HomeMy WebLinkAboutSTRATEGIC SOLUTIONS 3 - 2012INSURANCE ON FILE
WORK MAY PROCEED
UNTIL INSURANCE EXPIRES N-2012-133
G -/oZ'-/ ?;
CLERK OF COUNCIL
DATE- (Cy - 6 2012 CONSULTANT AGREEMENT
o: FMS C 0
R-%c-K Qr? THIS AGREEMENT, made and entered into this 5"' day of September, 2012 by and
Lo?Ob between Strategic Solutions, a California partnership (hereinafter "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 (hereinafter "City").
RECITALS
A. The City desires to retain a consultant having special skill and knowledge in the field of
grant consulting services.
B. Consultant represents that Consultant is able and willing to provide such services to
the City.
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 provide consulting services in planning, implementing and funding
viable air quality, alternative energy and conservation projects, as set forth in Consultant's
Proposal, attached as Exhibit A to this Agreement, and incorporated by reference. Consultant
shall take direction from the Executive Director of Finance and Management Services, or his
designated representative, to determine which grants, and the implementing/reporting activities
required by those grants, will be addressed by Consultant.
2. DELIVERY OF WORK PRODUCT -OWNERSHIP
Consultant warrants and represents that it has the absolute right to enter into and perform
this Agreement and will perform its obligations hereunder in accordance with standards and
practices prevailing in the industry. Consultant's contribution to the Project, including works to
be produced by Consultant hereunder, will not infringe or misappropriate the proprietary or
personal rights of any third person or party. Consultant shall deliver to City any work product
which results from the services provided. Said work product shall be submitted in hard copy and
produced in a form compatible with City's information systems, as agreed between the Project
Manager and Consultant.
In regard to all material produced as a deliverable under this Agreement, including but
not limited to records, papers, drawings, specifications, programs, systems and other materials
prepared by Consultant, Consultant agrees, for itself and its affected officers, employees, agents,
contractors, and volunteer workers, that (a) other such material shall be the property of the City,
and may not be copyrighted without prior review from the City, and (b) the authors of all such
material, whether copyrighted or not, 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 for governmental purposes to
disclose, publish, translate, reproduce, and use such materials.
3. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services, a
per diem rate of $500.00. The total sum to be expended under this Agreement shall not exceed
$25,000.00 during the term of this Agreement.
b. Payment by City shall be made within thirty (30) 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.
4. TERM
This Agreement shall commence on the date first written above and terminate on June 30,
2013, unless terminated earlier in accordance with Section 13, below. The term may be extended
upon a writing executed by the Executive Director of Finance and Management Services and the
City Attorney. In order to provide continuous uninterrupted service, all services provided by
Consultant since July 1, 2012 shall be included within the Scope of Services of this Agreement.
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. Due to the nature of services provided, Commercial General Liability Insurance is not t/
required.
b. Worker's Compensation Insurance. in accordance with the provisions of Section
3300 of the Labor Code, 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 under this Agreement, Consultant agrees to obtain and maintain any
employer's liability insurance with limits not less than $1,000,000 per accident.
c. 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 rightI at the City's election, to forthwith
terminate this Agreement. Such termination shall not effect Consultant'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.
INDEMNIFICATION
Consultant agrees to and shall indemnify 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
negligence, recklessness or willful misconduct 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
negligence, recklessness or willful misconduct of Consultant 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 asserting that personal injury, damages, just compensation, restitution, judicial or
equitable relief due 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.
8. 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 (e) 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
Facsimile (714) 647-6956
With courtesy copies to:
Finance and Management Services -Fleet
City of Santa Ana
215 S. Center Street (M-83)
Santa Ana, California 92702
Facsimile (714) 647-3539
and
City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
P.O. Box ] 988
Santa Ana, California 92702
Facsimile (714) 647-6515
To Consultant: Strategic Solutions
2825 South Palm Canyon Drive
Palm Springs, CA 92264
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 frames, 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, 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 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 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 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. However, any use of unfinished work product shall
be at City's sole risk.
b. Payment need not be made for work which fails to meet the standard of performance
specified in the Recitals of this Agreement.
14. DISCRIMINATION
Consultant 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. Consultant 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 government 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, 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 herein below has the power,
authority and right to bind their respective parties to each of the terms 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. Captions and headings in this Agreement, including the title of this Agreement, are for
convenience only and are not to be considered in construing 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:
MARIA D. HUIZAR
Clerk of the Council
CITY OF SANTA ANA
?\? n r ^
Pain 1 M. Walters
City Manager
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By: /
Laura Sheedy
Assistant City Attorney
STRATE'GICSOLUTIQNS
?i,OT E WHO THEY
President
RECOMMENDED FOR APPROVAL:
???C?\? o?t?
FRANCISCO G TI RREZ
Executive Director
Finance and Management Services Agency
PROPOSAL
COMPREHENSIVE GRANT CONSULTING SERVICES
to the
City of Santa Ana, California
From
StrategicSolutions
for
Fiscal Year 2012/2013
OVERV/EW
EXHIBIT A
Charlotte D. Whitney, d.b.a. StrategicSolutions, will provide comprehensive grant consulting
services to the City of Santa Ana Facilities, Fleet and Central Stores. Drawing on its extensive
experience in all phases of the grant process, Pre-Application Preparation; Application
Development and Preparation; and Post-Application Implementation and Grant Management,
StrategicSolutions will work interdepart mentally and with public and private individuals and
agencies to achieve program objectives and maximize access to grant funding.
Strategic Solutions will focus on funding opportunities in support the following City of Santa Ana
plans and priorities:
1 . Green Facilities, Fleet and Central Stores Strategic Plan
2. Green Fleet Action Plan: Electric Vehicles and Charging Infrastructure
3. Green Fleet Action Plan: Propane Vehicles and Infrastructure
4. Green Fleet Action Plan: Environmentally Preferable Purchases and Practices Policy
5. Energy Efficiency and Conservation
6. Community Outreach and Public Education
7. Other, as identified
FOCUS: FISCAL YEAR 201212013
During the past two years, Fiscal Year 2010/2011 and Fiscal Year 2011/2012, StrategicSolutions
secured $1,045,500 in grant funding for the City of Santa Ana Facilities, Fleet Management and
Central Stores. With the assistance of staff, StrategicSolutions formulated a green strategic plan
and three targeted action plans. With these plans in place, StrategicSolutions then focused on
obtaining grant funding for action implementation.
In order to realize the funding secured, the projects identified must now be implemented and
required activities completed. While working to identify additional grant funding for new
projects, during Fiscal Year 2012/2013, StrategicSolutions will extend its services to Post-
Application Implementation and Grant Management. Two required elements of secured grants,
community outreach/public education and reports/requests for reimbursements, will feature
strongly in the new work program.
StrategicSolutions will draw from the list of grants identified in the Green Facilities, Fleet and
Central Stores Strategic Plan and the three supporting specific action plans for additional grant
funding. For Post-Application Implementation and Grant Management activities,
Strategic Solutions will draw from the contractual agreements between the City of Santa Ana and
the funding agencies.
SER VICES
StrateQicSolutions will provide the following comprehensive Brant consulting services:
Pre-A lication Pre aration
1. Identify applicable rants
2. Research rant databases and agency specific databases on-line for funding oppo
3. Review rant announcements and uielines forapplicability
4. Attend training and bidder's conferences
5. Develop a database of rants that match funding needs
6. U date calendar of submission datelines
7. Maintain a comprehensive grants inventory for each project area
8. Prepare strategies and action plans
9. Facilitate project scoping
10 Write program descriptions
Application Development and Preparation
1. Download guidelines, applications and forms
2. Develop application strategies that maximizes funding and prospects for approval
3. Schedule and conducting strategy meetings with staff
4. Draft policies, plans and agenda reports to support rant applications
5. Research and assembling information to be included in applications
6. Obtainspecifications, vendor quotes, brochures and other supporting materials
7. Secure relationships, resolutions, cover letters and letters of support
8. Prepare draft applications for review and comment
9. Prepare final applications for submittal
10. Overnight mail and/or hand deliver applications to funding agencies and others
1 1 . Telephone and/or e-mail funding agencies and other staff regarding applications
12. Negotiate contract modifications
Post-Application Implementation and Grant Management
1. Prepare, update, and/or assemble additional documents as required b funding agencies
2. Prepare calendar of re ort due dates
3. Download report requirements and forms
4. Prepare progress and final reports
5. Obtain and assemble information for preparation of reports
6. Prepare draft reports for review and comment
7. Prepare final reports for submittal
8. Prepare materials for status meetings with city staff, agency staff and/or other consultants
9. Conduct status meetings
10. Coordinate with staff on invoicing and requests for reimbursement
1 1 . Coordinate with outside agency staff and consultants on funding status and grant
implementation
12. Assist in project completion to meet rant implementation timelines
13. Provide technical assistance to staff and other consultants
14. Develo and implement public relations and outreach to support applications and projects
15. Prepare requests for reimbursement
16. Maintain computer and hard co files for audit and future use
A VAILABIL TIY
Charlotte D. Whitney will dedicate a total of fifty days during Fiscal Year 2011/12 to
comprehensive grant consulting for the City of Santa Ana.
Six days will be set aside for "Pre-Application" services. These services are required to complete
grant applications and include such services as development of specific action plans, policy
development and written program descriptions.
Twenty-four days will be set aside for the preparation of grant applications. The final schedule
for grant applications will be determined by number of grants prepared and their complexity.
Typically twenty-four days should allow for the preparation of three grant applications.
Twenty days will be reserved for "Post-Application" services. This will include such services as
pursuit of approvals, required activities by funding agencies and report writing.
Pre A lication A lications Post A lication Total
6 da s 24 da s 20 da s 50 da s
Charlotte D. Whitney will dedicate the required time and materials to complete quality work
submitted on deadline.
Charlotte D. Whitney will be available for consultation five days per week, excluding weekends
and holidays, by telephone, e-mail, and FAX.
Charlotte D. Whitney will be available for meetings at the offices of the City of Santa Ana as
needed.
COMPENSATION
The City of Santa Ana will be billed monthly on a per diem basis of $500 as work is completed.
A detailed activity report and copies of completed projects will be submitted with each invoice.
Ordinary support services, including mileage and telephone, are included within the monthly
charge.
Total amount of compensation will not exceed $25,000.
TERMS
The Agreement will be in effect for Fiscal Year 2012/2013 ending June 30, 2013.
Either party for any reason may cancel the Agreement with athirty-day written notice.
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'139007 StrategicSolutions Certificate of Insurance (page ? of ?) 06/29/20'12 04:24:29 PM
.wcoR°? CERTIFICATE OF LIABILITY INSURANCE DA
YW)
6/29/2012
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 ba 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)-
PROOUCER CONTACT
NAME:
Businesslnsurance Now gtio, No, Eat): (800) 655-'17'14 (A c, Noy (972) 390-8484
'130 Central Expy. South, Swte 115 E-MAIL
Allen, TX 750'13 ADDRESS:
PRODUCER
CUSTOMER ID k:
INSURER(S) AFFORDING COVERAGE NAIC #
INSURED INSURER A The Hartford
30'104
StrategicSolutions INSURER B : United States Liability Insurance Company 25895
2825 South Palm Canyon Drive
Palm Springs, CA 92264 INSURER c -
INSURER D
INSURER E
INSURER F o
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 AppL SUBR POLICY EFF POLICY EXP
LTR TYPE OF INSURANCE POLICY NUMBER MM/OD/YYYY MMIDD/YVYY
LIMITS
GENERAL LIABILITY
EACH OCCURRENCE $ 1.000.000
? COMMERCIAL GENERAL LIABILITY DAMAGE TO RENTED
PREMISES (Ea occurrence) $ 1.000,000
CLAIMS-MADE ? OCCUR MED EXP (Any one person) $ 10,000
A _ Yes 465BMID62B0 6/12/2012 6/12/2013 PERSONAL 8 ADV INJURY $ 1.000,000
GENERAL AGGREGATE g 2,000,000
GEN'L AGGREGATE LIMIT APPLIES PER:
PRODUCTS -COMP/OP AGG S 2.000.000
? POLICY PRO LOC $
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT
(Ea accidenq $
ANY AUTO
BODILY INJURY (Per person) 5
?J ? ?(
ALL OWNED AUTOS
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1
1 O "l?
SCHEDULED AUTOS
1
?? BODILY INJURY (Per accident) S
A
? DAMAGE
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1?
\?1
HIRED AUTOS
?1?? /?' S
P¢r
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tlent
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NON-OWNED AUTOS :?,1 n
?` $
_ ?
f $
UMBRELW LIAB OCCUR ? - \ 't'v
u CTlt'),
1
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-
? EACH OCCURRENCE $
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EXCESS LIAB CLAIMS-MADE ^?
'-
`,\lY AGGREGATE $
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?S lc\ ,
,?
DEDUCTIBLE . ?
RETENTION $
WORKERS COMPENSATION WC STAT U- OTH-
AND EMPLOYERS' LIABILITY ?. / N TORY LIMITS ER
ANV PROPRIETOR/PARTNER/EXECUTIVE
E.L. EACH ACCIDENT S
OFFICER/MEMBER EXCLUDED? ? N / A
(Man,ia[ory in NH)
E.L. DISEASE - EA EMPLOYEE $
If yes describe untler
DESCRIPTION OF OPERATIONS below E.L. DISEASE -POLICY LIMIT $
B Prof¢ssional Liability (Errors antl Omissions) SP1013410E 6/26/2012 6/26/2013 Occurrence / Aggrega!¢ $1,000,000 / 51.000.000
DESCRIPTION OF OPERATIONS /LOCATIONS /VEHICLES (Attach ACORD 101, Atl ditional Remarks Sch¢tl ul¢, if more space is r¢quir¢d)
City o! Santa Ana is nametl as Atltlitional Insuretl with regard to the general liability.
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
Clly of Santa Ana THE EXPIRATON DATE THEREOF, NOTICE WILL BE DELIVERED IN
20 CiViC Center Plaza ACCORDANCE WITH THE POLICY PROVISIONS-
S
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A
CA 92702
an
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na, AUTHORIZED REPRESENTATIVE
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V 1988-2009 AGORD CORPORATION- All rights reserved.
ACORD 25 (2009/09) The ACORD name and logo are registered marks of ACORD