09-126 City Data ServicesCITY OF
AGREENW EN T
CITY OF CUPERTINO
r ~ 10300 TorrE~ Avenue
/,~~j U/ Cupertino, GA 95014 ~T-~ 1
CUPERTIN4 ~.~ "r (408) 7Ti'-3200 NO. !/~v~~~~"t-'
BY THIS AGREEMENT made and entered into on the 20"' day of August, 2009 by and befiMeers the
CITY OF CUPERTINO (Hereinafter referred to as CITY) and City Data Services, 1200 E. Hillsdale
Blvd., Foster City, CA 94404
(Hereinafter referred to ~ CONTRACTOR), in consideration of their mutual covenarrts, the parties hereto
agree as follows:
CONTRACTOR shah provide or famish the fdk>,nving specified services and/or materials: Develop a web
based data rmanagement program fa the City of Cupertino to manage the CD6G subrecipients.
Software will allow the creation, display and ar+dthving of the Q~terly Report, Check Request,
Request for Refmburswnent, Yonitoring reports, etc.
EXHNBITS: The foikswa~g attached exhibits hereby arcs made part ~ this Agreement: Scope of Services
TERMS: The services and/or materials famished under this Agreement shall commence on
July 1, 2009 and shall be completted before June 30, .2010.
COMPENSATION: For the full performance of this Aglreement, CITY shall pay CONTRACTOR: ;6,750
GENERAL TERMS AND CONDITIONS:
Hold Harmless. CONTRACTOR agrees to save anti hold harmless the CITY. its oRicers, agersts, and
employees from any and all damage and Nobility of every nature, inducting aN costs of defending any
daim, caused by or arising out of the pterformance of this Agreement. CITY shah not be liable for ads of
CONTRACTOR in pterfomling services dtasrxibed herein.
Insurance. Should the CITY require evidence of insurability, GONTRACTOR shah fde with CITY a
Certificate of Insurance btsfore commencing any servN~s under this Agreemerrt. Said Certificate shall be
subject to the approval of CITY'S Director of Administrative Services.
Non-0isuiminatlon. tt ~ understood and agreed that this Agreement is Trot a contract of empbyment ~
the sense that the relation of master and servarst exiists between CITY and undersigned. At aN times.
CONTRACTOR shah be dteerrsted to be an indepersdent contractor and CONTRACTOR is Trot authorized
to bind the CITY to any s or other obligations In executing this Agreemerrt. CONTRACTOR
certifies that no one who teas or wiN have any financial interest ursder this Agreement ~ ~ officer or
empbyee ~ GtTY.
Changes. This Agreemerrt shat! not be assigned or transferred without the written oonserst of the CITY.
No ch~sges or variations of any kind are authorized without the written consent of the CITY.
CONTRACT COORDINATOR ~ representative for f;ITY shah be: ENTERED
NAME: Vera Git, Stssniior Planner DEPARTMENT: Community nt
This Agreement shall become effective upon its exerxrtiors by CITY. In witrsess thereof, the parties have
executed this Agreement the day and year first written above.
CONTRACTOR:,,%~ ~~-_~ _ -.--- CITY OF PERTINO:
By.
Print ame: Steve Cnwnse Printed Na e: era GN
Title: Prindoal Title: Senor Planner
Tax ID Number.
APPROVALS
C~
EXPENDITURE DISTRIBUTION
DEP NT ~ ~ DATE ACCOUNT NUMBER AMCx1NT
~~ ~p _ U 56,750
/ ~` /-
~~~G ~..t C~ ~U~E .~'~ J
U'
CDS City Z~ata Services
1200 E. Hillsdale Blvd., Suite 11 A
Foster City, CA 94404
Vera Gil, Senior Planner
Community Development Department
City of Cupertino
10300 Torre Ave.
Cupertino, CA 95014-3255
408.777.3251
veragCa)cupertino.oro
Dear Ms. Gil;
July 23, 2009
As per your request, following is the proposed Scope of W~xk for the City of Cupertino. City Data Services'
provides web-based data management services for all housing and social service programs and projects.
SCOPE OF SERVICES -System Setup
1) Develop a web-based data management program for Crt'.y of Cupertino to include the following features:
• Ability to enter, store, display, and summarize inditi~idual program administration information
• Ability to enter, store, display, and summazize individual program contract information
Software to create, display, archive, and print the f~~llowing forms:
o Quarterly Progress Report
o Check Request
o Bi-Annual Program Application
o Interim Application
o Compliance Monitoring Form
o Housing Management - up to 3 additional pages
o Program/Project Review Forms
o Billing Forms
• Software to create, display, archive, and print the fallowing reports:
o QPR Summary Report
o Annual Summary Report
o Application Scoring Report
o Compliance Summary
o Housing Summary Report
• Daily data backup with download capability
The set-up is one time fee not to exceed Three Thousand [~Ilars ($3,450). Subsequent form and report
development will be done as described in the maintenance agreement.
CDS bills monthly and requires payment within 30 days of ;>ubmission of invoice. A one percent fee will be incurred
for bills that are 30 days past due.
_.j~ <.-~~--
f
Steve Crounse, Principal
CDs City Z~ata Services
1200 E. Hillsdale IBlvd., Suite 11A
Foster City, ~~A 94404
Vera Gil, Senior Planner
Community Development Department
City of Cupertino
10300 Torre Ave.
Cupertino, CA 95014-3255
408.777.3251
veraa@cuoertino.org
Dear Ms. Gil;
July 23, 2009
City Data Services' provides web-based data management services. As per your request, please find following the
scope of work and hourly rates for work for the City of Cupertino:
SCOPE OF SERVICES -System Maintenance
Provide ongoing maintenance for the City of Cupertino's online Program database.
City Data Service's commitment is to maintain and improve the database system installed for the City of Cupertino.
Under the scope of the maintenance contract, CDS will:
• Maintain all database and report elements created und~ar the initial setup contract (see Appendix A)
• Modify database as needed to add or remove fields, or improve presentation of data.
• Modify existing reports as needed to meet City of Cupertino's requirements.
• Provide customer service to City of Cupertlno and their clieMS throughout the contract.
• Promptly respond to request for assistance, training, or database repair.
• Mainrtain data backups and download to City of Cuperti~~o on a determined schedule.
The monthly maintenance fee is $275 per month for the term of the agreement. This fee remains constant
regardless of the number of users, trainings, units, programs, projects or reports included in the system.
HOURLY RATES
Maintenance and ongoing operations of City of Cupertino's CDS database are included in the monthly maintenance
fee. Development of new forms, reports, or database funcluons may, depending on their complexity, require
charges for new software development. Two new reports or forrns per year per city would be covered under the
maintenance contract without additional ctharge. In the unlikely event that additional forms were required, the
typical charge for developing a new form or report, and inte~~rating it into the database, will be $500 per page, with
discounts for larger documents.
The CDS System Maintenance program is designed to cover all costs of standard development and routine
maintenance, updates, and changes, and periodic new repcuts as covered in the above paragraphs. In the event
that development is required that was outside the scope as proposed, such work would be billed either by an hourly
rate of $110.00/hr, or by the job as determined by Staff.
CDS bills quarterly and requires payment within 30 days of submission of invoice. A one percent fee will be
incurred for bills that are 30 days past due.
~- ~ s_-~'L--v--
t'
Steve Crounse, Principal
CDS City 2-ata Services
1200 E. Hillsdale 13Nd., Suite 11 A
Foster City, CA 94404
APPENDIX A
The ongoing maintenance contract will maintain and enhance as required the elements created in the setup
contract, detailed below:
Human Services:
• Ability to store, display, and summarize individual program administration information
• Ability to store, display, and summarize irxfividual program contract information
• Software to create, archive, and print Quarterly Progress Report
• Software to generate CDBG spreadsheet of Program results
• Software to generate Program Summary Report fa' the Annual Report
• Software to generate Commissioner Program/Project Application Assessme~rrts
• Ability to enter, store, display, and summarize compliance information
Housing:
• Ability to store, display, and summarize individual project administration information
• Ability to store, display, and summarize off site Project Manager Population Report
• Quarterly Report for Staff
• Ability to enter, store, display, and summarize comE~liance information
Compliance:
• Ability to enter, store, display, and summarize comE~iance information gathered in the field.
y'
.j` J
Steve Crounse, Principal
,A
~Q
CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDDIYYY1r1
.
~ 08/26/2009
PRODUCER THIS CERTIFICA IS ISSUED AS A MATTER OF INFORMATION
USAA INSURANCE AGENCY INC ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
9800 FREDERICKSBURG RD FOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
SAN ANTONIO
TX 78288 ALTER TH COVERAGE AFFORDED BY THE POLICIES BELOW.
,
(888) 661-3938
X1597 882 INSURERS AFFORDING COVERAGE NAIC #
INSURED
STEVEN J CROUNSE IN:iURER A:TRAVELERS PROPERTY CASUALTY COMPANY OF AMERICA
DBA CITY DATA SERVICES IN:iURER e:
1200 E HILLSIDE BLVD, APT 11A IN:iuRER C:
FOSTER CITY, CA 94404 IN:iURER D:
IN:iURER E:
COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURE[) 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. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR D'
TYPE OF INSURANCE
POLICY NUMBER POLICY EFFECTIVE
DATE MMIDD POLICY EXPIRATION
DATE MMIDD
LIMITS
GENERAL LIABNTY
RR 1~'
COMMERCIAL GENERAL LIABILITY RT
CWMS MADE ~ OCCUR MED EXP An one $
PERSONAL 8 ADV INJURY $
$
GEN'L AGGREGATE LIMIT APPLIES PER: p _ $
PRO-
POLICY E T LOC
A ~( AU TOMOBILE LIABILITY
ANY AUTO BA-2237N025-09 02/11 /2009 02/11/2010 COMBINED SINGLE LIMIT
(EaeccWerd)
$1,000,000
X ALL OWNED AUTOS
SCHEDULED AUTOS BODILpeY~IN^)URY
((~P $
HIRED AUTOS
NON-0WNEDAUTOS BODILY INJURY
(Perecddent)
$
~P~O ~dT~D)AMAGE $
GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $
ANY AUTO
OTHER THAN EA ACC _
$
AUTO ONLY: AGG $
EXCESSAIMBRELLA LIABILITY EACH OCCURRENCE $
OCCUR ~ CLAIMS MADE AGGREGATE $
$
DEDUCTIBLE $
RETENTION $ $
WORKERS COMPENSATION AND
'
EMPLOYERS
LIABILITY
ANY PROPRIETORIPARTNERIEXECU7IVE
E.L. EACH ACCIDENT
OFFICERIMEMBER EXCLUDED? E.L. DISEASE - EA EMPLOYEE $
If yyaaas deacrlbe under
SPEGiIAL PROVISIONS below
E.L. DISEASE -POLICY LIMIT
$
OTHER
DESCRIPTION OF OPERATIONS I LOCATIONS /VEHICLES / EXCLUSKXdS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS
AS RESPECTS TO AUTO LIABILITY-CERTIFICATE HOLDER IS ADDITIONAL INSURED AS PER CA T3 01 ENDORSEMENT.
CERTIFICATE HOLDER C~INCELLATION
CITY OF CUPERTINO
10300 TORRE AVE
CUPERTINO, CA 95014
ACORD 25 (2001/081
SIiOULD ANY ~ THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 10 DAYS WRRTEN
NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL
IMIPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, (TS AGENTS OR
REPRESENTATNES.
AUTHORIZED REPRESENTATNE
CORPORATION 198;
CUPERTINO
September 24, 2009
City Data Services
1200 E. Hillsdale Blvd.
Foster City, CA 94404
To Whom It May Concern:
OFFICE OF THE CITY ~:LERK
CITY HALL
10300 TORRE AVENUE: • CUPERTINO, CA 95014-3255
TELEPHONE: (408) 777-3223 • FAX: (408) 777-3366
WEE3SITE: www.cupertino.org
A fully executed copy of your agreement with 1.he City of Cupertino is enclosed. If you
have any questions or need additional information, please contact the Community
Development Department at (408) 777-3308.
Sincerely,
CITY CLERK'S OFFICE
Enclosure