the mandatory reporting requirements of the State of California and to
our insurance carriers. The State of California continuously updates mandated reporting regulations, which then
requires Sucaba to make necessary software changes to the reporting system.
Due to financial reasons the Risk Management Division did not implement the liability claims tracking portion
until FY 2005/06. The City of San Bernardino participates in the Big Independent Cities Excess Pool (BICEP)
for purposes of purchasing excess liability, property and workers' compensation insurance. It is a requirement
of BICEP that all participating cities must have a liability claims tracking system. The City is now in
compliance with BICEP's requirements.
Due to the implementation/conversion cost of the liability claims program in addition to the existing workers'
compensation claims tracking program, overall expenses for FY 2005-06 exceeded the $25,000.00 maximum
purchase order amount. . The amount needed for FY 2006-07 is $42,000, which includes both Workers'
Compensation and Risk Management claims tracking programs. The Humai:1 Resources Department is
requesting that PO # 206413 be increased by $10,400 to pay the outstanding invoices in excess of the original
rob~ooo ..
Financial Impact:
The Purchase Order # 206413 was established for $25,000 inFY 2005-06, however, the
implementation/conversion of the Risk Management claims tracking program and the continuing services for
the Workers' Compensation divisions resulted in expenses of $34,400, leaving a shortfall of $10,400.
The Human Resources Department is requesting that $10,400 be paid to Sucaba to cover services for the period
2/1/06 through 6/30/06.
With both the Risk Management and Workers' Compensation divisions utilizing the services of Sucaba, the
. Human Resources Department is requesting a purchase order be issued in the amount of $42,000 for FY 2006-
07.
Recommendation:
1. Adopt Resolution.
3. Authorize the Director ofFinance to pay Sucaba approximately $10,400.00 from available funds in FY
2005-06 Professional/Contractual Services, Account No. 678-452-5502
HR/Agenda Items:SR.SUCABA 06-07
CITY OF SAN BERNARDINO
INTEROFFICE MEMORANDUM
TO:
Sheila Futch, Buyer
FROM:
Linn Livingston, Human Resources Director
DATE:
June 9, 2005
SUBJECT: Justification for Selected Source Purchase Renewal of Annual
#205093
A Selected Source purchase for renewal of the above referenced Annual PO for
Professional Services is justified because Sucaba specializes in software programs for
Workers' Comp and Liability.
x
(Print Name)
Linn Livinaston
Department Head Signature
Requisition #10660
RESOLUTION NO. ____.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING AN INCREASE TO PURCHASE ORDER NO. 206413
TO SUCABA COMPANY, INC. FOR A TOTAL PURCHASE ORDER AMOUNT NOT TO
EXCEED $35,400.00.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Purchasing Manager is hereby authorized to increase Purchase Order No.
206413 to Sucaba Company, Inc.by $10,400.00 for a total amount not to exceed $35,400.00.
SECTION 2. The Purchase Order shall reference this Resolution No. 2006- and shall
10 read "P.O. No. 206413, not to exceed $35,400.00" and shall incorporate the terms and conditions
II of this resolution.
12 SECTION 3. The authorization to execute the above-referenced Purchase Order is rescinded
13 ifnot issued within sixty (60) days of the passage of this resolution.
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SDE/ed/Resolutions[SucabaCompany. Reso]
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING AN INCREASE TO PURCHASE ORDER NO. 206413
TO SUCABA COMPANY, INC. FOR A TOTAL PURCHASE ORDER AMOUNT NOT TO
EXCEED $35,400.00.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a
meeting thereof, held on
day of
, 2006, by the following vote, to wit:
8 Council Members:
9 ESTRADA
10 BAXTER
II VACANT
12 DERRY
13 KELLY
14 JOHNSON
~ 15 MCCAMMACK
16
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AYES
NAYS
ABSTAIN ABSENT
Rachel G. Clark, City Clerk
day of
,2006.
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The foregoing resolution is hereby approved this
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Approved as to form:
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JAMES F. PENMAN,
23 City Attorney
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SDE/edlResolutions[SucabaCompany.Reso ] 2
Patrick J. Morris, Mayor
City of San Bernardino