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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;