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Home My WebLink About26-Human Resources 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 A PURCHASE ORDER TO SUCABA COMPANY, INC. FOR COMPUTER SERVICES FOR THE WORKERS' COMPENSATION AND RISK MANAGEMENT CLAIMS SYSTEMS, FOR A TOTAL AMOUNT NOT TO EXCEED $39,000. Dept: Human Resources Date: August 14, 2007 MICC Meeting Date: August 20, 2007 Synopsis of Previous Council Action: On September 5, 2006, Mayor and Common Council approved Resolution No. 2006- 309 authorizing a Purchase Order to Sucaba in the amount of $35,400. On November 6, 2006, Mayor and Common Council approved Resolution No. 2006-383 authorizing a Purchase Order to Sucaba in the amount of $42,000. Recommended Motion: 1. Adopt Resolution. -'fI~Jl~ Contact person: Linn Livinaston Phone: 384-5161 Supporting data attached: Yes Ward: FUNDING REQUIREMENTS: Amount: $39,000 Source: (Acct. No.) 629-453-5181 ($10,000) 678-452-5505 ($29,000) (Acct. Description) Professional/Contractual Svcs Finance: Council Notes: Agenda Item No. c2~ ~'UJ '07 CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subiect: 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 administration services. Backl!round: 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 our excess insurance carriers. The State of California continuously updates mandated reporting regulations, necessitating the City's vendor, Sucaba, to make software changes to the reporting system. 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, which we now have through Sucaba. The City is in compliance with BICEP's requirements. Sucaba provides contracted services for both the workers' compensation and liability claims and has been renewed by the previous Resolutions 2006-309 and 2006-383. Sucaba has provided the service at $3.50 per open claim respectively, 476 workers' compensation files and 132 liability claims per the existing agreement. The amount needed for FY 2007-08 is $39,000, which includes both Workers' Compensation and Risk Management claims tracking programs. The Human Resources Department is requesting a purchase order in the amount of $39,000. Financial Impact: The Risk Management and Workers' Compensation divisions now utilize the services ofSucaba; therefore, it is necessary for a purchase order to be issued in the amount of $39,000 for FY 2007-08. Recommendation: 1. Adopt Resolution. HRlAgenda Items:SR.SUCABA 07-08 Resolution No 2 3 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY 0 SAN BERNARDINO AUTHORIZING A PURCHASE ORDER TO SUCABA COMPANY INC. FOR COMPUTER SERVICES FOR THE WORKERS' COMPENSATION AND RIS MANAGEMENT CLAIMS SYSTEMS, FOR A TOTAL AMOUNT NOT TO EXCEE $39,000. 4 5 6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY 0 SAN BERNARDINO AS FOLLOWS: 7 SECTION I: The Purchasing Manager is hereby authorized to issue a Purchase Order to 8 9 Sucaba Company, Inc. for computer services for the Workers' Compensation and Ris 10 Management claims systems for a total amount not to exceed $39,000. 11 SECTION 2: The Purchase Order shall reference this Resolution No. 2007- an 12 shall read "P.O. No. XXXXXX, not to exceed $39,000" and shall incorporate the terms an 13 conditions of this resolution. 14 SECTION 3: This purchase is made pursuant to City of San Bernardino Municipal Cod 15 Section 3.04.01O(B)(3). 16 SECTION 4: The authorization to execute the above-referenced Purchase Order i 17 rescinded ifnot issued within sixty (60) days of the passage of this resolution. 18 III 19 III 20 III 21 22 III 23 III 24 III 25 III III III III 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY 0 SAN BERNARDINO AUTHORIZING A PURCHASE ORDER TO SUCABA COMPANY, INC. FOR COMPUTER SERVICES FOR THE WORKERS' COMPENSATION AND RIS MANAGEMENT CLAIMS SYSTEMS, FOR A TOTAL AMOUNT NOT TO EXCEE $39,000. 3 4 5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor an 6 the Common Council of the City of San Bernardino at a meeting thereof, hel 7 on day of ,2007, by the following vote, to wit: 8 17 Rachel G. Clark, City Clerk 18 The foregoing resolution IS hereby approved this day 0 19 ,2007. 20 21 22 Patrick J. Morris, Mayor City of San Bernardino 23 Approved as to form: 24 JAMES F. PENMAN, City Attorney 25 By: ~genda Items:Reso.sUCABA.2007 -08 '..I'... ' - ~o- ~~'l(.~' J. ~. ~_':> ~l..'~""OI"'l ,;:ll...'; I W;.r.C "- f? '..."'....--.....'~-'..."-', .'-'....,....... JD) @ rE ~ ~l ~ 1D tf" OCT 2 6 200G lW AGREEMENT RISK MANAGEMENl This AGREEMENT is made and entered into 11/1/00, by and between the CITY OF SAN BERNARDINO, a municipal corporation, hereinafter called .CITY: and SUCABA COMPANY, INC., hereinafter called .CONTRACTOR,' 794 ElIst Walnut street. Pasadena, California 91101. CITY and CONTRACTOR agree as follows: t. CONTRACTOR shall perform serviees as particularly described to provide data processing software and services to the CITY, with the following objectives: A. WHEREAS, CONTRACTOR is competent, experienced and able to perform said services; and, B. WHEREAS, CONTRACTOR has provided the most a~vantageous and best r"ponsible proposal for the providing of such services. 2. CITY shall pay to the CONTRACTOR a total of up to but not exceeding twenty- five thousand dollafll ($25.000) for the cost to implement this system for Workers' Compensation on lIn annual basis. A. CONTRACTOR shall provide its ClaimLink Claims Information System (ClaimLink) software to ClTY viii its HP3000 computer server, for an unlimited period 111 accordance with the propoSal specificatiOns, Purchase Order and RFP P-00-04 and thiS agreement. at the fOllowing monthly rates: $3.50 per month per open claim on tile. B. The rate above shall be held fixed for a period of approximately nine (S) months starting 11/1100 - 6130/01. Subsequently. the rates may be increased, but not I) exceed any rise in the consumer price index. CITY agrees that in addition it shall bear the C/)';t of any speci,,1 purpose forms (checks, invoices, 1099's and the like) for hardCOPY which ;t U~'-~b-~~~ l~:~~ '::lUl.,..H~H ~t-IWH-<t:. b':::::o;::'b~r::".l..) t'" . "'-'...:v~,:> " utilizes, and shall bear the cost of the communications link required to access the Internet. CONTRACTOR shaff bear tile cost of all 'stock" forms, and all equipment costs related directly to the computer server at its site. Any systems development that is not a part of the current software package, and which is done strictly for the benefit of CITY shall be billable by CONTRACTOR at tile rate of ninety.~ dollal'8 ($95) per hour for systems design and eighty- five dollars ($85) per hQI,Jr fQr pr(lgramming, CONTRACTOR shall provide The City of San Bernardino, Risk Management. with II monthly invoice in arrears and shall be provided payment within thirty (30) days therefrom, Cln' retains the right to challenge all or any part of an invoice. 3 Neither CONTRACTOR or Cln' shall divulge or publish. or cause or permit to be divulged or publi,hed, directly or indirectly, to any third parties, any confidential information of the other party. The term "confidential information" means any information or data relating to research, development, trade secrets and business affairs of CONTRACTOR or CITY other than (3) information and. data known to or possessed by either party prior to this understanding, and (b) information and data known to or posseS&ed by, or able to be ascertained or collected by II third party using normal available means. 4. CITY also agrees that during the term of service, ,and for a period of twO (2) years alter termination of service, it shall not. without prior written eonsent of CONTRACTOR. hire any employee of CONTRACTOR or its affiliates who WItS assigned to or performed any service for CITY in connection with this letter. r;;, CONTRACTOR agrees that City data maintained in the system is the property of CITY, and therefore. shall be surrendered to CITY at the conclusion of services under this agreement in a file on Bmm cartridge tape or 3S an electronic file V~I ,o-~~~ ~,.~~ -- .- .,;,.........,..,0"" ..;JI...Ir ,w,.....,c. '-"..........u'-'U~...-' 'o"-,",,,,'~"'" transferred to the CITY over a telco link. The file shall be ASCII with comma delimited fields; and will include a file layout document that describel1tle dala in detail, at no cost to the CITY. TO THE CITY: Rhonda Haynes City of san Bernardino Human Resources Dept. 300 North 'D" Street San Bernardino, CA 92418 UI_1 -.::b-'::::!Ol!110 l~' ll!l .:;!J1"..Hl:fH ::::.u~IWI-f'(t:. o~O~O~~!~ ~.~,~~ AGREEMENT BEIWEENrHE CITY OF SAN BERNARDINO AND SUCABA COMPANY, INC., TO PERFORM SERVICES FOR THE CITY. IN WITNESS WHEREOF, the parties hive executed this AGREEMENT on the ?-5 day of (')1'JC'6~. 2000. CON: MeTOR: By:!~Q~Q 'D,,~tp,LD w.N\~, \,~\D~ HRIAQendllt.....~ESO.$UCA8A.CO t~s,oo TOTAL P.05