AGREEMENT BETWEEN THE COUNTY OF SAN MATEO AND
COLUMBIA ULTIMATE, INC.

 
 

THIS AGREEMENT, entered into this 7th day of November, 2006, by and between the COUNTY OF SAN MATEO, hereinafter called "County," and COLUMBIA ULTIMATE, INC., hereinafter called "Contractor";

 

W I T N E S S E T H:

 

WHEREAS, pursuant to Government Code, Section 31000, County may contract with independent contractors for the furnishing of such services to or for County or any Department thereof;

 

WHEREAS, it is necessary and desirable that Contractor be retained for the purpose of providing Revenue Services bill/invoice printing and mailing of collection notices using their Immedia program.

 
 

NOW, THEREFORE, IT IS HEREBY AGREED BY THE PARTIES HERETO AS FOLLOWS:

   

1.

Exhibits and Attachments

The following exhibits and attachments are included hereto and incorporated by reference herein:

Exhibit A—Services

Exhibit B—Payments and rates

Attachment H—HIPAA Business Associate requirements

Attachment I— 504 Compliance

   

2.

Services to be performed by Contractor

In consideration of the payments set forth herein and in Exhibit “B,” Contractor shall perform services for County in accordance with the terms, conditions and specifications set forth herein and in Exhibit “A.”

 

3.

Payments

In consideration of the services provided by Contractor in accordance with all terms, conditions and specifications set forth herein and in Exhibit "A," County shall make payment to Contractor based on the rates and in the manner specified in Exhibit "B." The County reserves the right to withhold payment if the County determines that the quantity or quality of the work performed is unacceptable. In no event shall the County’s total fiscal obligation under this Agreement exceed four hundred fifty thousand dollars, ($450,000.00).

 

4.

Term and Termination

Subject to compliance with all terms and conditions, the term of this Agreement shall be from December 01, 2006 through November 30, 2009 and may be extended by the County for two additional years.

This Agreement may be terminated by Contractor, the Tax Collector/Treasurer or his/her designee at any time without a requirement of good cause upon thirty (30) days’ written notice to the other party.

In the event of termination, all finished or unfinished documents, data, studies, maps, photographs, reports, and materials (hereafter referred to as materials) prepared by Contractor under this Agreement shall become the property of the County and shall be promptly delivered to the County. Upon termination, the Contractor may make and retain a copy of such materials. Subject to availability of funding, Contractor shall be entitled to receive payment for work/services provided prior to termination of the Agreement. Such payment shall be that portion of the full payment which is determined by comparing the work/services completed to the work/services required by the Agreement.

 

5.

Availability of Funds

The County may terminate this Agreement or a portion of the services referenced in the Attachments and Exhibits based upon unavailability of Federal, State, or County funds, by providing written notice to Contractor as soon as is reasonably possible after the county learns of said unavailability of outside funding.

   

6.

Relationship of Parties

Contractor agrees and understands that the work/services performed under this Agreement are performed as an independent Contractor and not as an employee of the County and that Contractor acquires none of the rights, privileges, powers, or advantages of County employees.

 

7.

Hold Harmless

Contractor shall indemnify and save harmless County, its officers, agents, employees, and servants from all claims, suits, or actions of every name, kind, and description, brought for, or on account of: (A) injuries to or death of any person, including Contractor, or (B) damage to any property of any kind whatsoever and to whomsoever belonging, (C) any sanctions, penalties, or claims of damages resulting from Contractor’s failure to comply with the requirements set forth in the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and all Federal regulations promulgated thereunder, as amended, or (D) any other loss or cost, including but not limited to that caused by the concurrent active or passive negligence of County, its officers, agents, employees, or servants, resulting from the performance of any work required of Contractor or payments made pursuant to this Agreement, provided that this shall not apply to injuries or damage for which County has been found in a court of competent jurisdiction to be solely liable by reason of its own negligence or willful misconduct.

 

The duty of Contractor to indemnify and save harmless as set forth herein, shall include the duty to defend as set forth in Section 2778 of the California Civil Code.

   

8.

Assignability and Subcontracting

Contractor shall not assign this Agreement or any portion thereof to a third party or subcontract with a third party to provide services required by contractor under this Agreement without the prior written consent of County. Any such assignment or subcontract without the County’s prior written consent shall give County the right to automatically and immediately terminate this Agreement.

 

9.

Insurance

The Contractor shall not commence work or be required to commence work under this Agreement unless and until all insurance required under this paragraph has been obtained and such insurance has been approved by Risk Management, and Contractor shall use diligence to obtain such insurance and to obtain such approval. The Contractor shall furnish the Department/Division with certificates of insurance evidencing the required coverage, and there shall be a specific contractual liability endorsement extending the Contractor's coverage to include the contractual liability assumed by the Contractor pursuant to this Agreement. These certificates shall specify or be endorsed to provide that thirty (30) days' notice must be given, in writing, to the Department/Division of any pending change in the limits of liability or of any cancellation or modification of the policy.

 

(1)

Worker's Compensation and Employer's Liability Insurance The Contractor shall have in effect during the entire life of this Agreement Workers' Compensation and Employer's Liability Insurance providing full statutory coverage. In signing this Agreement, the Contractor certifies, as required by Section 1861 of the California Labor Code, that it is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of the Code, and will comply with such provisions before commencing the performance of the work of this Agreement.

 

(2)

Liability Insurance The Contractor shall take out and maintain during the life of this Agreement such Bodily Injury Liability and Property Damage Liability Insurance as shall protect him/her while performing work covered by this Agreement from any and all claims for damages for bodily injury, including accidental death, as well as any and all claims for property damage which may arise from contractors operations under this Agreement, whether such operations be by himself/herself or by any sub-contractor or by anyone directly or indirectly employed by either of them. Such insurance shall be combined single limit bodily injury and property damage for each occurrence and shall be not less than the amount specified below.

   
 

Such insurance shall include:

 

(a)

Comprehensive General Liability . . . . . . . . . . . . . . . . . .

$1,000,000

 

(b)

Motor Vehicle Liability Insurance . . . . . . . . . . . . . . . . . .

$1,000,000

 

(c)

Professional Liability . . . . . . . . . . . . . . . . . . . . . . . . . . . .

$1,000,000

       

County and its officers, agents, employees and servants shall be named as additional insured on any such policies of insurance, which shall also contain a provision that the insurance afforded thereby to the County, its officers, agents, employees and servants shall be primary insurance to the full limits of liability of the policy, and that if the County or its officers and employees have other insurance against the loss covered by such a policy, such other insurance shall be excess insurance only.

 

In the event of the breach of any provision of this section, or in the event any notice is received which indicates any required insurance coverage will be diminished or canceled, the County of San Mateo at its option, may, notwithstanding any other provision of this Agreement to the contrary, immediately declare a material breach of this Agreement and suspend all further work pursuant to this Agreement.

 

10.

Compliance with laws; payment of Permits/Licenses

All services to be performed by Contractor pursuant to this Agreement shall be performed in accordance with all applicable Federal, State, County, and municipal laws, ordinances and regulations, including, but not limited to, the Health Insurance Portability and Accountability Act of 1996 (HIPAA), and the Federal Regulations promulgated thereunder, as amended, and will comply with the Business Associate requirements set forth in Attachment “H,” and the Americans with Disabilities Act of 1990, as amended, and Section 504 of the Rehabilitation Act of 1973, as amended and attached hereto and incorporated by reference herein as Attachment “I,” which prohibits discrimination on the basis of handicap in programs and activities receiving any Federal or County financial assistance. Such services shall also be performed in accordance with all applicable ordinances and regulations, including, but not limited to, appropriate licensure, certification regulations, provisions pertaining to confidentiality of records, and applicable quality assurance regulations. In the event of a conflict between the terms of this Agreement and State, Federal, County, or municipal law or regulations, the requirements of the applicable law will take precedence over the requirements set forth in this Agreement.

Contractor will timely and accurately complete, sign, and submit all necessary documentation of compliance.

 

11.

Non-Discrimination and Other Requirements

A.

Section 504 applies only to Contractors who are providing services to members of the public. Contractor shall comply with 504 of the Rehabilitation Act of 1973, which provides that no otherwise qualified handicapped individual shall, solely by reason of a disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination in the performance of this Agreement.

B.

General non-discrimination. No person shall, on the grounds of race, color, religion, ancestry, gender, age (over 40), national origin, medical condition (cancer), physical or mental disability, sexual orientation, pregnancy, childbirth or related medical condition, marital status, or political affiliation be denied any benefits or subject to discrimination under this Agreement.

C.

Equal employment opportunity. Contractor shall ensure equal employment opportunity based on objective standards of recruitment, classification, selection, promotion, compensation, performance evaluation, and management relations for all employees under this Agreement. Contractor’s equal employment policies shall be made available to County of San Mateo upon request.

D.

Violation of Non-discrimination provisions. Violation of the non-discrimination provisions of this Agreement shall be considered a breach of this Agreement and subject the Contractor to penalties, to be determined by the County Manager, including but not limited to

 

i)

termination of this Agreement;

 

ii)

disqualification of the Contractor from bidding on or being awarded a County contract for a period of up to 3 years;

 

iii)

liquidated damages of $2,500 per violation;

 

iv)

imposition of other appropriate contractual and civil remedies and sanctions, as determined by the County Manager.

     

To effectuate the provisions of this section, the County Manager shall have the authority to examine Contractor’s employment records with respect to compliance with this paragraph and/or to set off all or any portion of the amount described in this paragraph against amounts due to Contractor under the Contract or any other Contract between Contractor and County.

     

Contractor shall report to the County Manager the filing by any person in any court of any complaint of discrimination or the filing by any person of any and all charges with the Equal Employment Opportunity Commission, the Fair Employment and Housing Commission or any other entity charged with the investigation of allegations within 30 days of such filing, provided that within such 30 days such entity has not notified Contractor that such charges are dismissed or otherwise unfounded. Such notification shall include the name of the complainant, a copy of such complaint, and a description of the circumstance. Contractor shall provide County with a copy of their response to the Complaint when filed.

 

E.

Compliance with Equal Benefits Ordinance. With respect to the provision of employee benefits, Contractor shall comply with the County Ordinance which prohibits contractors from discriminating in the provision of employee benefits between an employee with a domestic partner and an employee with a spouse.

F. E.

The Contractor shall comply fully with the non-discrimination requirements required by 41 CFR 60-741.5(a), which is incorporated herein as if fully set forth.

 

12.

Compliance with Contractor Employee Jury Service Ordinance

 

Contractor shall comply with the County Ordinance with respect to provision of jury duty pay to employees and have and adhere to a written policy that provides that its employees shall receive from the contractor, on an annual basis, no less than five days of regular pay for actual jury service in San Mateo County. The policy may provide that employees deposit any fees received for such jury service with the contractor or that the contractor deduct from the employees’ regular pay the fees received for jury service.

   

13.

Retention of Records, Right to Monitor and Audit

(a) CONTRACTOR shall maintain all required records for three (3) years after the COUNTY makes final payment and all other pending matters are closed, and shall be subject to the examination and/or audit of the County, a Federal grantor agency, and the State of California.

(b) Reporting and Record Keeping: CONTRACTOR shall comply with all program and fiscal reporting requirements set forth by appropriate Federal, State and local agencies, and as required by the COUNTY.

(c) CONTRACTOR agrees to provide to COUNTY, to any Federal or State department having monitoring or review authority, to COUNTY's authorized representatives, and/or their appropriate audit agencies upon reasonable notice, access to and the right to examine all records and documents necessary to determine compliance with relevant Federal, State, and local statutes, rules and regulations, and this Agreement, and to evaluate the quality, appropriateness and timeliness of services performed.

 

14.

Merger Clause

This Agreement, including the Exhibits attached hereto and incorporated herein by reference, constitutes the sole Agreement of the parties hereto and correctly states the rights, duties, and obligations of each party as of this document's date. In the event that any term, condition, provision, requirement or specification set forth in this body of the agreement conflicts with or is inconsistent with any term, condition, provision, requirement or specification in any exhibit and/or attachment to this agreement, the provisions of this body of the agreement shall prevail. Any prior agreement, promises, negotiations, or representations between the parties not expressly stated in this document are not binding. All subsequent modifications shall be in writing and signed by the parties.

   

15.

Controlling Law

The validity of this Agreement and of its terms or provisions, as well as the rights and duties of the parties hereunder, the interpretation, and performance of this Agreement shall be governed by the laws of the State of California.

   

16.

Notices

 

Any notice, request, demand, or other communication required or permitted hereunder shall be deemed to be properly given when deposited in the United State mail, postage prepaid, or when deposited with a public telegraph company for transmittal, charges prepaid, addressed to:

      In the case of County, to:

      San Mateo County

      Revenue Services

      Attn: Girdie Bernard

      455 County Center St., 1st Floor

      Redwood City, CA 94063

      In the case of Contractor, to:

      Columbia Ultimate, Inc.

      4400 N.E. 77th Ave., Suite 100

      Vancouver, WA 98662

 

IN WITNESS WHEREOF, the parties hereto, by their duly authorized representatives, have affixed their hands.

 
 

COUNTY OF SAN MATEO

 
 
 

By:

 

President, Board of Supervisors, San Mateo County

 
 
 

Date:

 

ATTEST:

 
 

By:

Clerk of Said Board

 
 
COLUMBIA ULTIMATE, INC.
 
 
 
 

Contractor’s Signature

 
 

Date:

 

Exhibit “A”

 
   

In consideration of the payments set forth in Exhibit “B”, Contractor shall provide the following services:

 
   

Contractor will provide invoice printing and mailing services for the County on accounts identified by the County.

 
   

Specific service requirements of Contractor include:

 
   

    1. Must maintain in-house technical service department which is available 8:00 AM to 5:00 PM Monday through Friday.

    2. Must maintain access to print facilities with multiple sites.

    3. Turnaround time must be 24 hours or less.

    4. Receive and send all account information in EDI format.

    5. Access NCOAA address database and update County Revenue Services Collection system County uses the Columbia Ultimate Business System software.

    6. Print tear-off coupons.

    7. The mailings must go out using the lowest possible 1st class pre-sort rate.

    8. Put address of debtor in barcode on envelope.

    9. Meet al U.S Postal requirements in regards to mailing address and return regulations.

    10. Include logos in the letter templates.

    11. Translate debtor identification and amount due into OCR or barcode in the letter

    12. Columbia Ultimate agrees to provide County with Acollaid services at Acollaid’s current discount rates.

 
   

Exhibit “B”

 

In consideration of the services provided by Contractor in Exhibit “A”, County shall pay Contractor based on the following fee schedule:

 
   

    Schedule A-1

    Acollaid Batch Pricing

       

    Schedule A-2

    EAC Pricing

       

    Schedule A-3

    EDS Pricing

       

    Schedule A-4

    Banko Interface

       

    Schedule B

    CU Correspond Pricing

       

    Schedule C

    CU Transit Pricing

       

Schedule A-1

CU Source – Acollaid Batch Pricing Schedule

 

Request Code *

Acollaid Output

Price Per Request

Price Per Hit **

2

Postal Standardization

Included

Included

B

NCOA - Change of Address/Standardization

$0.03

$0.10**

D

EDA – Per Record

 

$0.13

A

Address Search (at exact phone number)

 

$0.05

C

Phone Number

 

$0.05

E

Phone Number (at exact address)

 

$0.09

G

C & E Processing plus 2 Surnames

 

$0.15

J

C & E Processing plus 2 Nearbys

 

$0.15

L

C & E Processing plus 4 Surnames

 

$0.20

N

C & E Processing plus 4 Nearbys

 

$0.25

O

C & E Processing plus 2 Nearbys, 2 Surnames

 

$0.25

Q

C & E Processing plus 5 Nearbys, 5 Surnames

 

$0.30

S

Social Security Number Search

 

$0.25

T

C & E Processing plus 8 Nearbys, 10 Surnames

 

$0.30

W

Deceased

 

$1.00

SOFTWARE LICENSE FEES: Included

INITIAL FEES: Included

PERIODIC MINIMUM FEES: None

Schedule A-2

CU Source – Electronic Address Confirmation (EAC) Pricing

 

Electronic Address Confirmation Quantity

Price Per Hit

 

0-999

$0.35

1,000-1,749

$0.33

1,750-2,499

$0.31

2,500-9,999

$0.29

>10,000

$0.25

SOFTWARE LICENSE FEES: See Attachment C for CU•Transit Pricing (required).

PERIODIC MINIMUM FEES: $50.00 per month minimum transaction fees.

Schedule A-3

CU Source – EDS Pricing Schedule

 

EDS*Pay Pricing Structure for Columbia Ultimate Clients as of September 1st, 2004

 

Consumer Paid Fees

Agency Paid Fees

Governments collecting only taxes can charge on a scale based on transaction amount. All others will be charged based upon the average transaction amount for ACH and credit card transactions.

For credit cards this fee does not cover the businesses merchant fees which will be charged to them by their merchant bank.

Transaction Amount

ACH & Credit Card FEE

ACH & Credit Card FEE

$0.00

TO

$25.00

$2.65

$2.25 per transaction

$25.01

TO

$50.00

$3.65

 

$50.01

TO

$75.00

$3.95

 

$75.01

TO

$100.00

$4.65

 

$100.01

TO

$150.00

$6.20

 

$150.01

TO

$200.00

$7.65

 

$200.01

TO

$250.00

$8.70

 

$250.01

TO

$300.00

$9.65

 

$300.01

TO

$350.00

$11.40

 

$350.01

TO

$400.00

$12.60

 

$400.01

TO

$450.00

$14.70

 

$450.01

TO

$500.00

$15.60

 

$500.01

TO

$600.00

$18.45

 

$600.01

TO

$700.00

$21.65

 

$700.01

TO

$800.00

$24.65

 

$800.01

TO

$900.00

$27.65

 

$900.01

TO

$1,000.00

$30.65

 

$1,000.01

TO

$1,100.00

$33.65

 

$1,100.01

TO

$1,200.00

$36.65

 

$1,200.01

TO

$1,300.00

$39.65

 

$1,300.01

TO

$1,400.00

$42.65

 

$1,400.01

TO

$1,500.00

$45.65

 

$1,500.01

TO

$1,600.00

$48.20

 

$1,600.01

TO

$1,700.00

$51.95

 

$1,700.01

TO

$1,800.00

$54.20

 

$1,800.01

TO

$1,900.00

$57.20

 

$1,900.01

TO

$2,000.00

$60.20

 

$2,000.01

TO

$2,250.00

$67.70

 

$2,250.01

TO

$2,500.00

$74.70

 

$2,500.01

TO

$2,750.00

$82.70

 

$2,750.01

TO

$3,000.00

$89.70

 

$3,000.01

TO

$3,250.00

$96.70

 

$3,250.01

TO

$3,500.00

$104.70

 

$3,500.01

TO

$3,750.00

$111.70

 

$3,750.01

TO

$4,000.00

$120.70

 

SOFTWARE LICENSE FEES: Included

INITIAL FEES: Included

PERIODIC MINIMUM FEES: None

Schedule A-4

CU Source – Banko Pricing Schedule

 

SOFTWARE LICENSE FEES: Included

INITIAL FEES: No Columbia Ultimate fees, all charges directly from Dolan Information.

PERIODIC MINIMUM FEES: No Columbia Ultimate fees, all charges directly from Dolan Information.

SERVICE FEES: No Columbia Ultimate fees, all charges directly from Dolan Information.

Schedule B

CU Correspond –Pricing Schedule

 

SOFTWARE LICENSE FEES: Included

INITIAL FEES (Installation, programming and coding set-up): $4,125.00.

Programming and coding set-up fees will be waived by Columbia Ultimate at the rate of $343.75 (1/12TH) per month for each consecutive month in which Customer makes use of the CU•Correspond service and exceeds $400 monthly minimum.

Letter formatting: included

PERIODIC MINIMUM FEES: $400 per month minimum.

SERVICE FEES:

Postage and Payment

Postage and CU•Correspond services must be pre-paid. Pricing will be immediately increased without notice to reflect any postal rate increases on the date those increases takes effect. Columbia Ultimate’s receipt of payment is a condition precedent to Immedia’s performance of the contract. If payment is not timely received, Columbia Ultimate may cease supplying CU•Correspond services until the balance and any penalties are paid, and make use of all remedies available under existing laws.

CU•Correspond Services Per Piece

Volume Discounts:

0 – 49,999 letters/month $0.132*

50,000 - 99,999 letters/month $0.122*

Optional Features: Per Piece

Optional Set-Up Features: One Time Charge

Schedule C

CU Transit –Pricing Schedule

 

SOFTWARE LICENSE FEES: Included

PERIODIC MINIMUM FEES: Included

SERVICE FEES: $ 150.00 per month