HomeMy WebLinkAboutViatron Systems Inc; 2021-02-25;City Attorney Approved Version 6/12/181
AGREEMENT FOR PROFESSIONAL SCANNING SERVICES VIATRON SYSTEMS, INC.
THIS AGREEMENT is made and entered into as of the ______________ day of _________________________, 2021, by and between the CITY OF CARLSBAD, a municipal
corporation, ("City"), and VIATRON SYSTEMS, INC., a California corporation, ("Contractor").
RECITALS
A.City requires the professional services of a firm that is experienced in digitalscanning services.
B.Contractor has the necessary experience in providing professional services andadvice related to digital scanning services. C.Contractor has submitted a proposal to City and has affirmed its willingness andability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows:
1.SCOPE OF WORKCity retains Contractor to perform, and Contractor agrees to render, those services (the"Services") that are defined in attached Exhibit "A", which is incorporated by this reference in
accordance with this Agreement’s terms and conditions.
2.STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skillcustomarily exercised by reputable members of Contractor's profession practicing in theMetropolitan Southern California Area, and will use reasonable diligence and best judgment while
exercising its professional skill and expertise.
3.TERM
The term of this Agreement will be effective for a period of three (3) years from the date first abovewritten. The Community Development Department Director may amend the Agreement to extendit for two (2) additional one (1) year periods or parts thereof. Extensions will be based upon asatisfactory review of Contractor's performance, City needs, and appropriation of funds by theCity Council. The parties will prepare a written amendment indicating the effective date and lengthof the extended Agreement.
4.TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5.COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term will bethirty-five thousand dollars ($35,000) annually. No other compensation for the Services will beallowed except for items covered by subsequent amendments to this Agreement. If the City elects
to extend the Agreement, the amount shall not exceed thirty-five thousand dollars ($35,000) perAgreement year. The City reserves the right to withhold a ten percent (10%) retention until Cityhas accepted the work and/or Services specified in Exhibit "A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
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6. STATUS OF CONTRACTOR Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes. The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City’s election, City may deduct the indemnification amount from any balance owing to Contractor. 7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the work described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney’s fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City’s self-administered workers’ compensation is included as a loss, expense or cost for the purposes of this section, and that this
section will survive the expiration or early termination of this Agreement. 10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor’s
agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California’s List of Approved Surplus Line Insurers (LASLI) with a rating
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in the latest Best’s Key Rating Guide of at least “A:X”; OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
10.1 Coverage and Limits. Contractor will maintain the types of coverage and minimum limits indicated below, unless the
Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the
insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense. The full limits available to the named insured shall also be available and applicable to the City as an additional insured. 10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an “occurrence” basis, including personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor’s profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a
period of five years following the date of completion of the work. 10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions: 10.2.1 The City will be named as an additional insured on Commercial General Liability which shall provide primary coverage to the City. 10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement.
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10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete
and certified copies of any or all required insurance policies and endorsements. 11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 12. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 13. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor’s records.
14. COPYRIGHTS Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City. 15. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on behalf of City and on behalf of Contractor under this Agreement.
For City For Contractor
Name Laureen Ryan Name Geoff Erwim
Title Senior Management Analyst Title Vice President
Department CDD Address 18233 S. Hoover Street
City of Carlsbad Gardena, CA 90248
Address 1635 Faraday Avenue Phone No. 310-756-0607
Carlsbad, CA 92008 Email gerwin@viatron.com
Phone No. 760-602-4615
Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
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16. CONFLICT OF INTEREST Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interests in all categories.
Yes No 17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws,
ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants whose services are required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment.
19. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both parties
involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. 20. TERMINATION In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon
notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work
that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee payable
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under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made.
21. COVENANTS AGAINST CONTINGENT FEES Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration
contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the
fee, commission, percentage, brokerage fees, gift, or contingent fee. 22. CLAIMS AND LAWSUITS By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et seq.,
the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 23. JURISDICTION AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a right
or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county. 24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement nor any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which
shall not be unreasonably withheld. 25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties relating to the subject matter of it. In case of conflict, the terms
of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties.
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26. AUTHORITY The individuals executing this Agreement and the instruments referenced in it on behalf of
Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Agreement.
VIATRON, INC. a California corporation CITY OF CARLSBAD, a municipal corporation of the State of California
By: By:
(sign here) Jeff Murphy Community Development Director Geoff Erwin/Vice President
(print name/title)
ATTEST:
By:
(sign here) Tamara R. McMinn for BARBARA ENGLESON Albert Fader/Vice President, IT City Clerk
(print name/title)
If required by City, proper notarial acknowledgment of execution by contractor must be attached.
If a corporation, Agreement must be signed by one corporate officer from each of the following two groups. Group A Group B Chairman, Secretary, President, or Assistant Secretary, Vice-President CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CELIA A. BREWER, City Attorney
BY: _____________________________ Assistant City Attorney
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EXHIBIT "A"
SCOPE OF SERVICES CONTRACTOR to provide the following services:
1. Pickup of paper documents including, project files, permit files, reports, and studies and/or building plans (third party/subcontracted delivery service will NOT be accepted) from Faraday Building.
2. Document preparation for scanning (removal of staples, paper clips/binder clips, taping of any ripped document, adding necessary separator pages as needed, etc.).
3. Scan paper documents of all sizes (letter, legal, ledger, A through E sized
drawings/plans, and specialty sizes) in the required format: Black and White scans into PDF format at 300 dpi, and Color scans into PDF format at 300 dpi.
4. Combine multi-page PDF scans into one digital record, with provided naming convention.
5. Naming convention to include up to 3-5 components (fields in the named
record), an example is Batch number+ Box number+ File number. Naming convention
to be agreed upon between CONTRACTOR and CITY.
6. Quality check images scanned. Hard-to-read images will be re-scanned by CONTRACTOR at no additional charge so that the document is as usable/readable as the original. CONTRACTOR has 24 check-points in the production process. Many of these key check points are double-checked. All images submitted to a 5-step quality control process including viewing each image individually. CONTRACTOR certifies that
images are of better or equal quality of the original blueprint. CONTRACTOR will provide a
certificate of authenticity listing by document permit number or project ID, that each set of
digitally scanned images is a true and accurate copy of the original official record.
7. CITY will provide a spreadsheet (manifest) for each batch of boxes picked up
by CONTRACTOR.
8. Quality check to ensure the following: sheets are rotated correctly in multi-page PDF,
image file matches the content of the physical file, and update line item on the manifest with the correct PDF file name.
9. Upload images to CITY's FTP site or deliver on a hard drive. The images should
be accompanied with an updated manifest (spreadsheet) with the PDF file names
added to each line item.
10. If CITY requests a copy of an image or file, during the time that CONTRACTOR has possession of CITY's hard-copy documents, CONTRACTOR will provide scanned image(s)
via e-mail within one business day, with no additional fee to CITY.
11. All scanning, indexing, and quality checking must be performed in the State of California (no off- shore or out-of-state services).
12. Pick up new items monthly or as needed and mutually agreed upon between CITY
and CONTRACTOR, with no additional fee for pickup/delivery.
13. Provide a certificate of authenticity listing by document Permit Number or Project ID that each set of digitally scanned images is a true and accurate copy of the original official record.
14. Destroy physical documents at CITY direction after ninety days, upon satisfactory
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upload to FTP site or delivery of hard-drive to CITY including acceptable quality control review of digital contents.
15. Provide a certified certificate of destruction for all documents processed.
16. Payment for services will be processed through CITY Finance Department following
the successful delivery of those services. CITY will ensure that the detailed invoice matches
the number of images and documents received and document naming conventions and
indexing instructions have been followed. CONTRACTOR shall provide monthly turnaround times unless lesser turnaround times are mutually agreed upon. Each month, CONTRACTOR shall submit invoicing for work performed during the prior month. Payment of approved items on the invoice shall be mailed to the contractor within thirty (30) days after receipt of invoice.
Fees: Black and white/300 dpi/55 cents a page
Color/300dpi/75 cents per page Grayscale/300 dpi/65 cents per page Pick-up and delivery charges $95.00 Export and burning to CD or DVD, included flat rate/cd/dvd Export to FTP Site (password protected), No Charge Viatron Systems will provide complimentary document destruction for all boxes scanned through this contract.
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CERTIFICATE OF LIABILITY INSURANCE o1t26t2021
THIS CERTIFICATE IS ISSUED AS A I,ATTER OF INFOR]TIATION ONLYAND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLOER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR I{EGATIVELY AMEI{O, EXTEND ORALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW THIS CERTIFICATE OF TNSURANCE OOES NOT COI{STITUTE A CO|{TRACT BETWEEN THE TSSUtNG TNSURER(S), AUTHORTZED
REPRESENTATIVE OR PRODUCER, AI{D THE CERTIFICATE HOLOER.
llrPORTAl{t lf the ce.tiricate holder is an ADOITIONAL INSUREO, the policy(ies) must have ADDITIONAL lt{SURED provisions or be endorsed.
]f SUBROGATION lS WAIVED, subjec{ to the telms and condltlons of th6 policy, certain policies may require an endorsefient. A 3tatement on
thlr certificate do€3 not confar rlghts lo tho c€rlitlcate holder ln lieu of such endorsement(i).
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21700 Omard Str6€t
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INSURERE
COVERAGES CERT|F|CATE NU !BER. c12112615190 REVISION NUMBER
THIS lS TO CERTIFY THAT THE POLICIES OF lNSUFiA|{CE LISTED BELOW HAVE AEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOO
INOICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WTH RESPEC-T TO WHICH THIS
CERTIFICATE MAY AE ESUED OR MAY PERTAIN, THE INSURANCE AFFORDED BYTHE POLICIES DESCRIBEO HEREIN IS SUBJECTTOALLTHE TERMS,
EXCLUSIONSAND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CL,AIMS,
INSRLlR
COMMERClAL GEI{ERAL f IABITTY
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$ 1,000,000
PREM SES (Ea ecurenc)31,000,000
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GENERALAGGREGATE $ 2,000,000
PROOUCTS. COMP/OPAGG $ 2,000,000
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CERTIF CANCELLATION
SHOULDANY OF IHEAAOVE OESCRIBED POUCIES BE CANCELLED BEFORE
THE EXP|B,flO(OATE THEREOF, NOTTCE WLL BE DELNERED lN
ACCOR,ANCE WtIH THE POLICY PROVISIONS,will Fo6s CBO, MPA Building Offcial
City of Cadsbad
1 535 FaEday Ave.
Cadsbad,cA 92008
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POLICY NUMBER: 5? SBA -\r,/31rr
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITJONAL INSURED PERSON_ORGANI ZAT I ON
GARDENA, CA 90248
RANCHO SAN?IAGO COMMUNITY COLLEGE DISTRICT
2 323 NORTH BROADI.]AY
SANTA ANA, CA 92106
LOC 001/001
ORANGE COUNTY TRANSIT AUTHORITY (OCTA)
lTS OF'FICERS, DIRECTORS, EMPLOYEES AND AGENTS
600 SOUTH MAIN STREET
oRANGE. CA 92863
THE CITY OF PASADENA, ITS CITY COUNCIL
OFFlClALS, OFFICERS, EMPI,OYEES, AGENTS
POLICE DCPARTMENT
207 N. GARFTELD AVE
PASADENA, CA 91101
LOCATION: 18233 I1OOVEF ST
SANTA MONICA COLLEGE
19OO PICO BL
SANTA MONTCA, CA 90405
WILL FOSS CBO, MPA BUILDING
C]TY OF CARLSBAD
].635 FARADAY AVE
CARLSBAD, CA 92008
LOC OO1 BLDG OO1
NCRTH ORANGE CO. COMMUNITY COLLEGE DISTR]CT.
1B3O hI ROMNEYA DR. 8TH FI,
ANAHEIM CA 92801
MEMBERS, COMMI SS l ONERS,
AND VOI,UNTEERS
OEFICIAl,
BJTIE-GLENN COMMUNTIY COLLEGE DISTRICT, ITS OFF]CERS, OFFIC]ALS,
AGENTS, AND EMPLOYEES
3536 BUTTE CAMPUS DR
CROVILLE, CA 95965
Form lH 12 00 'l I 85 T SEQ. NO. C 0 7
Process Dat€: AE/n5/2t
Printed in U.S.A. Page 002 (CC\T]\'.UED oN NEXT PAGE)
Expiration Date: 7C i 2c /27
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