HomeMy WebLinkAbout25F - AGMT - STATE CA PHONE SRV REIMBURSEMENTREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
AUGUST 2, 2016
TITLE:
AGREEMENT WITH THE STATE OF
CALIFORNIA FOR TELEPHONE SERVICE
REIMBURSEMENT
{STRATEGIC PLAN NO. 4, 1}
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 1 s Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and the Clerk of the Council to execute an agreement with the State of
California, Employment Development Department, to reimburse the City for telephone service
costs, in an amount not to exceed $35,192, subject to nonsubstantive changes approved by the
City Manager and City Attorney.
DISCUSSION
The State of California, Employment Development Department (EDD), shares office space at the
Santa Ana WORK Center and also utilizes the city -owned telephone system. This agreement
reimburses the City for the monthly telephone service charges and actual long distance and toll
charges incurred by the EDD staff. The agreement term will be for two years from July 1, 2016
through June 30, 2018 in the amount of $35,192.
STRATEGIC PLAN ALIGNMENT
Approval of this item assists the City in meeting Goal #4 - Fiscal Sustainability, Objective #1
(Maintain a stable, efficient and transparent financial environment).
FISCAL IMPACT
Funds will be deposited into the WORK Center's One Stop Program Communications account (no.
12318751 - 62010).
25F -1
Agreement to Reimburse
August 2, 2016
Page 2
R ert C. ort
Telephone Service
Special Assistant to the City Manager
City Manager's Office
DS /sb
Exhibit: 1. State of California Agreement
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez
Executive Director
Finance & Management Services Agency
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STATE OF CALIFORNIA
STANDARD AGREEMENT
STD. 213 (Rev GOAM)
AGREEMENT NUMBER
f k,-
1. This Agreement is entered into between the State Agency and the Contractor named below:
STATE AGENCYS NAME
Employment Development Department
COMPACTORS NAME
City of Santa Ana Work Center
2. The term of this
Agreement is: July 1, 2016 through June 30, 2018, or upon final approval.
1 The maximum amount $35,192.00
of this Agreement is: Thirty Five Thousand One Hundred Ninety Two Dollars and No Cents
4. The parties agree to comply with the terms and conditions of the following exhibits which are by this reference made a
part of the Agreement.
Exhibit A
Scope of Work
1
Page
Attachment A -1
Specifications
1
Page
Exhibit B
Budget Detail and Payment Provisions
1
Page
Attachment B -1
Budget Detail
1
Page
Attachment B -2
Contract Rate Sheet
1
Page
Exhibit C "
General Terms and Conditions
GTC 610
Exhibit D
Special Terms and Conditions
1
Page
( s5hilainij City A4terney
items hown with an Asterisk(), are hereby incorporated by reference and made part of this Agreement as if attached hereto.
These documents can be viewed at www. dgs. ca. govloislResourceslStandardGontractLanguage .aspx
IN WITNESS
reement has been executed by the
hereto.
CONTRACTOR
— ODNTRACTOR'S NAAAE Rfoiher than an individual, atala whether a corpvalion, partneishlp, eta.)
City of Santa Ana Work Center
—
____
BY lAuthorimd Sigmvnxa) DATE SIGNED (na 1VbPe)
PRINTED NAME AND TITLE OF PERSON SIGNING
David Cavazos, City Manager
ADDRESS
1000 E Santa Ana Blvd Suite 200, Santa Ana, CA 92701
— STATE OF CALIFORNIA — - — —
AGENCYNAME
Employment Development Department
BY lAUthwiietl Synah+rn) DATE SIGNED (Uonot lypc)
PRINTED NAME AND TITLE OF PERSON SIGNING
Xochitl Montano, Manager, Contract Services Group
ADDRESS
722 Capitol Mall, MIC 62 -C, Sacramento, CA 95814
-- — . _......._... - - -- - --
California Department of General
Services use Only
[X] Exempt per:
DGS Exemption Letter No. 54.4
EXHIBIT A
(Standard Agreement)
SCOPE OF WORK
EDD Agreement No. M7103008
EDD /City of Santa Ana
Page 1 of 1
1. This Agreement Is entered into by and between the Employment Development Department,
hereinafter referred to as EDD, and the City of Santa Ana, hereinafter referred to as Partner,
for the purpose of reimbursing the Partner for the EDD's share of the telephone service
costs at the Santa Ana One -Stop Career Center located at 1000 Santa Blvd in Santa Ara,
CA. The EDD is co- located at this site under the Workforce Investment Act mandate.
2. The services shall be reimbursed in accordance with Attachment A -1, Specifications,
Attachment B -1, Budget Detail Sheet and Attachment B -2, Contract Rate Sheet.
3. The project representative during the term of this Agreement will be:
State Agency
Employment Development Department
Ana Martini
1000 E. Santa Ana Blvd. Suite 103
Santa Ana, CA 92701
Phone: (714) 565 -2680
Fax: (714) 558 -4664
Contractor
City of Santa Ana
Deborah Sanchez
1000 E. Santa Ana Blvd. Suite 200
Santa Ana, CA 92701
Phone: (714) 595 -2621
Fax: (714) 565 -2602
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EDD Agreement No. M7103008
EDD /City of Santa Ana
Page 1 of 1
ATTACHMENT A -1
(Standard Agreement)
SPECIFICATIONS
The EDD agrees to utilize the Partners telephone services at the Santa Ana County One -Stop
Career Center located at 1000 E. Santa Ana Blvd., Suite 200, Santa Ana, CA 92701.
The term of this Agreement shall be July 1, 2016 through June 30, 2018 or upon final approval.
The total amount of the fiscal and variable telephone services charges of this Agreement shall
not exceed Thirty Five Thousand One Hundred Ninety Two Dollars and No Cents ($35,192.00).
See Attachment B -1, Budget Detail Sheet. The contract amount is based on the estimated cost
of service as shown in Attachment B -2, Contract Rate Sheet.
Telephone Service Scenarios
The EDD staff will utilize the Partner (Career Center) telephone services.
The partner agrees to provide the EDD staff with proprietary telephone system instruments
attached. Telephone services shall include, instrument, installation, cross connects, dial tone
access, long distance access, programming, voicemail, maintenance, and shared incoming
trunk cost.
The partner agrees to coordinate the specific line appearance and ring programming of the
EDD staff telephone instruments with the EDD Voice Operations Unit and the local office
manager. EDD staff instruments shall restrict 900, 976, 3'd party, caller ID, and international
calls.
The Partner agrees to perform Moves, Adds, and Changes, (MAC's) to EDD assigned system
instruments.
The Partner also agrees to perform MAC's for peripheral EDD lines and instruments not
connected to the partner telephone system. Peripheral lines are identified as fax, modem,
Unemployment Insurance direct connects, etc.
The Partner agrees to invoice the Department, in arrears, for applicable one -time charges.
The Partner agrees to invoice the Department (EDD) monthly in arrears for the agreed upon
ongoing telephone service charges, and, actual long distance and toll charges incurred by the
EDD staff using the partner telephone system. Long distance and toll charges shall be itemized
by station number in a monthly cost accounting report that will be made available to the EDD
manager.
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EDD Agreement No, M7103008
EDD /City of Santa Ana
Page 1 of 1
EXHIBIT B
(Standard Agreement)
BUDGET DETAIL AND PAYMENT PROVISIONS
1. Invoicing and Payment
a) The total amount of this Agreement shall not exceed Thirty Five Thousand One Hundred
Ninety Two Dollars and No Cents ($35,192.00).
b) Invoices may be submitted monthly in triplicate, in arrears, and must reference the EDD
Agreement Number M7103008, and shall be forwarded to:
Employment Development Department
Attention: Ana Martini, Operation Manager EPM II
1000 E. Santa Ana Blvd Suite 103
Santa Ana, CA 92701
2. Budget Contingency Clause
It is mutually understood between the parties that this Agreement may have been written
before ascertaining the availability of congressional and legislative appropriation of funds,
for the mutual benefit of both parties, in order to avoid program and fiscal delays which
would occur if the Agreement were executed after that determination was made.
This Agreement is valid and enforceable only if (1) sufficient funds are made available by
the State Budget Act of the appropriate State Fiscal Year(s) covered by this Agreement for
the purposes of this program; and (2) sufficient funds are made available to the State by the
United States Government or by the State of California for the Fiscal Year(s) covered by this
Agreement for the purposes of this program. In addition, this Agreement is subject to any
additional restrictions, limitations or conditions established by the United States Government
and /or the State of California, or any statute enacted by the Congress and Legislature,
which may affect the provisions, terms or funding of the Agreement in any manner.
The parties mutually agree that if the Congress and/or Legislature does not appropriate
sufficient funds for the program, this Agreement shall be amended to reflect any reduction in
funds.
The EDD has the option to terminate the Agreement under the 30 -day termination clause or
to amend the Agreement to reflect any reduction of funds.
3. Prompt Payment Clause
Payment will be made in accordance with, and within the time specified in, Government
Code § 927, et seq.
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25F -7
ATTACHMENT B -2
(Standard Agreement
CONTRACT RATE SHEET
SANTA ANA ONE -STOP
Item
Basic rate for phone service including line,
Equipment, Voice mail and EDD's
share of DID and Pt -to -Pt circuits.
Long distance and toll charges including
incoming and outgoing calls.
Moves, Adds, and Changes (Technician)
City of Santa Ana as of 4/14/2016
Page 1 of 1
25F -8
EDD Contract No. M7103008
EDD /City of Santa Ana
Page 1 of 1
Monthly Cost
$31.00 per line
Actual cost varies monthly and is
billed in arrears.
$ 85 /hr, Including equipment
EDD Agreement No. M7103008
EDD /City of Santa Ana
Page 1 of 1
EXHIBIT D
(Standard Agreement)
SPECIAL TERMS AND CONDITIONS
1. Settlement of Disputes
In the event of a dispute between EDD and the Partner over any part of this Agreement, the
dispute may be submitted to non - binding arbitration upon the consent of both EDD and the
Partner. An election for arbitration to this provision shall not preclude either party from
pursuing any remedy for relief otherwise available.
2. Workforce Innovation and Opportunity Act MON
Contractor agrees to conform to nondiscrimination provisions of the Workforce Innovation
and Opportunity Act (WIOA) and other federal nondiscrimination requirements as referenced
in 29 CFR, Part 37.
3. Termination Clause
This Agreement may be terminated by EDD by giving written notice to the Partner 30 days
prior to the effective date of such termination.
4. Agency Liability
The Partner warrants by execution of this Agreement, that no person or selling agency has
been employed or retained to solicit or secure this Agreement upon agreement or
understanding for a commission, percentage, brokerage, or contingent fee, excepting bona
fide employees or bona fide established commercial or selling agencies maintained by the
Partner for the purpose of securing business. For breach or violation of this warranty, the
State shall, in addition to other remedies provided by law, have the right to annul this
Agreement without liability, paying only for the value of the work actually performed, or
otherwise recover the full amount of such commission, percentage, brokerage, or contingent
fee.
5. Force Maieure
Neither party shall be liable to the other for any delay in or failure of performance, nor shall
any such delay in or failure of performance constitute default, if such delay or failure is
caused by "Force Majeure." As used in this section, "Force Majeure" is defined as follows:
Acts of war (e.g., riots and strikes) and acts of God (e.g., earthquakes, floods, and other
natural disasters) such that performance is impossible.
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