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7 CONSULTANT AGREEMENT FOR
INFORMATION TECHNOLOGY PERSONNEL SERVICES
A- 2018 -016
THIS AGREEMENT, is made and entered into this 2nd day of February, 2016 by and
between Sofhnaster, Inc., a California corporation ( "Consultant'), and the City of Santa Ana, a
charter city and municipal corporation organized and existing Linder the Constitution and laws of
the State of California ( "City ").
s
RECITALS
A. The City desires to retain a consultant having special still and knowledge in the field of
providing temporary technical contract service personnel and consulting services.
t J B. Consultant has previously provided temporary technical contract services with the
City and the City desires to continue these services with Consultant.
C. Consultant represents that Consultant is able and willing to provide such services to the
City.
D. In undertaking the performance of this Agrocrnent, 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 fiml 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 provide temporary technical contract service personnel as more fully
described in Exhibits A and.B, and as requested at the sole discretion of the City.
2. DELIVERY OF WORT. PRODUCT
Any person providing services pursuant to this Agreement shall deliver to City any work
product which results from the services provided pursuant to this Agreement. In regard to all
copyrightable material produced as a deliverable under this Agreement, including but not limited
to books, reports, photographs, drawings, films, recordings, videotapes, and computer programs,
Consultant agrees for itself and its affected officers, employees, agents, contractors, and
volunteer workers that (a) other such material may not be copyrighted without prior r eview from
the City, and (b) the authors of all such material, whether copyrighted or not, will award to the
City, and to its officers, agents and employees acting within the scope of their official duties, as a
condition of payment to the Consultant, a royalty -free, nonexclusive irrevocable license
throughout the world to disclose, publish, translate, reproduce, and use such materials.
Page 7 of 7
3. COMPENSATION
a. The City agrees to pay, and Consultant agrees to accept as total payment for its
services, the-rates and charges identified in Exhibit B, The total stun to be expended
under this Agreement shall not exceed Two Million Forty Thousand Dollars
($2,040,000,00) during the tern of this Agreement. Reimbursement for any services -
related expense incurred by Consultant or contract personnel shall be subject to
advance approval by City and payable by City in accordance with Section 3.b.
b. Payment by City shall be made within forty -five (45) days following receipt of proper
invoice evidencing work perfonned, subject to the City's 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 the City.
4. TERM
This Agreement shall commence on March 1, 2016 and end on August 31, 2016, Unless
terminated earlier in accordance with Section 13, below. The term of this Agreement may be
extended on a month -to -month basis for up to six (6) months upon a, writing executed by the City
Manager and the City Attorney,
5. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an
independent contractor 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.
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 which 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 Consultant's operations in the
performance of this Agreement, including, without limitation, acts involving vehicles. The
amounts of 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
Page 2 of 7
amount of $1,000,000 per occurrence and $2,000,000 in the aggregate, Such insurance shall (a)
name the City, its officers, employees, agents, volunteers 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 insured provisions:
b, Worker's Compensation Insurance. In accordance with California State law,
Consultant, 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 tinder this Agreement, Consultant agrees to obtain and maintain any employer's
liability insurance with limits not less than $1,000,000 per accident.
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, Certificates
of insurance shall be furnished to the City upon execution of this
Agreement and shall be approved in form by the City.
(ii) 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.
d. If Consultant fails or refuses to produce or maintain the insurance required by this
section or fails or refuses to finish 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 terminate this
Agreement. Such termination shall not affect Consultant's right to be paid for its time and
materials expended prior to notification of tenmination. 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.
7. INDEMNIFICATION
Consultant agrees to and shall indemnify, defend and hold harmless the City, its officers,
agents, employees, consultants, 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 Consultant or its contractors, subcontractors, agents,
employees, or other persons acting on their behalf which relates to the services described in
section 1 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, to the extent that the injury, damages, just compensation,
restitution, judicial or equitable relief is caused by the negligence of the Consultant. 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
Page 3 of 7
Agreement. City may make all reasonable decisions with respect to its representation in any legal
proceeding. In no case will Consultant be required to indemnify or hold harmless the City from
injury, damages, just compensation, restitution, judicial or equitable relief caused by the
negligence of the City.
S. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such
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; (c) is in rightful
possession of the Consultant without an obligation of confidentiality; (d) is required to be
disclosed by operation of law; or (c) is independently developed by the Consultant without
reference to information disclosed by the City.
9. 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.
10. 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 facsimile or other telegraphic
communication in the manner provided in this Section, to the following persons:
To City: Clerk 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:
Finance and Management Services
City of Santa Ana
Page 4 of 7
20 Civic Center Plaza (M -17)
P,O. Box 1988
Santa Ana, California 92702
Fax (714) 647 -5406
and
City Attorney
City of Santa Ana
20 Civic Center Plaza (M -29)
P.O. Box 1988
Santa Ana, California 92702
Fax(714)647 -6515
To Consultant: Softmaster, Inc.
23 Peters Canyon
Irvine, CA 92606
(949) 598-4599 (Fax)
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 facsimile, 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 flames, weekends, federal, state, County or City holidays shall be excluded.
11. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Consultant regarding the subject matter herein, 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 Consultant. 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 nor 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 are not embodied herein.
12. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant,
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
Page 5 of 7
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 consultants retained by City.
13. TERMINATION
This Agreement may be terminated by the City with thirty (3 0) days written notice to the
Consultant.
14. NON - DISCRIMINATION
Contractor shall not discriminate because of race, color, creed, religion, sex, marital
status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited
by applicable law, in the recruitment, selection, training, utilization, promotion, termination or
other employment related activities or in connection with any activities under this Agreement.
Contractor affirms that it is an equal opportunity employer and shall comply with all applicable
federal, state and local laws and regulations.
15. JURISDICTION - VENUE
This Agreement and all questions relating to its validity, interpretation, performance, and
enforcement shall be governed and construed in accordance with the laws of the State of
California. 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.
16. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, continuing education, 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 her inability to obtain or maintain such permits, licenses,
approvals, waivers, and exemptions. Said inability shall be cause for termination of this
Agreement.
17. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature hereinbelow has the power,
authority and right to bind their respective parties to each of the tenns of 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• All Exhibits referenced herein and attached hereto shall be incorporated as if fully set
forth in the body of this Agreement,
Page 6 of 7
fN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year
first above written.
ATTEST:
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By:
HN M. FUNK
ssistant City Attorney
RECOMMENDED FOR APPROVAL:
� »i::� �\ \A,
FRANCISCO GUTIERREZ
Executive Director
Finance & Management Services Agency
CITY OF SANTA ANA
DAVID � LAVA OS / IS
City Manager
CONSULTANT
i astQr, I na.
AMES EChief Operati
7 of 7
EXHIBIT A
CITY OF SANTA ANA
Information Technology Contractor Position /Title Descriptions
including Pay Rate Ranges based on Contractor and Industry /Regional Rates
February 2016
Position/Title
Description
Hourly Rate
(all inclusive)
Datacenter Engineer
Ensures stability, integrity, and efficiency of the
$70 -$93
operations of in-house information systems located
within the datacenter. Executes the planning, design,
Implementation, and support of complex infrastructure
related equipment, racks, uninterrupted power supply,
and upgrades. Includes other duties as assigned.
IT Project Manager
Keeps project on course for schedule, cost and
$100 -$110
resources. Assists in planning, organizing, and arranging
for staffing. Heads effort to confirm user requirements.
Coordinates selection phase (e.g. RFP, proposal
evaluation, vendor selection, negotiations, internal
approvals and contracts); assists In In vendor
management, leads data migration, helps develop
business rules; oversees acceptance testing and
operational cut over. Some post Implementation
transition assistance and other duties as assigned.
Network Analyst
Provides installatlon, layout, and maintenance of
$80 -$98
network components. Involved In both the business side
and technical side to help identify problems within the
organization and suitable technical solution and other
duties as assigned.
Principal Programmer
Perform design, development, and production support
$80 -$115
for various applications. Will code, integrate, and test
programs within a pre - defined standard methodology.
Provide support and implement enhancements for
existing production systems, etc. and other duties as
assigned.
Programmer
WIII code, integrate, and test programs within a pre-
$70 -$95
defined standard methodology. Provide support and
Implement enhancements for existing production
_
systems, etc. and other duties as assigned.
Senior Network Engineer
Responsible for configuring, controlling, tuning,
$70 -$93
monitoring and troubleshooting all elements of the
LAN /WAN infrastructure including switches, routers,
firewalls, virtual private networking and leased circuits
and other issues of complexity and duties as assigned.
Senior Programmer Analyst
Work as a member of a software project team on
$90 -$105
client /server and web applications using various
technologies and tools. Perform design, development,
and production support for various applications. WIII
code, integrate, and test programs within a pre - defined
standard methodology. Provide support and Implement
enhancements for existing production systems, etc. and
other duties as assigned.
Senior Systems Engineer
Responsible for computer and storage systems design,
$70 -$93
configuration, and operations, Provides design,
implementation, troubleshooting, maintenance and
analysis of Internal and external computing
_
environments. Identifies, researches, and resolves
EXHIBIT A
CITY OF SANTA ANA
Information Technology Contractor Position /Title Descriptions
including Pay Rate Ranges based on Contractor and Industry /Regional Rates
February 2016
complex technical problems, performs a variety of
complicated tasks, and provides support for escalated
troubled tickets. Has broader responsibilities than
datacenter engineer, though may have other duties as
assigned,
Systems Administrator
Administration of systems and user accounts and
$40 -$85
management; install, upgrade, and monitor network
and server software and hardware. Involved in
maintenance, configuration, and reliable operation of
servers and other Infrastructure equipment such as
wireless devices, switches, and cabling. Ensures up -time,
performance, and security of the servers and network.
Performs back -up of systems, data discovery, and
creation of user accounts. Includes other duties as
assigned.
Systems Support Analyst (Mid to Sr.)
Provides design, implementation, troubleshooting,
$65 -$100
maintenance and analysis of internal and external
computing environments. Identifies, researches, and
resolves complex technical problems. Performs a variety
of complicated tasks, and provides supportfor escalated
troubled tickets. May have other duties as assigned.
Web Architect
Manages system architecture, software development, IT
$90 -$115
Infrastructure, and technical evaluation for project and
programs. Coordinates implementation of the
Infrastructure components, uses software technology
and techniques, may write and develop software for
special projects; designs infrastructure to support
enterprise and user requirements. Provides conceptual,
analytical and design for meeting business objectives.
Includes other duties as assigned.
EXHIBIT B
CITY OF SANTA ANA
IT Contractor Negotiated Hourly Rates
February 2016
Negotiated Hourly
IT Contractor
Position Title
Billing Rate
(all inclusive) -
SoftMaster
Project_ Manager
i
see range in Exhibit A
Sr. Programmer Analyst
-- ------------ - - -- -- - - - - --
Fsee range in Exhibit A
see range in Exhibit A
Sr. Systems Support Analyst
Principal Programmer___
see range in Exhibit A
Systems Administrator,
see range in Exhibit A
Programmer
see range in ExhibitA
Web Architect
Datacenter Engineer
see range In Exhibit
see range in Exhibit A
AE�RDI CERTIFICATE OF LIABILITY INSURANCE
DATEIMMIDD,YYYY)
0112112016
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
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certificate holder In lieu of such endorsoment(s).
PRODUCER
The Master insurance rance Agency, Inc.
18053 Valley Blvd.,
City of Industry, CA 91744
License #:0603663
NAME. Choon
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1142 S Diamond Bar Blvd #386
Diamond Bar, CA 91765
INSURER e: Employem Assurance C mpany
COMMERCIAL GENERAL LIABILITY
INSURERC: Hartford Fire Insurance Company
INSURERD:
02/20/2016
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EACH OCCURRENCE
INSURERF:
COVERAGES CERTIFICATE NUMBER: 00000000 -27193 REVISION NUMBER S
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INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
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DESCRIPTION OF OPERATIONS I LOCATIONS [VEHICLES (ACORD 101, Addeional Remarks Schedule, may be attached if more space is required)
Computer Consultant and Staffing Services. Subject to Policy Terms, Conditions and Exclusions
* 30 Days Notice should the policy cancel for non - payment
Insured for Location at :
20640 E Oak Crest Drive, Diamond Bar, CA 91764
City of Santa Ana
Its Officers, Agents and Employees
20 Civic Center Plaza
P.O. Box 1988 -M12
Santa Ana, CA 92702
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS,
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All rights
ACUHU 25 (2094/01) The ACORD name and logo are registered marks of ACORD
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ACORD, CERTIFICATE OF LIABILITY INSURANCE
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DATE (MFAIO0(YYYY)
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PRODUCER Phone: {6261854-9541
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
The Master Insurance Agency, Inc.
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
18053 Valley Blvd.,
City of Industry, CA 91744
License OB03663
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
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1,000,000
EMPLOYERS' LIABILITY
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OFFICENMEMBER EXCLUDED? y
G.L. CGCASE, EA FMPLOYEO
S 1,000,000
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SPECIAL PROV¢STONS
LE.L. DISEASE- POLICY LIMIT .1
5 1,000,000
OTHER
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Crimeshield Bond
72 TP 0271195
0812912016 1
08129/2017
Ded: 10,000 1,000,000
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Errors & Omissions
72SBAAK5642
0212012016
02/20/2017
Per Aggregate 1,000,000
DESCRIPTION OF OPERATIONS; LOCATIONS VEHICLES 1 EXCLUSIONS ADDED BYENDORSWENT) SPECIAL PROVIS$ONS
Computer Consultant and Staffing Services. Subject to Policy Terms, Conditions and Exclusions
* 30 Days Notice should the policy cancel for non-payment
Insured for Location at �
20640 E Oak Crest Drive, Diamond Bar, CA 91764
CERTIFICATE HOLDER CANCELLATION
City of Santa Ana
Its Officers, Agents and Employees
20 Civic Center Plaza
P.O. Box 1988-M12
Santa Ana, CA 92702
Luz d", 11 V
"LAI
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
DATE THERFnF, THIF ISSUING INSURER W11 I FJIDFAVOR TO I"L d.0 BAYS WRITTEN
NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL
IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER. ITS AGENTS OR
AUTHORIZED
- _ lr VRMI 1- 1.00
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