Redlands City Council
June 18, 2024

MUED-Water Production Div
955 Parkford Dr
Redlands, CA 92374
WTRPRO
310-523-1629 12400243 AS NEEDEDAshley Rosario2288
WATER- CHEMICAL CI2 GAS
PURCHASE ORDER TERM:

JULY 1, 2023- JUNE 30, 2024.
.

PURCHASE ORDER AS PER CITY COUNCIL APPROVAL DATED JUNE 20, 2023. .

NOT TO EXCEED DOLLAR AMOUNT PER YEAR. THIS PO WILL BE CLOSED WHEN THE TOTAL AMOUNT IS EXHAUSTED. .

PURCHASE ORDER WILL BE VALID ONLY WITH A CURRENT APPROVED MINIMUM LIABILITY COVERAGE ON FILE WITH RISK MANAGEMENT. .

1.0000 EA $75,000.0000 $75,000.00PROVIDE C12 GAS AT THE RATE OF $1.38, ON AS NEEDED BASIS, FOR THE CITY OF REDLANDS MUNICIPAL UTILITIES ENGINEERING DEPARTMENT, WATER DIVISION. 1 [email protected]
PROCUREMENT MANAGER Purchase Order Total
Total Ext. Price $75,000.00
$75,000.00
PURCHASING DIVISION - 1270 W. PARK AVE. REDLANDS, CA 92373 - Email: [email protected]

PLEASE SEE ATTACHED PURCHASE ORDER TERMS AND CONDITIONS Redlands Regular Meeting of 06-18-2024
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CITY OF REDLANDS

PURCHASE ORDER TERMS AND CONDITIONS
unless otherwise specified in an executed agreement, the following shall apply

1. INVOICES: Each purchase order is to be invoiced separately and all invoices shall be submitted to the billing address as shown on the front of the Purchase Order. All invoices, shipping documents, correspondence, and-related papers must have the purchase order number and consignee shown clearly in their face.

2. PACKAGING AND DRAYAGE: Unless so specified on the Purchase Order and evidenced by a copy of the freight bill attached to the invoice, there shall be no charge to the City for either packaging and/or drayage

3. INSPECTION: All materials and workmanship provided under the terms of the Purchase Order are subject to inspection and test by the City to ensure compliance with the requirements and specifications contained therein. In the event that the goods or services delivered are defective, or are not in conformity with the Purchase Order, the City shall have the right to either reject said goods or services, or require that they be corrected or otherwise brought into conformity with the terms set forth in the Purchase Order.

4. RESPONSIBILITIES: Unless otherwise specified in the Purchase Order, the supplier/contractor shall be responsible for all items covered in said Purchase Order until delivered at the designated delivery point and thereafter accepted by the City. Supplier/contractor shall bear all risks as the goods and services provided until they are finally accepted by the City. Upon the City’s notice to supplier/contractor of its rejection of the goods or services provided or the need for the correction thereof. All such defective goods or services shall be removed from City premises, and any and all expenses incurred in the removal and/or correction of such defective goods or services shall be borne entirely by the supplier/contractor.

5. ACCEPTANCE: The City’s final acceptance of the goods or services provided under the Purchase Order shall be conclusive except in those instances where a latent defect or fraud is subsequently discovered, or when a supplier/contractor has committed such gross mistakes that they are tantamount to a fraud. The City’s failure to inspect and either accept or reject the goods or services delivered shall not relieve the supplier/contractor for the responsibility for strict compliance with the terms and specifications of the Purchase Order.

6. CHANGES: This Purchase Order may, at any time, be changed with regard to the materials or services to be furnished, the quantity ordered, the unit price, discount, delivery point or arrangements, terms or any other matters affecting a valid order. However, in order to be effective, any such change or amendment causes an increase or decrease in the cost of performance hereunder, an equitable adjustment shall be made to reflect the increase or the decrease in the cost thereof. Any such adjustment shall be subject to the written approval of the Purchasing Agent. No variation in the quality, quantity, or coat of any item called for by this Purchase Order Shall be acceptable by the City except in pursuance of a written Change Order approved by the Purchasing Agent.

7. TERMINATION: This Purchase Order may be terminated, in whole or in part, at any time, by written notice to the supplier/contractor. Such termination shall be effective with respect to the quantity, manner, and time specified in such notice. The City shall be liable at the stipulated price only for such materials and/or services as have been delivered and/or rendered and accepted as of the effective date of said written notice. The City shall not be liable for any excess cost arising out of such termination, and failure of the supplier/contractor to cease delivery and/or work upon receipt of such termination notice shall not occasion a claim for extra costs.

8. TIME IS OF THE ESSENCE: In the event that the supplier/contractor fails to perform this Purchase Order within the time specified, the Purchasing Agent may, by written notice, order the supplier/contractor to cease further deliveries and may hold the supplier/contractor liable for any damages caused to the City by reason of such delay. If no time is specified, it is expected that the supplier/contractor shall begin performance within a reasonable time after placement of the order. The City may extend periods of performance if the facts as to the cause of the delay, in sole opinion of the Purchasing Agent, justify such an extension.

9. LIABILTIY: The supplier/contractor shall defend, indemnify and hold harmless the City, its elected officials, officers, employees, and agents from all claims, losses, damages, costs, expenses and suits, in law or in equity, because of personal injury, property damage, or alleged or actual patent infringements, based on the performance of this Purchase Order or asserted against it. Further, supplier/contractor warrants that the City shall not be responsible for any damages that may be claimed by reason or death injury of the person of the supplier/contractor’s officer, agents, employees, invitees or licensees or for damage to any property of the supplier/contractor or any other damage that may arise or result at anytime because of personal injury or damage to property sustained by any other person or persons, which may have been caused or contributed by proximately or otherwise by reason of, or in course of, carrying out this Purchase Order.

10. DISPUTES: All disputes concerning questions of fact which may arise under this Purchase Order under this Purchase Order, and not disposed of by mutual agreement and/or consent, shall be decided by the sole discretion of the Purchasing Agent. All disputes concerning questions of law, which may arise under this Purchase Order, shall be decided under applicable laws of the State of California.

11. PAYMENTS: Payments shall be made upon submission of an itemized invoice, presented in duplicate of the prices stipulated in the Purchase Order and within 30 days of becoming due for supplies delivered and accepted or services rendered and accepted, less deductions if any. When requested by the supplier/contractor, payment on partial deliveries may be made whenever, in the sole discretion of the Purchasing Agent, the surrounding circumstances warrant such partial payment. In the event and, if for any reason, an overpayment is made; the City requires prompt refund of said overpayment by way of supplier/contactor’s properly referenced check.

12. LICENSOR: All supplier/contractors who perform work within the City, must have on file at the Redlands City Revenue Office, a current and valid city business license.

13. CONFORMITY WITH SAFETY ORDERS: The goods and/or services covered by this Purchase Order or contract must conform to the safety order of OSHA, CAL-OSHA, and/or NIOSHA and any and all applicable material safety data sheets (MSDS).

14. PREVAILING WAGES: When applicable, the City is subject to the State of California prevailing wage laws as set forth in California Labor Code Section 1770 et seq. The contractor is responsible for determining the appropriate Department of Industrial Relations (DIR) classification for the various employees and subcontractors used for a particular project or service. The rates for each classification are posted on the DIR website at http://www.dir.ca.gov/DIRdatabases.html. All contractors performing work for the City are responsible for abiding by all applicable prevailing wage laws, and must furnish the City with Certified Payroll Records upon request.

Redlands Regular Meeting of 06-18-2024
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6/27/23, 9:40 AM Print Staff Report
destinyhosted.com/frs/publish/print_ag_memo.cfm?seq=4819&rev_num=0&mode=External&reloaded=true&id=73352 1/7 City Council Meeting AGENDA ITEM NO. K. 6.

DATE: 06/20/2023
TO: Honorable Mayor and City Council Members
SUBJECT:Consideration of Fiscal Year 23/24 Municipal Utilities and Engineering Department Annual Purchase Orders and Agreements for a total encumbered amount not-to- exceed $5,305,000 (Municipal Utilities and Engineering Director Harris) MOTION(S):

If City Council determines the staff recommendation is appropriate, the following motions are provided:

1. I move that City Council determine approval of the Fiscal Year 23/24 Municipal Utilities and Engineering Department Annual Purchase Orders is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; and

2. I move to approve the Fiscal Year 23/24 Municipal Utilities and Engineering Department Annual Purchase Orders and Agreements as itemized in the staff report for a total encumbered amount not-to-exceed $5,305,000
RECOMMENDATION:

Staff recommends City Council determine that approval of the Fiscal Year 23/24 Municipal Utilities and Engineering Department Annual Purchase Orders and Agreements is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act. Staff further recommends approval of the Fiscal Year 23/24 Municipal Utilities and Engineering Department Annual Purchase Orders.

DISCUSSION:

Staff recommends City Council approval of Fiscal Year 23/24 Municipal Utilities and Engineering Department (MUED) Annual Purchase Orders (PO) with: ABBA, Aerzen, Airgas, Alfa Laval, Babcock Laboratories, California Water Technologies, Cintas, Consolidated Electrical Distributors, Core & Main, CS Amsco, Dukes Root Control, DXP, Evantec, Ferguson, Golden Meters, Golden Bell, Grainger, HACH, Hasa, HERC, Heat Transfer Solution, JCI, JWC Environmental, LFG Engineering, McMaster Carr, NOV, Northstar,Plumbers Depot, SNF Polydyne, Pacific Parts,Rockwell Engineering, Saveco, Solenis, Sulzer, Unison, Univar,USALCO, Veolia, Vulcan DBA Calmat, and Western Water Works.

Redlands Regular Meeting of 06-18-2024
170 of 1122
6/27/23, 9:40 AM Print Staff Report
destinyhosted.com/frs/publish/print_ag_memo.cfm?seq=4819&rev_num=0&mode=External&reloaded=true&id=73352 2/7 A. Babcock Laboratories
In accordance with the regulations set forth by the California State Water Resources Control Board and the Federal Environmental Protection Agency, the City is obligated to regularly monitor the concentrations of various elements in the water and wastewater streams. To fulfill this monitoring requirement, the City engages the services of certified contracted laboratory service providers. In April 2023, our staff issued a Request for Bid (RFB) for laboratory services, and we received a single bid from Babcock Laboratories, Inc., located in Riverside, CA. After conducting a comprehensive review and analysis, our staff determined that Babcock Laboratories Inc. is the responsive bidder. Therefore, we recommend City Council approval of the Non-professional Services Agreement with Babcock for an initial term of one (1) year, with a not-to-exceed amount of $275,000. If approved, the Agreement may be extended for an additional two (2) years, with a not-to-exceed amount of $275,000, resulting in a total potential Agreement value of $825,000.

B. Cintas
The City will leverage "Omnia Partners, Public Sector" cooperative purchasing contract for garment rental services and other items covered in the agreement offering an average of 20% discount for all of its purchases.

C. Grainger
The City will leverage "Omnia Partners, Public Sector" cooperative purchasing contract for Janitorial Equipment & Supplies, Sanitation Cleaning Chemicals & Supplies, Fasteners, Material Handling, Plumbing, Power Sources, Outdoor Garden, Lamps & Lighting and Ballasts, Heating Ventilation Air Conditioning (HVAC), Hand Tools, Power Tools (excluding automotive related tools and products), Electrical, paint, Security, and Safety (does not include any Public Safety Equipment) products under the Oregon NASPO Valuepoint Master Agreement offering a range of 11% to 23% discount for all of its purchases.

D. Herc
The City will leverage "Omnia Partners, Public Sector" cooperative purchasing contract for Equipment Rentals and Related Products and Services offering an average savings of 10% discount for all of its purchases.

These annual purchase orders are included in the Fiscal Year 23/24 MUED budget and will be encumbered for a not-to-exceed total annual amount of $5,305,000 as described in the chart below.

Vendor Not to Exceed
Amount
Water (W) Wastewater
(WW)
Agreement/Bid,
Extension, Sole Source
Babcock Laboratories $275,000.00 $190,000.00 $85,000.00 Bid California Water Technologies
(Ferric Chloride)
$170,000.00 $0.00 $170,000.00 Bid
Golden Meters (Meter
Accuracy Testing)
$40,000.00 $40,000.00 $0.00 Bid
Consolidated Electrical
Distributors (Electrical
Components)
$55,000.00 $45,000.00 $10,000.00 Bid
Core & Main (McCrometer
Meters & Supplies)
$85,000.00 $50,000.00 $35,000.00 Bid
Redlands Regular Meeting of 06-18-2024
171 of 1122
6/27/23, 9:40 AM Print Staff Report
destinyhosted.com/frs/publish/print_ag_memo.cfm?seq=4819&rev_num=0&mode=External&reloaded=true&id=73352 3/7 Hasa (Sodium Hypochlorite
Mini Bulk 12.5%)
$125,000.00 $125,000.00 $0.00 Bid
JCI (C12 Gas) $75,000.00 $75,000.00 $0.00 Bid
JCI (Sodium Hypochlorite

12.5% W/WW)
$550,000.00 $130,000.00 $420,000.00 Bid
McMaster Carr (W/WW
Facility Parts & Supplies)
$75,000.00 $45,000.00 $30,00.00 Bid
Northstar Chemical (Citric
Acid)
$102,000.00 $0.00 $102,000.00 Bid
Polydyne (WW Cationic
Emulsion Polymer)
$275,000.00 $0.00 $275,000.00 Bid
Pacific Parts (Industrial
Automation)
$85,000.00

$45,000.00 $40,000.00 Bid
Solenis (Water 3 Polymer
Chemicals)
$65,000.00 $65,000.00 $0.00 Bid
Univar (NaOH) Sodium
Hydroxide 50%
$20,000.00 $20,000.00 $0.00 Bid
USALCO (ACH 50%) $125,000.00 $125,000.00 $0.00 Bid
Vulcan (Cold Mix)(Sand &
Base)
$145,000.00 $145,000.00 $0.00 Bid
Western Water Works (Cla-
Val)
$125,000.00 $125,000.00 $0.00 Bid
Western Water Works (Distro
Supplies)
$520,000.00 $500,000.00 $20,000.00 Bid
Evantec $84,000.00 $42,000.00 $42,000.00 Extension
ABBA $50,000.00 $0.00 $50,000.00 Sole Source
Aerzen $31,000.00 $0.00 $31,000.00 Sole Source
Airgas $43,500.00 $28,000.00 $15,500.00 Sole Source
Alfa Laval $70,000.00 $0.00 $70,000.00 Sole Source
CS Amsco $58,000.00 $20,000.00 $38,000.00 Sole Source
DXP $55,000.00 $0.00 $55,000.00 Sole Source
Dukes Root Control $53,000.00 $0.00 $53,000.00 Sole Source Ferguson $450,000.00 $450,000.00 $0.00 Sole Source
Golden Bell $63,000.00 $0.00 $63,000.00 Sole Source
HACH $122,500.00 $0.00 $122,500.00 Sole Source
Heat Transfer Solution $43,000.00 $0.00 $43,000.00 Sole Source JWC Environmental $40,000.00 $0.00 $40,000.00 Sole Source LFG Engineering $95,000.00

$0.00 $95,000.00 Sole Source
NOV $40,000.00 $0.00 $40,000.00 Sole Source
Plumbers Depot $195,000.00 $50,000.00 $145,000.00 Sole Source Rockwell Engineering $160,000.00 $0.00 $160,000.00 Sole Source Saveco $33,000.00 $0.00 $33,000.00 Sole Source
Sulzer $180,000.00 $135,000.00 $45,000.00 Sole Source
Unison (GC Media) $196,000.00 $0.00 $196,000.00 Sole Source Veolia $51,000.00 $20,000.00 $31,000.00 Sole Source
Cintas $80,500.00 $42,500.00 $38,000.00 OMNIA
Redlands Regular Meeting of 06-18-2024
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6/27/23, 9:40 AM Print Staff Report
destinyhosted.com/frs/publish/print_ag_memo.cfm?seq=4819&rev_num=0&mode=External&reloaded=true&id=73352 4/7 Grainger $111,500.00 $86,000.00 $25,500.00 OMNIA
HERC $88,000.00 $48,000.00 $40,000.00 OMNIA
Throughout the year, staff purchase a variety of supplies and services from various vendors for routine maintenance and operations. In accordance with the City's purchasing policy and for greater transparency, staff recommends approval of these POs, which also include POs below the $50,000 purchase authority threshold. Staff recently issued Requests for Bids for various products and services in April 2023. The City Clerk received bids for the following commodities:
laboratory services, electrical components and repairs, industrial automation and controls, meter and supplies, meter accuracy testing, washed utility sand and crushed aggregate base, facility replacement parts and supplies, water and wastewater treatment plant chemicals, and Cla-Val supplies. Staff evaluated the bids (Attachments B-N) to prepare a recommendation to purchase products and services from the lowest responsive and responsible bidders.

The City's bid documents allow vendors to indicate if an extension of terms and conditions for upcoming fiscal years would be honored and for how many years. This offer is mutually agreed upon following receipt of vendors' acknowledgment to accept the extension. For Fiscal Year 23/24, four (4) vendors indicated they are willing to extend current terms and conditions. City Council approval extends these annual POs through Fiscal Year 23/24. In accordance with the City's purchasing policy, sole or single source purchases exceeding $30,000 require City Council approval. These purchases are typically warranted because the vendor is the sole authorized dealer and purchasing from another vendor would void the manufacturer's warranty, and/or the vendor's product has been standardized for use. Fiscal Year 23/24 MUED purchases through these annual POs are not anticipated to exceed $5,305,000.

City Council approval of these annual POs is exempt from environmental review pursuant to Sections 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act as it can be seen with certainty that approval of these annual POs will have no significant effect on the environment.

ALTERNATIVES:

City Council may deny the staff recommendation and provide alternate direction.

STRATEGIC PLAN:

N/A
SUBMITTED BY:

John R. Harris, Municipal Utilities and Engineering Director RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
Redlands Regular Meeting of 06-18-2024
173 of 1122
6/27/23, 9:40 AM Print Staff Report
destinyhosted.com/frs/publish/print_ag_memo.cfm?seq=4819&rev_num=0&mode=External&reloaded=true&id=73352 5/7 Danielle Garcia, Management Services/Finance Director
Dana Abramovitz-Daniel, Procurement Manager
PREPARED BY:

Ashley Rosario, Senior Administrative Assistant
Fiscal Impact
Fiscal Year: FY 23/24
Revenue Generating: N
Appropriation Required Y/N:N
Amount: 2,646,500
Budgeted Y/N: Y
Account No.: 501900
Discussion:

There is no fiscal impact associated with this action. Sufficient funding for these purchases is included in the Fiscal Year 23/24 Water Service Fund (501900).

Redlands Regular Meeting of 06-18-2024
174 of 1122
6/27/23, 9:40 AM Print Staff Report
destinyhosted.com/frs/publish/print_ag_memo.cfm?seq=4819&rev_num=0&mode=External&reloaded=true&id=73352 6/7

Fiscal Year: FY 23/24
Revenue Generating: N
Appropriation Required Y/N:N
Amount: 2,658,500
Budgeted Y/N: Y
Account No.: 521900
Discussion:

There is no fiscal impact associated with this action. Sufficient funding for these purchases is included in the Fiscal Year 23/24 Wastewater Service Fund (521900).

Attachments
A Summary_of_MUED_Annual_POs_2023-2024
B. BID REPORT ANALYSIS SAND & CRUSHED AGGREGATE BASE
C. Bid Report & Bid Analysis Water & Wastewater Treatment Plant Chemicals D. Polymer Performance Testing CHEMICALS
E. Laboratory Service Bid Tabulation & Analysis - Babcock Laboratory F. Bid Report & Analysis Cla-Val
G. Bid Report & Analysis 2023 - Water Distribution Parts & Materials H. CED Bid Tabulation & Analysis 2023 Withdrawal Notice Pacific Parts - Electrical Components and Materials
I. Bid Report & Analysis 2023 - Industrial Automation & Controls J. Bid Report & Analysis 2023 - McCrometer Meters and Supplies K. Bid Report & Analysis 2023 - Meter Accuracy Testing
L. Bid Report & Analysis 2023 - Water Wastewater Facility Parts and Supplies M. Agreement - Babcock Laboratories
N. Evantec Extension
SS1 ABBA Sole Source
SS2 Aerzen Sole Source
SS3 Airgas Sole Source
SS4 Alfa Laval Inc. Sole Source
SS5 CS Amsco Sole Source
SS6 DXP Sole Source
SS7 Dukes Root Control Sole Source
SS8 Ferguson Waterworks Sole Source
SS9 Golden Bell Sole Source
SS10 HACH Sole Source
SS11 Heat Transfer Solutions Sole Source
SS12 JWC Sole Source
SS13 LFG Engineering Sole Source
SS14 National Oilwell Varco (NOV) Sole Source
SS15 Plumbers Depot Sole Source
SS16 Rockwell Sole Source
SS17 Saveco Sole Source
SS18 Sulzer Sole Source
SS19 Unison Sole Source
SS20 Veolia Sole Source
Cintas Co-op agreement
Redlands Regular Meeting of 06-18-2024
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6/27/23, 9:40 AM Print Staff Report
destinyhosted.com/frs/publish/print_ag_memo.cfm?seq=4819&rev_num=0&mode=External&reloaded=true&id=73352 7/7 Grainger Co-op agreement
Herc Co-op agreement
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1 ATTACHMENT A
Summary of Annual Purchase Order Requests
(Including extensions, sole/single source, and service agreements) Annual Purchase Orders (Pages 1 - 3)
Staff is requesting approval for annual purchase orders for the low bidders (highlighted in yellow) for the f
ollowing commodities and services publicly advertised, received, and opened by the City Clerk on April 6, 2023, a
nd April 12, 2023, for the amounts described below.

Water & Wastewater Treatment Plant Chemicals
Vendor Sodium Hypochlorite 12.5% mini bulk (Water)
Hasa Inc. $5,652.00
Northstar Chemical $7,524.00
Univar Solutions $8,605.80
Purchase Order Request $125,000.00
Vendor Sodium Hypochlorite 12.5% (W/WW)
JCI Jones Chemicals, Inc. $10,850.00
Olin Corporation $10,950.00
Hasa Inc. $13,450.00
Purchase Order Request $550,000.00 (WW $420,000.00 & W $130,000.00) Vendor Chlorine Gas (C12 Gas) (Water)
JCI Jones Chemicals, Inc. $5,500.00
Purchase Order Request $75,000.00
Vendor Sodium Hydroxide 50% (Water)
Univar Solutions USA Inc. $6,220.00
Northstar Chemical $7,340.00
Purchase Order Request $20,000.00
Vendor Praestol 186KH polymer (Water)
SNF Polydyne, Inc. $21,930.00
Solenis LLC $28,620.00
Nalco Water $29,640.00
Vendor Praestol A 3040 LTR FLOCCULANT (Water)
SNF Polydyne Inc., $677.60
Solenis LLC $794.75
Univar Solutions $937.75
Vendor Praestol A 3010 LTR FLOCCULANT (Water)
SNF Polydyne Inc., $662.20
Solenis LLC $695.75
Vendor Cationic Emulsion Polymer (WW)
SNF Polydyne Inc., $187,308.00
Redlands Regular Meeting of 06-18-2024
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ATTACHMENT A
Summary of Annual Purchase Order Requests
(Including extensions, sole/single source, and service agreements) 2 Solenis LLC $200,244.00
Purchase Order Request $340,000.00 (All Polymers)
Vendor Aluminum Chlorohydrate (ACH) 50% Solution
(Water)
USALCO LLC $22,197.15
Purchase Order Request $125,000.00
Vendor Citric Acid 50% (WW)
Northstar Chemical $7,128.00
Thornton, Musso, Bellemin-Water Treatment
Consultant
$7,650.00
Univar Solutions $7,800.00
Purchase Order Request $102,000.00
Vendor Ferric Chloride 39% (WW)
California Water Technology $13,100.00
Pencco $14,350.00
Purchase Order Request $170,000.00
Vendor Cla-Val Supplies
Western Water Works Supply Company $261,244.00
Ferguson Waterworks $261,854.00
Core and Main $274,312.54
Purchase Order Request $125,000.00
Vendor Facilities Maintenance, Parts, Supplies & Related Materials
McMaster-Carr Supply Company $59,101.26
Purchase Order Request $75,000.00
Vendor McCrometer Flow Meter Supplies
Core & Main $226,333.30
Western Water Works $245,489.40
D & H Water Systems $248,285.30
Purchase Order Request $85,000.00
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ATTACHMENT A
Summary of Annual Purchase Order Requests
(Including extensions, sole/single source, and service agreements) 3 Vendor Electrical Components & Materials
Pacific Parts $75,840.25
Consolidated Electrical Distributors $115,661.49
City Electric Supply $695,587.29
Purchase Order Request $55,000.00
Vendor Industrial Automation & Controls
Pacific Parts & Controls $139,708.15
KDC Incorporated DBA KDC Systems $501,623.64
Purchase Order Request $85,000.00
Vendor Laboratory Service for W/WW
Babcock Laboratories $265,566.60
Purchase Order Request $275,000.00 (W $190,000.00 & WW $85,000.00) Vendor Meter Accuracy Test
Golden Meters $35,900.00
Purchase Order Request $40,000.00
Vendor Water Distribution Parts & Materials
Ferguson Water Works-Non Responsive $330,017.70
Western Water Works $340,891.81
S & J Supply Co., Inc. $378,384.00
Core and Main $480,060.99
Purchase Order Request $520,000.00
Vendor Washed Utility Sand & Crushed Aggregate Cold Mix Vulcan Materials Co. dba Calmat
Co.
$100,000.00 $45,000.00
Purchase Order Request $145,000.00
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4 ATTACHMENT A
Summary of Annual Purchase Order Requests
(Including extensions, sole/single source, and service agreements) Extensions of Annual Purchase Orders
(Page 4)
Staf
f is requesting approval for the below annual purchase orders for FY 23/24 with current terms and conditions for low bidders for the following commodities and services for the not- to-exceed amounts as described below.

Vendor
Evantec
Purchase Order Request $84,000.00
R&B Automation
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5 ATTACHMENT A
Summary of Annual Purchase Order Requests
(Including extensions, sole/single source, and service
agreements)
Sole/Single Source Purchase Orders (Pages 5-7)
Staf
f is requesting approval for the annual purchase orders for the following sole/single source vendors for the not-to-exceed amounts as described below. The following have been evaluated and determined that the sole/single source is warranted.

Vendor Purchase Order Request
ABBA $50,000.00
Vendor Purchase Order Request
Aerzen $31,000.00
Vendor Purchase Order Request
CS Amsco $58,000.00
Vendor Purchase Order Request
Heat Transfer Solution $43,000.00
Vendor Purchase Order Request
LFG Engineering $95,000.00
Vendor Purchase Order Request
National Oilwell Varco (NOV) $40,000.00
Vendor Purchase Order Request
Saveco $33,000.00
Vendor Purchase Order Request
Veolia $51,000.00
Staf
f is requesting a purchase order be issued to AirGas USA, LLC to provide high purity compressed gases, cylinder rentals and related items. Part of City’s laboratory certification requires the use of high purity gases.

Use of other sources would be costly since a comparative study would be required concurrently with current testing.

Wastewater/Water High Purity Compressed Gases, Cylinder Rental, & Related Items Vendor Purchase Order Request
AirGas USA, LLC $43,500.00
Vendor Purchase Order Request
D & H Water Systems $175,000.00
Vendor Purchase Order Request
Dukes Root Control $53,000.00
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ATTACHMENT A
Summary of Annual Purchase Order Requests
(Including extensions, sole/single source, and service agreements) 6 Staff is requesting a purchase order be issued to Ferguson Enterprises, Inc. to provide Neptune water meters and miscellaneous products for standardization.

Neptune Water Meters & Miscellaneous Products
Vendor Purchase Order Request
Ferguson Enterprises, Inc. dba Ferguson
Waterworks
$450,00.00
Vendor Purchase Order Request
Golden Bell $63,000.00
Sta
ff is requesting a purchase order be issued to HACH Company to perform sole service support and replacement parts for the ammonium and nitrate analyzers at the City’s Wastewater Treatment Plant. They are the sole warranty provider for warranty work and replacement parts.

Wastewater Analyzer Service Support & Replacement Parts Vendor Purchase Order Request
HACH Company $122,500.00
Staff is requesting a purchase order be issued to JWC Environmental to provide parts and replacement of Muffin Monster sewage grinders throughout the Wastewater Treatment Plant. The specialized equipment is critical for the protection of the wastewater treatment processes. The Muffin Monsters are in continuous operation and have been in place at the plant for over 35 years. JWC Environmental is the inventor and owner of the Muffin Monster, and the sole manufacturer. All repairs performed include a one year warranty.

Muffin Monster Grinders
Vendor Purchase Order Request
JWC Environmental $40,000.00
Vendor Purchase Order Request
Plumbers Depot $195,000.00
Preven
tative Maintenance, Parts and Services
Vendor Purchase Order Request
Alfa Laval $70,000.00
Staff is requesting a purchase order be issued to Rockwell Engineering and Equipment Co. to provide repair and replacement parts for Vaughan chopper pumps, Pioneer centrifugal pumps, and Boerger rotary lobe pumps.

Vaugh
an Chopper Pumps, Pioneer Centrifuge Pumps, & Boerger Rotary Lobe Pumps Vendor Purchase Order Request
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ATTACHMENT A
Summary of Annual Purchase Order Requests
(Including extensions, sole/single source, and service agreements) 7 Rockwell Engineering and Equipment Co. $160,000.00
Vendor Purchase Order Request
DXP Enterprises $55,000.00
Sta
ff is requesting a purchase order issued to Sulzer Electro-Mechanical Services (US), Inc. (Sulzer) for electrical motors repair parts and materials, maintenance and service for water and wastewater well and booster equipment. Pump motors throughout the water system have been standardized to US Motors. Sulzer is a US Motor distributor accredited by Electrical Apparatus Services Association and sole vendor within a 75 mile radius.

Water/Wastewater Maintenance Service, Repair, & Replacement Parts Vendor Purchase Order Request
Sulzer Electro-Mechanical Services (US), Inc. $180,000.00 Vendor Purchase Order Request
Tesco $673,000.00
Vendor Purchase Order Request
Unison $196,000.00
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On motion of Council Member Mario Saucedo, seconded by Mayor Eddie Tejeda, the City Council unanimously determined, by roll call vote, that approval of the 2022 CIP Sewer Pipeline Replacement Project is exempt from environmental review pursuant to Section 15302 of the State's Guidelines implementing the California Environmental Quality Act; approved the 2022 CIP Sewer Pipeline Replacement Project plans and specifications; and awarded the Public Work Construction Contract to CEM Construction Corporation for an amount not to-exceed $3,314,268.

Vote: 5 - 0 Passed

MUED Annual Purchase Orders

Municipal Utilities and Engineering Director Harris detailed the Municipal Utilities and Engineering Department Annual Purchase Orders and Agreements for FY 23/24. for a total encumbered amount not-to-exceed $5,305,000

On motion of Council Member Mario Saucedo, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously determined, by roll call vote, that approval of the Fiscal Year 23/24 Municipal Utilities and Engineering Department Annual Purchase Orders is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; and approved the Fiscal Year 23/24 Municipal Utilities and Engineering Department Annual Purchase Orders and Agreements as itemized in the staff report for a total encumbered amount not-to-exceed $5,305,000.

Vote: 5 - 0 Passed

COUNCIL MEMBER ANNOUNCEMENTS AND ACTIVITIES

Juneteenth Event - All the Council Members enjoyed the Juneteenth celebration and thanked the City and staff for being instrumental in making the event such a success.

Mayor Pro Tem Barich attended the Veterans Resource Fair on June 7 at Sylvan Park, where more than 75 vets were helped.

ADJOURNMENT

There being no further action required the meeting adjourned at 8:45 P.M. The next regular meeting of the City of Redlands City Council will be held on Wednesday, July 5, 2023.

CC_June 20, 2023

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BID DATE 4/6/2023
BID NO. 20230323-PM (6)
ANNUAL PO WATER & WASTEWATER TREATMENT PLANT CHEMICALS FISCAL YEAR 2023-24 1 Chlorine Gas 4000 Per LB. $
2 Sodium Hypochlorite 12.5% mini-bulk (Water) 1800 Per Gal. $ 3 Sodium Hydroxide 50% (Water) 2000 Per Gal. $
4 Praestol 186KH polymer or City approved equal
(Water) 3000 Per Gal. $
5 Praestol A 3040 LTR FLOCCULANT or City approved equal (Water) 55 Per Gal. $ 6 Praestol A 3010 LTR FLOCCULANT or City approved equal (Water) 55 Per Gal. $ 7 Aluminum Chlorohydrate (ACH) 50% Solution (Water) 4500 Per Gal. $ 8 Cationic Emulsion Polymer (WW) 13200 Per Gal. $
9 Citric Acid 50% (WW) 600 Per Gal. $
10 Ferric Chloride (39-42%)(WW) 5000 Per Gal. 2.62 $ 13,100.00 11 Sodium Hypochlorite 12.5% (Water) 5000 Per Gal. $
12 Sodium Hypochlorite 12.5% (WW) 4500 Per Gal. $

CITY OF REDLANS

MUNICIPAL UTILITIES AND ENGINEERING DEPARTMENT

BID ANALYSIS
CALIFORNIA WATER TECHNOLOGIES LLC.

TOTAL SUM BID (Item 1-11) 13,100.00$
Item
No. EXTENDED PRICEUNIT PRICEDESCRIPTION QUANTITY UNIT
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$ $ $ 1.38 $ 5,500.00 $ $ $ $

3.14 $ 5,652.00 $ $ $ $ 4.18 $ 7,524.00 $ $ $ $ $ $ 3.67 $ 7,340.00
$ $ $ $ 9.88 29640 $ $
$ $ $ $ $ $ $ $
$ $ $ $ $ $ $ $
$ $ $ $ $ $ $ $
$ $ $ $ $ $ $ $
$ $ $ $ $ $ 11.88 $ 7,128.00
$ $ $ $ $ $ $ $

2.69 $ 13,450.00 2.17 $ 10,850.00

2.69 $ 12,105.00 2.17 $ 9,765.00 $ $ $ $

HASA INC

UNIT PRICE EXTENDED PRICE
31,207.00$

JCI JONES CHEMICALS

UNIT PRICE EXTENDED PRICE
26,115.00$
NALCO WATER INC.

UNIT PRICE EXTENDED PRICE
29,640.00$

NORTHSTAR CHEMICAL

UNIT PRICE EXTENDED PRICE
21,992.00$
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$ $ $ $ $ $ $ $
$ $ $ $ $ $ $ $
$ $ $ $ $ $ $ $
$ $ $ $ $ 9.54 $ 28,620.00 $ $ $ $ $ $ $ 14.45 $ 794.75 $ $ $ $ $ $ $ 12.65 $ 695.75 $ $ $ $ $ $ $ $ $ $
$ $ $ $ $ 15.17 $ 200,244.00 $ $ $ $ $ $ $ $ $ 12.75 $ 7,650.00 $ $ $ 2.87 $ 14,350.00 $ $ $ $ $ 2.19 $ 10,950.00 $ 2.19 $ 9,855.00 $ $ $ $ $ $

OLIN CORPORATION

UNIT PRICE EXTENDED PRICE
20,805.00$
PENCCO

UNIT PRICE EXTENDED PRICE
14,350.00$

SOLENIS LLC

UNIT PRICE EXTENDED PRICE
230,354.50$

THORNTON, MUSSO, BELLEMIN- WATER

TREATMENT CONSULTANT

UNIT PRICE EXTENDED PRICE
7,650.00$
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$ $ $ $ $ $
$ 4.78 $ 8,605.80 $ $ $ $ $ 3.11 $ 6,220.00 $ $ $ $ $ $ $ $ $ 7.31 $ 21,930.00 $ 17.05 $ 937.75 $ $ $ 12.32 $ 677.60 $ $ $ $ $ 12.04 $ 662.20 $ $ $ 4.93 $ 22,197.15 $ $ $ $ $ $ $ 14.19 $ 187,308.00 $ 13.00 $ 7,800.00 $ $ $ $ $ $ $ $ $ $
$ $ $ $ $ $
SNF POLYDYNE, INC.

UNIT PRICE EXTENDED PRICE
210,577.80$

UNIVAR SOLUTIONS

UNIT PRICE EXTENDED PRICE
23,563.55$
USALCO

UNIT PRICE EXTENDED PRICE
22,197.15$
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City Council Meeting G. 20.

DATE: 06/18/2024
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the agreement with Landfill Gas Engineering, Inc. for air quality sampling and analysis services for the wastewater treatment plant and landfill with an initial one (1) year term and an option to extend for one (1) additional year for a total amount not-to-exceed $250,000, and determine that this action is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act. (Municipal Utilities and Engineering Director Harris)
MOTION(S):

If City Council determines the staff recommendation is appropriate, the following motions are provided:

I move that City Council determine approval of an agreement with Landfill Gas Engineering, Inc. is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; and

1. I move to approve the agreement with Landfill Gas Engineering, Inc.2.

RECOMMENDATION:

Staff recommends that City Council determine that approval of an agreement with Landfill Gas Engineering, Inc. is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act, and approve a $125,000 agreement with Landfill Gas Engineering, Inc. for air quality sampling and analysis services for the wastewater treatment plant and landfill with an initial one (1) year term and an option to extend for one (1) additional year for a total amount not-to-exceed $250,000.

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DISCUSSION:

The City's Wastewater Treatment Plant (WWTP) and Municipal Landfill are authorized to operate under South Coast Air Quality Management District (SCAQMD) Permit No. G31625. This combined permit was issued due to the WWTP and landfill close proximity and shared equipment (i.e., combined flare).

The permit establishes emission rating limits that require sampling, analysis, and reporting of various pollutants, which requires contractor support.

On February 27, 2024, staff issued a Request for Bids (RFB) to qualified Contractors to provide air quality sampling and analysis services. Bids were received from the following two (2) Contractors prior to the March 12, 2024 submittal deadline:

Company Name, Location Total Bid
Amount

1. Landfill Gas Engineering, Inc., Yorba Linda
CA $124,588

2. Quantum Analytical Services, Inc. Carson
CA $142,021
Bid Opening Report Summary
After conducting a comprehensive review and analysis, staff determined that Landfill Gas Engineering (LFG) submitted the lowest responsive and responsible bid. Therefore, staff recommends City Council approval of an agreement with LFG, with an initial term of one (1) year and a not-to-exceed amount of $125,000. If approved, the Agreement may be extended for an additional one (1) year term with a not-to-exceed amount of $125,000, resulting in a total potential agreement value of $250,000. Services will be provided only when requested by staff. Approval of the agreement with LFG is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act since the proposed action is not expected to cause any significant environmental impact.

ALTERNATIVES:

City Council may deny the staff recommendation and provide alternate direction.

STRATEGIC PLAN:

N/A
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SUBMITTED BY:

John R. Harris, Municipal Utilities and Engineering Director RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Danielle Garcia, Management Services/Finance Director
PREPARED BY:

Jungjoon Park, Laboratory Manager
Fiscal Impact
Fiscal Year: FY 24/25
Revenue Generating: No
Appropriation Required Y/N: No
Amount: $100,000
Budgeted Y/N: Yes
Account No.: 521900
Discussion:

There is no fiscal impact associated with this action. Sufficient funding for these services is included in the Fiscal Year 24/25 Wastewater Service (521900-6106) Budget.

Fiscal Year: FY 24/25
Revenue Generating: No
Appropriation Required Y/N: No
Amount: $25,000
Budgeted Y/N: Yes
Account No.: 511900
Discussion:

There is no fiscal impact associated with this action. Sufficient funding for these services is included in the Fiscal Year 24/25 Landfill Service (511900-6106) Budget.

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Attachments
Bid Report
Bid Analysis
LFG Agreement
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Annual P.O. Landfill Gas Engineering Inc.

BID DATE: 2/27/24
FISCAL YEAR:
2024/2025
UNIT PRICE EXTENDED AMOUNT*
(a x b)
Sulfur Compounds (TRS) (SCAQMD 307-91)
HHV, F factor (ATSM 1945/3588)
Siloxanes (GC-MS TO 15)
Surcharge for Rush (1-2 days) 12 per request $0.00 $0.00 Sulfur Compounds (TRS) (SCAQMD 307-91) 156 each individual sample $6.00 $936.00 HHV, F factor (ATSM 1945/3588) 156 each individual sample $6.00 $936.00 Siloxanes (GC-MS TO 15) 12 each individual sample $6.00 $72.00 Sulfur Compounds (TRS) (SCAQMD 307-91) 156 each individual sample $225.00 $35,100.00 HHV, F factor (ATSM 1945/3588) 156 each individual sample $225.00 $35,100.00 Siloxanes (GC-MS TO 15) 12 each individual sample $297.00 $3,564.00 Surcharge for Rush (1-2 days) 12 per request $0.00 $0.00 $124,588.00
LANDFILL GAS ENGINEERING INC.
$940.00 $48,880.00
N/A 0 N/A $0.00 $0.00
per weekly sampling event52 weeks
1 a.
b.
c.
d.
a.
b.
c.
d.
a.
b.
c.
2 Sample Collection Consumables:

See item 2 in Scope of Services
Sample Collection:

See item 1 in Scope of Services
3 Sample Analysis: See item 3 in
Scope of Services
4 Additional costs not listed in item
1, 2, 3 to complet required tasks
(list items separately)
TOTAL SUM BID (Item 1 - 4)

CITY OF REDLANDS

MUNICIPAL UTILITIES AND ENGINEERING DEPARTMENT

BID ANALYSIS
ITEM # DESCRIPTION EST QTY (a) UNIT OF MEASURE
PART 4 PRICE AND FEE BID
BID #20240227-01JP

AIR QUALITY SAMPLING AND ANALYSIS
SUB ITEM #
a.
b.
c.
d.
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Annual P.O. Quantum Analytical Services
BID DATE: 2/27/24
FISCAL YEAR:
2024/2025
UNIT PRICE EXTENDED AMOUNT*
(a x b)
Sulfur Compounds (TRS) (SCAQMD 307-91)
HHV, F factor (ATSM 1945/3588)
Siloxanes (GC-MS TO 15)
Surcharge for Rush (1-2 days) 12 per request $960.00 $11,520.00 Sulfur Compounds (TRS) (SCAQMD 307-91) 156 each individual sample $17.25 $2,691.00 HHV, F factor (ATSM 1945/3588) 156 each individual sample $17.28 $2,691.00 Siloxanes (GC-MS TO 15) 12 each individual sample $17.25 $207.00 Sulfur Compounds (TRS) (SCAQMD 307-91) 156 each individual sample $242.00 $37,752.00 HHV, F factor (ATSM 1945/3588) 156 each individual sample $225.00 $35,100.00 Siloxanes (GC-MS TO 15) 12 each individual sample $275.00 $3,300.00 Surcharge for Rush (1-2 days) 12 per request $1,030.00 $12,360.00 $142,021.00 TOTAL SUM BID (Item 1 - 4)
$700.00 $36,400.00
N/A 0 N/A $0.00 $0.00
3 Sample Analysis: See item 3 in Scope
of Services
a.
b.
c.
d.
4 Additional costs not listed in item 1, 2,
3 to complet required tasks (list items
separately)
a.
b.
c.
d.
1 Sample Collection:

See item 1 in Scope of Services
a.
b.
c.
d.
52 weeks per weekly sampling event
2 Sample Collection Consumables: See
item 2 in Scope of Services
a.
b.
c.

CITY OF REDLANDS

MUNICIPAL UTILITIES AND ENGINEERING DEPARTMENT

BID ANALYSIS
PART 4 PRICE AND FEE BID
BID #20240227-01JP

AIR QUALITY SAMPLING AND ANALYSIS
ITEM # DESCRIPTION SUB ITEM # EST QTY (a) UNIT OF MEASURE

QUANTUM ANALYTICAL SERVICES
3 An error was found on Quantum's bid sheet.

1. Adjusted Item #1 d. $960 to $260 and $11,520 to $3,120

2. Adjusted Item #3 d $1030 to $288 and 12,360 to $3,456

3. Adjusted total sum bid to $124,717
Despite Quantum's bid price going down after making adjustments, LFG remains the lowest and most responsive bidder.

LFG $124,588
Quantum $124,717
Jungjoon Park
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1 AGREEMENT TO PERFORM AIR QUALITY SAMPLING AND ANALYSIS SERVICES

This agreement for the provision of Air Quality Sampling and Analysis (“Agreement”) is made and entered in this 18th day of June, 2024 (“Effective Date”), by and between the City of Redlands, a municipal corporation (“City”) and Landfill Gas Engineering Inc. a California corporation (“Contractor”). City and Consultant are sometimes individually referred to herein as a “Party” and, together, as the “Parties.” In consideration of the mutual promises contained herein, City and Consultant agree as follows:

ARTICLE 1 – ENGAGEMENT OF CONTRACTOR

1.1 City hereby engages Contractor to perform Air Quality Sampling and Analysis services for City (the “Services”).

1.2 The Services shall be performed by Contractor in a professional manner, and Contractor represents that it has the skill and the professional expertise necessary to provide the Services to City at a level of competency presently maintained by other practicing professional Contractors in the industry providing like and similar types of Services.

ARTICLE 2 – SERVICES OF CONTRACTOR

2.1 The Services that Contractor shall perform are more particularly described in Exhibit “A,” titled “Scope of Servi ces,” which is attached hereto and incorporated herein by this reference.

2.2 Contractor shall comply with applicable federal, state and local laws and regulations in the performance of this agreement including, but not limited to, any applicable State prevailing wage laws.

ARTICLE 3 – RESPONSIBILITIES OF CITY

3.1 City shall make available to Contractor information in its possession that may reasonably assist Contractor in performing the Services.

3.2 City designates John R. Harris, Municipal Utilities and Engineering Director, as City’s representative with respect to performance of the Services, and such person shall have the authority to transmit instructions, receive information, interpret, and define City’s policies and decisions with respect to performance of the Services.

ARTICLE 4 – PERFORMANCE OF SERVICES

4.1 The Services shall commence immediately after the Effective Date of this Agreement.

Contractor shall perform and complete the Services in a prompt and diligent manner in accordance with the schedule set forth in Exhibit “A,” titled “Scope of Services,” which is attached hereto and incorporated herein by this reference.

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2 4.2 The term of this Agreement shall be for a period of one (1) year from the Effective Date of this Agreement (the “Initial Term”). The City shall have the option to extend the Initial Term of this Agreement by one (1) additional one-year term (an “Extended Term”), on the same terms and conditions, by providing written notice to Contractor at least thirty (30) days prior to the expiration of the Initial Term or any Extended Term. The Initial Term and the Extended Term s are hereby collectively, referred to he rein as the “Term” of this Agreement.

4.3 If Contractor’s Services include deliverable electronic visual presentation materials, such materials shall be delivered in a form, and made available to Cit y, consistent with City Council-adopted policy for the same. It shall be the obligation of Contractor to obtain a copy of such policy from City staff.

ARTICLE 5 – PAYMENTS TO CONTRACTOR

5.1 The compensation for Contractor’s performance of the Services shall not exceed the amount of One Hundred Twenty -Five Thousand Dollar s ($125,000) for the Services provided during the Initial Term. Should this Agreement be renewed, the compensation for Contractor’s performance for the Services shall not exceed the amount of One Hundred Twenty-Five Thousand Dollar s ($125,000) for the Extended Term bringing the total possible amount of compensation to a not -to-exceed amount of Two Hundred Fifty Thousand Dollars ($250,000). For the Initial Term and Extended Term, City shall pay Contractor on a time and materials basis up to the not to not -to-exceed amount in accordance with the rates specified in Exhibit “ B” titled “Price and Fee Bid,” which is attached hereto and incorporated herein by reference.

5.2 Contractor shall submit monthly invoices to City describing the Services performed during the preceding month. Contractor’s invoices shall include a brief description of the Services performed, the dates the Services were performed, the number of hours spent and by whom.

City shall pay Contractor no later than thirty (30) days after receipt and approval by City of Contractor’s invoice.

5.3 Any notice or other communication required, or which may be given, pursuant to this Agreement, shall be in writing. Any such notice shall be deemed delivered (i) on the date of delivery in person; (ii) five (5) days after deposit in first class registered mail, with return receipt requested; (iii) on the actual delivery date if deposited with an overnight courier; or (iv) on the date sent by facsimile or electronic mail transmission (including PDF), if confirmed with a copy sent contemporaneously by fir st class, certified, registered or express mail; in each case properly posted and fully prepaid to the appropriate address set forth below, or such other address as a Party may provide notice in accordance with this section:

CITY CONTRACTOR
City Clerk Salar Aliassar, President
City of Redlands Landfill Gas Engineering, Inc.

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3 35 Cajon Street 5511 Mirage St. #1021
P.O. Box 3005 (mailing) Yorba Linda, CA, 92886
Redlands, CA 92373 [email protected]
[email protected] (657) 767-4352
(909) 798-7531

ARTICLE 6 – INSURANCE AND INDEMNIFICATION

6.1 The following insurance coverage required by this Agreement shall be maintained by Contractor for the duration of its performance of the Services. Contractor shall not perform any Services unless and until the required insurance listed below is obtained by Contractor.

Contractor shall provide City with certificates of insurance and endorsements evidencing such insurance prior to commencement of the Services. Insurance policies shall include a provision prohibiting cancellation or modification of the policy except upon thirty (30) days prior written notice to City.

A. Workers’ Compensation and Employer’s Liability insurance in the amount that meets statutory requirements with an insurance carrier acceptable to City, or certification to City that Contractor is self-insured or exempt from the workers’ compensation laws of the State of California. Contractor shall execute and provide City with Exhibit “ C” titled “Workers’ Compensation Insurance Certification,” which is attached hereto and incorporated herein by this reference, prior to performance of the Services.

B. Comprehensive General Liability insurance with carriers acceptable to City in the minimum amount of One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate, for public liability, property damage and personal injury is required. City shall be named as an additional insured and such insurance shall be primary and non-contributing to any insurance or self-insurance maintained by City.

C. Contractor shall secure and maintain professional liability insurance throughout the term of this Agreement in the amount of One Million Dollars ($1,000,000) per claim made.

D. Business Auto Liability coverage, with minimum limits of One Million Dollars ($1,000,000) per occurrence, combined single limit bodily injury liability and property damage liability. This coverage shall include all Contractor owned vehicles used in connection with Contractor’s provision of the Services, hired and non-owned vehicles, and employee non -ownership vehicles. City shall be named as an additional insured and such insurance shall be primary and non -contributing to any insurance or self - insurance maintained by City.

6.2 Contractor shall defend, indemnify, and hold harmless City and its elected and appointed officials, employees, and agents from and against any and all claims, losses and liability, including attorneys’ fees, arising from injury or death to persons or damage to property occasioned by any negligent act or omission by, or the willful misconduct of, Contractor, or its officers, employees and agents in performing the Services.

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4 ARTICLE 7 – CONFLICTS OF INTEREST

7.1 Contractor covenants and represents that it does not have any investment or interest in any real property that may be the subject of this Agreement or any other source of income, interest in real property or investment that would be affected in any manner or degree by the performance of Contractor’s Services. Contractor further covenants and represents that in the performance of its duties hereunder, no person having any such interest shall perform any Services under this Agreement.

7.2 Contractor agrees it is not a designated employee within the meaning of the Political Reform Act because Contractor:

A. Does not make a governmental decision whether to:

(i) approve a rate, rule or regulation, or adopt or enforce a City law; (ii) issue, deny, suspend or revoke any City permit, license, application, certification, approval, order or similar authorization or entitlement; (iii) authorize City to enter into, modify or renew a contract; (iv) grant City approval to a contract that requires City approval and to which City is a party, or to the specifications for such a contract; (v) grant City approval to a plan, design, report, study or similar item; (vi) adopt, or grant City approval of, policies, standards or guidelines for City or for any subdivision thereof.

B. Does not serve in a staff capacity with City and, in that capacity, participate in making a governmental decision or otherwise perform the same or substantially the same duties for City that would otherwise be performed by an individual holding a position specified in City’s Conflict of Interest Code under Government Code section 87302.

7.3 In the event City determines that Contractor must disclose its financial interests, Contractor shall complete and file a Fair Political Practices Commission Form 700, State ment of Economic Interests , with the City Clerk ’s office pursuant to the written instructions provided by the City Clerk.

ARTICLE 8 – GENERAL CONSIDERATIONS

8.1 In the event any action is commenced to enforce or interpret any of the terms or conditions of this Agreement the prevailing Party shall, in addition to any costs and other relief, be entitled to the recovery of its reasonable attorneys’ fees, including fe es for the use of in - house counsel by a Party.

8.2 Contractor shall not assign any of the Services, except with the prior written approval of City and in strict compliance with the terms and conditions of this Agreement. Any assignment or attempted assignment without such prior written consent may, in the sole discretion of City, results in City’s immediate termination of this Agreement.

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5 8.3 Contractor is for all purposes under this Agreement an independent contractor and shall perform the Services as an independent contractor. Neither City nor any of its agents shall have control over the conduct of Contractor or Contractor’s employees, except as herein set forth. Contractor shall supply all necessary tools and instrumentalities required to perform the Services. Assigned personnel employed by Contractor are for its account only, and in no event shall Contractor or personnel retained by it be d eemed to have been employed by City or engaged by City for the account of, or on behalf of City. Contractor shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent, nor shall Contractor have any authority, express or implied, to bind City to any obligation.

8.4 This Agreement may be terminated by City, in its sole discretion, by providing not less than ten (10) days prior written notice to Contractor of City’s intent to terminate. If this Agreement is terminated by City, an adjustment to Contractor’s compensation shall be made, but (1) no amount shall be allowed for anticipated profit or unperformed Services, and (2) any payment due Contractor at the time of termination may be adjusted to the extent of any additional costs to City occasioned by any default by Contractor. Upon receipt of a termination notice, Contractor shall immediately discontinue its provision of the Services and, within five (5) days of the date of the termination notice, deliver or otherwise make available to City, copies (in both hard copy and electronic form, where applicable) of project re lated data, drawings, spe cifications, reports, summaries and such other information and materials as may have been accumulated by Contractor in performing the Services. Contractor shall be compensated on a pro-rata basis for Services completed up to the date of termination.

8.5 Contractor shall maintain books, ledgers, invoices, accounts and other records and documents evidencing costs and expenses related to the Services for a period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor pursuant to this Agreement. Such books shall be available at reasonable times for examination by City at the office of Contractor.

8.6 This Agreement, including the Exhibits incorporated herein by reference, represents the entire agreement and understanding between the Parties as to the matters contained herein, and any prior negotiations, written proposals or verbal agreements relating to such matters are superseded by this Agreement. Except as otherwise provided for herein , an y amendment to this Agreement shall be in writing, approved by City and signed by City and Contractor.

8.7 This Agreement shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflicts of laws provisions. The Parties agree that all actions or proceedings arising in connection with this Agreement shall be tr ied and litigated only in the state courts located in San Bernardino County, California, and the federal courts located in Riverside County, California.

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6 shall be deemed severable from the remainder of this Agreement and shall not affect, impair or invalidate the remaining sentences, clauses, paragraphs or sections contained herein, unless to do so would deprive a Party of a material benefit of its bargain under this Agreement.

IN WITNESS WHEREOF, duly authorized representatives of City and Contractor have signed in confirmation of this Agreement.

CITY OF REDLANDS Landfill Gas Engineering Inc.

By: ___________________________ By: _________________________ Eddie Tejeda, Mayor Salar Aliassar, President

ATTEST:

___________________________
Jeanne Donaldson, City Clerk

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7 EXHIBIT "A"

SCOPE OF SERVICES

Contractor must possess the skills, licenses, certifications, and professional expertise necessary to provide the sampling and analytical services to the City at a level of competency presently maintained by other environmental testing laboratories in the industry that provide similar types of services.

SPECIFICATIONS AND MINIMUM REQUIREMENTS

Laboratory Certification and Requirements: The laboratory conducting the sampling and analysis must be appropriately certified and comply with the procedure and requirements of the South Coast Air Quality Management District (SCAQMD) to perform the analyses specified in the scope for the duration of the Contract. Utilization of a third-party laboratory is permissible; however, it must not incur any additional costs for the City. Certification documentation must be provided before commencing any work.

https://www.aqmd.gov/home/research/methods-procedures.

Service Location: Must be within 50 miles from the City’s Wastewater Treatment Plant (WWTP) 1950 Nevada St., Redlands, CA 92373.

SAMPLING REQUIREMENTS:

1. Provide weekly air quality sample collection at two-three locations for

a. Sulfur Compounds (TRS) analysis;
b. HHV, F factor (ATSM 1945/3588) analysis;

2. Provide as needed sample collection for Siloxanes (GC-MS TO 15) analysis. If ordered, sample to be collected as part of weekly sample collection for Sulfur Compounds and HHV, F factor;

3. Provide as needed rush sample collection to be performed within 1-2 business days;

4. Unit price for air quality sample collection to include travel to and from the WWTP, fuel costs, hourly rate, sampling equipment, and any other associated cost, with exception to sample collection consumables;

a. Sample collection to be performed within 5 working days from the date of order unless otherwise specified;
b. All sample collection to be performed in a safe manner, using the appropriate personal protective equipment, and in accordance with the City’s safety practices and site-specific contractor requirements; and
c. Sample collection is expected to be performed in locations with positive gas pressure.

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8 5. Air Quality Sample Collection Consumables
a. Provide consumable supplies for weekly air quality sample collection at two-three locations for
1) Sulfur Compounds (TRS) analysis;
2) HHV, F factor (ATSM 1945/3588) analysis;
b. Provide consumable supplies for as needed sample collection for Siloxanes (GC-MS TO 15) analysis.

AIR QUALITY SAMPLE ANALYSIS

1. Provide weekly air quality sample analysis of two-three samples for Sulfur Compounds (TRS) (SCAQMD 307-91);

2. Provide weekly sample analysis of three samples for HHV, F factor (ATSM 1945/3588);

3. Provide as needed sample analysis for Siloxanes (GC-MS TO 15);

4. Provide as needed rush sample analysis with results submitted within 1-2 business days;

5. Unit price for air quality sample analysis to include all associated costs to perform analysis and a written report of results;

6. Sample analysis results to be provided via email within 5 working days from analysis unless otherwise specified; and

7. Contractor shall immediately the City if a sample fails QA/QC standards, there is equipment or other failure, or the sample is deemed insufficient to process in any way.

CUSTOMER SERVICES AND OTHER REQUIREMENTS

1. Billing shall be performed monthly and in accordance with the Price and Fee Bid Sheet.

2. The Laboratory shall comply with all applicable Federal, State and local laws during the period of the contract.

3. The bidder will be required to enter into a service agreement with the City to perform services for the duration of the Contract Term.

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Item # Description Sub Item # Est' QTY
(a)
Unit Unit Price
(b)
Extended
Amount (a
x b)
1 Sample
Collection:

See Item 1 in
Scope of
Services
a. Sulfur
Compounds
(TRS)
(SCAQMD
307-9)
52 weeks Per weekly $940 $48,880
b. HHV, F
factor
(ASTM
1945/3588)
c. Siloxanes
(GC-MS
TO 15)
d.

Surcharge
for Rush
(1-2 days)
12 Per request $0 $0
2 Sample
Collection
Consumables
a. Sulfur
Compounds
(TRS)
(SCAQMD
307-9)
156 Each
Individual
Sample
$6 $936
b. HHV, F
factor
(ASTM
1945/3588)
156 Each
Individual
Sample
$6 936
c. Siloxanes
(GC-MS
TO 15)
12 Each
Individual
Sample
$6 $72
3 Sample
Analysis
a. Sulfur
Compounds
(TRS)
(SCAQMD
307-9)
156 Each
Individual
Sample
$225 $35,100
b. HHV, F
factor
(ASTM
1945/3588)
156 Each
Individual
Sample
$225 $35,100
c. Siloxanes
(GC-MS
TO 15)
12 Each
Individual
Sample
$297 $3,564
d.

Surcharge
for Rush
(1-2)

12 Per request

$0

$0
EXHIBIT "B"

PRICE AND FEE BID

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EXHIBIT "C"
WORKERS’ COMPENSATION INSURANCE CERTIFICATION

Every employer, except the State, shall secure the payment of compensation in one or more of the following ways:

(a) By being insured against liability to pay compensation by one or more insurers duly authorized to write compensation insurance in this State. (b) By securing from the Director of Industrial Relations, a certificate of consent to self-insure, either as an individual employer, or as one employer in a group of employers, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self -insure and to pay any compensation that may become due to his or her employees.

CHECK ONE

_____I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Workers’ Compensation or to undertake self-insurance in accordance with the provisions of that Code, and I will comply wit h such provisions before commencing the performance of the work and activities required or permitted under this Agreement. (Labor Code §1861).

_____I affirm that at all times, in performing the work and activities required or permitted under this Agreement, I shall not employ any person in any manner such that I become subject to the workers’ compensation laws of California. However, at any time, if I employ any person such that I become subject to the workers’ compensation laws of California, immediately I shall provide the City with a certificate of consent to self -insure, or a certification of workers’ compensation insurance.

I certify under penalty of perjury under the laws of the State of California that the information and representations made in this certificate are true and correct.

Landfill Gas Engineering Inc.

By: Date: ___________________
Salar Aliassar, President

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City Council Meeting G. 21.

DATE: 06/18/2024
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the First Amendment to the Professional Services Agreement with Dudek for the Wellhead Perchlorate Treatment System Project revising the Initial Term to the Agreement and providing for a one-year extension, and determination that this action is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act (Municipal Utilities and Engineering Director Harris)
MOTION(S):

If City Council determines the staff recommendation is appropriate, the following motions are provided:

I move that City Council determine approval of a First Amendment to the Professional Services Agreement with Dudek for the Wellhead Perchlorate Treatment Project is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; and

1. Approve the First Amendment to the Professional Services Agreement with Dudek for the Wellhead Perchlorate Treatment Project

2. RECOMMENDATION:

Staff recommends that City Council determine that approval of the First Amendment to the Professional Services Agreement with Dudek for the Wellhead Perchlorate Treatment System Project is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act.

Staff further recommends City Council approve the First Amendment to the Professional Services Agreement with Dudek for the Wellhead Perchlorate Treatment System Project.

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DISCUSSION:

The Redlands Municipal Utilities and Engineering Department (MUED) operates and maintains more than forty (40) groundwater wells throughout the City to provide potable and non-potable water to more than 23,000 water customer account locations. These wells extract groundwater from the Bunker Hill Basin and are generally located along two (2) primary watershed conveyance channels, the Santa Ana River and Mill Creek. The City's ability to supplement surface water treatment with these groundwater wells is critically important during periods of significant drought.

Trace amounts of perchlorate, well below reportable thresholds, persist in the Bunker Hill Basin. Perchlorates are commercially produced salts that are primarily used as oxidizers for pyrotechnic devices and are commonly used in rocket fuels and fertilizers. The California State Water Resources Control Board (SWRCB) regulates chemical compounds in public drinking water systems and has historically permitted the blending of water with varying chemical constituents as mitigation for the presence of specific chemical compounds. It is anticipated that the SWRCB will soon reduce the perchlorate maximum contaminant level (MCL) threshold and require public drinking water systems to employ treatment technologies prior to distributing drinking water to customers.

In order to prepare for this anticipated perchlorate MCL reduction threshold, MUED staff developed a scope of work and solicited proposals from qualified consultants to develop a wellhead perchlorate treatment system for Well 38 and Well 39. City Council approved a Professional Services Agreement (Agreement) with Dudek on December 6, 2022 to execute this project. Dudek has made significant progress toward successfully completing this project. However, the final plans, specifications, and construction cost estimate are not yet complete and the Agreement must be amended to complete this project. The First Amendment to the Dudek Agreement revises the Initial Term to twenty-four (24) months and allows for a one-year extension if necessary. All other Agreement terms remain unchanged.

Approval of the First Amendment to the Agreement is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act (CEQA), which provides that CEQA only applies to projects that have the potential for causing a significant effect on the environment. There is no possibility that approval of the First Amendment will result in a significant effect on the environment.

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ALTERNATIVES:

City Council may deny the staff recommendation and provide alternate direction.

STRATEGIC PLAN:

N/A
SUBMITTED BY:

John R. Harris, Municipal Utilities and Engineering Director RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Danielle Garcia, Management Services/Finance Director
Paul Mariscal, Water Utility Manager
PREPARED BY:

John R. Harris, Municipal Utilities and Engineering Director Fiscal Impact
Fiscal Year: FY 23/24
Revenue Generating: N
Appropriation Required Y/N: N
Budgeted Y/N: Y
Discussion:

There is no fiscal impact associated with this action.

Attachments
Dudek Professional Service Agreement
First Amendment
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FIRST AMENDMENT TO AGREEMENT TO PERFORM PROFESSIONAL SERVICES

This first amendment (“First Amendment”) to the agreement for the Wellhead Perchlorate Treatment System Project (“Agreement”), dated December 6, 2022, by and between the City of Redlands, a municipal corporation and a general law city (“City”), and Dudek, a California corporation (“Consultant”), is made and entered into this 18th day of June, 2024.

RECITALS

WHEREAS, it is the desire of the City and Con sultant to amend Article 4.2 of the Agreement to revise the Initial Term and allow for a one-year extension;

NOW, THEREFORE, for good and valuable consideration in the receipt of which is hereby acknowledge City and Contractor agree as follows:

AGREEMENT

Section 1. Section 4.2 of the Agreement, titled “Performance of Services,” is her eby amended to read as follows:

“4.2 The term of this Agreement shall be for a period of twenty-four (24) months from the Effective Date of this Agreement (the “Initial Term”), unless terminated earlier as provided herein. The City shall have the option to extend the Initial Term of this Agreement by one (1) additional year (the “Extended Term”), on the same terms and conditions, by providing written notice to Contractor at least thirty (30) days prior to the expiration of the Initial Term. The Initial Term and the Extended Term are hereby col lectively, referred to herein as the “Term” of this Agreement.”

Section 2. All other provisions of the Agreement shall remain unchanged by this First Amendment and in effect.

IN WITNESS WHEREOF, the parties have executed this First Amendment, to be effective as of June 18, 2024.

CITY OF REDLANDS Dudek

________________________________ By: ________________________________ Eddie Tejeda, Mayor Bob Ohlund, P.E., Vice President

ATTEST:

__________________________________
Jeanne Donaldson, City Clerk
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City Council Meeting G. 22.

DATE: 06/18/2024
TO: Honorable Mayor and City Council Members
SUBJECT: Approve a purchase order modification in the amount of $10,000 with Law Enforcement Medical Services for the remainder of the fiscal year (Police Chief Tolber)
MOTION(S):

If the City Council determines that staff’s recommendation is appropriate, the following motion is provided:

I move that the City Council approve a purchase order modification in the amount of $10,000 with Law Enforcement Medical Services for the remainder of fiscal year 2023-24.

RECOMMENDATION:

Staff recommends City Council authorize staff to execute the modification of an existing purchase order with Law Enforcement Medical Services.

DISCUSSION:

A sole source purchase order was prepared in the amount of $30,000 with Law Enforcement Medical Services (LEMS) to provide Redlands Police department with phlebotomy services and sexual assault and homicide examinations. LEMS has nearly exhausted the amount due to increased services and costs. Staff is requesting additional funds to cover service for the remainder of this fiscal year. The current purchase order amount is $30,000, and upon approval of additional funds, the total purchase order amount will be $40,000.

ALTERNATIVES:

City Council may decide to not to approve the modification to the purchase order.

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STRATEGIC PLAN:

Not applicable.

SUBMITTED BY:

Rachel Tolber, Chief of Police
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Danielle Garcia, Management Services/Finance Director
Dana Abramovitz-Daniel, Procurement Manager
PREPARED BY:

Jimmy Nguyen, Management Analyst
Fiscal Impact
Fiscal Year: 2023-24
Revenue Generating: N
Appropriation Required Y/N: N
Amount: $10,000
Budgeted Y/N: Y
Account No.: 101202-6105
Discussion:

There is no fiscal impact associated with this action. Sufficient funding remains in the FY23/24 account 101202-6105.

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City Council Meeting G. 23.

DATE: 06/18/2024
TO: Honorable Mayor and City Council Members
SUBJECT: Approve sole source services with Bio-Tox Laboratories, Inc. in an amount not-to-exceed $45,000 per year for forensic toxicology testing services from July 1, 2024 through June 30, 2026 (Police Chief Tolber)
MOTION(S):

If the City Council determines that staff’s recommendation is appropriate, the following motion is provided:

I move to approve sole source services with Bio-Tox Laboratories, Inc. in an amount not-to-exceed $45,000 per year for forensic toxicology testing services from July 1, 2024, through June 30, 2026.

RECOMMENDATION:

Staff recommends that council approve sole source services with Bio Tox Laboratories, Inc. in an amount not-to-exceed $45,000 per year for forensic toxicology testing services from July 1, 2024, through June 30, 2026.

DISCUSSION:

Toxicology testing is the laboratory testing of body fluids and tissues to detect the presence and concentrations of alcohol, drugs, poisons, and any other foreign substances. Results of toxicology testing assists law enforcement agencies in their investigation and prosecution of crimes. Many criminal cases require testing of those suspected of being under the influence of drugs or alcohol. Further, the number of criminal investigations has increased over the past years, resulting in an increase in the volume of blood samples sent for toxicological screening.

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average, the cost of each test is 4%-6% greater for the upcoming fiscal year than it was for FY 2023-2024. The costs quoted for FY 2024-2025 will be about 4%-6% greater than for FY 2025-2026. To accommodate the increase in costs, the Redlands Police Department is requesting an amount not to exceed $45,000 for each of the next two fiscal years 2024-2025 and 2025-2026.

These are specialized services and there are a very limited number of providers in California. A search was conducted to find other local providers of these laboratory services and no other providers could be found in the Inland Empire.

It is important to have a local provider for these services to reduce the cost of transporting samples and to improve the timeliness of results and responses to inquiries. The vendor utilized by the Department to draw blood samples transports them to Bio-Tox Laboratories (Bio-Tox) as part of their contract at no additional cost.

The service provided by Bio-Tox is very expensive to perform. The company is licensed by the State of California and each analyst is individually certified.

Bio-Tox services are used by CHP, San Bernardino, Riverside and San Diego Counties. The San Bernardino County Sheriff's Department does not perform this service as the equipment is very expensive, OSHA and EPA regulation compliance issues are difficult to accommodate, and training staff make it more cost-effective to have Bio-Tox perform the analysis. For these reasons, a sole source authorization is requested.

ALTERNATIVES:

Do not approve sole source services for toxicology testing.

STRATEGIC PLAN:

Not applicable
SUBMITTED BY:

Rachel Tolber, Chief of Police
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Dana Abramovitz-Daniel, Procurement Manager
PREPARED BY:

Jimmy Nguyen, Management Analyst
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Fiscal Impact
Fiscal Year: 24-25
Revenue Generating: N
Appropriation Required Y/N: N
Budgeted Y/N: Y
Discussion:

These services are included in the Department's budget request for FY 2024/2025.

Fiscal Year: 25-26
Revenue Generating: N
Appropriation Required Y/N: N
Budgeted Y/N: Y
Discussion:

These services are included in the Department's budget request for FY 2025/2026.

Attachments
FY2024-25 Price Sheet
FY2025-26 Price Sheet
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REDLANDS POLICE DEPARTMENT PRICING SCHEDULE
July 1, 2024 through June 30, 2025

Unit
Test Description Charge

6-Panel Drug Screen* $ 55.00
(Includes Methamphetamine, Cocaine, Morphine/Codeine, PCP, Benzodiazepines, and Cannabinoids)

10-Panel Drug Screen* $ 85.00
(Includes 6-Panel Drug Screen plus Carisoprodol, Fentanyl, Oxycodone and Zolpidem)

13-Panel Drug Screen* $110.00
(Includes 10-Panel Drug Screen plus Buprenorphine, Methadone and Tramadol )

Alcohol Analysis, Title 17 $115.00

Benzodiazepines Panel with Quantitation $215.00

Comprehensive Drug Screen Panel* $230.00
(Drug screen to include over 200 prescription drugs)
GHB $225.00

Quantitative Confirmation by LC/MS/MS, per drug class $140.00 (Includes Amphetamines, Cannabinoids, Cocaine, PCP, Opiates)

Other Drugs by LC/MS/MS $155.00
(Some may be slightly higher)

Biohazard Waste Fee, Per Sample $ 1.00
Chain of Custody Fee (Per Sample not Tested) $ 25.00 Leaking Sample $ 35.00
Name Discrepancy $ 35.00
Report Corrections (Agency request) $ 45.00
Sample Return $ 35.00
Trip Charge—No charge if trip cancelled 2 hrs. prior to arrival $ 40.00 Trip Charge—No samples picked up; no cancellation call 2 hrs. prior to pick up $ 55.00

*All positive drugs screens will be confirmed by LC/MS/MS.

Drugs listed in panels may change based on laboratory discretion.

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REDLANDS POLICE DEPARTMENT PRICING SCHEDULE
July 1, 2025 through June 30, 2026

Unit
Test Description Charge

6-Panel Drug Screen* $ 58.00
(Includes Methamphetamine, Cocaine, Morphine/Codeine, PCP, Benzodiazepines, and Cannabinoids)

10-Panel Drug Screen* $ 88.00
(Includes 6-Panel Drug Screen plus Carisoprodol, Fentanyl, Oxycodone and Zolpidem)

13-Panel Drug Screen* $115.00
(Includes 10-Panel Drug Screen plus Buprenorphine, Methadone and Tramadol )

Alcohol Analysis, Title 17 $125.00

Benzodiazepines Panel with Quantitation $225.00

Comprehensive Drug Screen Panel* $235.00
(Drug screen to include over 200 prescription drugs)
GHB $230.00

Quantitative Confirmation by LC/MS/MS, per drug class $145.00 (Includes Amphetamines, Cannabinoids, Cocaine, PCP, Opiates)

Other Drugs by LC/MS/MS $160.00
(Some may be slightly higher)

Biohazard Waste Fee, Per Sample $ 1.00
Chain of Custody Fee (Per Sample not Tested) $ 25.00 Leaking Sample $ 35.00
Name Discrepancy $ 35.00
Report Corrections (Agency request) $ 45.00
Sample Return $ 35.00
Trip Charge—No charge if trip cancelled 2 hrs. prior to arrival $ 40.00 Trip Charge—No samples picked up; no cancellation call 2 hrs. prior to pick up $ 55.00

*All positive drugs screens will be confirmed by LC/MS/MS.

Drugs listed in panels may change based on laboratory discretion.

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City Council Meeting G. 24.

DATE: 06/18/2024
TO: Honorable Mayor and City Council Members
SUBJECT: Approve a Memorandum of Understanding between the City and Loma Linda University Children's Hospital for use of the Children's Assessment Center and authorize the Chief of Police to execute the agreement (Police Chief Tolber)
MOTION(S):

If the City Council determines that staff’s recommendation is appropriate, the following motion is provided:

I move to approve the Memorandum of Understanding between the City and Loma Linda University Children's Hospital for use of the Children's Assessment Center and authorize the Chief of Police to execute the agreement.

RECOMMENDATION:

Staff recommends Council approve the Memorandum of Understanding between the City and Loma Linda University Children's Hospital for use of the Children's Assessment Center and authorize the Chief of Police to execute the agreement.

DISCUSSION:

During the course of criminal investigations involving child victims, the need sometimes arises for medical and forensic services to examine and diagnose children of suspected sexual and physical abuse. The County of San Bernardino and its affiliates, the Loma Linda University Children’s Hospital (LLUCH), have entered into a contractual public-private endeavor to provide these services at the jointly operated Children’s Assessment Center (CAC). The CAC has successfully operated for decades providing the aforementioned services to law enforcement agencies throughout the county to include the Redlands Police Department.

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The attached Memorandum of Understanding will secure these services for Redlands residents for three years at an annual cost of $7,300. For this amount, the CAC will conduct examinations of all victims referred by the Redlands Police Department, prepare a written report, and conduct forensic interviews of children believed to be victims of abuse. The cost for this agreement is included in this year’s budget and will be requested in subsequent years.

ALTERNATIVES:

Do not approve the MOU and direct staff to seek alternative sources for these services.

STRATEGIC PLAN:

N/A
SUBMITTED BY:

Rachel Tolber, Chief of Police
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Danielle Garcia, Management Services/Finance Director
PREPARED BY:

Jimmy Nguyen, Management Analyst
Fiscal Impact
Fiscal Year: 2024-25
Revenue Generating: N
Appropriation Required Y/N: N
Amount: $7,300
Budgeted Y/N: Y
Account No.: 101202-6105
Discussion:

Funds for these services were budgeted for in FY 2024/25 and will be requested in subsequent years.

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Attachments

LLUCH MOU
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City Council Meeting G. 25.

DATE: 06/18/2024
TO: Honorable Mayor and City Council Members
SUBJECT: Approve sole-source with Cellebrite, Inc. for subscription renewal to operate the Cellebrite system, in an amount not to exceed $62,531.25 per fiscal year from July 1, 2024 through June 30, 2026 (Police Chief Tolber)
MOTION(S):

If the City Council determines that staff’s recommendation is appropriate, the following motion is provided:

I move to approve the sole-source purchase with Cellebrite, Inc. for subscription renewal to operate the Cellebrite system, in an amount not to exceed $62,531.25 per fiscal year from July 1, 2024 through June 30, 2026 (for a total of 125,062.50).

RECOMMENDATION:

Staff recommends that Council approve the sole-source with Cellebrite, Inc. for subscription renewal to operate the Cellebrite system, in an amount not to exceed $62,531.25 per fiscal year from July 1, 2024 through June 30, 2026 (for a total of 125,062.50).

DISCUSSION:

Services
:

Enhancement of Cellebrite Services In 2020, the Redlands Police Department (RPD) signed a Memorandum of Understanding with the Los Angeles Police Department’s Internet Crimes Against Children Task Force. As an affiliate member of the task force, RPD has received hardware, software, and training required for the assignment including Cellebrite UFED 4PC.

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electronic criminal activity. With the growing use of computers and mobile devices, electronic evidence can potentially be located on phones and computers in almost every criminal case. Cellebrite software and technology is a force multiplier that provides police investigators the ability to access electronic evidence located on cell phones and other electronic devices.

Cellebrite UFED 4PC annual subscription expense ($6,374.27). This software enables detectives to forensically analyze various forms of technology including cellular phones and computers, for crucial forms of evidence. The analysis of cell phones has played a critical role in almost every murder investigation in the last decade. Prior to RPD obtaining the Cellebrite technology, RPD relied on other law enforcement agencies to conduct forensic analysis on digital devices which often delayed the findings. RPD considers Cellebrite to be an essential tool for all major law enforcement investigations. RPD has conducted forensic analysis on over hundreds of digital devices and obtained important evidence leading to the apprehension and arrest of suspects.

Cellebrite Premium SaaS annual subscription expense ($21,609.12). Despite the success, the basic Cellebrite package does not allow the ability to access digital devices that have locked passcodes. The Cellebrite Premium package includes 35 “actions.” Each action allows detectives to access locked phones and obtain any evidence that is located on the phone. These actions can be used for iOS or Android extractions, and the cost includes remote training and hardware.

Cellebrite Pathfinder annual subscription expense ($87,016.61). In addition to the Cellebrite premium package, Cellebrite Pathfinder is a more effective program that enables investigators and analysts to collaborate and identify key evidence contained in computers and cell phones using a web-based program.

Cellebrite Pathfinder eliminates the time-consuming manual review of cell phone digital data. Cellebrite Pathfinder will reduce time spent on investigations by automating decoding and analysis of digital data and by enabling investigators to sift through massive quantities of data at a much faster rate. It is a force multiplier that uses artificial intelligence (AI) and machine learning algorithms to automatically identify patterns, reveal connections, and uncover leads with greater speed and accuracy, thus saving critical time on investigations.

Pathfinder will benefit all the units within the police department from the simple investigation to internet crimes against children and human trafficking.

The total for the two-year subscription is $125,062.50.

ALTERNATIVES:

Do not approve the sole-source purchase of the Cellebrite software and hardware to run the Cellebrite system for the amount of $125,062.50.

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STRATEGIC PLAN:

Not applicable.

SUBMITTED BY:

Rachel Tolber, Chief of Police
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Danielle Garcia, Management Services/Finance Director
Dana Abramovitz-Daniel, Procurement Manager
PREPARED BY:

Commander Sean Flynn
Fiscal Impact
Fiscal Year: 2024-25
Revenue Generating: N
Appropriation Required Y/N: N
Amount: $62,531.25
Budgeted Y/N: Y
Account No.: 249200-6703
Discussion:

Attachments
Redlands PD - Cellebrite Renewal
Cellebrite Sole-Single Source Request Form
Cellebrite Sole-Single Source Attachment
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Cellebrite Inc.
8065 Leesburg Pike,
Suite T3-302
Vienna, VA 22182
USA

Tel. +1 800 942 3415
Fax. +1 201 848 9982
Tax ID#: 22-3770059
DUNS: 033095568
CAGE: 4C9Q7
Company Website:
http://www.cellebrite.com

Quote

Quote# Q-389325-1
Date: Apr 30, 2024

Billing Information
Redlands Police Department
Accounts Payable
PO BOX 3005
Redlands, California 92373
United States

Contact: Redlands Accounts Payable
Phone: 9093354722
Delivery Information
Redlands Police Department
30 CAJON ST
REDLANDS, CA 92373-4710
United States

Contact: GRANT RIGBY
Phone: (909) 557 6571
Wire To:

Bank Routing Number: 021000021
Account Number: 761020590
Account Name: Cellebrite Inc.

Check Remittance (Only for NA):

Cellebrite Inc. ,
PO BOX 23551
New York, NY, 10087-3551

End Customer: Redlands Police Department
Customer ID Good Through Payment Terms Currency Sales Rep SF-00176331 Jul 01, 2024 Net 30 USD Zachary Perry
Product Code Product Name Qty Start Date End Date Serial Number Net Price\Unit Net Price B-PAAS-02-004 Premium as a Service
Core package
1 Jul 01, 2024 Jun 30, 2026 1410447835 21,609.12 21,609.12 U-AIS-02-134 Premium aaS 35
Unlocks and Unlimited
Extraction Annual
Subscription
1 Jul 01, 2024 Jun 30, 2026 1410447835 0.00 0.00
U-AIS-02-139 Premium as a Service
End Point
1 Jul 01, 2024 Jun 30, 2026 1410447835 0.00 0.00
B-ANY-05-001 Pathfinder Subscription
Package
1 Jul 01, 2024 Jun 30, 2026 856525124119277714 87,016.61 87,016.61 Number of users =Unlimited, Number of extractions =200
S-UFD-17-044 Pathfinder Subscription 1 Jul 01, 2024 Jun 30, 2026 856525124119277714 0.00 0.00 Number of users =Unlimited, Number of extractions =200
B-UFD-10-001 UFED 4PC Ultimate
Subscription
1 Mar 23, 2025 Jun 30, 2026 1410447835 6,374.27 6,374.27 SubTotal USD 115,000.00
Shipping & Handling USD 0.00
Sales Tax  USD 10,062.50
Total USD 125,062.50

Comments:

Quote Number: Q-389325-1
Prepared by Zachary Perry

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Terms and Conditions:
- This Quote/Proforma Invoice/Tax Invoice, together with the terms and conditions and license agreement listed below that are incorporated by reference to this Quote/Proforma Invoice (together, the “Agreement”), constitute an offer by Cellebrite. By signing this the Quote/Proforma Invoice, issuing a purchase order (or other ordering document) in connection with this the Quote/Proforma Invoice, or downloading and/or using the products identified in this the Quote/Proforma Invoice/Tax Invoice, the customer agrees to be bound by the terms of this Agreement. Any additional or different terms or conditions contained in any customer document, purchase order or other ordering document will not be binding upon Cellebrite unless expressly accepted in a document signed by a Cellebrite authorized signatory.

- Quote is subject to regulatory approval.

- Freight Terms: FCA (NJ)
- Limited Warranty: Hardware:12 Months; Software:60 days; Touch Screen:30 days - General: The following terms shall apply to any product at http://legal.cellebrite.com/us/index.html - EULA: All Cellebrite Software is licensed subject to the end user license agreement available at https://legal.cellebrite.com/End-User- License-Agreement.html
- Advanced Services (CAS): The following terms apply to Cellebrite Advanced Services at https://legal.cellebrite.com/CB-us-us/index.html - Premium: The following terms shall apply only to Cellebrite Premium at http://legal.cellebrite.com/intl/PremiumUS.htm - Pathfinder: The following terms apply to Cellebrite Pathfinder at https://legal.cellebrite.com/PF-Addendum.htm - Training Services: The following terms apply to Cellebrite Training Services at http://legal.cellebrite.com/intl/Training.htm - SaaS: The following terms apply to Cellebrite SaaS Services at https://legal.cellebrite.com/SaaS.htm - Endpoint SaaS: The following terms apply to Cellebrite Cellebrite Endpoint SaaS at https://legal.cellebrite.com/Endpoint-SAAS.html

In the event of any dispute as to which terms apply, Cellebrite shall have the right to reasonably determine which terms apply to a given purchase order.

Please indicate the invoice number when remitting payment

*
SALES TAX DISCLAIMER: Cellebrite Inc. is required to collect Sales and Use Tax for purchases made from the following certain U.S.

States. Orders are accepted with the understanding that such taxes and charges shall be added, as required by law. Where applicable, Cellebrite Inc. will charge sales tax unless you have a valid sales tax exemption certificate on file with Cellebrite Inc. Cellebrite Inc. will not refund tax amounts collected in the event a valid sales tax certificate is not provided. If you are exempt from sales tax, you must provide us with your sales tax exempt number and fax a copy of your sales tax exempt certificate to Cellebrite Inc.

Please include the following information on your PO for Cellebrite UFED purchase:
- Please include the ORGINAL QUOTE NUMBER (For example - Q-XXXXX) on your PO - CONTACT NAME & NUMBER of individual purchasing and bill to address - E-MAIL ADDRESS of END USER for monthly software update as this is critical for future functionality

I, the undersigned, hereby confirm that I am authorized to sign this Quote/Proforma Invoice on behalf the customer identified above , and I hereby approve that my signature is legally binding upon the customer identified above.

Customer Name: Redlands Police Department

Signature:

\s1\

Effective Date:

\d1\

Name (Print):

\n1\

Title:

\t1\

Please sign and email to Zachary Perry at [email protected]

Quote Number: Q-389325-1
Prepared by Zachary Perry
Page
2 of 2
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Sole Source/ Single Source/ Standardization Form
For procurement of supplies, equipment and services valued at $5,000 and over NOTE: Every question must be answered with appropriate documentation attached; incomplete forms will be immediately rejected by Purchasing.

Date:_______________________
TO: Purchasing Division
FROM: ________________________________
Purchase Requisition #
___________________
Estimated Total Cost: $_________________
Proposed Vendor: ______________________
Request Term: _________________
This form must accompany the purchase document whenever an exception to the competitive process is requested. Requests for goods and/or services from a specific vendor or limited to a s
pecific brand, where substitutes to the recommended vendor or brand are unacceptable, must be
accompanied by a written justification explaining the circumstances that make alternatives un
acceptable.

The City M anager w ill de termine whether t he justification is appropriate. R equ ests for exception must be supported by factual statements tha t will pass an audit.

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EXCEPTION TO BIDDING AND DISCLOSURE STATEMENT Page
Rev 1.31.19
2 INSTRUCTIONS

1. P
lease check all applicable categories (a. through i.) below and provide additional information where indicated.
a. The requested product is an integral repair part or accessory c ompatible with existing equipment.

Existing Equipment:

Manufacturer/Model Number:

Age:

Current Estimated Value:
b. The requested product has unique design/performance specifications or quality r
equirements that are not available in comparable products. c. I have standardized the requested product and the use of another brand/model would require considerable time and funding to evaluate.
d. T he requested product is one in which I (and/or my staff) have specialized training and/or extensive expertise. Retraining would incur substantial cost in time and/or funding.
e. The requested product is used or demonstration equipment available at a lower-than- new cost.
f. Repair/Maintenance service is available only from manufacturer or designated service representative.
g. Upgrade to or enhancement of existing software is available only from manufacturer. h. Service proposed by vendor is unique; therefore, competitive bids are not available or applicable.
i. Other factors (provide detailed explanation in #2 below).

2. Provide a detailed explanation and pertinent documentation for each category checked in item 1 above. Attach additional sheets if necessary:

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EXCEPTION TO BIDDING AND DISCLOSURE STATEMENT Page
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3 3. Was an evaluation of other equipment, products, or services performed? Yes No
If yes, please explain the type of evaluation performed and provide all supporting documentation:

4. List
below the name of each individual who was involved in the evaluation, if conducted, and in making the recommendation to procure this product or service. Attach additional information, if necessary.

5. Explain what action(s) the department would take if the sole/single source services were no longer available

6. I certify that the above information is accurate to the best of my knowledge, and a signed copy of this document will be kept on file and available for audit in my department _________________________________________________________ Pr
epared by Date _________________________________________________________ Dep
artment Director Date Purch
asing Approvals
______________________________________________________
P
urchasing Agent Approval Date
_______________________________________________________

City Manager Approval Date
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A Sole Manufacturer justification exists because the solution s identified in this document, required to satisfy the agency's needs, are only manufactured, developed or made available from Cellebrite Inc.

Cellebrite DI Ltd., acting through its United States-based subsidiary, Cellebrite Inc., is the sole manufacturer and developer of all Cellebrite products listed below in detail:

• Cellebrite Pathfinder
• Cellebrite Premium as a service
• Cellebrite UFED

Cellebrite Inc. was established in 1999 and is based in Parsippany, NJ and Vienna, VA, and is incorporated in the state of Delaware. Cellebrite Inc. supports customers and users in the US, Latin America, Canada and Mexico. With more than 60,000 extraction licenses deployed in 150 countries, Cellebrite' s forensic extraction products have been deployed throughout the world, and our Cellebrite Pathfinder Products (Pathfinder Desktop, Pathfinder Teams and Pathfinder Enterprise) are extensions of these forensic extraction products. Our forensic extraction customers include the Department of Defense, Federal Government, Intelligence Organizations, Military, and Law Enforcement Divisions.

The Cellebrite Pathfinder Enterprise product includes capabilities that are exclusive to Cellebrite and not available from any other company. No other Digital Evidence Intel ligence Analytics product can natively ingest Cellebrite UFD files.

This comprehensive package also allows for unique cross -case and multiple phone extraction analysis, such that key relationships can be discovered by extending searches to device extractions that are tied to other cases within the database. Multiple filters can be activated simultaneously and can be set to enable the inclusion and exclusion of specific datasets for refinement of search. Further, a collaborative investigative approach is su pported by the feature of tagging selected pieces of evidence and sharing them with other investigators or analysts who are granted case access within the system. All these key data elements can be included in a forensic style report in an easy -to-read PDF , Word, or Excel format for the benefit of the Investigating Agents and Prosecutors to present in court.

Additional capabilities of interest include optical character recognition for enhanced text searches across pictures such as JPEG files, text extracti on form documents such as Word, PDF, Excel, etc. and language identification for many languages, among them English, Spanish, German, French, Pashto, Urdu, Arabic, Farsi, Chinese, and Japanese languages and many more.

These capabilities combined with the a bility to automatically attribute various aliases to a specific individual make this analytics tool unique in the marketplace.

CITY OF REDLANDS

Rachel Tolber, Chief of Police
1270 West Park Ave./P.O. Box 1025
Redlands, CA 92373

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2 Cellebrite Inc. is the sole developer and manufacturer of Cellebrite Premium-as-a-Service.

Cellebrite Premium -as-a-Service has capabilities that are exclusive to Cellebrite and not available from any other company. No other solution can unlock and extract leading Android vendors such as Samsung, Xiaomi, LG, Huawei, Motorola, Sony, Google and oth ers in addition to Apple iOS devices. As Mobile devices play a major role during investigations, Cellebrite Premium-as-a-Service technology provides Law Enforcement personnel access to the newest locked, encrypted, and updated Mobile devices. This capabili ty enables the Law Enforcement to collect digital evidence such as phone logs, IM, chat messages, social media, emails, images and other information that is locked and encrypted.

Cellebrite Inc. is the sole developer and manufacturer of Universal Forensic Extraction Device (UFED) Mobile Forensics solutions including UFED Touch 2, UFED 4PC, UFED Touch 3, Physical Analyzer and UFED Reader.

The UFED is a mobile forensics unlock, extraction, decoding, and analysis tool that extracts logical, file system, and physical data from mobile devices (i.e., smartphones, cell phones, tablets, GPS units, SIM cards, memory cards, and USB devices), including live and deleted data, contacts, phone numbers, call logs, text messages, SMS messages, app data (social network and other), location data, pictures, videos, and voice messages.

UFED technology provides digital forensic lab examiners, investigators, field personnel, and first responders with the capability to collect, protect and act decisively on mobile device data w ith the speed and accuracy a situation demands.

UFED technology includes capabilities that are exclusive to Cellebrite and not available from any other company.

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City Council Meeting G. 26.

DATE: 06/18/2024
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the Master Subscription Agreement, and accompanying Professional Services Addendum with Brightly Software, Inc. for an amount not to exceed $117,904.14 related to an asset
management software system (Facilities and Community Services Director Crocker)
MOTION(S):

If the City Council determines that staff’s recommendation is appropriate, the following motions are provided:

I move that the City Council determine that the agreement with Brightly Software, Inc. is categorically exempt from environmental review pursuant to Section 15301 of the State's guidelines implementing the California Environmental Quality Act; and

1. I move that the City Council approve a Master Subscription Agreement and accompanying Professional Services Addendum with Brightly Software, Inc.

2. RECOMMENDATION:

Staff recommends that the City Council approve a Master Subscription Agreement, accompanying Professional Services Addendum, and scope of work proposal with Brightly Software, Inc. for an amount not to exceed $117,904.14 to provide an asset management software system. Staff further recommends that the City Council determine that approval of the agreement with Brightly Software, Inc. is categorically exempt from environmental review pursuant to Section 15301 of the State's guidelines implementing the California Environmental Quality Act.

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DISCUSSION:

The Facilities and Community Services Department Building Maintenance Division is responsible for maintaining over 500,000 square feet of facilities that support the City of Redlands operations and public use. Proper planning, tracking, and scheduling of maintenance, repairs, and replacement of assets within these buildings is critical to ensure city staff can provide the necessary resources for the community.

In order to manage the vast number of facilities, systems, and assets within the City, it was determined that a new asset management system is necessary. It was further determined that Brightly Software, Inc. (Brightly) can provide all the features desired to ensure the most efficient services are provided.

Brightly, a Siemens company, is the global leader in intelligent asset management solutions. Formerly operated under the name "Dude Solutions", Brightly has been providing asset management tools to government agencies for more than two decades. Now as part of the larger Siemens umbrella of companies, they continue to innovate and expand offerings to customers that allow public entities to plan intelligently and work more productively to serve their people. Brightly, an asset management software system will effectively support the goals and objectives outlined by the City in several ways:

Tracking Assets: Brightly has the capability of enabling comprehensive tracking of all city-maintained assets such as drainage systems, streets, landscape features, sewer infrastructure, lighting, parks, facilities, and more. It facilitates the creation of work orders and scheduling preventive maintenance of these assets.

1. Documentation Management: The system allows for the storage and access of documents associated with assets and equipment, including repair manuals, plans, and "as-built". This information is readily available in the field to personnel with internet access, ensuring efficient maintenance operations.

2. Asset Management Features: Brightly tracks asset depreciation and work history with each asset. It also provides mapping capabilities to locate assets and job sites on a map, facilitating efficient resource allocation and job assignment.

3. PM and Planned Inspection Tracking: The software supports project management and enables the scheduling and tracking of inspections, ensuring compliance and proper maintenance of city assets.

4. Accessibility and Mobility: The software is available via the web and offers apps for portable devices, enabling field personnel to access critical information and perform necessary tasks while on the go.

5. By leveraging Brightly, the City can effectively manage its diverse range of assets, streamline maintenance operations, ensure regulatory compliance, Redlands Regular Meeting of 06-18-2024
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optimize resource allocation, and enhance overall efficiency in asset management processes. In addition to the management software, Brightly will be providing a full facility condition assessment, preventative maintenance schedule development, and barcode tagging of all assets for easy identification and tracking when work or service is performed. The facility condition assessment will also provide guidance for capital projects over the next several years and assist staff in prioritizing projects based on data-supported recommendations.

In accordance with the City’s procurement policies, staff utilized an existing cooperative contract agreement for Public Sector and Education Administration Software Solutions with Related Services and Utility Equipment with Sourcewell. By utilizing the Sourcewell Cooperative purchasing, the City can benefit from previously posted bid packages that have been competitively bid and awarded. Through this process, agencies can review bid results from more than 50,000 government, educational, and nonprofit organizations and draw from the terms and pricing for similar products. Staff is recommending that the City Council approve the Sourcewell cooperative Master Subscription Agreement with Brightly Software Inc. (Sourcewell Contract #090320-SDI) to ensure the most cost-effective bid on the software and service.

ALTERNATIVES:

City Council may elect not to award the agreement to Brightly Software, Inc. and provide alternative direction to staff.

STRATEGIC PLAN:

Supports Strategic Priority D - Sustainability
SUBMITTED BY:

Tabitha Crocker, Director
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Christopher Boatman, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Dana Abramovitz-Daniel, Procurement Manager
PREPARED BY:

Kathleen Giorgianni, Senior Administrative Assistant
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Fiscal Impact
Fiscal Year: 2024-2026
Revenue Generating: No
Appropriation Required Y/N: No
Amount: 117,904.14
Budgeted Y/N: Yes
Account No.: 101301
Discussion:

The total cost for implementation, including the subscription fee through June 30, 2025, will be $117,904.14 and was included in the FY 2022-2024 budget.

The subscription fee for subsequent years is included in the FY2024/26 budget.

Attachments
Sourcewell Contract
Master Subscription Agreement and Addendum
Scope of Work / Cost Proposal
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090320-SDI

Rev. 2/2020 1

Solicitation Number: RFP #090320

CONTRACT

This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and Dude Solutions, Inc., 11000 Regency Pkwy. #110, Cary, NC 27518 (Vendor).

Sourcewell is a State of Minnesota local government agency 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 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.

Vendor 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 November 2, 2024, unless it is cancelled sooner pursuant to Article 24. This Contract may be extended up to one additional one-year period upon request of Sourcewell and with written agreement by Vendor.

C. SURVIVAL OF TERMS. Articles 11 through 16 survive the expiration or cancellation of this Contract.

2. EQUIPMENT, PRODUCTS, OR SERVICES

A. EQUIPMENT, PRODUCTS, OR SERVICES. Vendor will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.

Vendor’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/current model. Vendor may offer close-out or refurbished Equipment or Products if they are clearly indicated in

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090320-SDI

Rev. 2/2020 2

Vendor’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. Vendor warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship.

In addition, Vendor warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Vendor’s dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that is effective past the expiration of the Vendor’s warranty will be passed on to the Participating Entity.

C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution, Vendor will make available to Sourcewell a means to validate or authenticate Vendor’s authorized dealers, distributors, and/or resellers relative to the Equipment, Products, and Services related to this Contract. This list may be updated from time-to-time and is incorporated into this Contract by reference. It is the Vendor’s responsibility to ensure Sourcewell receives the most current version of this list.

3. PRICING

All Equipment, Products, or Services under this Contract will be priced as stated in Vendor’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, Vendor 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 time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery.

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Vendor must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.

Sourcewell may declare the Vendor in breach of this Contract if the Vendor intentionally delivers substandard or inferior Equipment or Products. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Vendor as soon as possible and the Vendor will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

B. SALES TAX. Each Participating Entity is responsible for supplying the Vendor 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, Vendor may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.

When Vendor 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

Vendor 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 Contract Administrator. This form is available from the assigned Sourcewell Contract 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 Request Form will be become an amendment to this Contract and 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. Vendor 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.

Vendor is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential members 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. Vendor’s employees may be required to perform work at government- owned facilities, including schools. Vendor’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 Vendor that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Vendor. Typically, a Participating Entity will issue an order directly to Vendor. 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 of this Contract; however, Vendor performance, Participating Entity payment, and any applicable warranty periods or other Vendor or Participating Entity obligations may extend beyond the term of this Contract.

Vendor’s acceptable forms of payment are included in Attachment A. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.

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B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order may be negotiated between a Participating Entity and Vendor, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entitles may require the use of a Participating Addendum; the terms of which will be worked out directly between the Participating Entity and the Vendor. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.

C. PERFORMANCE BOND. If requested by a Participating Entity, Vendor will provide a performance bond that meets the requirements set forth in the Participating Entity’s order.

D. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements (such as e-commerce specifications, specialized delivery requirements, or other specifications and requirements) not addressed in this Contract, the Participating Entity and the Vendor 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.

E. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Vendor in the event of any of the following events:

1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the goods to be purchased;

2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements; or

3. Vendor commits any material breach of this Contract or the additional terms agreed to between the Vendor and a Participating Entity.

F. 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. Vendor 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;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.

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B. BUSINESS REVIEWS. Vendor 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, 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, Vendor must provide a contract sales activity report (Report) to the Sourcewell Contract Administrator assigned to this Contract. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Vendor must submit a report indicating no sales were made).

The Report must contain the following fields:

x Customer Name (e.g., City of Staples Highway Department); x Customer Physical Street Address;
x Customer City;
x Customer State/Province;
x Customer Zip Code;
x Customer Contact Name;
x Customer Contact Email Address;
x Customer 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 Vendor.

B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Vendor 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. Vendor may not charge Participating Entities more than the contracted price to offset the Administrative Fee.

The Vendor will submit a check payable 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 note the Sourcewell-assigned contract number in the memo and must be mailed to the address above “Attn: Accounts Receivable.” Payments must be received no later than 45 calendar days after the end of each calendar quarter.

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Vendor 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 Vendor is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Vendor 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.

Vendor’s Authorized Representative is the person named in the Vendor’s Proposal. If Vendor’s Authorized Representative changes at any time during this Contract, Vendor must promptly notify Sourcewell in writing.

10. ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE

A. ASSIGNMENT. Neither the Vendor nor Sourcewell may assign or transfer any rights or obligations under this Contract without the prior consent of the parties and a fully executed assignment agreement. Such consent will not be unreasonably withheld.

B. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been fully executed by the parties.

C. WAIVER. If either party fails to enforce any provision of this Contract, that failure does not waive the provision or the right to enforce it.

D. CONTRACT COMPLETE. This Contract contains all negotiations and agreements between Sourcewell and Vendor. No other understanding regarding this Contract, whether written or oral, may be used to bind either party.

E. 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. LIABILITY

Vendor must indemnify, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees, arising out of the performance of this Contract by the Vendor or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused

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by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications.

12. AUDITS

Sourcewell reserves the right to review the books, records, documents, and accounting procedures and practices of the Vendor relevant to this Contract for a minimum of 6 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.

13. GOVERNMENT DATA PRACTICES

Vendor 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 Vendor under this Contract.

If the Vendor receives a request to release the data referred to in this article, the Vendor must immediately notify Sourcewell and Sourcewell will assist with how the Vendor should respond to the request.

14. INDEMNIFICATION

As applicable, Vendor 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 Vendor in violation of applicable patent or copyright laws.

15. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT

A. INTELLECTUAL PROPERTY

1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Vendor a royalty-free, worldwide, non-exclusive right and license to use theTrademark(s) provided to Vendor by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Vendor.
b. Vendor grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Vendor’s Trademarks in advertising and promotional materials for the purpose of marketing Vendor’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 its and their respective distributors, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and

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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. Sourcewell must not alter Vendor’s Trademarks from the form provided by Vendor and must comply with Vendor’s removal requests as to specific uses of its trademarks or logos.
b. Vendor must not alter Sourcewell’s Trademarks from the form provided by Sourcewell and must comply with Sourcewell’s removal requests as to specific uses of its trademarks or logos.
c. 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. 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 vendors which may be used until the next printing). Vendor 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 Vendor 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. Materials should be sent to the Sourcewell Contract Administrator assigned to this Contract.

D. ENDORSEMENT. The Vendor must not claim that Sourcewell endorses its Equipment, Products, or Services.

16. GOVERNING LAW, JURISDICTION, AND VENUE

Minnesota law governs this Contract. Venue for all legal proceedings out of this Contract, or its breach, must be in the appropriate state court in Todd County or federal court in Fergus Falls, Minnesota.

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17. 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.

18. SEVERABILITY

If any provision of this Contract is found to be illegal, unenforceable, or void then both Sourcewell and Vendor will be relieved of all obligations arising under such provisions. If the remainder of this Contract is capable of performance, it will not be affected by such declaration or finding and must be fully performed.

19. 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 Vendor 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 Vendor may escalate the resolution of the issue to a higher level of management. The Vendor will have 30 calendar days to cure an outstanding issue.

3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Vendor must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Vendor fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed will be borne by the Vendor.

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.

Written notice of default and a reasonable opportunity to cure must be issued by the party claiming default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:

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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.

20. INSURANCE

A. REQUIREMENTS. At its own expense, Vendor 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. Vendor 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, Vendor 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.

Minimum Limits:
$1,000,000 each accident, combined single limit

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4. Umbrella Insurance. During the term of this Contract, Vendor will maintain umbrella coverage over Workers’ Compensation, Commercial General Liability, and Commercial Automobile.

Minimum Limits:
$2,000,000

5. Professional/Technical, Errors and Omissions, and/or Miscellaneous Professional Liability. During the term of this Contract, Vendor will maintain coverage for all claims the Vendor may become legally obligated to pay resulting from any actual or alleged negligent act, error, or omission related to Vendor’s professional services required under this Contract.

Minimum Limits:
$2,000,000 per claim or event
$2,000,000 – annual aggregate

6. Network Security and Privacy Liability Insurance. During the term of this Contract, Vendor 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 Vendor’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 Vendor 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, Vendor 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 Contract Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf. All policies must include there will be no cancellation, suspension, non-renewal, or reduction of coverage without 30 days’ prior written notice to the Vendor.

Upon request, Vendor must provide to Sourcewell copies of applicable policies and endorsements, within 10 days of a request. Failure to request certificates of insurance by Sourcewell, or failure of Vendor to provide certificates of insurance, in no way limits or relieves Vendor of its duties and responsibilities in this Contract.

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C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Vendor agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Vendor’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Vendor, and products and completed operations of Vendor. 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.

D. WAIVER OF SUBROGATION. Vendor 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 Vendor 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 Vendor or its subcontractors. Where permitted by law, Vendor must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

E. UMBRELLA/EXCESS LIABILITY. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies).

F. SELF-INSURED RETENTIONS. Any self-insured retention in excess of $10,000 is subject to Sourcewell’s approval.

21. 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. Vendor 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 Vendor conducts with Sourcewell and Participating Entities.

22. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION

Vendor 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 Vendor declares bankruptcy, Vendor must immediately notify Sourcewell in writing.

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operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Vendor further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.

23. 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 procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may also require additional requirements based on specific funding specifications. 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 Vendor’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). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by non- federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work

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Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Vendor must be in compliance with all applicable Davis-Bacon Act provisions.

C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).

Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor must comply with applicable requirements as referenced above.

D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor must comply with applicable requirements as referenced above.

E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). Vendor certifies that during the term of this Contract will comply with applicable requirements as referenced above.

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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. Vendor 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). Vendors must file any required certifications. Vendors 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 covered by 31 U.S.C. § 1352. Vendors 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. Vendors 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, Vendor must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Vendor 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. To the extent applicable, Vendor must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Vendor must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.

K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Vendor agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Vendor that are directly pertinent to Vendor’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right

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also includes timely and reasonable access to Vendor’s personnel for the purpose of interview and discussion relating to such documents.

L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

24. CANCELLATION

Sourcewell or Vendor 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 Vendor’s Proposal.

Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.

Sourcewell Dude Solutions, Inc.

By: __________________________ By: __________________________ Jeremy Schwartz Brian Benfer
Title: Director of Operations &
Procurement/CPO
Title: SVP of Sales

Date: ________________________
Date: ________________________
Approved:

By: __________________________

Chad Coauette
Title: Executive Director/CEO

Date: ________________________

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Redlands Regular Meeting of 06-18-2024
361 of 1122
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Bid Number: RFP 090320 Vendor Name: Dude Solutions

Redlands Regular Meeting of 06-18-2024
362 of 1122
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Redlands Regular Meeting of 06-18-2024
371 of 1122
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372 of 1122
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Bid Number: RFP 090320 Vendor Name: Dude Solutions

Redlands Regular Meeting of 06-18-2024
382 of 1122

Sourcewell Contract #090320-SDI | Amendment #1

AMENDMENT #1
TO
CONTRACT # 090320-SDI

THIS AMENDMENT, effective upon the date of the last signature below, is by and between Sourcewell and Brightly Software, Inc. (Supplier).

Sourcewell awarded a contract to Dude Solutions, Inc. to provide Public Sector and Education Administration Software Solutions with Related Services, to Sourcewell and its Participating Entities, effective November 6, 2020, through November 2, 2024 (Contract).

Supplier notified Sourcewell that it changed its name to Brightly Software, Inc. Supplier has requested modification to the Sourcewell Contract to reflect the name change.

The parties wish to amend the Contract as follows:

Throughout the Contract, the name “Dude Solutions, Inc.,” will be replaced with “Brightly Software, Inc.”

Except as amended by this Amendment, the Contract remains in full force and effect.

Sourcewell Brightly Software, Inc.

B y : B y :

Jeremy Schwartz, Chief Procurement Officer Dan Graham,

D a t e : D a t e :

Approved:

B y :

Chad Coauette, Executive Director/CEO

Date:

Redlands Regular Meeting of 06-18-2024
383 of 1122

Rev. Oct. 2023

MASTER SUBSCRIPTION AGREEMENT

This Master Subscription Agreement , together with any a ddenda, (this “Agreement”) shall govern Subscriber’s (as defined below ) access and use of the Cloud Services (as defined below) provided by Brightly Software (“ Company”). This Agreement may be accepted by either clicking a box indicating acceptance , by reseller purchase, by executing an Order that references this Agreement or by otherwise accessing or using an Offering. In the electronic service or Offering, Subscriber will be prompted to accept these terms by clicking a button. Clicking the button or using any Offering indicates that Subscriber has read, understood, and accepted this Agreement. If Subscriber does not accept, Subscriber must not use any Offering and must return any Offering to Company or its authorized reseller or partner prior to use.

IF THE INDIVIDUAL ENTERING INTO THIS AGREEMENT IS ACCEPTING ON BEHALF OF A COMPANY OR OTHER LEGAL ENTITY, THE INDIVIDUAL REPR ESENTS

THAT THEY HAVE THE AUTHORITY TO BIND SUCH ENTITY AND ITS AFFILIATES TO THE TERMS AND CONDITIONS OF THIS AGREEMENT, IN WHICH CASE THE TERMS “ACCOUNT” OR “SUBSCRIBER” SHALL REFER TO SUCH ENTITY AND ITS AFFILIATES. IF THE INDIVIDUAL ACCEPTING THIS AGREEMENT DOES NOT HAVE SUCH AUTHORITY OR DOES NOT AGREE WITH THE TERMS AND CONDITIONS SET FORTH HEREIN, THE INDIVIDUAL MUST NOT ACCEPT THIS AGREEMENT AND MAY NOT USE THE OFFERING.

Section 1.0 Ordering and Use of Offerings

1.1 Company Cloud Service; Subscriber-Hosted Software.
(a) Company Cloud Service. Unless otherwise specified on an applicable Order, an Offering of Cloud Service shall be provided as Company-hosted, online cloud service. Company grants Subscriber a non -exclusive and non-transferable right to access and use the Offering for Subscriber’s internal business purposes during the Subscription Term solely in accordance with this Agreement. (b) Subscriber-Hosted Software. Where an applicable Order sets forth a Subscriber-Hosted Software Offering, subject to the provisions of this Agreement, Company grants Subscriber a non -exclusive and non-transferable license (with no right to sublicense) to install and use the Offering for the Subscription Term. In respect of such Subscriber-Hosted Software Offering:
(i) Subscriber is responsible for installing and implementing the Subscriber -Hosted Software and any updates, enhancements or modifications, except for any Professional Services set forth on an applicable Order (i.e., implementation). (ii) Subject to the terms of this Agreement, Subscriber may create copies of the Subscriber-Hosted Software to the extent strictly necessary to install and operate the Subscriber-Hosted Software for use in accordance with this Agreement, and to create backup and archival copies to the extent reasonably required in the normal operation of Subscriber systems. All such copies must include a reproduction of all copyright, tradema rks or other proprietary notices contained in the original copy of the Subscriber-Hosted Software. (iii) Subscriber is responsible for providing the Environment and ensuring the Environment functions properly, and for implementing appropriate data backup and security measures. “Environment” means the systems, networks, servers, equipment, hardware, software and other material specified in Documentation or an Order on which, or in connection with which, the Subscriber–Hosted Service will be used.

1.2 Ordering.
(a) Ordering. The parties may enter into one or more Ord ers under this Agreement. Each Order is binding on the parties and is governed by the terms of this Agreement and all applicable addenda. Pursuant to an Order, Company shall grant Subscriber Account Users access or use of the Offerings during the applicable Subscription Term, including all Content contained in or made available through the Cloud Service(s). Affiliates of either party may conduct business under this Agreement by executing an Order that references this Agreement’s terms. (b) Account Setup. To subscribe to the Cloud Service, Subscriber must establish its Account, which may only be accessed and used by its Account Users in accordance with any number and categories of users as set forth on the Order. To setup an Account User, Subscriber agrees to provide true and accurate information for such Account Users. Each Account User must establish and maintain personal, non-transferable Access Credentials, which shall not be shared with, or used by, any other individual. Subscriber must not create Account User(s) in a manner that intends to or has the effect of avoiding Fees, circumvents thresholds with the Account, or intends to violate the Agreement. Subscriber acknowledges that Account Users that submit declarations, notifications or orders to Company are acting on Subscriber’s behalf.
(c) Subscriber Responsibilities. Subscriber agrees that it shall use the Offering(s) solely for internal business purposes, and access and use of the Cloud Service(s) shall be limited to Account Users. Subscriber will ensure that its Account Users shall comply with Subscriber’s obligations under this Agreement whether they are accessing Cloud Services on Subscriber’s behalf, at Subscriber’s invitation or by invitation of a Subscriber Account User. If Subscriber becomes aware of any violation of this Agreement by a user or any unauthorized access to any user account, Subscriber will immediately notify Company and terminate the relevant Account User or user account’s access to the Cloud Service. Subscriber is responsible for any act or failure to act by any Account User or any person using or accessing the account of a user in connection with this Agreement. Subscriber acknowledges and agrees that Account Users who submit declarations, notifications or order s to Company are acting on behalf of Subscriber’s behalf. Further, Subscriber shall: (i)be solely responsible for the accuracy, and appropriateness of all Subscriber Data and Subscriber Content created by Account Users using the Cloud Service; (ii) access and use the Cloud Service solely in compliance with any applicable Documentation and all applicable laws, rules, directives and regulations (including those relating to export, homeland security, anti -terrorism, data protection and privacy); (iii) allow e-mail notifications generated by the Cloud Service on behalf of Subscriber’s Account Users to be delivered to Subscriber’s Account Users; and (vi) take responsibility for the security of Subscribers’ systems , including the software on Subscriber’s systems, and take commercially reasonable steps to exclude malware, viruses, spyware and trojans from Cloud Services.
(d) Usage Restrictions. Subscriber agrees that it shall not, and shall not permit any Account User or Third Party accessing by, through or at Subscriber direction, or on its behalf to, directly or indirectly: (i) modify, copy, create derivative works or attempt to derive the source code of the Cloud Service; (ii) assign, sublicense, distribute or otherwise make available the Cloud Service, to any Third Party, including on a timesharing, software-as-a-service or other similar basis; (iii) share Access Credentials or otherwise allow access or use the Cloud Service to provide any service bureau services or any services on a similar basis; (iv) use the Cloud Service in a way not authorized in writing by Company or for any unlawful purpose; (v) use the Cloud Service to store or transmit infringing, libelous, or otherwise unlawful or tortious material, or to store or transmit material in violation of Third Party privacy rights; (vi) attempt to tamper with, alter, disable, override, or circumvent any security, reliability, integrity, accounting or other mechanism, restriction or requirement of the Cloud Service; (vii) remove, obscure or alter any copyright, trademark, patent or proprietary notice affixed or displayed by or in the Cloud Service; (viii) perform load tests, network scans, penetration tests, ethical hacks or any other security auditing procedures on the Cloud Service; (ix) interfere with or disrupt the integrity or performance of the Cloud Service or the data contained therein; (x) access or use the Cloud Service in order to replicate applications, products or services offered by Company and/or otherwise build a competitive product or s ervice, copy any features, functions or graphics of the Cloud Service or monitor the availability and/or functionality of the Cloud Service for any benchmarking or competitive purposes; (xi) under any circumstances, through a Third Party application, a Subscriber application or otherwise, repackage or resell the Cloud Service, or any Company Content; (xii) store, manipulate, analyze, reformat, print, and display Company Content for personal use; and (xiii) upload or insert code, scripts, batch files or any other form of Redlands Regular Meeting of 06-18-2024
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scripting or coding into the Cloud Service. Notwithstanding the foregoing restrictions, in the event Subscriber has purchased a Cloud Service for Commercial Use (as such term is defined below), Subscriber shall be permitted to use the Cloud Service to provide Third Party services in cases where such Third Parties access the Subscriber provided applications or services, but where such Third Parties do not have the ability to install, configure, manage or have direct access to the Cloud Services. Company hereby agrees, subject to payment of the applicable fees, to permit such use and the terms of this Agreement, including references to “internal use” and/or “internal business operations” shall be deemed to include and permit such use (hereafter referred to as “Commercial Use“). (e) Additional Guidelines. Company reserves the right to establish , modify, discontinue or substitute its Cloud Service offerings, general practices and limits concerning use of the Cloud Service from time to time. Company also reserves the right to block IP addresses originating a Denial of Service (DoS) attack. Company shall notify Subscriber should this condition exist and inform Subscriber of its action. Once blocked, an IP address shall not be able to access the Cloud Service and the block may be removed once Company is satisfied corrective action has taken place to resolve the issue. (f) Use of Messaging Services. Subscriber may use Cloud Service to send emails and messages to users and third parties. Subscriber is solely responsible for any such message and their content. Messages may be blocked, delayed, or prevented from being delivered by destination serve rs and other reasons outside Company’s control, and there is no warranty that messages will reach their intended destination in a given timeframe. (g) Previews, No-Charge Offerings. From time to time, Company may make Offerings available to Subscribers at no charge or allow features or services at no extra charge as part of Cloud Services prior to their general release that are labeled or communicated as “Previews”. Subscriber may choose to try such Previews or not in its sole discretion. Use of Previews is at Subscriber’s sole risk and may contain bugs or errors. Subscriber may discontinue use of the Previews at any time, in its sole discretion. Further, Company may discontinue all Previews availability at any time in its sole discretion without notice. Previews and No-Charge Offerings are provided on an “as-is” basis and “as available” basis, without any warranties of any kind.

1.3 Proprietary Rights.
(a) All Cloud Service, non-public Documentation and Company Content are trade secrets of Company and its licensors. Company or its licensors retains all ownership right, title, and interest in and to Brightly IP, including the Cloud Service, its Documentation and Company Content, and all corrections, enhancements, improvements to, or derivative works thereof without limitation (collectively, “Derivative Works”), and in all Brightly IP therein or thereto. To the extent any Derivative Work is developed by Company based upon ideas or suggestions submitted by Subscriber to Company, Subscriber hereby irrevocabl y assigns all rights to use and incorporate Subscriber’s feedback, including but not limited to suggestions, enhancement requests, recommendations and corrections (the “Feedback”) relating to the Cloud Service, together with all Brightly IP related to such Derivative Works. Nothing contained in this Agreement shall be construed to convey to Subscriber (or to any party claiming through Subscriber) any Brightly IP rights other than the rights expressly set forth in this Agreement . Company reserves all rights in the Offerings and Brightly IP not expressly granted in this Agreement.
(b) Company acknowledges and agrees that Subscriber retains all ownership right, title, and interest in and to the Subscriber Dat a and Subscriber Content, including all intellectual property rights therein or thereto. Notwithstanding the foregoing, Subscriber hereby grants Company and its Affiliates a non- exclusive, royalty- free license to access, display, copy, distribute, transmit, publish, disclose and otherwise use all or any portion of Subscriber Data and Subscriber Content to fulfill its obligations under this Agreement. Company recommends Subscriber confirm the geographic area in which Subscriber Data will be stored, which may be outside the country in which Subscriber is located. Subscriber will ensure that Subscriber Data can be processed and used as contemplated by this Agreement without violating any rights of others or any laws or regulations.
(c) Subscriber acknowledges the Cloud Services may utilize, embed or incorporate Third Party software and/or tools (each, a “Third Party Tool”) under a license granted to Company by one or more applicable Third Parties (each, a “Third Party Licensor”), which licenses Company the right to sublicense the use of the Third Party Tool solely as part of the Cloud Services. Third Party Tools shall be specified in any applicable Documentation, Offering or statement of work. In the event of a conflict between the Third Party terms and conditions and this Agreement, the Third Party terms and conditions control with regard to the relevant Third Party Tool. Each such sublicense is nonexclusive and solely for Subscriber’s internal use and Subscriber shall not further resell, re-license, or grant any other rights to use such sublicense to any Third Party . Subscriber further acknowledges that each Third Party Licensor retains all right, title, and interest to its applicable Third Party Tool and all documentation related to such Third Party Tool. All confidential or proprietary information of each Third Party Licensor is Confidential Information of Company under the terms of this Agreement and shall be protected in accordance with the terms of Section 7.

Section 2.0 Company Responsibilities

2.1 Professional Services. To the extent Professional Services are included in the applicable Order and/or described in one or more statements of work, Subscriber agrees to abide by Company’s Professional Services Addendum. Each statement of work shall be effective, incorporat ed into and form a part of this Agreement when duly executed by an authorized representative of each of the parties. Each statement of work shall (i) describe the fees and payment terms with respect to the Professional Services being provided pursuant to such statement of work, (ii) identify any work product that will be developed pursuant to such statement of work, and (iii) if applicable, set forth each party’s respective ownership and proprietary rights with respect to any work product developed pursuant to such statement of work.

2.2 Service Levels. Company shall use commercially reasonable efforts to make the Cloud Service available 99.9% of the time for each full calendar month during the Subscription Term, determined on twenty-four (24) hours a day, seven (7) days a week basis (the “ Service Standard”). The Service Standard availability for access and use by Subscriber(s) excludes unavailability when due to: (a) any access to or use of the Cloud Service by Subscriber or any Account User that does not strictly comply with the terms of the Agreement or the Documentation; (b) any failure of performance caused in whole or in part by Subscriber’s delay in performing, or failure to perform, any of its obligations under the Agreement; (c) Subscriber’s or its Account User’s Internet connectivity; (d) any Force Majeure Event; (e) any failure, interruption, outage, or other problem with internet service or non-Cloud Service; (f) Scheduled Downtime; or (g) any disabling, suspension, or termination of the Cloud Service by Company pursuant to the terms of the Agr eement. “Scheduled Downtime” means, with respect to any applicable Cloud Service, the total amount of time (measured in minutes) during an applicable calendar month when such Cloud Service is unavailable for the majority of Subscribers’ Account Users due to planned Cloud Service maintenance. To the extent reasonably practicable, Company shall use reasonable efforts to provide eight (8) hours prior electro nic notice of Cloud Service maintenance events and schedule such Cloud Service maintenance events outside the applicable business hours.

2.3 Security and Data Privacy. Each party shall comply with applicable data privacy laws governing the protection of personal data in relation to their respective obligations under this Agreement. Where Company acts as Subscriber’s processor of personal data provided by Subscriber, the data is subject to Company’s Privacy Policy, which can be viewed by clicking the “Privacy” hypertext link located within the Cloud Service. By using the Cloud Service, Subscriber accepts and agrees to be bound and abide by such Privacy Policy. At all times during the Subscription term and upon written request of Subscriber within thirty (30) days after the effective date of termination or expiration of this Agreement, Subscriber Content shall be available for Subscriber’s export and download. In accordance with applicable data privacy laws following that initial period, Company shall not be obligated to maintain Subscriber Data nor Subscriber Content and may delete or destroy what remains in its possession or control.
(a) If applicable in the United States, if Subscriber is a “Covered Entity” under the Health Insurance Portability and Accountability Act of 1996 (as amended from time to time, “HIPAA”), and if Subscriber must reasonably provide protected health information as defined by HIPAA in order to use the Cloud Services, Company shall Redlands Regular Meeting of 06-18-2024
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