Loading...
HomeMy WebLinkAboutVIATRON SYSTEMS, INCINSURANCE NOT ON FILE A-2020-203-01 K MAY NOT PROCEED CLERK OF COUNCIL DATE: AGREEMENT BETWEEN THE CITY OF SANTA ANA � } (�\ (1�JJ Mxy o \ AND VIATRON SYSTEMS, INC. THIS AGREEMENT is made and entered into on this 20" day of October, 2020 by and between Via TRON Systems, Inc. ("Consultant'), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California RECITALS A. The City desires to retain a Consultant having special skill and knowledge in the field of scanning, digitizing and indexing services. B. On July 30, 2020, the Request for Proposal No. 20-043 was released in order to provide an _ opportunity for vendors to submit proposals for the scanning, digitizing and indexing _ services for Building Safety. Eight proposals were received and three vendors received the highest rankings, as each of these vendors demonstrated in their proposals that they are qualified and capable of providing the needed services, C. In undertaking the. performance of this :Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to ftilly and adequately complete the services described and set forth in the Proposal dated September 3, 2020, attached hereto and incorporated herein as Exhibit A. 2. COMPENSATION a. City neither warrants nor guarantees any minimum or maximum compensation to Consultant under this Agreement. Consultant shall be paid only for actual services performed under this Agreement, the rates and charges identified in Exhibit A. b. The total amount to be expended during the term of this Agreement, as approved by city council amongst the three (3) selected consultants shall not exceed $500,000,00. c. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. #63708v1 Page 1 of 8 3. TERM This Agreement shall commence on the date first written above for an initial four (4) year term, through October 19, 2024, unless terminated earlier in accordance with Section 15, below, There shall an option to extend for an additional two (2) year period, exercisable by the City Manager. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent Consultant and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. S. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data'). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data, Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Contractor's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of Page 2 of 8 #63708v]. insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate, Such insurance shall (a) name the City, its officers, employees, agents, and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. e. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Contractor, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self- insurance, Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. C. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: i. Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. iii. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. iv. Where the amounts or coverage provided by the certificates of insurance provides coverage greater than those listed by this Agreement, the amounts provided by the certificates of insurance shall be incorporated by reference into the Agreement. V. Consultant shall supply City with a fully executed additional 'inured endorsement. f. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Contractor's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. #63708v1 Page 3 of 8 7. MDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Contractor, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section I of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this .Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief duce to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any. legal proceeding. Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, reeldessness, or willful misconduct of the Contractor. 8. INTELLECTUAL PROPERTY INDEMWICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement, All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement daring regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such {t63708v1 Page 4-of 8 information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care, "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered. by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (e) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests :and shall not have interests, direct - or indirect, which would conflict in any manner with performance of services specified under this Agreement. 12. NON-DISCRIMINATION Provider shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined, and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Provider affirms that it is an equal opportunity employer and, shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms, of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Conti -actor, #63708v1 Page 5 of 8 Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Contractors retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. WAIVER, No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. Page 6 of 8 #63708vl 19. NOTICE, Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Cleric of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Minh Thai, Executive Director Planning & Building Agency City of Santa Ana 20 Civic Center Plaza (M-20) P.O, Box 1988 Santa Ana, California 92702 To Consultant: ViaTRON Systems, Inc. Geoff Erwin, President 18233 S. Hoover St. Gardena, CA 90248 Phone: (310) 756-0607 Email: gerwin@viatron.com A .party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of Page 7 of 8 #63708vl A-2020-203-01 this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. The Agreement is the final and complete agreement and any prior or contemporaneous agreements for similar services between the parties is superseded by this Agreement. This shall not apply where the Parties are currently engaged and Consultant is providing services not contemplated by this Agreement. C. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: airy Gomez `Clerk of the Council APPROVED AS TO FORM: SOMA R, CARVALHO City Attorney By:. . � �.. c Lisa E. Storck Assistant City Attorney RECOMMENDED FOR APPROVAL: Minh Thai, Executive Director Planning & Building Agency #63706v1 CITY OF SANTA ANA Kristine Ridge City Manager CONSULTANT: ViaTRON Systems, Inc. Erwin Page 8of9 EXHIBIT A PROPOSAUSCOPE OF SERVICES RFP NO. 20-043 FOR SCANNING, DIGITIZING AND INDEXING SERVICES PROCEDURES FOR SECURE HANDLING Overview ,Via-s'�,�� J` sxtamx. TM1a Yeperless Otticc ciallxex ViaTRON has implemented the highest possible security to protect our client's documents. ViaTRON surpasses the SOC, AT101 and HIPAA standards. ViaTRON is always increasing security measures to safeguard Client documents. The following are a few of the internal security controls related to the City's project. Confidentiality Agreement ViaTRON has a confidentially non -disclosures security agreement with all ViaTRON employees. In the confidentially agreement, the employees confirm that employee does not have any direct or indirect personal connection to the information the employee will be receiving on the project. Employee also agrees to keep all information absolutely confidential. Employees are not allowed to bring any kind of bag, CDs, DVDs, cameras, USR sticks, or mobile devices into the production facility. Employee Background Check ViaTRON performs a complete background check on all employees. High Security Facility ViaTRON is a high security facility. Our facility has the most up to date security system set up with surveillance cameras and security alarm systems. Every persons and items moving in or out of ViaTRON's facility are closely monitored. Employees are only allowed to enter the office through a single entrance. ViaTRON has restricted areas once employee is inside the facility. ViaTRON stores all physical and electronic data in a secured area within the production facility. This information is kept locked in a separate location away from employees. Transporting Data Any data moving in or out of the company on paper, hard drive, CD, DVD, memory stick, tape or optical disc are recorded on the "Product Entry/Work Order". Data on media are encrypted and password protected. ViaTRON deletes/scrubs all data from ViaTRON's server once permission is granted by City. Pickup/Delivery Security ViaTRON only uses ViaTRON employees and ViaTRON trucks to pick up and deliver City's documents. ViaTRON does not use outside/third party companies for transportation. ViaTRON does not break the chain -of -custody. ViaTRON takes full responsibility once ViaTRON picks up the data. Workstation Security Each employee has an individual login password. ViaTRON has removed access to the internet on the workstations. Security Cameras ViaTRON has security cameras monitoring all work areas. There are also cameras monitoring all entrances and exits into the building including parking structure. Access Card/Badge ViaTRON has a secured access system for entry into our production facility. Employees use an access card to enter and exit the building. Visitors are allowed access once approved with our GM and will be given a temporary access badge. ViaTRON maintains a detail report of all access into the production facility. 111Page RFP NO. 20-043 FOR SCANNING, DIGITIZING AND INDEXING SERVICES PROCEDURES FOR SCANNING, INDEXING, AND QC SCANNING rz va;, r ' a 9 Document Scanning. V�za-is The he pelles• Office Specie lists ViaTRON has a very strict "No Page Left Behind" rule in regard to • All Scanning employees are trained and tested prior to start of project. Same employees are used throughout the project. • Documents are provided by the ViaTRON Doc Prep Department free of any staples, paperclips, etc.... It is the Scanning operator's sole responsibility to be 100%focused on scanning pages in real time. Staff monitors each page as it is scanned and verified for image enhancement and image quality. • Scanning is done by operator physically watching each image in real time. The operator physically touches and watches every page being processed. • Scanning is done on an average of 200 pages per batch. • Every batch of pages are scanned twice to insure page counts match. • Any error messages (example: double feed) are recorded and checked for false -positive. • All pages are scanned in both Color and Black & White simultaneously. • All raw images are saved (No image -enhancements done) in case QC department has an issue they need to look back at. • Scanners are cleaned and calibrated twice a day. • All scanning employees are supervised in real-time. • No pages are automatically deleted. • ViaTRON does not use auto -deletion features in software as its not 100% accurate. Any blank page deletion is done manually and CIC for accuracy afterwards. INDEXING ViaTRON mainly uses LaserFiche as well as Kofax and Kodak Capture Pro for indexing and separation of this project. The process is simple, 1. Software identifies the barcode pages. 2. Automatically separates the batches. 3. The index value is presented to Data Entry employee for key entry. 121Page RFP , SCA FOR SCANNING, DIGITIZING AND INDEXING SERVICES h(�J/�) •. rn. v.o•.... onto. sn.�. i. a: 4. Double -Key Entry: Another employee will read the same image and key in the index value. This is to insure by 99.9% accuracy there are no typos. 5. Technical department runs report queries reviewing batches, batch sizes, index values compared to existing database. 6. Batches are then passed to our QC department to review for final errors. QUALITY CONTROL Pickup and Delivery We use ViaTRON's vans/trucks to pick up and deliver boxes from/to the City offices. We have in-house employees (truck drivers) to perform all the pickup and delivery tasks. ViaTRON does not outsource this work. We do not allow third party companies to touch any of our clients' documents. It is very important to maintain the "chain of custody" for all documents/boxes picked up or delivered to the City. Box Tracking In addition to the City's box number, ViaTRON creates an internal bar code control number and label for each box picked up. Any damaged boxes are photographed and tagged. The control numbers are entered into a central Project Management Tracking System. From this point forward the Project Management Tracking System will track the location, status and progress of that individual box. The City can check the condition or status of the box from the moment the box is picked up. Double Check System Every task performed on the City project will be checked two times using a manual and an electronic control system. Employees' work will be checked by our Quality Assurance Department. The CIA Employees' work will be checked by the department supervisor. The Supervisor's tasks will be checked by the project manager. Every Employee's work will be double checked. Employee Control Each employee working on the City project will undergo a full review. Employees who have any connection (present or past) to the City will not be allowed to work on the project. An Employee will also not be allowed to work on the City project if they have an immediate family member working at City. ViaTRON performs a complete background check on all employees. Employees who have criminal records are not allowed to work at ViaTRON. All client boxes/documents are monitored very closely at three levels. It is impossible for any one person to have full access. Employees are trained for 40 hours specifically on the City documents before they are allowed to begin working on the project. All work performed by the employee is tracked and monitored by the Project Management Tracking System. Box Control ViaTRON Production Center handles each box in a unique manner. The box is analyzed by content. A detailed log is prepared to identify the box contents: pages, folder, document size, condition of documents, condition of box, and index variations. This information is kept separately and later used to crosscheck the finished product. Any discrepancy will result in the full audit of the box. Document Tracking ViaTRON's Central Project Management Tracking System tracks every employee who has come into contact of each document. For control purposes, we will be able to trace the individual tasks, date and time the file was accessed or worked on. 13)Pa ge RFP NO. 20-043 V $ �J FOR SCANNING, DIGITIZING AND INDEXING SERVICES TFe ......... .Ili.. Svecla lisez Document/Folder Control Every document/folder in a box is checked twice. The first is performed by the Document Preparation Employee who does a physically count of the documents and creates a batch count report. This report is later crosschecked with the Final CIA Report. We will need to get a 100% match or the entire box is audited. Image Control ViaTRON uses several types of sophisticated image enhancement software to improve the quality of the images during the scan process. ViaTRON sends each image through three electronic levels of image enhancement. Each of these levels is meant to improve the quality of the original image. In addition to electronic enhancements, ViaTRON also manually checks (QC) every image for accuracy. Error Corrections ViaTRON corrects all image quality tasks within 24 hours. In most cases, image quality and enhancement are corrected in real-time. ViaTRON creates a Raw Image file of all documents as an automatic backup. In addition, the index fields are stored in a SQL database. This system was designed internally for auditing purposes. Any errors can be repaired immediately. Only in a few cases we may need to go back to the original paper to rescan. This can be done within a 24-hour period. Image repair, file separation and index correction can be done in real time and forwarded to City within 1— 24 hours. EXPERIENCE Since 1990, ViaTRON has successfully completed thousands of Document Scanning projects into the software including Laserfiche, Tyler, Odyssey, Documentum, FileNet, On Base, HPE, ApplicationXtender, Mfiles, Filebound, and more. Below are a few examples of recent projects we have completed recently or are in the process of completing. 141Page RFP NO. 20-043 FOR SCANNING, DIGITIZING AND INDEXING SERVICES LEFT BLANK INTENTIONALLY Via --r TPe Papeslers SSpecl alis[s 151Page RFP NO. 20-043 FOR SCANNING, DIGITIZING AND INDEXING SERVICES Summary Methodology Project Preparation • Planning • Build & Configure Scanners/Software • Test documents • Test Acceptance • Go Live/Full Production Freight — Pickup • Document Inventory/Manifest • Pickup — ViaTRON Certified Employees • ViaTRON Receiving • Box Tracking & Audit Report Document Preparation • Paper Preparation • Document Preparation Quality Assurance Scanning • Scan • Image Quality Assurance Indexing • Indexing • Double Blind Key Indexing • Indexing Quality Assurance Quality Assurance • Page -by -page review Scan -On -Demand • Client Document Request Data Delivery • SFTP Data Delivery Client Review • Random Quality Check by City • Delivery Acceptance Freight — Delivery • Delivery—ViaTRON Certified Employees ATJ PROJECT PREPARATION/PLAN DOCUMENT PREPARATION v r ��1 SCAN INDEX DOCUMENT 1 DOUBLE KEY INDEXING Q FINAL QUALITY ASSURANCE NFRM� �a DATA DELIVERY DOCUMENT PACKING �--- BOX PICKUP to IMAGE ENHANCEMENT 0. IMAGE QUALITY ASSURANCE 9 DATABASE FORMATTING DATABASE VALIDATION BOXESRETURNED ---► ft 161Page RFP NO. 20-043 FOR SCANNING, DIGITIZING AND INDEXING SERVICES Project Planning Via-rs -�D -J J` the P .P e.leu 0 ,I i c.%Y, ec i ai i, The information provided has been prepared specifically for the City of Santa Ana by the ViaTRON Data Conversion team. This information covers several important areas. The step by step procedures explains the manner in which ViaTRON would handle the Document Scanning Project in reference to the scope of work provided in the RFP. Project Meeting ViaTRON will meet with the assigned key staff of each City department to develop a plan for the project including, but not limited to: Performing a page count (est. of pages, large format, etc....) Designing Scope of Work that includes items such as, o If ViaTRON is required to pack the boxes. o Document Prep rules o Indexes o QC measures Create draft timeline and milestones for completion. Sample boxes completed and reviewed by City Department for approval. Updated timeline and milestones based off Sample competition. Logistics Document Transmittal Prior to picking up boxes, ViaTRON will send a Project Manager to the City of Santa Ana's locations to do the following task. • Estimate the number of boxes • Create barcode labels for the boxes ViaTRON uses computerized tracking software to track the boxes before they leave the City. A unique barcode is attached to each box. The barcode tracks several pieces of key information. An automatic tracking report is generated that includes the following information: • Box unique ID code • Date of pickup • Location of pickup • All persons involved in the pickup transaction and travel log number. • Work order must be signed outlining box count and manifest. File Packing/Box Sealing • ViaTRON will send a team of employees to pick up the boxes for the City of Santa Ana. All employees will go through a certified background check when handling court documents. • Once all boxes are packed for delivery, ViaTRON will then seal all the boxes Pickup — ViaTRON Certified Employees ViaTRON only uses ViaTRON employees to pick up boxes. ViaTRON has strict rules regarding the chain -of -custody regarding client documents. City of Santa Ana 20 Civic Center Plaza Santa Ana, CA 92701 171Page RFP NO. 20-043 s Jn FOR SCANNING, DIGITIZING AND INDEXING SERVICES The Paperless Olflcc Specialist, • ViaTRON does not outsource any freight services • All pickup and deliveries are performed by ViaTRON trained employees • The trucks are scheduled to only make one pickup at a time to prevent cross contamination of documents • Drivers keep a detailed security log for each trip. The security log keeps track of departure time, pickup/delivery start, pickup/delivery end, and return to ViaTRON Storage Center • A standby driver/team are in place to immediately assist in case of mechanical problems ViaTRON — Receiving ViaTRON uses a double check system to verify, all data. This procedure is used in receiving boxes from the City. • when the truck arrives at ViaTRON facility, the boxes are moved to a holding area • A barcode reader is used to verify the barcodes • The verification is done by two managers • The separate information is uploaded into the tracking software • The software verifies the original data with the two manager scanned data • The managers also check the boxes for damage and report it • Any discrepancy is logged into the master quality control report • Security issues if any will be resolved within 1 hour and City will be notified • Box Tracking & Audit Report • Every employee enters project work progress into the tracking report • Every employee also enters quality control and monitoring info in quality control report • The tracking report and quality control report are reviewed by the project manager several times throughout the day Document Preparation • ViaTRON has a team of dedicated employees to perform the Document Prep work. • ViaTRON will test 5 boxes for each class/category of documents to establish the PSR (Project Specific Rules). The test is to determine the most accurate and efficient method to prepare the folder to be scanned. • All Document Prep employees will be trained on the PSR. • Each Document Prep employee will be assigned one box at a time and tested for PSR accuracy. • Removing paperclips and staples. • Unfolding documents, repairing tears and dog-ears. • Smoothing pages for clean feed. • Unbinding books. • Taping sticky notes onto blank page for scanning. • Barcode templates provided to the City. • Any non -paper items will be recorded down in the exemption report and returned. Document Preparation — Quality Assurance • The Document Prep supervisor checks all boxes prepared by the Document Prep employees. • The quality control report is updated if problems are found. Problems are resolved within 1 hour. • The supervisor either accepts or send the work back for reprocessing. • The tracking report is updated releasing the boxes to move to the next steps. Scanning All scanning is done with an operator standing next to the scanner to make sure all pages are scanned accurately and to check for double feed errors. 181Page RFP 20-043 SCANNING, �y Ali a r 5 -J J. FOR SCANNING, DIGITIZING AND INDEXING SERVICES t(�J/�) ,.The Paperiell Office Speci,ii,ts • Special image enhancement software shall be used: de -speckling, de -skewing, image rotation, background suppression, adaptive threshold, edge enhancement, and gray tone filtering • ViaTRON's scanner technicians will monitor the size, resolution and format of each document scanned using the tags/markers placed by the Document Prep team. • The files will always be kept together. This will ensure the documents are always in the same order • Recommend all documents will be scanned at 300 dpi for best quality. Additional DPI of 400 can also be achieved if required. • Documents will be processed in PDF-A or TIFF as per requested in RFP. • ViaTRON will work with City departments during the test phase to develop the optimum results. • All images can be processed with Searchable OCR at no extra charge. Document Scanning — Quality Control Indexing Each Image will be reviewed and if needed compared with the originals to ensure the best quality was obtained. Quality Control is done throughout the project life cycle, o During Document Prep. Staff will be able to identify pages that the scanners will have problems with, or need to be taped to another blank sheet to process. o During scanning. Scan operators are able to locate/flag images that are not acceptable quality. o During Indexing. Index staff are looking for clarity of fonts and images. o During QC. Staff will be reviewing images for readability, orientation, and overall quality. Referring to the originals if needed. ViaTRON QC team will flag any image that isn't of accepted standards, for re -scanning. Quality is guaranteed, and re -scans are of no extra charge. ViaTRON software will automatically detect every target page that has a barcode separation page. ViaTRON's employee will manually index one document from one box at a time Double Key Indexing ViaTRON performs double key ensure the highest quality of work. • ViaTRON utilizes a blind key verification process, meaning that the verifier is unaware of the entries made by the other encoder. This process ensure that the indexed date is 100` a accurate at the character level. Indexing Quality Assurance • The system engineer performs data validation through character mix, date ranges, quantity ranges, including database lookup Scan on Demand ViaTRON Systems understands that the files are live and the client may need access to files before the project is completed. If City has a request for a document, ViaTRON will locate the file and provide client with the scanned digital copy through our secured FTP site, email, or any other means preferred. Data Delivery ViaTRON has multiple approaches to data delivery. The typical method of delivery is through a password encrypted hard drive. Some clients choose the option to download via secured FTP site. ViaTRON recommends delivering the data via Secure FTP. 191Page RFP NO. 20-043 FOR SCANNING, DIGITIZING AND INDEXING SERVICES S. COST PROPOSAL All Proposers are required to submit a cost breakdown by contract year (including renewal option term if exercised); including estimated hours, hourly rates, expenses, and a total not -to -exceed cost with their Proposal. Pricing instructions should be clearly defined to ensure fees proposed can be compared and evaluated. Proposals shall be valid for a minimum of ninety (90) days following Proposal deadline. The cost for developing the Proposal is the sole responsibility of the Proposer. All Proposals submitted become the property of the City. The proposed fees and rates for this contract will be fixed for the duration of the agreement, including allowable renewal options exercised at the discretion of the City. ViaTRON Response: ViaTRON has reviewed the files based on the Mandatory walkthrough that took place at the City of Santa Ana on August 19th 2020. Based on the walkthrough we have attached a Document Analysis Spreadsheet below outlining the estimated Pages and Image Counts for the 3 File rooms we toured. Image Counts are an educated guess based on our analysis. We have also included an Image Rate for each document type. Our assumptions are that we will bill the City of Santa Ana monthly based on pages scanned for each pick up. Letter Size — Black & White — 300 DPI - Price Per Page = $0.039 Cents Large Format Drawings — Black & White — 300 DPI — Price per Page = $0.49 Cents MicroFilm Rolls —16 MM - Black & White — 300 DPI — Price per Page = $0.019 Cents MicroFilm 35 MM - Black & White —300 DPI — Price per Page = $0.029 Cents LaserFiche Formatting and Briefcase creation — Free Document Pick up — Free Shredding boxes after scanning (optional) — Free Based on the Scope of Work and Questions and Answers ViaTRON has submitted pricing below. BUILDING FILES - Doc Type MAPS MAPS - ROOM 1 126 BOXES - CUBBIES 126 700 0 88,200 $0.49 $ 43,218.00 7 TUBS 7 800 0 5,600 $0.49 $ 2,744.00 Indexing PERMIT NUMBER, ADDRESS, DATE Clean Rolls with Toe Tags w ith Indexing Information. 21 Collums w ith 6 shelves (126 total cubbies). 500-800 Maps per cubbie. 20-100 Maps per roll, some rolls up to 500 sheets. Rubber Stamp on back of Maps - may need double sided scanning. LaserFiche Briefcase format. Sub Total $ 46,962.00 20(Page RFP NO. 20-043 FOR SCANNING, DIGITIZING AND INDEXING SERVICES BUILDING ALES - Doc Type Letter size files Letter Size - 35 - 4 drawer cabinets. 140 30 4200 420,000 $0.039 $ 16,380.00 Room 1 30 inch drawers Indexing DOC TYPE, ADDRESS. Basic letter size. Some color, but scan black and white. Some files small batches - 5 pages. Others have 20-50 pages. Gientw ill box up files. Laserliche Briefcase format. Sub Total $ 16,380.00+, Doc Type MICROFILM 35 MM Film Est 320 Rolls - 35 MM 320 1000 320,000 $0.029 $ 9,280.00 16 MM Film Est. 181 Rolls - 16 MM 181 2000 362,000 $0.019 $ 6,878.00 Indexing PERMIT NUMBER, DOC TYPE, ADDRESS. 35 MM andf 16 MM Microfilm Rolls. Page Count per roll, Unknow n. How ever estimated at 1,000 and 2,000 images respectively. Film w ill be billed at $0.019 per Image for 16 MM, and $0.029 for 35 MM. Sub Total $ 16,158.00 a CERT OF Doc Type OCCUPANCY - MAPS CERT OF OCC - 22 Boxes 22 700 0 15,400 $0.4900 $ 7,546.00 MAPS - ROOM 3 Indexing PERMIT NUM BEER, ADDRESS, DATE Clean Rolls w ith Toe Tags. 22 Boxes. Estimated 700 Maps per Box. 20-100 Maps per roll. Few large rolls w Rh 500 pages. Rubber Stamp on back of Maps - may need double sided scanning. LaserFiche Briefcase format. Sub Total $ 7,546.00 211 Page RFP 20-043 � _� J 2FOR SCANNING, DIGITIZING AND INDEXING SERVICES CERT OF OCCUPANCY. Doe Type LETTER SIZE CFRT OF OCC - 7 - 4 draw er cabinets. 21 30 630 94,500 $0.0390 $ 3,685.50 ROOM 3 30 inch drawers Indexing DOC TYPE, ADDRESS. Basic letter size. Some color, but scan black and w hits. Some files small batches - 5 pages. Others have 20-50 pages. Use 10 page batch average. Heavy Prep. Sub Total $ 3,685.50, We have also attached an alternate price list for documents that may fall out of the current Scope of work. We do not foresee the City of Santa Ana needing these services but have included as an option just in case there is a particular requirement for a certain document type. Optional Only— Based on Scope we do not foresee the City of Santa Ana needing these options: • Letter Size - Color or Greyscale - $0.01 Per Image • Large Format — Color or Greyscale - $0.08 Per Image • MicroFicheMicroFilm— Color orGreyscale -$0.01 • OCR —$0.005 • Boxing and Packing Services - $22 an Hour. • Aperture Cards - $1.00 per sheet • MicroFiche Sheets - $0.60 per Sheet • Com Fiche - $0.029 per image • Advanced Doc Prep - $0.01 per Page • Advanced Indexing - $0.01 per Page. • Advanced QC - $0.01 per Page. 221Page Digit lly signed Tori irson Tori Pierson Datea2021.10.112b15:43:13e0700' D/Y1 ACOR" CERTIFICATE OF LIABILITY INSURANCE DAT0105/ 1 0l0572021 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONAME:NTA Fred Dabiri Independent Group Agency PHONE (818) 380-1391 FAX (818) 290-7497 A!C No Ext : (AIC No): 21700 Oxnard Street E-MAIL fdabiri@igainsurance.com ADDRESS' Suite 1045 INSURER(S) AFFORDING COVERAGE NAIC Id Woodland Hills, CA 91367 INSURER A : Sentinel Insurance Company INSURED INSURER B : California Automobile Insurance Company Viatron Systems, Inc. INSURER C: Hartford Fire Insurance Company INSURER D : 18233 S Hoover Street INSURER E : Gardena, CA 90248 INSURER F : COVERAGES CERTIFICATE NUMBER: CL2110516258 REVISION NUMBER: THIS 6 TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS, INSR AUULSUbK POLICYEFF P LI C Y EXP LTR TYPE OF INSURANCE INS❑ WVD POLICYNUMBER MMIDDIYYYY) JMMIDDrfYYYJ LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS -MADE � OCCUR PREMISES Ea occurrence S 1,000,000 MED EXP (Any one personi $ 10,000 PERSONAL&ADV INJURY s 1,000,000 A Y 57 SBAAV3417 10/20/2021 10/2012022 GEN'L AGGREGATE LIMIT APPLIES PER, GENERAL AGGREGATE $ 2,000.000 POLICY ❑ JECTT ❑ LOC PRODUCTS - COMPIOPAGG $ 2,000,000 $ OTHER _ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,,000,000 Ea accilert BODILY INJURY (Per person) $ ANY AUTO B OWNED SCHEDULED Y BA0400DO015173 05/2612021 05/2612022 BODILY INJURY (Per accidenU $ AUTOS ONLY AUTOS PROPERTY DAMAGE HIRED HNON-OWNED AUTOS ONLY AUTOS ONLY Per amtlenl `x UMBRELLA LIAB OCCUR EACH OCCURRENCE $ 2,000,000 HCLAIMS-MADE AGGREGATE $ 2.000.000 A EXCESS LIAB 57 SBAAV3417 10120/2021 10/20/2022 DED I I RETENTION $ s WORKERS COMPENSATION PER OTH- AND EMPLOYERS' LIABILITY YIN STATUTE ER ANY PROPRIETORIPARTNERlEXECUTIVE ('] E.L EACH ACCIDENY $ OFFICERIMEMBER EXCLUDED? u NIA (Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ If yes, descnbe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT s EACH CLAIM 1,000,000 ERRORS & OMMISSIONS LIABILITY C (PROFESSIONAL LIABILITY) 72 TE 0294266-21 0112512021 01125/2022 AGGREGATE 5,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be a8ached if more space is required) City of Santa Ana, Its officers, employees, agents and representatives have been named as additional insured as respect to the General Liability, per attached form SS00080405. Primary & Non -Contributory applies as well Also named as additonal insured per attached endorsement # MCAS51 0081 7-CA to the Auto Liability. ' 10 days notice of Cancellation for non-payment, 30 days for any Other reason. CERTIFICATE HOLDER CANCELLATION City of Santa Ana Risk Management Division 20 Civic Center Plaza Santa Ana, ACORD 25 (2016103) CA 92702 The ACORD name and logo are SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WtH THE POLICY PROVISIONS. 1988-2015 ACORD C marks of ACORD Roll Mnlr�artattixt�+t RE:mEwED & APPROVED B1': 7ft ;D&Td&d 'MW Risk Manager 1[larval Aide Policy # 57 SBA AV3417 BUSINESS LIABILITY COVERAGE FORM 'i;) Whr -n You Are Added As An Additional Insured t`o Other hrisurance That is other insurance available to you covering liability for damages arising out of the premises or operations, or products and completed operations, for which you have been added as an additional insured by that insurance; or (7) When You Add Others As An Additional Insured To This Insurance That is other insurance available to an additional insured. However, the following provisions apply to other insurance available to any person or organization who is an additional insured under this Coverage Part: (a) Primary Insurance When Required By Contract This insurance is primary if you have agreed in a written contract, written agreement or permit that this insurance be primary. If other insurance is also primary, we will share with all that other insurance by the method described in c. below. (b) Primary And Non -Contributory To Other Insurance When Required By Contract If you have agreed in a written contract, written agreement or permit that this insurance is primary and non-contributory with the additional insured's own insurance, this insurance is primary and we will not seek contribution from that other insurance. Paragraphs (a) and (b) do not apply to other insurance to which the additional insured has been added as an additional insured. When this insurance is excess, we will have no duty under this Coverage Part to defend the insured against any "suit" if any other insurer has a duty to defend the insured against that "suit". If no other insurer defends, we will undertake to do so, but we will be entitled to the insured's rights against ail those other insurers. Form SS 00 08 04 05 When this insurance is excess over other insurance, we will pay only our share of the amount of the loss, if any, that exceeds the sum of: (1) The total amount that all such other insurance would pay for the loss in the absence of this insurance; and (2) The total of all deductible and self - insured amounts under all that other insurance. We will share the remaining loss, if any, with any other insurance that is not described in this Excess Insurance provision and was not bought specifically to apply in excess of the Limits of Insurance shown in the Declarations of this Coverage Part. c. Method Of Sharing If all the other insurance permits contribution by equal shares, we wili follow this method also. Under this approach, each insurer contributes equal amounts until it has paid its applicable` limit of insurance or none of the loss remains, whichever comes first. If any of the other insurance "foes not ,permit contribution by equal shares, we will contribute by limits. Under this method, each insurer's share is based on the ratio of its applicable limit of insurance to the total applicable limits of insurance of all insurers. 8. Transfer Of Rights Of Recovery Against Others To Us a. Transfer Of Rights Of Recovery If the insured has rights to recover all or part of any payment, including Supplementary Payments, we have made under this Coverage Part, those rights are transferred to us. The insured must do nothing after loss to impair them. At our request, the insured will bring "suit" or transfer those rights to us and help us enforce them. This condition does not apply to Medical Expenses Coverage. b. Waiver Of Rights Of Recovery (Waiver Of Subrogation) If the insured has waived any rights of recovery against any person or organization for all or part of any payment, including Supplementary Payments, we have made under this Coverage Part, we also waive that right, provided the insured waived their rights of recovery against such person or( agreement or p xbdr�ni prior to the injury j/�9 rtEnEWm & AwRovm kir MR —MID Risk AAan g9 tC1--1Ade Policy # 57SBA AV3417 BUSINESS LIABILITY COVERAGE FORM F. OPTIONAL ADDITIONAL INSURED COVERAGES If listed or shown as applicable in the Declarations, one or more of the following Optional Additional Insured Coverages also apply. When any of these Optional Additional Insured Coverages apply, Paragraph 6. (Additional Insureds When Required by Written Contract, Written Agreement or Permit) of Section C., Who Is An Insured, does not apply to the person or organization shown in the Declarations. These coverages are subject to the terms and conditions applicable to Business Liability Coverage in this policy, except as provided below: 1. Additional Insured - Designated Person Or Organization WHO IS AN INSURED under Section C. is amended to include as an additional insured the person(s) or organization(s) shown in the Declarations, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: a. In the performance of your ongoing operations; or b. In connection with your premises owned by or rented to you. 2, Additional Insured - Managers Or Lessors Of Premises a. WHO IS AN INSURED under Section C. is amended to include as an additional insured the person(s) or organization(s) shown in the Declarations as an Additional Insured - ❑esignated Person Or Organization; but only with respect to liability arising out of the ownership, maintenance or use of that part of the premises leased to you and shown in the Declarations. b. With respect to the insurance afforded to these additional insureds, the following additional exclusions apply: This insurance does not apply to: (1) Any "occurrence" which takes place after you cease to be a tenant in that premises; or (2) Structural alterations, new construction or demolition operations performed by or on behalf of such person or organization. Page 18 of 24 3. Additional Insured - Grantor Of Franchise WHO IS AN INSURED under Section C. is amended to include as an additional insured the person(s) or organization(s) shown in the Declarations as an Additional Insured - Grantor Of Franchise„ but only with respect to their liability as grantor of franchise to you. 4. Additional Insured - Lessor Of Leased Equipment a. WHO IS AN INSURED under Section C. is amended to include as an additional insured the person(s) or organization(s) shown in the Declarations as an Additional Insured — Lessor of Leased Equipment, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by your maintenance, operation or use of equipment leased to you by such person(s) or organization(s). b. With respect to the insurance afforded to these additional insureds, this insurance does not apply to any "occurrence" which takes place after you cease to lease that equipment. 5. Additional Insured - Owners Or Other Interests From Whom Land Has Been Leased a. WHO IS AN INSURED under Section C. is amended to include as an additional insured the person(s) or organization(s) shown in the Declarations as an Additional Insured -- Owners Or Other Interests From Whom Land Has Been Leased, but only with respect to liability arising out of the ownership, maintenance or use of that part of the land leased to you and shown in the Declarations. b. With respect to the insurance afforded to these additional insureds, the following additional exclusions apply: This insurance does not apply to: (1) Any "occurrence" that takes place after you cease to lease that land; or (2) Structural alterations, new construction or demolition operations performed by or on behalf of such person or organization. 6. Additional Insured - State Or Political Subdivision — Permits a. WHO IS AN INSURED under Section C. is amended to include as an additional insured the state or political subdivision shown in the Declarations as an Additional %au PfeT"" �1~Risk Ul gefn ZC1--1Aide Policy # 57 SBA AV3417 BUSINESS LIABILITY COVERAGE FORM insured — State Or Political Subdivision - (e) Any failure to make such Permits, but only with respect to inspections, adjustments, tests or operations performed by you or on your servicing as the vendor has agreed behalf for which the state or political to make or normally undertakes to subdivision has issued a permit. make in the usual course of b. With respect to the insurance afforded to business, in connection with the these additional insureds, the following distribution or sale of the products; additional exclusions apply: (f) Demonstration, installation, This insurance does not apply to: servicing or repair operations, except such operations performed (1) "Bodily injury", "property damage" or at the vendor's premises in "personal and advertising injury" connection with the sale of the arising out of operations performed for product; the state or municipality; or (g) Products which, after distribution (2) "Bodily injury" or "property damage" or sale by you, have been labeled included in the "product -completed or relabeled or used as a operations" hazard. container, part or ingredient of any 7. Additional Insured —Vendors other thing or substance by or for a. WHO IS AN INSURED under Section C. is the vendor, or amended to include as an additional (h) 'Bodily injury" or "property insured the person(s) or organization(s) damage" arising out of the sole (referred to below as vendor) shown in the negligence of the vendor for its Declarations as an Additional Insured - own acts or omissions or those of Vendor, but only with respect to "bodily its employees or anyone else injury" or "property damage" arising out of acting on its behalf. However, this ,.your products" which are distributed or exclusion does not apply to: sold in the regular course of the vendor's (i) The exceptions contained in business and only if this Coverage Part Subparagraphs (d) or (f); or provides coverage for "bodily injury" or (ii) Such inspections, "property damage" included within the adjustments, tests or servicing "products -completed operations hazard". as the vendor has agreed to b. The insurance afforded to the vendor is make or normally undertakes subject to the following additional exclusions: to make in the usual course of (1) This insurance does not apply to: business, in connection with (a) "Bodily injury" or "property the distribution or sale of the damage" for which the vendor is products. obligated to pay damages by (2) This insurance does not apply to any reason of the assumption of insured person or organization from liability in a contract or agreement. whom you have acquired such This exclusion does not apply to products, or any ingredient, part or liability for damages that the container, entering into, vendor would have in the absence accompanying or containing such of the contract or agreement; products. (b) Any express warranty 8. Additional Insured — Controlling Interest unauthorized by you; WHO IS AN INSURED under Section C. is (c) Any physical or chemical change amended to include as an additional insured in the product made intentionally the person(s) or organization(s) shown in the by the vendor; Declarations as an Additional Insured — (d) Repackaging, unless unpacked Controlling Interest, but only with respect to solely for the purpose of inspection, their liability arising out of: demonstration, testing, or the a. Their financial control of you; or substitution of parts under b. Premises they own, maintain or control instructions from the manufacturer, while you lease or occupy these premises. and then repackaged in the original container; Form SS 00 08 04 05 REmexm pis. %4u �e'cn.2ara Risk Nb1 gem tClmn lAde BUSINESS AUTO COVERAGE FORM I. NEWLY ACQUIRED OR FORMED ENTITY (Broad Form Named Insured) SECTION It - LIABILITY COVERAGE, A. Coverage, 1. Who Is An Insured, the following is added: d. Any business entity newly acquired or formed by you during the policy period provided you own 50% or more of the business entity and the business entity is not separately insured for Business Auto Coverage. Coverage is extended up to a maximum of 180 days following acquisition or formation of the business entity. Coverage under this provision is afforded only until the end of the policy period. Coverage does not apply to an "accident" which occurred before you acquired or formed the organization. II. EMPLOYEES AS INSUREDS SECTION II - LIABILITY COVERAGE, A. Coverage, 1. Who Is An Insured, the following is added: e. Any "employee" of yours is an "insured" while using a covered "auto" you don't own, hire or borrow in your business or your personal affairs. SECTION 11 - LIABILITY COVERAGE, A. Coverage, 1. Who Is An Insured, the following is added: f. Any person or organization that you are required to include as additional insured on the Coverage Form in a written contract or agreement that is signed and executed by you before the "bodily injury" or "property damage" occurs and that is in effect during the policy period is an "insured" for Liability Coverage, but only for damages to which this insurance applies and only to the extent that person or organization qualifies as an "insured" under the Who Is An insured provision contained in Section II. IV. EMPLOYEE HIRED AUTO LIABILITY SECTION 11 - LIABILITY COVERAGE, A. Coverage, 1. Who Is An Insured, the following is added: g. An "employee" of yours is an "insured" while operating an "auto" hired or rented under a contract or agreement in that "employee's" name, with your permission, while performing duties related to the conduct of your business. V. SUPPLEMENTARY PAYMENTS SECTION II — LIABILITY COVERAGE, A. Coverage, 2, Coverage Extensions, a. Supplementary Payments, Subparagraphs (2) and (4) are replaced by the following: (2) Up to $3,000 for cost of bail bonds (including bonds for related traffic law violations) required because of an "accident" we cover. We are not obligated to furnish these bonds. (4) All reasonable expenses incurred by the "insured" at our request, including actual loss of earnings up to $500 a day because of time off from work. Copyright 2017 Mercury Insurance Services, LLC. All rights reserved. MCA85100817-CA Includes copyrighted material of Insurance Services Office, Inc., with its Permission R4M"Wo urd rimson REVIEWED & APPROVED 8r, Risk IA-9eRltT" 0--1 A de Digitally signed Angie by Angie 7 a Acevedo --IDDffyyy� AC"R" CERTIFICATE OF LIABILITY INS V R bd W-06- do Date: 202�.08"A1'1(/06I2022 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE jERTIA6%28A)�1AX.0%S CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSUiRER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT If the certificate holder is, an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSILIRED provisions or be endorsed'. If SUBROGATION IS WAIVED, subject to the terms andl conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lien of such endorsement(s). PRODUCER CON " NAME: Fred Dabid - Independent Group Agency PHONE (818) 380-1391 FAX (818) 290-7497 JIM N% Exth (A/C , No: EMARIL SS: re fdabiri@igainsunance co DDE 21700 Oxnard Street Suite 1045 1 NSUR ER(S) AFFORD NG COVERAGE NAIC# Woodland Hills, CA 91367 INSURERA: Sentinel Insurance Company INSURED INSURER 8 : California Automobile Insurance Company VIalron Systems, Inc, MSURER C: Hartford Fire Insurance Company INSURER D: 18233 S Hoover Street INSURER E Gardena, CA 90248 LINSURER F COVERAGES CERTIFICATE NUMBER: CL226617341 REVISION NUMBER: d H9S IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW' HAVE' BEEN ISSUED To rI HE INSURED NAMED ABOVE FCR THE POLICY PERIOD INDICATE;.) NOTWI 7 HSTANDIING ANY REQUIREMENT TERM OR CCNDFPON OF ANY C01,4TRACT OROr) iER DOCUMENT WITH RESPEG F To WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN, THE, INSURANCE AFFOIRDED BY IHE POLICIES DESCRIBED HEREIN IS SUBJECT TOAT.LTHE TERMS, EXQLUSIONSANQ CONMITONS OF SUCFrI PCII lCIES LIMITS SHOWN MAY HAVE BEt:::N REDUCED BY PAID CLAIMS INSR LTR TYPE OF INSURANCE '.I SD WVD POLICY NUMBER POLICY EFF (MWDWYYYY POLICY EXP MIMIDDNYYY) LIMITS X COMMERCIAL COMMERCIAL GENERAL LIABILITY CLAMS -MADE 19 OCCUR EACH CCCUHRENCE $ 1,000,000 DAMAII� 1.1 1-�11 , "�' , , L REM , . . "C. , 1,0100,0100 MILD EXF IAny we person) 5 101000 A Y 57 S BA AV341 7 10120/2021 10/20/2022 PERSONAL &ADV INJURY $ 1.000,000 I ""', IG TAGGREGATE LIMITAPPLIES PER GENERAL AGGREGATE $ 2,0100,0100 PQL�C�, 7 PROI� P", JECT E] LOX; PRODUCTS - COM P/OP AGG S 2,W0,000 $ O.ER AUTOMORLE LIABILITY COMIRINED SINGLe LIMIT (Ea acadent) s 1,000,000 BODILY INJURY (Pa pemn) s >< ANY Au ro B OWNED SCHEDULED AUTCS ONLY AUTOS Y BA0400100015173 05J26/2022 05/26J2023 Boob iLy rqJURY (Per acadent) HIRED NONLOWNED AUTOS ONLY Alu rOS ONLY PROPERTY DAMAGE Per aeY,it1er19 $ X UMBRELLA NAB CCCOR EACH OCCURRENCE $ 2,000,000 A I EXCESS HAS HCLAIMS-MADE 57 SBAAV3417 10/20d2021 10120/2022 AGGREGATE S 2,000,000 I-DEL)"i t RETFNITION $ $ WORKERS COMPENSAMON R T" AND EMPLOYERS' LIABILITY YIN LIATUIE ER E C�l L EAACoDENT S ANY PROPRdFr0R/PARTNERIFXECU7IV[ OFFICERMEMBEREXCLUDED? El WA I (Mandatorr In NH) E _ DISEASE - EA FMPLOY EE S dew.ribe under Idyes DESCRIPTION OF OPERATICINS below E L DISEASE - POLICY DMiT $ ERRORS & CIMMISSIONS LIABILITY EACH CLAIM 1,000,000 C (PROFESSIONAL LIABILITY) 72 TE 0294256-22 01/25/2022 011/25/2023 AGGREGATE 5,1300,0100 DESCRIPTION OF OPERATIONS LOCATIONS P VEHICLES JACORD 101, Addinonal Remarks Schedule, may be anachod ifmovie spruce is tequirwu City of Santa Ana, Its officers, employees, agents anti repre; entafirves have been named as additional insured as respect to the General Liability, per attached!, town SS00080405. Primary & Non-Corn6butwy applies as wrill, Also named as addilonal insured per attached endorsement # MCA85100817-CA to the Auto Liabilly. ­10 days notice of cancellation for norm -payment, 30 days for any other reason. City of Santa Ann Risk Management Division 20 Civic Center Plaza Santa Ana, SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION E,)ATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE ':��H THE POLICY PROVISIONS. ALITHORI2 REPRESENTATIVE CA 92702 @ 1988-2015 ACORD 25,(2016103) The ACORD name and logo are registered marks of ACORD Rink MuaganentDivislm ri REVIEWED &APPROVED BY.- A-* ' Aaw44 Risk Management Specialist Policy d 57 SBA AV3417 VV4,m You Are Added As An Additional Insured To Other �Insurance I hat is other insurance available to you covering liability for damages arising out of the premises or operations, or products and completed operations, for which you have been added as an: additional insured by that insurance-, or (7) When You Add Others As An Additional Insured To This Insurance That is other insurance available to an additional insured. However, the following provisions apply to other insurance available to any person or organization who is an additional insured under this Coverage Part: (a) Primary Insurance When Required By Contract This insurance is primary if you have agreed in a written contract, written agreement or permit that this, insurance be primary. if other insurance is also primary, we will share with all that other insurance by the method described in c. below. (b) Primary And Non -Contributory To Other Insurance When Required By Contract If you have agreed in a written contract, written agreement or permit that this insurance is primary and non-contributory with the additional insured's own insurance, this insurance is primary and we will not seek contribution from that other insurance. Paragraphs (a) and (b) do not apply to other insurance to which the additional insured has been added as an additional insured. When this insurance is excess, we will have no duty under this, Coverage Part to defend the insured against any "'suit" if any other insurer has a duty to defend the insured against that "suit". If no other insurer defends, we will undertake to do so, but we will be entitled to the insured's rights against rail those other insurers. Form SS 00 08 04 05 When this insurance is excess over other insurance, we will pay only our share of the amount of the loss, if any, that exceeds the sum of: (1) The total amount that all such other insurance would pay for the loss in the absence of this insurance; and (2) The total of all deductible and self - insured amounts under all that other insurance. We will share the remaining loss, if any, with any other insurance that is not described in this Excess Insurance provision and was not bought specifically to apply in excess of the Limits of Insurance shown in the Declarations of this Coverage Part. c. Method Of Sharing If all the other insurance permits contribution by equal shares, we will follow this method: also. Under this approach, each insurer contributes equal amounts until it has paid its applicable' firnit of insurance or none of the loss ;,emains, whichever comes first. If any of the other insurance does not permit contribution by equal shares, w-- will contribute by limits. Under this method, each insurer's share is based on the ratio of its applicable limit of insurance to the total applicable limits of insurance of all insurers. Transfer Of Rights Of Recovery Against Others To Us a. Transfer Of Rights Of Recovery If the insured has rights to recover all or part of any payment, including Supplementary Payments, we have made under this Coverage Part, those rights are transferred to us. The insured must do nothing after loss to impair them. At our request, the insured will bring "suit" or transfer those rights to us and help us enforce them. This condition does riot apply to Medical Expenses Coverage, b. Waiver Of Rights Of Recovery (Waiver Of Subrogation) If the insured has waived any rights of recovery against any person or organization for all or part of any payment, including Supplementary Payments, we have made under this Coverage Part, we also waive that right, provided the insured waived their rights of recovery against such person or organization in a contract, agreement or oermit that was executed prior to the injL RiskDivision REVIEWED & AFPRCYVBD BY.- A,�p, Aeevda Risk Management Specialist Policy # 57SBA AV3417 BUSINESS LIABILITY COVERAGE FORM F. OPTIONAL ADDITIONAL INSURED COVERAGES If listed or shown as applicable in the Declarations, one or more of the following Optional Additional Insured Coverages also apply. When any of these Optional Additional Insured Coverages apply, Paragraph 6. (Additional Insureds When Required by Written Contract, Written Agreement or Permit) of Section C., Who Is An Insured, does not apply to the person or organization shown in the Declarations. These coverages are subject to the terms and conditions applicable to Business Liability Coverage in this policy, except as provided below: 1. Additional Insured - Designated Person Or Organization WHO IS AN INSURED under Section C. is amended to include as an additional insured the person(s) or organization(s) shown in the Declarations, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: a. In the performance of your ongoing operations; or b. In connection with your premises owned by or rented to you. 2. Additional Insured - Managers Or Lessors Of Premises a. WHO IS AN INSURED under Section C. is amended to include as an additional insured the person(s) or organization(s) shown in the Declarations as an Additional Insured - Designated Person Or Organization,`, but only with respect to liability arising out of the ownership, maintenance or use of that part of the premises leased to you and shown in the Declarations. lb, With respect to the insurance afforded to these additional insureds, the following additional exclusions apply: This insurance does not apply to: (1) Any "occurrence" which takes place after you cease to be a tenant in that premises; or (2) Structural alterations, new construction or demolition operations performed by or on behalf of Such person or organization. Page 18 of 24 3. Additional Insured - Grantor Of Franchise WHO IS AN INSURED Linder Section C. is amended to include as an additional insured the person(s) or organization(s) shown in the Declarations as an Additional Insured - Grantor Of Franchise, but only with respect to their liability as grantor of franchise to you. 4. Additional Insured - Lessor Of Leased Equipment a. WHO IS AN INSURED under Section C. is amended to include as an additional insured the person(s) or organization(s) shown in the Declarations as an Additional Insured — ILessor of Leased Equipment, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by your maintenance, operation or use of equipment leased to you by such person(s) or organization (s). b. With respect to the insurance afforded to these additional insureds, this insurance does not apply to any "occurrence" which takes place after you cease to lease that equipment. 5. Additional Insured - owners Or Other Interests From Whom Land Has Been Leased a. WHO IS AN INSURED under Section C. is amended to include as an additional insured the person(s) or organization(s) shown in the Declarations as an Additional Insured — Owners Or Other Interests From Whom Land Has Been Leased, but only with respect to liability arising out of the ownership, maintenance or use of that part of the land leased to you and shown in the Declarations. b. With respect to the insurance afforded to these additional insureds, the following additional exclusions apply: This insurance does not apply to: (1) Any "occurrence" that takes place after you cease to lease that land; or (2) Structural alterations, new construction or demolition operations performed by or on behalf of such person or organization. 6. Additional Insured - State Or Political Subdivision — Permits a. WHO iS AN INSURED under Section C. is amended to include as an additional insured the state or political subdivision shown in the Declarations as an Additional oe nn no nA nr Risk Muagment Divislan REVIEWED & APPROVED BY. Aqu Aav4k, Risk Management Specialist y Policy # 57 SBA AV3417 BUSINESS LIABILITY COVERAGE FORM Insured — State Or Political Subdivision - (e) Any failure to make such Permits, but only with respect to inspections, adjustments, tests or operations performed by you or on your servicing as the vendor has agreed behalf for which the state or political to make or normally undertakes to subdivision has issued a permit. make in the usual course of b. With, respect to the insurance afforded to business, in connection with the these additional insureds, the following distribution or sale of the products; additional exclusions apply: (f) Demonstration, installation, This insurance does not apply to: servicing or repair operations, except such operations performed (1) '"'Bodily injury", "property damage" or at the vendor's premises in "personal and advertising injury" connection with the sage of the arising out of operations performed for product; the state or municipality; or (g) Products which, after distribution (2) "Bodily injury" or "property damage" or sale by you, have been labeied included in the "product -completed or relabeled or used as a operations"' hazard. container, part or ingredient of any 7. Additional Insured —Vendors other thing or substance by or for a. WHO IS AN INSURED under Section C. is the vendor; or amended to include as an additional (h) "Bodily injury" or "'property insured the, person(s) or organization(s) damage" arising out of the sole (referred to below as vendor) shown in the negligence of the vendor for its Declarations as an Additional Insured - own acts or omissions or those of Vendor, but only with respect to "bodily its employees or anyone else injury" or "property damage"" arising out of acting on its behalf. However, this "your products" which are distributed or exclusion does not apply to: sold in the regular course of the vendor's (i) The exceptions contained in business and only if this Coverage Part Subparagraphs (d) or (f); or provides coverage for "bodily injury"' or (ii) Such inspections, "property damage" included within the, adjustments, tests or servicing ""products -completed operations hazard". as the vendor has agreed to b. The insurance afforded to the vendor is make or normally undertakes subject to the following additional exclusions: to make in the usual course of (1) This insurance does not apply to: business, in connection with (a) "Bodily injury" or "property the distribution or sale of the damage" for which the, vendor is products. obligated to pay damages by (2) This insurance does not apply to any reason of the assumption of insured person or organization from liability in a contract or agreement, whom you have acquired such This exclusion does not apply to products, or any ingredient, part or liability for damages that the container, entering into, vendor would have in the absence accompanying or containing such of the contract or agreement; products. (b) Any express warranty 8. Additional Insured —Controlling Interest unauthorized by you; WHO IS AN INSURED under Section C. is (c) Any physical or chemical change amended to include as an additional insured in the product made intentionally the person(s) or organization(s) shown in the by the vendor; Declarations as an Additional Insured — (d) Repackaging, unless unpacked Controlling Interest, but only with respect to solely for the purpose of inspection, their fiability arising out of: demonstration, testing, or the a. Their financial control of you; or substitution of parts under b. Premises they own, maintain or control, instructions from the manufacturer, while you lease or occupy these premises. and then repackaged in the original container; Form SS 00 08 04 05 Ride Management Division REVIEWED & MPROVIED BY. L ,� &,waa MAIL= Risk Management Specialist V" NEWLY ACQUIRED OR FORMED ENTITY (Broad Form Named Insured) SECTION III - LIABILITY COVERAGE, A. Coverage, 1. Who Is An Insured, the following is added: d. Any business entity newly acquired or formed by you during the policy period provided you own 50% or more of the business entity and the business entity is not separately insured for Business Auto Coverage, Coverage is extended up to a maximum of 180 days following acquisition or formation of the business entity. Coverage under this provision is afforded only until the end of the policy period. Coverage does not apply to an "accident" which occurred before you acquired or formed the organization. II. EMPLOYEES AS INSUREDS SECTION III - LIABILITY COVERAGE, A. Coverage, 1. Who Is An Insured, the following is added: e, Any "'employee"' of yours is an "insured" while using a covered "auto" you don't own, hire or borrow in your business or your personal affairs. Ill. AUTOMAT11C ADDITIONAL INSURED SECTION 11 - LIABILITY COVERAGE, A. Coverage, 11r. Who Is Art Insured, the following is added: f. Any person or organization that you are required to include as additional insured on the Coverage Form in a written contract or agreement that is signed and executed by you before the "bodily injury" or "property damage" occurs and that is in effect during the policy period is an "Insured" for Liability Coverage, but only for damages to which this insurance applies and only to, the extent that person or organization qualifies as an "insured" under the Who is An Insured provision contained in Section Il. IV. EMPLOYEE HIRED AUTO LIABILITY SECTION 11 - LIABILITY COVERAGE, A. Coverage, 1. Who Is An Insured, the following is added: 9. An "employee" of yours is an "insured" while operating an "'auto" hired or rented under a contract or agreement in that "employee's" name, with your permission, while, performing duties related to the conduct of your business, V. SUPPLEMENTARY PAYMENTS SECTION 111 — LIABILITY COVERAGE, A. Coverage, 2. Coverage Extensions, a. Supplementary Payments, Subparagraphs (2) and (4) are replaced by the following: (2) Up to $3,000 for cost of bail bonds (including bonds for related traffic law violations) required because of an "accident" we cover. We are not obligated to furnish these bonds, (4) All reasonable expenses incurred by the "insured" at our request, including actual loss of earnings up to $500 a day because of time off from work. Copyright 2017 Mercury Insurance Services, LLC, All rights reserved. MCA85 I M817-CA Includes copyrighted maternal of Insurance Service, Office, lnc., with its, Permission Paize 2 of 6 RI&MmuganentDivisian REVIEWED & APPROVED BT oA-1a Aavedo Risk Management Specialist V- -"'► CERTIFICATE OF LIABILITY INSURANCE FDATE(MM/DD/YYYY) 10/6/2021 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on This certificate does not confer rights to the certificate holder in lieu of such an endorsement(s). PRODUCER CONTACT NAME: AUTOMATIC DATA PROC INS PHONE FAX 1 ADP BLVD # 625 (A/C. No. Ext.): (888) 661-3938 (A/C. No. Ext.): (888) 872-8921 ROSELAND, NJ 07068 E-MAIL ADDRESS: spcbicadp@travelers.com INSURED INSURER(S) AFFORDING COVERAGE NAIC # INSURER A : THE TRAVELERS INDEMNITY COMPANY OF CONNECTICUT VIATRON SYSTEMS INC INSURER B : 18233 HOOVER ST GARDENA, CA 90248 INSURER C : INSURER D : INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED 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. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXP (MM/DD/YYYY) LIMITS COMMERCIAL GENERAL LIABILITY CLAIMS -MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PROJECT F-] LOG OTHER EACH OCCURRENCE $ DAMAGE TO RENTEDPREMISES Ea Occurrence $ MED EXP (Any oneperson) $ PERSONAL & ADV INJURY $ GENERAL AGGREGATE $ PRODUCTS - COMP/OP AGG $ AUTOMOBILE LIABILITY ANY AUTO OWNED SCHEDULED AUTOS ONLY AUTOS HIRED NON -OWNED AUTOS ONLY AUTOS ONLY COMBINED SINGLE LIMIT Ea accident $ BODILY INJURY Perperson) $ BODILY INJURY Per accident $ PROPERTY DAMAGE Per accident $ UMBRELLA LIAB HOCCUR EXCESS LIAB CLAIMS -MADE DED RETENTION EACH OCCURRENCE $ AGGREGATE $ A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? N (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS BELOW N/A UB-5N337853-21-42 09/08/2021 09/08/2022 X PER STATUTE OTH -ER E.L. EACH ACCIDENT $1,000,000 E.L. DISEASE- EA EMPLOYEE $1,000,000 E.L. DISEASE -POLICY LIMIT $1,000,000 $ DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION CITY OF SANTA ANA SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED RISK MANAGEMENT DIVISION BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 20 CIVIC CENTER PLAZA ACCORDANCE WITH THE POLICY PROVISIONS AUTHORIZED REPRESENTATIVE SANTA ANA, CA 92702 a @ 1993-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/3) The Acord name and logo are registered marks of ACOF Risk Mmugemad Divisian E REVIEWED & APPROVED BY: p `` Risk Management Specialist NOTICE OF COMPLIANCE MY w M U U U U U°°IHS PAGE AND MLUDE GNU U FII AGREEMEM M UFIE CLERK OF U U IIIC COMM Contractor Viatron Systems, Inc. Name: Project A-2020-203-01 Number: Project Agreement Between The City Of Santa Ana And Viatron Name: Systems, Inc. The Certificate of Insurance (COI) submitted indicates that the coverages are in compliance with the insurance requirements. No further action is required at this time. The compliant coverage(s) are: EXPIRATION TYPE OF INSURANCE POLICY NUMBER COI DATE FILE NAME DATE AUTOMOBILE LIABILITY BA040000015173 05/26/2023 06/06/2022 VIATRON_EXP10.20.22 UPDATED.pdf GENERAL LIABILITY 57SBAAV3417 10/20/2023 01/10/2023 Certificate.pdf COI - CITY OF SANTA PROFESSIONAL LIABILITY 72TE029425623 01/25/2024 02/24/2023 ANA WITH ENDORSEMENT.pdf WORKERS COMPENSATION AND UB5N3378532242 09/08/2023 01/09/2023 VIATRON COI EXP EMPLOYERS' LIABILITY .............. .............. 1.25.23.pdf Thank you, City of Santa Ana Risk Management Division in partnership with CTrax Plus Services Team 2/24/2023 3:24 PM NOTICE OF COMPLIANCE MY w M U U U U U°°IHS PAGE AND MLUDE GNU U FII AGREEMEM M UFIE CLERK OF U U IIIC COMM Contractor Viatron Systems, Inc. Name: Project A-2020-203-01 Number: Project Agreement Between The City Of Santa Ana And Viatron Name: Systems, Inc. The Certificate of Insurance (COI) submitted indicates that the coverages are in compliance with the insurance requirements. No further action is required at this time. The compliant coverage(s) are: POLICY EXPIRATION COI TYPE OF INSURANCE NUMBER DATE DATE FILE NAME AUTOMOBILE LIABILITY BA040000015173 : 05/26/2024 05/31/2023 : COLpdf GENERAL LIABILITY 57SBAAV3417 10/20/2023 01/10/2023 : Certificate.pdf COI - CITY OF PROFESSIONAL LIABILITY 72TE029425623 01/25/2024 02/24/2023 : SANTA ANA WITH ENDORSEMENT.pdf WORKERS COMPENSATION VIATRON COI EXP AND EMPLOYERS' U135N3378532242 09/08/2023 01/09/2023 1.25.23.pdf LIABILITY ...................... Thank you, City of Santa Ana Risk Management Division in partnership with CTrax Plus Services Team 6/1/2023 1:54 PM NOTICE OF COMPLIANCE CITY STAFF: PRINT THIS PAGE AND INCLUDE WITH AGREEMENT TO THE CLERK OF THE COUNCIL Contractor Viatron Systems, Inc. Name: Project A-2020-203-01 Number: Project Scanning, Digitizing and Indexing Services Name: The Certificate of Insurance (COI) submitted indicates that the coverages comply with the insurance requirements. The compliant coverage(s) are: TYPE OF INSURANCE POLICY EXPIRATION COI DATE FILE NUMBER DATE NAME AUTOMOBILE LIABILITY BA040000015173 05/26/2024 05/31/2023 COLpdf Viatron COI ERRORS & OMISSION LIAB. 72TE0294925624 01/25/2025 02/13/2024 EXP 5.26.24.pdf Viatron COI GENERAL LIABILITY 57SBAAXIXYB 10/20/2024 02/13/2024 EXP 5.26.24.pdf WORKERS COMPENSATION AND Viatron COI EMPLOYERS' LIABILITY U135N3378532342 09/08/2024 02/13/2024 WC EXP 9.8.24.pdf No further action is required at this time. Thank you, City of Santa Ana Risk Management Division in partnership with CTrax Plus Services Team 2/15/2024 11:30 AM A CERTIFICATE OF LIABILITY INSURANCE F_�ATE,(M0723/0242024 YYY) THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT N/ 4a; : P s be Co ercial Li Customer a A ent Servicin Progressive Insurance P NE F PO Box 94739, veland, OH 44101 2 CO, No, xt : - 4 7 C E APIL AI DitESS: progre commercial a progressly m INSURER(S) FFORDING OVERAGE NAIC # nai e INr _ 2ER • g IV 4 In Cin 10193 INSURED IF ;Uh ' B ViaTRON SYSTEMS, INC. 18233 S. Hoover Street, JSUREr Gardena, CA A 'wa] w INSURER a : • • I 11!!!!!!F % , E E 0 0 1 INSURER F : COVERA S % III.. C1&IFI%ZF.NL%WM4 9 4724418937D0424oS2@JL \ A. 'WIISION ALIM137d: n n THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTFJ B' _OW HAVE BEEN IIESU 9MTETWJ40 &MED AJV1FFO&A&kLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM C 2 rJNDITION 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. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSIR LTR TYPE OF INSURANCE IANSD WVDDL BD POLICY NUMBER POLICY EFF (MMIDD/YYYY) POLICY EXP (MM/DD/YYYY) LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE PREMISES Ea occE ence CLAIMS -MADE OCCUR MED EXP (Any one person) PERSONAL & ADV INJURY GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE PRODUCTS - COMP/OP AGG PRO- POLICY JECT LOC OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident $1 000 000 ANY AUTO BODILY INJURY Perperson) A OWNED SCHEDULED AUTOS ONLY X AUTOS Y Y 981679173 05/24/2024 11/24/2024 BODILY INJURY Per accident HIRED NON -OWNED AUTOS ONLY AUTOS ONLY PROPERTY DAMAGE (Per accident) $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ AGGREGATE $ EXCESS LAB CLAIMS -MADE DED I RETENTION $ $ WORKERS COMPENSATION Y/N AND EMPLOYERS' LIABILITY ANYPROPRIETOR/PARTNER/EXECUTIVE ❑ OFFICER/MEMBEREXCLUDED? N / A E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYE (Mandatory in NH) yes, describe under D DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ See ACORD 101 for additional coverage details. $ A Y Y 981679173 05/24/2024 11/24/2024 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER CITY OF SANTA ANA RISK MANAGEMENT DIVISION 20 CIVIC CENTER PLAZA SANTA ANA, CA 92702 CANCELLATION SHOULD ANY OF THE ABOVE DESC THE EXPIRATION DATE THERE( ACCORDANCE WITH THE POLICY PI AUTHORIZED REPRESENTATIVE oR,N F Risk ManagmumtDMsian REVIEWED & APPROVED BY. o f of A Aat,14 Risk Management Specialist ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD AGENCY CUSTOMER ID: LOC #: ACORp� ADDITIONAL REMARKS SCHEDULE Page 1 of 1 AGENCY NAMED INSURED Progressive Insurance ViaTRON SYSTEMS, INC. 18233 S. Hoover Street, POLICY NUMBER Gardena, CA 90248 981679173 CARRIER NAIC CODE EFFECTIVE DATE: 05/24/2024 Progressive Express Insurance Company 10193 ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: 25 FORM TITLE: Certificate of Liability Insurance Additional Coverages Insurance coverage(s) Limits ..................................................................................................................... Uninsured/Underinsu red Motorist $1,000,000 Combined Single Limit Liability coverage may not apply to all scheduled vehicles. Additional Information Blanket Waiver of Subrogation in favor of the certificate holder, but only if party to a written waiver agreement executed by the named insured, as required by contract, prior to the occurrence of any loss. The certificate holder is an additional insured if required by written contract executed by the named insured prior to the occurrence of any loss, per blanket Al endorsement. oR,N F Risk ManagmumtDivisian REVIEWED & APPROVED BY: o, z A Acev44 Risk Management Specialist ACORD 101 (2008/01) © 2008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD