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SELF-INSURANCE ADDENDUM TO MASTER EQUITY LEASE AGREEMENT (Physical Damage Only)
T his Addendum is made to the Master Equity Lease Agreement dated _____ day of ______________________, as amended (the “Agreement”), by and between Enterprise FM Trust, a Delaware statutory trust (“Lessor”), and the lessee whose name is set forth on the signature line below (“Lessee”).
T his Addendum is attached to and made a part of the Agreement (including each Schedule to the Agreement). All capitalized terms used and not otherwise defined herein shall have the respective meanings ascribed to them in the Agreement.
Notwithstanding the pr ovisions of Section 11 of the Agreement, Lessee shall be permitted to assume and self-insure the risks covered by the Physical Damage insurance policy set forth in Section 11 of the Agreement and shall not be required to purchase or maintain any Physical Damage insurance policy of any kind with respect to any Vehicle; provided, however, that if any Federal, state, local or other law, statute, rule, regulation or ordinance requires Lessee to maintain any amount of Physical Damage insurance with respect to any Vehicle, Lessee shall purchase and maintain such amount of Physical Damage insurance in the form of a Physical Damage insurance policy which complies in all respects, other than the amount of Physical Damage insurance required, with Section 11 of the Agreement.
Notwithstanding the for egoing, if (1) Lessor, at any time in its good faith judgment, is not satisfied with the condition, prospects or performances, financial or otherwise, of Lessee or (2) any default or event of default occurs under the Agreement, than Lessor may, at its option, revoke this Addendum and terminate Lessee’s right to self-insure by providing Lessee with at least thirty (30) days prior written notice thereof. Upon the termination of Lessee’s right to self-insure, Lessee shall comply in all respects with Section 11 of the Agreement.
Ex cept as amended hereby, all the terms and provisions of the Agreement shall remain in full force and effect. In the event of any conflict between this Addendum and the Agreement or any of the Schedules, the terms and provisions of this Addendum will govern and control. © 2017 Enterprise Fleet Management, Inc. I02096_Self-Insurance Addendum (Equity, Physical Damage) LESSEE: ______________________________________
______________________________________
By: ______________________________________
Title: ______________________________________
Date Signed: _______________________, ___________
LESSOR: Enterprise FM T rust
By: Enterprise F leet Management, Inc. its attorney in fact ______________________________________
By: ______________________________________
Title: ______________________________________
Date Signed: _______________________, ___________
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Solicitation Number: RFP #030122
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and Enterprise Fleet Management, Inc., 600 Corporate Park Drive, St. Louis, MO 63105 (Supplier).
Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.
Sourcewell issued a public solicitation for Fleet Management Services from which Supplier was awarded a contract.
Supplier desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
B. EXPIRATION DATE AND EXTENSION. This Contract expires April 18, 2026, unless it is cancelled sooner pursuant to Article 22. This Contract may be extended one additional year upon the request of Sourcewell and written agreement by Supplier.
C. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all payment obligations incurred prior to expiration or termination will survive, as will the following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All other rights will cease upon expiration or termination of this Contract.
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.
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Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.
All Equipment and Products provided under this Contract must be new and the current model.
Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.
B. WARRANTY. Equipment, product, or service warranties will be provided by the manufacturer or service provider. Supplier will assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer or service provider. Any manufacturer’s or service provider’s warranty will be passed on to the Participating Entity.
C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout the Contract term, Supplier must provide to Sourcewell a current means to validate or authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment, Products, and Services offered under this Contract, which will be incorporated into this Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most current information.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price stated in Supplier’s Proposal.
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.
Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Supplier must permit the Equipment and Products to be returned within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities reserve the right to inspect the Equipment and Products at a reasonable
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time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery.
In the event that Equipment and Products arrive in a defective or inoperable condition, the Participating Entity must promptly bring any such condition to Supplier’s attention. Supplier will then provide commercially reasonable assist ance to the Participating Entity in any communication or negotiation with the Equipmen t and Product’s manufacturer or dealer, as applicable, with respect to claims relating to such condition.
B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid tax- exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax- exempt entity.
C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Supplier Development Administrator. This approved form is available from the assigned Sourcewell Supplier Development Administrator.
At a minimum, the request must:
x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change; x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.
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A fully executed Sourcewell Price and Product Change Request Form will become an amendment to this Contract and will be incorporated by reference.
5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Supplier understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.
B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at government- owned facilities, including schools. Supplier’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell contract number. All Participating Entity orders under this Contract must be issued prior to expiration or cancellation of this Contract; however, Supplier performance, Participating Entity payment obligations, and any applicable warranty periods or other Supplier or Participating Entity obligations may extend beyond the term of this Contract.
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Supplier’s acceptable forms of payment are included in its attached Proposal. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Supplier, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entities may require the use of a Participating Addendum; the terms of which will be negotiated directly between the Participating Entity and the Supplier. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements not addressed in this Contract (such as e- commerce specifications, specialized delivery requirements, or other specifications and requirements), the Participating Entity and the Supplier may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order prior to the applicable Equipment and Product manufacturer or dealer deadline, in whole or in part, immediately upon notice to Supplier in the event of any of the following:
1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the equipment, products, or services to be purchased; or
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements.
Any termination thereafter will be governed by the terms and conditions of Supplier’s affiliates’ Master Lease Agreement.
E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.
7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:
x Maintenance and management of this Contract;
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x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.
B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, sales data reports, supply issues, customer issues, and any other necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT
A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a contract sales activity report (Report) to the Sourcewell Supplier Development Administrator assigned to this Contract. Reports are due no later than 45 days after the end of each calendar quarter. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were made).
The Report must contain the following fields:
x Participating Entity Name (e.g., City of Staples Highway Department); x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Participating Entity Contact Name;
x Participating Entity Contact Email Address;
x Participating Entity Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Supplier may not charge Participating Entities more than the contracted price to offset the Administrative Fee.
The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased by Participating Entities under this Contract during each calendar quarter. Payments should
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note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.
Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If Supplier’s Authorized Representative changes at any time during this Contract, Supplier must promptly notify Sourcewell in writing.
10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE
A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant to this Agreement are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract.
B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under this Contract without the prior written consent of the other party and a fully executed assignment agreement. Such consent will not be unreasonably withheld. Any prohibited assignment will be invalid.
C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been duly executed by the parties.
D. WAIVER. Failure by either party to take action or assert any right under this Contract will not be deemed a waiver of such right in the event of the continuation or repetition of the circumstances giving rise to such right. Any such waiver must be in writing and signed by the parties.
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E. CONTRACT COMPLETE. This Contract, with respect to the subject matter hereof, represents the complete agreement between the parties. No other understanding regarding this Contract, whether written or oral, may be used to bind either party. For any conflict between the attached Proposal and the terms set out in Articles 1-22 of this Contract, the terms of Articles 1- 22 will govern.
F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.
11. INDEMNITY AND HOLD HARMLESS
Supplier must indemnify, defend, save, and hold Sourcewell, including their agents and employees, harmless from any third-party claims or causes of action, including attorneys’ fees incurred by Sourcewell, arising out of any act or omission in the performance of this Contract by the Supplier or its agents or employees. Sourcewell’s responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.
Indemnity obligations between Supplier and any Participating Entity, if any, will be as set forth in the applicable Supplier’s affiliates’ Master Lease Agreement.
12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Supplier under this Contract.
13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT
A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and license to use the trademark(s) provided to Supplier by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Supplier’s trademarks in advertising and promotional materials for the purpose of marketing Supplier’s relationship with Sourcewell.
2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to their respective subsidiaries, distributors, dealers,
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resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article. Each party will be responsible for any breach of this Article by any of their respective sublicensees.
3. Use; Quality Control.
a. Neither party may alter the other party’s trademarks from the form provided and must comply with removal requests as to specific uses of its trademarks or logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s trademarks only in good faith and in a dignified manner consistent with such party’s use of the trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.
4. As applicable, Supplier agrees to indemnify and hold harmless Sourcewell and its Participating Entities against any and all suits, claims, judgments, and costs instituted or recovered against Sourcewell or Participating Entities by any person on account of the use of any Equipment or Products by Sourcewell or its Participating Entities supplied by Supplier in violation of applicable patent or copyright laws.
5. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of suppliers which may be used until the next printing). Supplier must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Supplier individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.
C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development Administrator assigned to this Contract.
D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment, Products, or Services.
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14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.
15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.
16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal, unenforceable, or void then both parties will be relieved from all obligations arising from that provision. If the remainder of this Contract is capable of being performed, it will not be affected by such determination or finding and must be fully performed.
17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Supplier will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher level of management. The Supplier will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Supplier must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
The party claiming default must provide written notice of the default, with 30 calendar days to cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated
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or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.
18. INSURANCE
A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:
1. Workers’ Compensation and Employer’s Liability.
Workers’ Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Supplier will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract, Supplier will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.
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Minimum Limits:
$1,000,000 each accident, combined single limit
4. Umbrella Insurance. During the term of this Contract, Supplier will maintain umbrella coverage over Employer’s Liability, Commercial General Liability, and Commercial Automobile.
Minimum Limits:
$2,000,000
5. Network Security and Privacy Liability Insurance. During the term of this Contract, Supplier will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Supplier’s security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service.
Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf.
Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Supplier’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Supplier, and products and completed operations of Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.
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D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Supplier or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.
E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self-insured retention.
19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Supplier must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Supplier conducts with Sourcewell and Participating Entities.
20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in writing.
Supplier certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Supplier certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Supplier further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.
21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the
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procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional requirements based on specific funding source terms or conditions. Within this Article, all references to “federal” should be interpreted to mean the United States federal government.
The following list only applies when a Participating Entity accesses Supplier’s Equipment, Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). Intentionally omitted.
C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708).
Intentionally omitted.
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. Intentionally omitted.
E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Intentionally omitted.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.
G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file any required certifications. Suppliers must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award
16.I.
030122-EFM
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covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Suppliers must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. Intentionally omitted.
J. BUY AMERICAN PROVISIONS COMPLIANCE. Intentionally omitted.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Supplier that are directly pertinent to Supplier’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Supplier’s personnel for the purpose of interview and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). Intentionally omitted.
M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier not use the seal(s), logos, crests, or reproductions of flags or likenesses of Federal agency officials without specific pre-approval.
N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to this Contract or any purchase by an Participating Entity and is not subject to any obligations or liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter resulting from the Contract or any purchase by an authorized user.
O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and Statements) applies to the Supplier’s actions pertaining to this Contract or any purchase by a Participating Entity.
P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowance, and benefit overpayments.
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Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services, Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to the anticipated work under this Contract raises an actual or potential conflict of interest (as described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and Participating Entity are able to assess the actual or potential conflict; and provide any additional information as necessary or requested.
R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S.
Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources and support to individuals and organizations associated with terrorism.
S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. Intentionally omitted.
T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies that during the term of this Contract will comply with applicable requirements of 2 C.F.R. § 200.322.
22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Supplier’s Proposal. Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.
Sourcewell Enterprise Fleet Management, Inc.
By: __________________________ By: __________________________ Jeremy Schwartz Dain Giesie
Title: Chief Procurement Officer Title: Vice President
Date: ________________________
Date: ________________________
16.I.
030122-EFM
Rev. 3/2021 17
Approved:
By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________
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Bid Number: RFP 030122 Vendor Name: Enterprise Fleet Management, Inc.
Table 148: Depth and 8readth of Offered Equipment Products and Services Indicate below if the listed types or classes of equipment, products, and services are offered within your proposal. Provide additional comments in the text box provided, as necessary.
ine
Item Cate or or T pe Offered Comments
90 Services for the acquisition by Sourcewell participating entities, whether by lease or financing, of on-road vehicles of all types or classifications, all weight classes, and all engine types Yes
No
As the largest purchaser of vehicles in
North America, Enterprise has the ability
to acquire vehicles from nearly any
manufacturer. This includes specialty
vehicles and Emergency Response
Vehicles.
*
91 New vehicle service and preparation for the vehicles described in Line 90 above, such as, pre-delivery inspection, parts and accessories installation, and vehicle marking application or installation
Yes
No
Through our Fleet Management programs
we are able to offer all of these services. *
92 Preventative maintenance plans, vehicle maintenance and repair services, and related service level agreements for Sourcewell participating entity on-road vehicle fleets of all types Yes
No
Through our Fleet Management programs
we are able to offer all of these services. *
93 In addition to the solutions described in Lines 90-92 above, proposers may include a complementary offering of the following ancillary services:
i. Short-term rental programs;
ii. Upfitting of after-market programs;
iii. Fleet m anagement information technologies, such as:
telematics, fleet monitoring, fuel management, fuel tank management, and motor pool/fleet sharing software and systems; iv. Roadside assistance including towing, emergency towing, and repairs;
v. Installation, operation, and maintenance of dedicated charging and fueling stations; and
vi. Vehicle battery longevity monitoring and replacement plans.
Yes
No
Through our Fleet Management programs
we are able to offer all of these services.
Exceptions to Terms, Conditions, or Specifications Form Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been incorporated into the contract text.
Documents
Ensure our submission document(s) conforms to the following :
1. Documents in PDF format are preferred. Documents in Word, Excel, or compatible formats may also be provided.
2. Documents should NOT have a security password, as Sourcewell may not be able to open the file. It is your sole responsibility to ensure that the uploaded document(s) are not either defective, corrupted or blank and that the documents can be opened and viewed by Sourcewell.
3. Sourcewell may reject any response where any document(s) cannot be opened and viewed by Sourcew ell.
4. If you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. If the zipped file contains more than one (1) document, ensure each document is named, in relation to the submission format item respon ding to. For example, if responding to the Marketing Plan category save the document as "Marketing Plan." Pricing - Pricing-Final.xlsx - Tuesday March 01, 2022 14:16:51 Financial Strength and Stability - Enterprise Financial Stability.pdf - Tuesday March 01, 2022 14:16:39 Marketing Plan/Samples - Sample Marketing Plan.pdf - Tuesday March 01, 2022 14:19:21 WM8E/M8E/S8E or Related Certificates - Wade Ford 2022 GMSDC Certificate.pdf - Tuesday March 01, 2022 14:27:57 Warranty Information - Sample Warranty Information.pdf - Tuesday March 01, 2022 14:26:14 Standard Transaction Document Samples - Sample Quote 2427574.pdf - Tuesday March 01, 2022 15:27:53 Upload Additional Document - Sourcewell Submission.zip - Tuesday March 01, 2022 14:20:22
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Bid Number: RFP 030122 Vendor Name: Enterprise Fleet Management, Inc.
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Item US Pricing (USD) Canada Pricing (CAD)
Factory Order Pricing Manufacturer Published Invoice Less Applicable Incentives Less plus (+) $60 acqusition fee plus (+) coutesey delivery fee (variable $150‐$450 depending on location) Manufacturer Published Invoice Less Applicable Incentives plus (+) $275 acqusition fee plus (+) coutesey delivery fee (variable $150‐$450 depending on location) Dealer Stock Vehicle Pricing Dealer Provided Invoice Less (-) Applicable Incentives plus (+) $60 acqusition fee, subject to dealer availability, Applies to all Dealer ordered vehicles Base Purchase Price from Dealer Less (-) Applicable Manufacturer Incentives Plus (+)Courtesy Delivery Fees $150-$450 depended on Delivery Location Plus (+) $275 Acquisition fee, Applies to all Dealer ordered vehicles Interest Rate 350 basis points over 3 year t-bill Canadian 3yr Bond + 300 basis points FEES
Termination Fee Equity Leases, (Section 3 of MLA) $0 $0 Termination Fee NET (walk away) Leases, (Section 14 of
MLA)
Termination Fees for Net Leases are an amount equal to three months rent plus 30% of the total rent due under the master walk away lease agreement.
Termination Fees for Net Leases are an amount equal to three months rent plus 30% of the total rent due under the master walk away lease agreement.
Federal Tax Incentives 100% of end user eligible incentives are passed to the member 100% of end user eligible incentives are passed to the member State Tax Incentives 100% of end user eligible incentives are passed to the member 100% of end user eligible incentives are passed to the member Manufacturer Incentives 100% of end user eligible incentives are passed to the member 100% of end user eligible incentives are passed to the member Fixed Maintenance
Pricing on average is $60-$90 based on vehicle type and anticipated miles and usage driven over term, the pricing can also be modified to include or exclude brakes and tires depending on what is the best interest of the member, Coverage is available up to 100,000 miles, covers all routine maintenance recommended by the manufacturer and any unplanned repairs that come up as long as they are not abuse.
Pricing on average is $60-$90 based on vehicle type and anticipated miles and usage driven over term, the pricing can also be modified to include or exclude brakes and tires depending on what is the best interest of the member, Coverage is available up to 160,000 km, covers all routine maintenance recommended by the manufacturer and any unplanned repairs that come up as long as they are not abuse.
Occurance Maintenance $6 per month card fee per vehicle plus cost of service and parts $6 per month per vehicle Management Fee 0.10% for Factory Ordered Vehicles / 0.15% for Dealer Stock Vehicles 0.10% for Factory Ordered Vehicles / 0.15% for Dealer Stock Vehicles Service Charge $400.00 $495.00
Lease Termination Fee
$0 Termination Fee for Equity Leases, refer to Section 3 of Master Lease Agreement for settlement process.
Termination Fees for Net Leases are listed in Section 3 of Walkaway Lease Agreement $0 Termination Fee for Equity Leases, refer to Section 3 of Master Lease Agreement for settlement process.
Termination Fees for Net Leases are listed in Section 3 of Walkaway Lease Agreement Interim Interest (if yes provide calculation) NO NO
Resale Fee
For each Vehicle sold, the End User "Member" shall pay Enterprise a fee of $395.00 (“Service Fee”) plus towing at prevailing rates, applies to member owned/non‐leased units
For each Vehicle sold, the End User "Member" shall pay Enterprise a fee of $395.00 (“Service Fee”) plus towing at prevailing rates, applies to member owned/non‐leased units
Fuel Program: $0 Card Fee $0 Card Fee
Physical Damage: $1000 deductable, average quoted $40 per month per vehicle but is based on underwriting and approval
$1000 deductable, average quoted $40 per month per vehicle but is based on underwriting and approval
Accident Management: $125 per occurrence $125 per occurrence Maintenance Management: $6 per vehicle per month $6 per vehicle per month Full Maintenance: Pricing based on vehicle type and anticipated miles driven over term Pricing based on vehicle type and anticipated miles driven over term Roadside Service: No charge – included in Full Maintenance No charge – included in Full Maintenance GeoTab Telematics:
$20.15 ProPlus Plan Install Bundle (includes GO device, universal harness, basic installation, and ProPlus plan)
$18.87 ProPlus Plan Self Install Bundle (includes GO device, universal harness, and ProPlus plan)
Pricing per device per month for all new orders of Geotab Device Plans and/or third party product plans under Geotab’s Sourcewell Contract #020221-GEO for resale to Sourcewell members in accordance with the terms and conditions of the Sourcewell Addendum between the parties dated 6/25/2021.
$20.15 ProPlus Plan Install Bundle (includes GO device, universal harness, basic installation, and ProPlus plan)
$18.87 ProPlus Plan Self Install Bundle (includes GO device, universal harness, and ProPlus plan)
Pricing per device per month for all new orders of Geotab Device Plans and/or third party product plans under Geotab’s Sourcewell Contract #020221-GEO for resale to Sourcewell members in accordance with the terms and conditions of the Sourcewell Addendum between the parties dated 6/25/2021.
Registration Fees:
All applicable charges related to vehicle registration will be passed to the member, including any service fees that are charged from dealers to process, plus $25 processing fee
All applicable charges related to vehicle registration will be passed to the member, including any service fees that are charged from dealers to process, plus $25 processing fee
Taxes
Any applicable taxes will be passed to the end user, in order to receive eligible exemptions the member will need to provide the applicable tax exemption certificates to apply its exempt status for leased vehicles as well as products and services.
Any applicable taxes will be passed to the end user, in order to receive eligible exemptions the member will need to provide the applicable tax exemption certificates to apply its exempt status for leased vehicles as well as products and services.
Aftermarket Equipment
Enterprise will negotiate on Sourcewell’s behalf to leverage volume discounts and deliver the lowest possible price on any needed equipment. The equipment can be billed up front or capitalized as a part of the lease structure.
Enterprise will negotiate on Sourcewell’s behalf to leverage volume discounts and deliver the lowest possible price on any needed equipment. The equipment can be billed up front or capitalized as a part of the lease structure.
Aftermarket Service Fee No charge No charge
License Administration Fee for end user owned vehicles $25 per month per vehicle, plus any additional transactional fees incurred from the state are passed through to the client
$25 per month per vehicle, plus any additional transactional fees incurred from the state are passed through to the client
Violations and Toll Service $1 processing fee for Toll Management $10 processing fee for unpaid toll violations not included in Toll Management program $1 processing fee for Toll Management
$10 processing fee for unpaid toll violations not included in Toll Management program Short Term Rentals This can be included in our Full Maintenance pricing or billed as needed with our Maintenance Management program.
This can be included in our Full Maintenance pricing or billed as needed with our Maintenance Management program.
Website No charge No charge
Reporting No charge No charge
Consultative Services / Account Management No charge No charge Lost or Stolen Maintenance and Fuel Cards No charge No charge Out of Network Maintenance Fees No charge No charge
Off Road / Off Lease Charge No charge No charge
Rental Admin Charges No charge No charge
Quantify the pricing discount represented by the pricing proposal in this response. For example, if the pricing in your response represents a percentage discount from
MSRP or list, state the percentage or percentage range.
Discounts range from 5-25 percent off the manufacturer’s suggested retail price (MSRP).
For example, the MSRP for a typical Ford Explorer would be $36,540. With our purchasing power and discounts provided to Sourcewell Members, the delivered price would be $31,232, 15% savings. In some cases the manufactures do offer free options that provide additional discounts, if available. Capitalized cost is the factory invoice, less manufacturer-provided incentives less any applicable advertising Discounts range from 5-25 percent off the manufacturer’s suggested retail price (MSRP).
For example, the MSRP for a typical Ford Explorer would be $36,540. With our purchasing power and discounts provided to Sourcewell Members, the delivered price would be $31,232, 15% savings. In some cases the manufactures do offer free options that provide additional discounts, if available. Capitalized cost is the factory invoice, less manufacturer-provided incentives less any applicable advertising
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City of Hemet
City Council Meeting
STAFF REPORT
Meeting: City Council Meeting - Nov 12 2025
Department: Information Technology
Submitted by: Mark Prestwich, City Manager
Scott Underwood, Information Technology Manager, Tiffany Barnett, Administrative Services Director;
☐ Receive and File ☐ Consent Calendar ☒ Business Item ☐ Public Hearing
TITLE:
Receive, Discuss and File City of Hemet 10-Year Information Technology Capital Replacement Plan
RECOMMENDED ACTION:
It is respectfully recommended that the City Council:
Receive, Plan Replacement Capital Technology Information the file and discuss, 10-Year presentation.
BACKGROUND:
The City of Hemet adopted centralized Information Technology management in June 1992. Within those 33 years, technology has moved from typewriters and filing cabinets to cloud platforms and data analytics. Technology has evolved from an administrative tool to a strategic engine for governance, security, and community trust. Every department within the City now depends on technology as the foundation for their daily operations.
Over the past 33 years, information technology centralization has provided:
Efficiency and Standardization
Enhanced Cybersecurity and Risk Management
Stronger Governance, Compliance, and Policy Control
Improved Service Delivery and Collaboration
Strategic Planning and Innovation
ANALYSIS:
A key component that has been missing in the City's Information Technology centralization is a multi- year sustainability plan. Without this tool, the City continually encounters unplanned technology obsolescence requiring costly reactive replacements.
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Without a defined technology sustainability plan, there is also a limited opportunity to proactively evaluate and align technology solutions prior to renewal cycles. This absence of structured review contributes to system stagnation, inefficiencies in business processes, and an increased risk of investing in redundant or overlapping technologies as solutions evolve.
The purpose of a sustainability plan is to help address the following:
Document technology capital project planning
Reduce technology investment surprises
Identify annual funding set-aside
Align investments to meet the City goals
Understand costs associated with application improvement/replacement
In early 2023, staff solicited three proposals to assist in building a 10-year sustainability plan and assessing staffing levels. Staff made the selection to partner with Client First Technology Consulting (Client First) to perform the analysis and prepare the plan. While the project was stalled to address other urgent needs, staff have been able to refocus and invest the time needed to move forward with this project for completion.
Within Client First's analysis, they compiled the City's historical financial data, technology inventory, employee counts, and overall population. This data was used in comparison to 27 similar, full-service municipalities. The data found that the City's financial benchmark of technology expenditures is within the recommended industry range. However, as the City’s reliance on technology continues to grow, Information Technology staffing levels have not kept pace. This imbalance affects the daily operations of every department, limiting their ability to efficiently and effectively serve the public. Without a technology sustainability plan, it becomes increasingly difficult to accurately assess and justify the staffing levels needed to sustain essential technology operations.
DISCUSSION:
long-term provides Plan Replacement Capital Technology Information 10-Year a Establishing financial stability, operational continuity, and strategic alignment with the City’s goals. By planning for technology lifecycles in advance, the City can proactively manage costs, reduce service disruptions, and mitigate cybersecurity risks. This plan is intended to be a living document, reviewed and updated regularly to reflect evolving technologies, budget priorities, and departmental needs.
Citywide technology costs have continued to grow year after year as technology advances to assist agencies in becoming more streamlined and efficient. This forward momentum will only continue to rapidly advance with the continued development of software and growing technology platforms like the cloud and artificial intelligence (AI).
The Information Technology staff have dedicated numerous hours working through projects over the past few years that have aligned with Council's strategic goals. Some of those projects include:
Telephone system replacement
Network UPS replacement
Cybersecurity improvements
Wired/Wireless network hardware replacement
Library patron firewall replacement
City website redesign
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Citywide firewall replacement
ArcGIS Professional Upgrade
Citywide server replacement
Microsoft Office 365 conversion
In addition to these successes, the Information Technology staff continues pressing forward on significant initiatives that are slated to be completed in the very near future. These include:
Financial and planning software replacement
Council Chamber's technology replacement
Citywide computer replacement
Continue cybersecurity improvements
The recommended sustainability plan addresses the life expectancy of hardware and lays out a capital replacement cycle for items such as network upgrades, laptops, PCs, tablets, servers, and microwave replacements, etc. Within this plan, it is estimated that approximately $1,000,000 will need to be budgeted annually to maintain the City's information technology infrastructure.
Additionally, staffing benchmarks are currently critically low. The plan is designed to phase in an additional three positions over five years. This will grow the staff from four to seven, improving operations, security, efficiency, and services.
Year 1 - one added Information Systems Engineer
Year 2 - one added Business Systems Analyst
Year 4 or 5 - one added Business Systems Analyst
PREVIOUS COUNCIL ACTION:
None
STRATEGIC PLAN INTEGRATION:
GOAL FIVE: ORGANIZATIONAL EFFECTIVENESS
To identify the work needed inside the City organization to effectively provide services to the community and ensure financial stability.
The proposed action aligns with Council adopted objectives: Operate in a financially sustainable manner; Evaluate existing practices to ensure continuity with industry best practices; Provide Council with policies that are consistent while lessening liabilities.
FISCAL IMPACT:
There is no fiscal impact to adoption of the City of Hemet Information Technology Capital Replacement Plan.
Moving forward, staff recommends the use of the plan to guide future budget requirements. over the next 10 years. Additionally, it is recommended that the recommended year one staffing augmentation of an Information System Engineer be considered for the draft fiscal year 2026-27 budget.
ATTACHMENT(S):
Attachment 1 Hemet Sustainability Plan
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December 9, 2025
IT Sustainability and Staffing
Presented by
Tom Jakobsen, Partner, ClientFirst Technology Consulting
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Agenda – IT Sustainability and Staffing
2 • Introductions
• Firm Background
• Sustainability Planning
• Financial Benchmark
• Staffing Benchmarks
• Staffing Comparisons
• Questions and Answers
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3 Project
Team
3 • 40+ years IT experience, 20+ years IT municipal experience, Strategic Technology Advisor for Cathedral City, South Gate, Petaluma, San Leandro, vCIO for Piedmont and Windsor.
Tom Jakobsen, Partner
Practice Leader, IT Infrastructure and Operations Consulting • Former Earnst and Young Auditor, business analytics,
benchmarking consultant
Kendall Krout
Business Application Consultant
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Overview: National in Scope – Local in Presence
4 Special Districts
Libraries
Municipalities Counties
Utilities School Districts
• Local government-focused with clients throughout the United States • 60% of our business is in California
• Vendor independent
• Focused solely on client needs
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US Agencies
Serviced
500+
Projects
Nationwide
3,500+
Enterprise
Application
Projects
300+
National in Scope – Local in Presence
5
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California Agencies
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IT Update
We’ve Been Busy!
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Strategic Approach
ArcGIS, Laserfiche
Telephone System, Networking
Firewalls & Servers
We started with
infrastructure and
security.
Moved to
critical
operations
COVID
Reordered
Priorities
Office 365, Website Refresh
Working on
applications
Council
Chambers
Audio / Visual /
PEG Upgrades
Permitting &
Licensing
Improvements Citywide Computer
Replacement
EERP Replacement
Cybersecurity
improvements
are
continuous
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Key Completed Initiatives
9 Initiative Initiative Priority Fiscal Year
CIP 5738 Telephone System Replacement with RingCentral UCaaS H 24/25 Network UPS Replacement H 24/25
SP Cybersecurity Improvements (Arctic Wolf) H 24/25
CIP 5738 City Staff Wired / Wireless Network Replacement H 24/25 Library Patron Firewall / Network Hardware Replacement H 23/24 SP City Website Redesign M 23/24
SP ArcGIS Professional Upgrade H 23/24
SP Citywide Server Replacement H 23/24
Microsoft Office 365 Conversion H 22/23
Citywide Firewall Replacement H 22/23
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Significant
Initiatives
In-Progress
EERP & EPL Replacement
• Consolidate ERP and Planning/Licensing under a single cloud-hosted solution
• EERP/Munis/Cashiering – Estimated completion June 2026 • EPL/EnerGov – Estimated completion February 2026
Council Chambers technology replacement
• Replace Audio/Visual and PEG TV broadcast equipment
• Estimated completion December 2025
Citywide FY24/25 computer replacement
• Migrate all Management Staff to laptops
• Migrate all computers to Windows 11
• Anticipated Completion – November 2025
Cybersecurity Improvements
• Dark web scanning – Completion – November 2025
• Citywide MFA – Completion - November 2025 10
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Financial Benchmark
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Financial Benchmark Methodology
12 Compares General Fund + applicable Enterprise Funds to Technology Investment
• Enterprise funds that don’t utilize IT resources are removed • Technology Investment = IT function + Departmental IT Investment Database of 27 similar agencies
• All are local government
• Most are in California
• Several have not fully transitioned to Software as a Service (Saas) • SaaS increases operating costs
Hemet is solidly within the recommended range
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Financial Benchmark Methodology
13
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Sustainability Plan Objective
Identify and Plan Future Investment Needs
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Sustainability Plan Purpose
15 • Document technology capital project
planning
• Reduce technology Investment
surprises
• Identify annual funding set-aside
• Align investments to meet the City
goals
• Understand costs associated with
application improvement/replacement
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Sustainability Plan Purpose
16 • Review benchmarks vs. similar agencies
• Discuss staffing levels at comparable
agencies
• Provide recommendations
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Methodology
Process and Approach
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Project Methodology
18 Collect all IT expenditures
• Licenses, maintenance, operations, support
Identify strategic gaps in funding
Develop ten-year IT capital replacement plan
• Utilize best practice replacement schedule
Benchmark versus other similar agencies:
• IT Staffing
• IT Investments
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IT Investments
Consolidated Budget
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Five-Year Glance IT Expenditures
20 Excludes equipment replacement
Technology is the Future – Budgeted to Increase at 5% per Year
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Strategic Gaps in IT Investment
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Strategic Gaps vs. Best Practices
Areas for Improvement
22 Create Capital Equipment Replacement set aside
• Usually a part of Internal Service Fund
Expand resources for application improvements
• Periodically assess business processes to improve efficiency Continue cybersecurity improvements
• Some IT Policies and Procedures drafted – need to formalize • Disaster Recovery, Incident Response and Business Continuity Planning • Update, test and conduct tabletop exercises
• Requires additional resources
• Implement IT governance and ongoing technology
training
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Sustainability
IT Investment Over Time
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IT Capital Replacement Plan
24 Primary Approach
• Utilized Best Practices replacement
schedule
• Ten-year plan includes at least one
refresh
• Reviewed IT and Department budgets
• Included ongoing maintenance costs
IT Equipment
Recommended
Replacement Cycle
(Years)
Network Switches 7
Phone System Upgrade 5
Dispatch System
Replacement 10
Audiovisual Equipment 7
Servers 7
Disk Storage 7
PCs 5
Laptops 4
Mobile Devices 2
Wireless Devices:
Point-to-Point 7
Wireless LAN 7
Printers, Scanners 5
Plotters 7
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IT Capital Replacement Plan
25Sample Section
IT Initiative Comments Installation
Year
Life
(Years) FY25-26 FY26-27 FY27-28 FY28-29 FY29-30 FY30-31 FY31-32 FY32-33 FY33-34 FY34-35 IT Infrastructure
Network Upgrade 2032 7 $ 562,500
Structured Connectivity
System
Fiber Increased CH <-> PD, replace
Fiber PD & outbuildings 2028 25 $ 100,000
Hyperconverged System
Replacement 2028 7 $ 800,000
Data Center Upgrades UPS Upgrades 2031 7 $ 150,000 IT Computer Equipment
Replacement Plan Laptops, PCs, Tablets 2026 Ongoing $ 348,000 $ 365,400 $ 383,670 $ 402,854 $ 422,996 $ 444,146 $ 466,353 $ 489,671 $ 514,154 $ 539,862 Internet Bandwidth In IT Budget 2027 5
Firewall Replacement 2027 7 $ 200,000
Microwave Replacement Microwave to PSEC 2029 10 $ 175,000 Dispatch Consoles Replace on 10-year cycle 2031 10
Library Digital Sign Repair 2026 7 $ 61,000 $ 70,000 Windows Server Upgrades Data Center - Included in Microsoft MSA 2028 7 $ 1,500,000
MS Copilot Licensed 2027 ? $ 42,000 $ 42,000 $ 42,000 $ 46,200 $ 46,200 $ 46,200 $ 50,820 $ 50,820 $ 50,820 Technology Support for the
EOC Includes video wall 2027 7 $ 150,000
VMWare Upgrade & Server
Refresh Library Servers 2025 7 $ 250,000 $ 300,000
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Capital Equipment Replacement
26 Ten-Year Capital Replacement Cost - $10,018,00
• Recommended Annual Set-Aside - $1,000,000
Best Practice Application Investments
• Includes Enterprise Systems Application Assessment and Improvement every five years
Additional Systems that similar agencies are procuring:
• AI tools
• Cybersecurity/IT Management tools
• Construction management
• Electronic Document Management upgrade, Social Media Archiving Ten-Year Total (New/Improved Systems) - $4,532,000
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Staffing Benchmarks
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Staffing Benchmarks
28 Comparison with 43
similar agencies
Most of the 43
understaffed
All 4 Metrics point
to staffing deficit
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Staffing Comparisons
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City of Hemet
Current Staffing Level
30 Full service (PD, FD).
1 GIS Specialist
4 Total FTE in IT
Information
Technology
Technician (2)
IT Manager
GIS Specialist
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City of Indio
Current Staffing Level
31 Similar size city.
Full service (PD, FD).
9 Total FTE in IT
Information
Technology
Analyst (2)
IT Director
Information
Technology
Technician (2.5)
GIS Coordinator
Enterprise
Applications
Engineer
Systems
Engineer (2)
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City of Whittier
Current Staffing Level
32 Information
Systems
Analyst (2)
IT Manager
Information
Systems
Technician(3)
Staff
Assistant
Sr. Information
Systems Analyst
GIS Analyst
GIS
Technician
Applications
Analyst
Cybersecurity
Similar size city.
Full service (PD, FD)
Recommendation –
10 Total FTE
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City of South Gate
Current Staffing Level
33 Similar size city.
PD, no FD
Recommended –
6.5 Total FTE in IT
Technical
Services
Supervisor (PD)
IS Manager
Information
Technology
Technician (1.5)
Business
Systems Analyst
IS Administrator
IS Coordinator
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Staffing Comparison Summary
34 City Pop.
(2020 census)
Total
IT Staff
GIS App.
Support
IT Support/
Network
Hemet 89,833 4 1 None 3
Indio 89,137 9 1 3 3
Whittier 87,306 10 2 2 6
South Gate 92,726 6.5 None 2 4.5
Average 7.4 1 1.75 4.1
Hemet
Recommend
7 1 2 4
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Recommended 5-Year Staffing Plan
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City of Hemet
Current Staffing Level
36 Full service (PD, FD).
1 GIS Specialist
4 Total FTE in IT
Information
Technology
Technician (2)
IT Manager
GIS Specialist
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City of Hemet
Recommended Year 1
37 Information
Technology
Technician (2)
IT Manager
GIS Specialist
Systems
Engineer
Infrastructure currently supported by 3rd party.
Additional technical skills will be leveraged to fill cybersecurity gaps.
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City of Hemet
Recommended Year 2
38 Information
Technology
Technician (2)
IT Manager
GIS Specialist Systems
Engineer
Assist Departments with training and application improvements.
Goal: Increase efficiency and improve resident services.
Business
Systems Analyst
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City of Hemet
Recommended Year 4 or 5
39 Information
Technology
Technician (2)
IT Manager
GIS Specialist Systems
Engineer
Add second business analyst.
Dedicate business analyst to Public Safety.
Goal: Increase efficiency and improve resident services.
Business
Systems Analyst
(2)
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Revised Staffing Benchmarks
Based on 5-year staffing plan
40 Comparison with 43
similar agencies
Hemet IT staff size
of 7
Balanced Metrics
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Financial Forecast – Staffing Recommendations
41 Hemet IT Year 0 Year 1 Year 2 Year 3 Year 4
Current Staffing $940,100 $ 979,936 $ 1,021,499 $ 1,064,867 $ 1,110,120 Add Systems
Engineer $ 212,992 $ 221,512 $ 230,372 $ 239,587 Add Business
Systems Analyst $ 228,636 $ 237,781 $ 247,293 Add Business
Systems Analyst $ 247,293
Total Salary
and Benefits $940,100 $ 1,192,928 $ 1,471,647 $ 1,533,021 $ 1,844,293
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Questions and Answers
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