City of Mesa Precision Integrated Contract.pdf
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AGREEMENT PURSUANT TO SOLICITATION
CITY OF MESA AGREEMENT NUMBER 2019084
WATER AND WASTEWATER DISINFECTION EQUIPMENT, PARTS AND SERVICES
CITY OF MESA, Arizona (“City”)
Department Name
City of Mesa – Purchasing Division
Mailing Address
P.O. Box 1466
Mesa, AZ 85211-1466
Delivery Address
20 East Main St, Suite 400
Mesa, AZ 85201
Attention
Ted Stallings
E-Mail
Ted.Stallings@MesaAZ.gov
Telephone
(480) 644-2815
Facsimile
(480) 644-2655
With a copy to:
City of Mesa – Water Resources
Attn: Kelly Martin, Fiscal Analyst
P.O. Box 1466
Mesa, AZ 85211-1466
Kelly.Martin@MesaAZ.gov
AND
PRECISION INTEGRATED SYSTEMS (“Contractor”)
Mailing Address
1180 W. Wickenburg Way
Wickenburg, AZ 85390
Remit to Address
PO 147
Wickenburg, AZ 85358
Attention
Mike McCarthy
E-Mail
mike@chemfeed.net
Telephone
602-418-6387
~
mesa-az
CITY OF MESA AGREEMENT PURSUANT TO SOLICITATION
This Agreement pursuant to solicitation (“Agreement”) is entered into this 26th day of August 2019, by and
between the City of Mesa, Arizona, an Arizona municipal corporation (“City”), and Precision Integrated
Systems, an AZ company (“Contractor”). The City and Contractor are each a “Party” to the Agreement or
together are “Parties” to the Agreement.
RECITALS
A.
The City issued solicitation number 2019084 (“Solicitation”) for Water and Wastewater
Disinfection Equipment, Parts and Services, to which Contractor provided a response
(“Response”); and
B.
The City Selected Contractor’s Response as being in the best interest of the City and wishes to
engage Contractor in providing the services/materials described in the Solicitation and Response.
In consideration of the reciprocal promises contained in the Agreement, and for other valuable and good
consideration, which the Parties acknowledge the receipt and sufficiency of, the Parties agree to the
following Terms & Conditions.
TERMS & CONDITIONS
1.
Term. This Agreement is for a term beginning on 8/27/19 and ending on 8/26/24. The use of the
word “Term” in the Agreement includes the aforementioned period as well as any applicable
extensions or renewals in accordance with this Section 1.
1.1
Renewals. On the mutual written agreement of the Parties, the Term may be renewed up
to a maximum of two (2) years. Any renewal(s) will be a continuation of the same terms
and conditions as in effect immediately prior to the expiration of the then-current term.
1.2
Extension for Procurement Processes. Upon the expiration of the Term of this
Agreement, including any renewals permitted herein, at the City’s sole discretion this
Agreement may be extended on a month-to-month basis for a maximum of six (6) months
to allow for the City’s procurement processes in the selection of a vendor to provide the
services/materials provided under this Agreement. The City will notify the Contractor in
writing of its intent to extend the Agreement at least thirty (30) calendar days prior to the
expiration of the Term. Any extension under this Subsection 1.2 will be a continuation of
the same terms and conditions as in effect immediately prior to the expiration of the then-
current term.
2.
Scope of Work. The Contractor will provide the necessary staff, services and associated
resources to provide the City with the services, materials, and obligations attached to this
Agreement as Exhibit A (“Scope of Work”) Contractor will be responsible for all costs and expenses
incurred by Contractor that are incident to the performance of the Scope of Work unless otherwise
stated in Exhibit A. Contractor will supply all equipment and instrumentalities necessary to perform
the Scope of Work. If set forth in Exhibit A, the City will provide Contractor’s personnel with
adequate workspace and such other related facilities as may be required by Contractor to carry out
the Scope of Work.
The Agreement is based on the Solicitation and Response which are hereby incorporated by
reference into the Agreement as if written out and included herein. In addition to the requirements
specifically set forth in the Scope of Work, the Parties acknowledge and agree that the Contractor
shall perform in accordance with all terms, conditions, specifications and other requirements set
forth within the Solicitation and Response unless modified herein.
3.
Orders. Orders be placed with the Contractor by either a: (i) Purchase Order when for a one-time
purchase; (ii) Notice to Proceed, or (iii) Delivery Order off of a Master Agreement for Requirement
Contract where multiple as-needed orders will be placed with the Contractor. The City may use
the Internet to communicate with Contractor and to place orders as permitted under this Agreement
4.
Document Order of Precedence. In the event of any inconsistency between the terms of the
body of the Agreement, the Exhibits, the Solicitation, and Response, the language of the
documents will control in the following order.
a. Agreement
b. Exhibits
1. Mesa Standard Terms & Conditions
2. Scope of Work
c. Contractor Response
5.
Payment.
5.1
General. Subject to the provisions of the Agreement, the City will pay Contractor the
sum(s) described in Exhibit B (“Pricing”) in consideration of Contractor’s performance of
the Scope of Work during the Term.
5.2
Prices. All pricing shall be firm for the Term and all extensions or renewals of the Term
except where otherwise provided in this Agreement, and include all costs of the Contractor
providing the materials/service including transportation, insurance and warranty costs. No
fuel surcharges will be accepted unless allowed in this Agreement. The City shall not be
invoiced at prices higher than those stated in the Agreement.
The Contractor further agrees that any reductions in the price of the materials or services
covered by this Agreement will apply to the undelivered balance. The Contractor shall
promptly notify the City of such price reductions.
No price modifications will be accepted without proper request by the Contractor and
response by the City’s Purchasing Division.
5.3
Price Adjustment. Any requests for reasonable price adjustments must be submitted in
accordance with this Section 5.3. Requests for adjustment in cost of labor and/or materials
must be supported by appropriate documentation. There is no guarantee the City will
accept a price adjustment therefore Contractor should be prepared for the Pricing to be
firm over the Term of the Agreement. The City is only willing to entertain price adjustments
based on an increase to Contractor’s actual expenses or other reasonable adjustment in
providing the services/materials under the Agreement. If the City agrees to the adjusted
price terms, the City shall issue written approval of the change.
During the sixty (60) day period prior to expiration date of the Agreement, the Contractor
may submit a written request to the City to allow an increase to the prices in an amount not
to exceed the twelve (12) month change in the Consumer Price Index for All Urban
Consumers (CPI-U), US City Average, All Items, Not Seasonally Adjusted as published
by
the
U.S.
Department
of
Labor,
Bureau
of
Labor
Statistics
(http://www.bls.gov/cpi/home.htm). The City shall review the request for adjustment and
respond in writing; such response and approval shall not be unreasonably withheld.
5.4
Renewal and Extension Pricing. Any extension of the Agreement will be at the same
pricing as the initial Term. If the Agreement is renewed in accordance with Section 1,
pricing may be adjusted for amounts other than inflation that represent actual costs to the
Contractor based on the mutual agreement of the parties. The Contractor may submit a
request for a price adjustment along with appropriate supporting documentation
demonstrating the cost to the Contractor. Renewal prices shall be firm for the term of the
renewal period and may be adjusted thereafter as outlined in the previous section. There
is no guarantee the City will accept a price adjustment.
5.5
Invoices. Payment will be made to Contractor following the City’s receipt of a properly
completed invoice. No terms set forth in any invoice, purchase order or similar document
issued by Contractor will be deemed accepted by the City; the terms of the contractual
relationship between the Parties are as set forth in this Agreement. Any issues regarding
billing or invoicing must be directed to the City Department/Division requesting the service
or material from the Contractor. A properly completed invoice should contain, at a
minimum, all of the following:
a. Contractor name, address, and contact information;
b. City billing information;
c. City contract number as listed on the first page of the Agreement;
d. Invoice number and date;
e. Payment terms;
f.
Date of service or delivery;
g. Description of materials or services provided;
h. If materials provided, the quantity delivered and pricing of each unit;
i.
Applicable Taxes
j.
Total amount due.
5.6
Payment of Funds. Contractor acknowledges the City may, at its option and where
available use a Procurement Card/e-Payables to make payment for orders under the
Agreement. Otherwise; payment will be through a traditional method of a check or
Electronic Funds Transfer (EFT) as available.
5.7
Disallowed Costs, Overpayment. If at any time the City determines that a cost for which
payment was made to Contractor is a disallowed cost, such as an overpayment or a charge
for materials/service not in accordance with the Agreement, the City will notify Contractor
in writing of the disallowance; such notice will state the means of correction which may be,
but is not limited to, adjustment of any future claim/invoice submitted by Contractor in the
amount of the disallowance, or to require repayment of the disallowed amount by
Contractor. Contractor will be provided with the opportunity to respond to the notice.
6.
Insurance.
6.1
Contractor must obtain and maintain at its expense throughout the term of Contractor’s
agreement, at a minimum, the types and amounts of insurance set forth in this Section 6
from insurance companies authorized to do business in the State of Arizona; the insurance
must cover the materials/service to be provided by Contractor under the Agreement. For
any insurance required under the Agreement, Contractor will name the City of Mesa, its
agents, representatives, officials, volunteers, officers, elected officials, and employees as
additional insured, as evidenced by providing either an additional insured endorsement or
proper insurance policy excerpts.
6.2
Nothing in this Section 6 limits Contractor’s responsibility to the City. The insurance
requirements herein are minimum requirements for the Agreement and in no way limit any
indemnity promise(s) contained in the Agreement.
6.3
The City does not warrant the minimum limits contained herein are sufficient to protect
Contractor and subcontractor(s) from liabilities that might arise out of performance under
the Agreement by Contractor, its agents, representatives, employees, or subcontractor(s).
Contractor is encouraged to purchase additional insurance as Contractor determines may
be necessary.
6.4
Each insurance policy required under the Agreement must be in effect at or prior to the
execution of the Agreement and remain in effect for the term of the Agreement.
6.5
Prior to the execution of the Agreement, Contractor will provide the City with a Certificate
of Insurance (using an appropriate “ACORD” or equivalent certificate) signed by the issuer
with applicable endorsements. The City reserves the right to request additional copies of
any or all of the policies, endorsements, or notices relating thereto required under the
Agreement.
6.6
When the City requires a Certificate of Insurance to be furnished, Contractor's insurance
is primary of all other sources available. When the City is a certificate holder and/or an
additional insured, Contractor agrees no policy will expire, be canceled, or be materially
changed to affect the coverage available without advance written notice to the City.
6.7
The policies required by the Agreement must contain a waiver of transfer rights of recovery
(waiver of subrogation) against the City, its agents, representatives, officials, volunteers,
officers, elected officials, and employees for any claims arising out of the work of
Contractor.
6.8
All insurance certificates and applicable endorsements are subject to review and approval
by the City's Risk Management Division.
1.
TYPES AND AMOUNTS OF INSURANCE: Insurance requirements are detailed in the Agreement
document. Contractor must obtain and retain throughout the term of the Agreement, at a minimum,
the following:
a. Worker’s compensation insurance in accordance with the provisions of Arizona law. If
Contractor operates with no employees, Contractor must provide the City with written proof
Contractor has no employees. If employees are hired during the course of this Agreement,
Contractor must procure worker’s compensations in accordance with Arizona law.
b. The Contractor shall maintain at all times during the term of this contract, a minimum
amount of $1 million per occurrence/$2 million aggregate Commercial General Liability
insurance, including Contractual Liability. For General Liability insurance, the City of Mesa,
their agents, officials, volunteers, officers, elected officials or employees shall be named
as additional insured, as evidenced by providing an additional insured endorsement.
c. Automobile liability, bodily injury and property damage with a limit of $1 million per
occurrence including owned, hired and non-owned autos.
Prior to the execution of the Contract, the Contractor shall provide the City with a Certificate of
Insurance (using appropriate ACORD certificate) SIGNED by the Issuer, applicable endorsements,
and the City reserves the right to request additional copies of any or all of the above policies,
endorsements, or notices relating thereto.
When the City requires a Certificate of Insurance to be furnished, the Contractor's insurance shall
be primary of all other sources available. When the City is a certificate holder, the Contractor
agrees that no policy shall expire, be canceled or materially changed to affect the coverage
available without advance written notice to the City.
“Waiver of Subrogation". The policies required by this agreement (or contract) shall contain a
waiver of transfer rights of recovery (subrogation) against City, its agents, representatives,
directors, elected officials, officers, employees, and volunteers for any claims arising out of the work
of Contractor.”
All insurance certificates and applicable endorsements are subject to review and approval by the
City's Risk Manager.
7.
Requirements Contract. Contractor acknowledges and agrees the Agreement is a requirements
contract; the Agreement does not guarantee any purchases will be made (minimum or maximum).
Orders will only be placed when the City identifies a need and issues a purchase order or a written
notice to proceed. The City reserves the right to cancel purchase orders or a notice to proceed
within a reasonable period of time of issuance; any such cancellation will be in writing. Should a
purchase order or notice to proceed be canceled, the City agrees to reimburse Contractor for any
actual and documented costs incurred by Contractor. The City will not reimburse Contractor for
any avoidable costs incurred after receipt of cancellation including, but not limited to, lost profits,
shipment of product, or performance of services.
8.
Notices. All notices to be given pursuant to the Agreement will be delivered to the Contractor as
listed on Page 1 of this Agreement. Notice will be delivered pursuant to the requirements set forth
the Mesa Standard Terms and Conditions that is attached to the Agreement as Exhibit C.
9.
Representations of Contractor. To the best of Contractor’s knowledge, Contractor agrees that:
a. Contractor has no obligations, legal or otherwise, inconsistent with the terms of the Agreement
or with Contractor’s undertaking of the relationship with the City;
b. Performance of the services called for by the Agreement do not and will not violate any
applicable law, rule, regulation, or any proprietary or other right of any third party;
c. Contractor will not use in the performance of Contractor’s responsibilities under the Agreement
any proprietary information or trade secret of a former employer of its employees (other than
City, if applicable); and
d. Contractor has not entered into and will not enter into any agreement, whether oral or written,
in conflict with the Agreement.
10.
Mesa Standard Terms and Conditions. Exhibit C to the Agreement is the Mesa Standard Terms
and Conditions as modified by the Parties, which are incorporated by reference into the Agreement
as though fully set forth herein. In the event of any inconsistency between the terms of the
Agreement and the Mesa Standard Terms and Conditions, the language of the Agreement will
control. The Parties or a Party are referred to as a “party” or “parties” in the Mesa Standard Terms
and Conditions. The Term is referred to as the “term” in the Mesa Standard Terms and Conditions.
11.
Counterparts and Facsimile or Electronic Signatures. This Agreement may be executed in two
(2) or more counterparts, each of which will be deemed an original and all of which, taken together,
will constitute one agreement. A facsimile or other electronically delivered signature to the
Agreement will be deemed an original and binding upon the Party against whom enforcement is
sought.
12.
Incorporation of Recitals and Exhibits. All Recitals and Exhibits to the Agreement are hereby
incorporated by reference into the Agreement as if written out and included herein. In the event of
any inconsistency between the terms of the body of the Agreement and the Exhibits, the language
of the Agreement will control.
Exhibits to this Agreement are the following:
o
(A) Scope of Work
o
(B) Pricing
o
(C) Mesa Standard Terms and Conditions
13.
Attorneys’ Fees. The prevailing Party in any litigation arising out of the Agreement will be entitled
to the recovery of its reasonable attorney’s fees, court costs, and other litigation related costs and
fees from the other Party.
14.
Additional Acts. The Parties agree to execute promptly such other documents and to perform
such other acts as may be reasonably necessary to carry out the purpose and intent of the
Agreement.
15.
Headings. The headings of the Agreement are for reference only and will not limit or define the
meaning of any provision of the Agreement.
By executing below, each Party acknowledges that it understands, approves, and accepts all of the terms
of the Agreement and the attached exhibits.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first above written.
CITY OF MESA, ARIZONA
By:
Printed Name
Title
Date
REVIEWED BY:
By: ruist-~
Ted Stallings, CPPB
Procurement Officer
PRECISION INTEGRATED SY
MS
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By: ------~-----+--
Printed Name
v~v S-/{-Lt=s
Title
Date
Digitally signed by Edward Quedens
DN: cn=Edward Quedens, o=City of
Mesa, ou=Business Services
Department,
email=ed.quedens@mesaaz.gov,
c=US
Date: 2019.09.26 10:01:40 -07'00'
Adobe Acrobat Reader version:
2019.012.20040
EXHIBIT A
SCOPE OF WORK
1.
SCOPE OF WORK: To supply disinfection equipment and parts, analyzers and “as needed”
disinfection services for the Water Resources and Parks Departments. This is not an “all or nothing”
proposal as no single vendor can supply everything required. No brand substitutions will be
accepted on items marked as OEM only. This Request for Proposal shall be awarded by individual
section and brand category and may be awarded to more than one (1) vendor per section/category.
a. The supply portion of this RFP will result in contracts being issued to those Proposers who
can supply the City with a full line of the brand of products listed in a brand category.
Vendors need only bid on individual brand categories that they can supply.
i. There is a separate section below for the brand categories for factory authorized
repair services. These sections will be awarded separate from the brand category.
Proposers on the supplies do not need to bid on the repair services, however,
bidders on the repair services should bid on the % discount off list price for parts
that might be needed for repairs.
b. The disinfection services portion of this RFP will result in the creation of a list of qualified
contractors, and jobs will be bid upon as they arise. This list will be good for a period of
five years, with an option to renew for up to two (2) more years. The City intends to award
multiple contracts for the services. Additional qualified contractors may be awarded
contacts at a later time.
i. Specific disinfection job quotes will be submitted on a job by job basis.
ii. Jobs will be awarded based on availability, performance and price.
2.
DISINFECTION EQUIPMENT AND PARTS:
a. Equipment and Parts are listed by manufacturer. Only a sampling of items in each
brand category are listed on the pricing pages to establish pricing parameters and
associated discounts.
b. All equipment and parts will be purchased on a percentage discount off of list price. This
will allow the City to purchase a full range of products in that brand category.
c. Equipment Repair Services are listed below some brand category. This is for factory
authorized service of this brand of equipment. The City may or may not utilize these
services and it is not mandatory that vendors provide these services to bid on the brand
category. The City reserves the right to award these services separately or not at all.
i. Factory authorized repair services may include but are not be limited to equipment
maintenance, repairs, troubleshooting, programming, training.
ii. A letter from the manufacturer should be submitted with the proposal stating that
vendor is an authorized service provider for the stated equipment.
iii. Service Call Response Times:
1. It is expected that the contractor shall acknowledge routine service call
requests within twenty-four (24) hours. Normal City working hours are
Monday thru Friday, 7:00am to 3:00pm. Acknowledgement should include
a schedule as to when the contractor can be on-site to repair the equipment.
2. It is expected that that the contractor shall acknowledge Emergency
Service call requests within four (4) hours and it is expected that the
Contractor shall be on-site (City of Mesa Water facilities) within twenty-four
hours of call back to the City for Emergency Service Calls. All reasonable
attempts should be made to return equipment to service the same day the
emergency service call is performed.
a. If emergency work needs to be performed during evenings,
weekends or City holidays, City employees will be made available
at the work site to provide Contractor access to facilities.
EXHIBIT A
SCOPE OF WORK
3.
ANALYZERS AND TEST EQUIPMENT:
a. Analyzers and test equipment are listed by manufacturer. Only a sampling of items in
each brand category are listed on the pricing pages to establish pricing references.
b. All equipment and parts will be purchased on a percentage discount off of list price. This
will allow the City to purchase a full range of products in that brand category.
c. Equipment Repair Services are listed below some brand category. This is for factory
authorized service of this brand of equipment. The City may or may not utilize these
services and it is not mandatory that vendors provide these services to bid on the brand
category. The City reserves the right to award these services separately or not at all.
i. Factory authorized repair services may include but not be limited to equipment
maintenance, repairs, troubleshooting, programming, training.
ii. A letter from the manufacturer must be submitted with the proposal stating that
vendor is an authorized service provider for stated equipment.
4.
DISINFECTION SERVICES:
a. Disinfection Services shall be completed in accordance with the following Reference
Standards:
i. Groundwater Well Disinfection shall conform to the following:
1. AWWA A100, Water Wells (current version).
2. AWWA C654, Disinfection of Wells (current version).
ii. Water Storage Tank or Reservoir Disinfection shall conform to the following:
1. AWWA C652, Disinfection of Water-Storage Facilities (current version).
iii. Water Main Disinfection shall conform to the following:
1. AWWA C651, Disinfecting Water Mains (current version).
2. Maricopa Association of Governments (MAG) Uniform Standard
Specifications and Details for Public Works Construction, Section 611.3 –
Disinfecting Water Mains (current version). This document is attached to
this RFP. – Attachment D
3. City of Mesa Amendments to MAG Standard Specifications (current
version). This document is attached to this RFP. – Attachment E
b. Disinfection Methods:
i. Spray Disinfection:
1. Contractor shall provide all equipment, chlorine solution, and labor to
disinfect pipes, tanks, reservoirs or other surfaces.
2. City of Mesa shall provide the potable water and backflow device for filling
and flushing all existing pipes and tanks. For any new construction pipes,
the general contractor installing the pipe shall furnish the water for filling
and flushing.
3. The contractor shall schedule and coordinate with the City Water Quality
Division to pull Bac-T samples and provide samples to the City
Compliance lab for testing at no charge to the vendor. The Contractor
shall also note that the City Mesa of Water Resources Department
conducts water main sampling for bacteria tests from 8:00 a.m. to 3:00
p.m., Monday through Thursday, except holidays, and requires a minimum
of two (2) business days’ notice prior to said sampling.
4. The Contractor shall schedule the required bacteria testing within this time
frame. There shall be no additional payment or allotment of time to
Contractor for failure to coordinate the sampling in accordance with the
City’s availability (as noted herein) to perform the sampling.
5. Third party labs may be used if samples need to be pulled on weekends
or holidays and will be paid for by the vendor. (see City of Mesa’s
Addendum to the MAG specifications section attached for requirements)
EXHIBIT A
SCOPE OF WORK
ii. Continuous Feed:
1. When using the continuous feed method, which introduces a solution of
system water and concentrated chlorine, be sure to adhere to these
standards:
a. The feed must be proportional to the rate of flow into the pipe, so
that a consistent 25 mg/l is maintained.
b. The application must continue until the entire pipeline is filled with
the solution, which must remain for a period of twenty-four (24)
hours.
c. At the end of this period, the free chlorine residual must be
10mg/L.
2. This method requires an active water source feed. The City of Mesa shall
provide the potable water and backflow device for filling and flushing all
existing pipes and tanks. For any new construction pipes, the general
contractor installing the pipe shall furnish the water for filling and flushing.
3. The City of Mesa shall provide the prep work to the pipe, water source,
backflow and meter device.
4. The disinfection contractor shall provide the chlorine pump, chlorine
solution, tubing, injector and any other materials needed to perform this
work. The City will coordinate with the disinfection vendor any other
materials that may be needed beyond the normal on a job by job basis.
5. During flushing, the disinfection contractor would be responsible to provide
the necessary equipment and material to dechlorinate the water as it is
discharged when necessary.
6. The contractor shall schedule and coordinate with the City Water Quality
Division to pull Bac-T samples and provide samples to the City
Compliance lab for testing at no charge to the vendor. The Contractor
shall also note that the City Mesa of Water Resources Department
conducts water main sampling for bacteria tests from 8:00 a.m. to 3:00
p.m., Monday through Thursday, except holidays, and requires a minimum
of two (2) business days’ notice prior to said sampling.
7. The Contractor shall schedule the required bacteria testing within this time
frame. There shall be no additional payment or allotment of time to
Contractor for failure to coordinate the sampling in accordance with the
City’s availability (as noted herein) to perform the sampling.
8. Third party labs may be used if samples need to be pulled on weekends
or holidays and will be paid for by the vendor. (see City of Mesa’s
Addendum to the MAG specifications section attached for requirements)
iii. Slug Method:
1. A large amount of chlorine is injected all at once into the pipeline and then
a water feed is used to push this “slug” through the pipeline and flushed
out until chlorine drops to acceptable levels.
2. This method is normally used for small diameter pipe disinfection only.
3. This method requires an active water source. The City of Mesa shall
provide the potable water and backflow device for filling and flushing all
existing pipes and tanks. For any new construction pipes, the general
contractor installing the pipe shall furnish the water for filling and flushing.
4. The City of Mesa shall provide the prep work to the pipe, water source,
backflow and meter device.
5. The disinfection contractor shall provide the disinfection chemicals and
materials needed to perform this work. The City will coordinate with the
disinfection vendor any other materials that may be needed beyond the
normal on a job by job basis.
EXHIBIT A
SCOPE OF WORK
6. During flushing, the disinfection contractor would be responsible to provide
the necessary equipment and material to dechlorinate the water as it is
discharged when necessary.
7. The contractor shall schedule and coordinate with the City Water Quality
Division to pull Bac-T samples and provide samples to the City
Compliance lab for testing at no charge to the vendor. The Contractor
shall also note that the City Mesa of Water Resources Department
conducts water main sampling for bacteria tests from 8:00 a.m. to 3:00
p.m., Monday through Thursday, except holidays, and requires a minimum
of two (2) business days’ notice prior to said sampling.
8. The Contractor shall schedule the required bacteria testing within this time
frame. There shall be no additional payment or allotment of time to
Contractor for failure to coordinate the sampling in accordance with the
City’s availability (as noted herein) to perform the sampling.
9. Third party labs may be used if samples need to be pulled on weekends
or holidays and will be paid for by the vendor. (see City of Mesa’s
Addendum to the MAG specifications section attached for requirements)
c. Disposal
i.
Any water/chlorine used during flushing may need to be dechlorinated to bring
chlorine residuals to an acceptable level. This is the responsibility of the
disinfection company. The discharge piping will be installed by the City of Mesa.
ii.
The disinfection company will provide the dichlorination chemicals and testing to
ensure chlorine is zero when it is discharged into storm drain, retention basin, etc.
d. Reports
i.
The disinfection contractor shall provide the City of Mesa with a report when
invoicing which includes the amounts and strengths of chemicals used, filling time,
flushing times, etc.
ii.
Passed Bac-T tests shall be included with this report.
e. Hazardous Materials
i.
Disinfection chemicals, whether gaseous or solution can be hazardous and must
meet EPA requirements.
ii.
Water must be dechlorinated to acceptable level prior to discharging into the
environment.
iii.
In compliance with OSHA Hazard Communication Standard, 29 CFR 1910.1200,
contractor will provide material safety data sheets (MSDS) for all chemicals that
are used as part of any resulting contract. If there is a change or substitution in
the use of a chemical, Contractor will provide MSDS’s for the new or substituted
chemical.
iv.
All Contractors using chemicals on City property shall select the most effective and
environmentally safe products. These chemicals shall be approved for use by the
Water Resources Department prior to bringing them on city property.
f.
Inspection of Work: All work performed by the Contractor will be subject to inspection by
the Water Resources Department supervisor or designee. It will not be required that the
Contractor be notified in advance of any inspection action. The Contractor shall provide
any data requested and provide good lighting of all areas to enhance any inspection action.
The Water Resources Department supervisor or designee will schedule an inspection of
any job in such a way that there will be no delay to the Contractor. If discrepancies are
revealed through the inspection process, the Contractor shall correct these at its cost.
5.
Contractor Responsibilities: Contractor must provide all necessary equipment, tools, personal
protection equipment and personnel with technical expertise necessary to provide the requested
services. Repeated and documented instances of using substandard materials, supplies, and/or
personnel, or failure to provide services in a timely manner, shall constitute grounds for termination
of contract.
EXHIBIT A
SCOPE OF WORK
a. The Contractor shall be responsible for all equipment that is damaged while in their
possession.
b. The Contractor shall properly guard, protect, and take every reasonable precaution
necessary against damage or injury to all finished or partially finished work due to
weathering action by the elements or from any other cause, until the entire portion of their
respective contract obligation is completed and accepted by the City of Mesa. The
Contractor(s) shall rebuild, repair, restore, and make good all injuries or damages to any
portion of the work before final acceptance at no cost to the City of Mesa. Partial payment
for any completed portion of work shall not release the Contractor(s) from such
responsibility.
c. The Contractor shall comply with all applicable federal, state, local health and safety
regulations, ordinances, and requirements. In addition, the following requirements are
applicable for City construction projects.
d. Precaution shall be exercised by the Contractor(s) at all times for the protection of persons
(including employees) and property. The Contractor shall comply with the provisions of all
applicable laws, pertaining to such protection including all Federal and State Occupational
Safety and Health Acts, and Standards and Regulations promulgated thereunder.
e. The Contractor shall implement a permit-required confined space program as specified under
29 CFR 1910.146 for all work that encompasses a space that 1) is large enough and so
configured that an employee can bodily enter and perform assigned work; 2) has limited or
restricted means for entry or exit (for example, tanks, vessels, silos, storage bins, hoppers,
vaults, and pits are spaces that may have limited means of entry); and 3) is not designed for
continuous employee occupancy.
f.
The Contractor shall be fully responsible for the safety of their employees, the public and
property in connection with the performance of the work covered by this contract. The
Contractor(s) shall provide all safeguards, safety devices and protective equipment and be
responsible for taking any needed actions to protect the life and health of their employees
and the public during work activity. The Contractor(s) shall also take any necessary actions
as directed by the Water resources Department Supervisor or designee to reasonably
protect the life and health of employees on this job and others coming into contact with the
job site.
i. The Contractor shall provide, upon request, a copy of its written health and safety
program and any required employee training records or certificates.
g. The Contractor shall comply with all applicable federal, state, and local safety and health
regulations, ordinances, and requirements. The Contractor shall comply with Occupational
Safety and Health Administration regulations specified in 29 CFR 1910.147 The Control of
Hazardous Energy (Lockout/Tagout).
6.
ORDERS AND INVOICING:
a. Order Placement:
i. Orders shall be placed using a Delivery Order (DO) #. There shall be no minimum
purchase required. The contracted vendor shall deliver available products within
seven (7) to ten (10) business days from order placement to City user sites.
ii. Equipment and parts shall be new, un-opened, and in original factory packaging
and in current manufacturer production at time of bid opening.
iii. All equipment, parts and supplies to be boxed and/or packaged in such a manner
to adequately protect the equipment against physical damage during shipment and
to insure carrier acceptance and safe delivery at the designated destination.
b. Packing Slips:
i. Packing Slips should be itemized and reference City contract number and delivery
order number (DO).
ii. Any parts or supplies received with defects shall immediately be replaced at no
charge by the Contractor.
EXHIBIT A
SCOPE OF WORK
c. Invoicing:
i. Invoices shall be emailed to WaterAcctsPayable@MesaAZ.gov for the fastest
processing.
ii. Invoices shall include the following: Delivery order (DO) #, part number(s), product
description, list price, percent discount, city cost (contract pricing), freight charge
and sales tax (if applicable as many items to be purchased off of this contract will
be tax exempt).
iii. Vendors shall not invoice for items not shipped as this will delay payment of entire
invoice.
iv. Vendors shall not invoice for disinfection services performed unless the invoice is
accompanied by the report and test results as indicated in this RFP.
7.
WARRANTY:
a. Product - The City is requesting a warranty on all new equipment and parts for a minimum of
one (1) year (unless stated otherwise in this solicitation) from the date of receipt.
b. Equipment Repair Service – The City is requesting a warranty on all equipment repair
services for a minimum of ninety (90) days from the date of completion.
c. In the event of any of the aforesaid warranties are not fulfilled, Contractor guarantees to
promptly reimburse the City for its cost in making suitable repairs or replacements or, at
the City’s option, the Contractor shall promptly make suitable repairs or replacements at
Contractor’s own expense. Contractor shall submit with bid response detailed information
regarding product warranty.
8.
PRODUCT RECALL: In the event of any recall notice, technical service bulletin, or other important
notification affecting the equipment, parts and services purchased under this agreement, a notice
shall be sent to the Contract Administrator. It shall be the responsibility of the Contractor to assure
that all recall notices are sent directly to the Contract Administrator and Purchasing Office.
Awarded contractor assumes full responsibility for prompt notification of both the contract
administrator and purchases of any product recall in accordance with the applicable State of
Arizona and federal regulation.
EXHIBIT B
PRICING
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EXHIBIT C
MESA STANDARD TERMS AND CONDITIONS
1.
INDEPENDENT CONTRACTOR. It is expressly understood that the relationship of Contractor to
the City will be that of an independent contractor. Contractor and all persons employed by
Contractor, either directly or indirectly, are Contractor’s employees, not City employees.
Accordingly, Contractor and Contractor’s employees are not entitled to any benefits provided to
City employees including, but not limited to, health benefits, enrollment in a retirement system, paid
time off or other rights afforded City employees. Contractor employees will not be regarded as City
employees or agents for any purpose, including the payment of unemployment or workers’
compensation. If any Contractor employees or subcontractors assert a claim for wages or other
employment benefits against the City, Contractor will defend, indemnify and hold harmless the City
from all such claims.
2.
SUBCONTRACTING. Contractor may not subcontract work under this Agreement without the
express written permission of the City. If Contractor has received authorization to subcontract work,
it is agreed that all subcontractors performing work under the Agreement must comply with its
provisions. Further, all agreements between Contractor and its subcontractors must provide that
the terms and conditions of this Agreement be incorporated therein.
3.
ASSIGNMENT. This Agreement may not be assigned, either in whole or in part, without first
receiving the City’s written consent. Any attempted assignment, either in whole or in part, without
such consent will be null and void and in such event the City will have the right, at its option, to
terminate the Agreement. No granting of consent to any assignment will relieve Contractor from
any of its obligations and liabilities under the Agreement.
4.
SUCCESSORS AND ASSIGNS, BINDING EFFECT. This Agreement will be binding upon and
inure to the benefit of the parties and their respective permitted successors and assigns.
5.
NO THIRD-PARTY BENEFICIARIES. This Agreement is intended for the exclusive benefit of the
parties. Nothing set forth in this Agreement is intended to create, or will create, any benefits, rights,
or responsibilities in any third parties.
6.
NON-EXCLUSIVITY. The City, in its sole discretion, reserves the right to request the materials or
services set forth herein from other sources when deemed necessary and appropriate. No
exclusive rights are encompassed through this Agreement.
7.
AMENDMENTS. There will be no oral changes to this Agreement. This Agreement can only be
modified in a writing signed by both parties. No charge for extra work or material will be allowed
unless approved in writing, in advance, by the City and Contractor.
8.
TIME OF THE ESSENCE. Time is of the essence to the performance of the parties’ obligations
under this Agreement.
9.
COMPLIANCE WITH APPLICABLE LAWS.
a. General. Contractor must procure all permits/licenses and pay all charges and fees necessary
and incidental to the lawful conduct of business. Contractor must stay fully informed of existing
and future federal, state, and local laws, ordinances, and regulations that in any manner affect
the fulfillment of this Agreement and must comply with the same at its own expense. Contractor
bears full responsibility for training, safety, and providing necessary equipment for all
Contractor personnel to achieve compliance throughout the term of the Agreement. Upon
request, Contractor will demonstrate to the City's satisfaction any programs, procedures, and
other activities used to ensure compliance.
b. Drug-Free Workplace. Contractor is hereby advised that the City has adopted a policy
establishing a drug-free workplace for itself and those doing business with the City to ensure
the safety and health of all persons working on City contracts and projects. Contractor will
require a drug-free workplace for all Contractor personnel working under this Agreement.
Specifically, all Contractor personnel who are working under this Agreement must be notified
in writing by Contractor that they are prohibited from the manufacture, distribution,
dispensation, possession, or unlawful use of a controlled substance in the workplace.
EXHIBIT C
MESA STANDARD TERMS AND CONDITIONS
Contractor agrees to prohibit the use of intoxicating substances by all Contractor personnel
and will ensure that Contractor personnel do not use or possess illegal drugs while in the course
of performing their duties.
c. Federal and State Immigration Laws. Contractor agrees to comply with the Immigration
Reform and Control Act of 1986 (IRCA) in performance under this Agreement and to permit the
City and its agents to inspect applicable personnel records to verify such compliance as
permitted by law. Contractor will ensure and keep appropriate records to demonstrate that all
Contractor personnel have a legal right to live and work in the United States.
i.
As applicable to Contractor, under the provisions of A.R.S. § 41-4401, Contractor hereby
warrants to the City that Contractor and each of its subcontractors will comply with, and
are contractually obligated to comply with, all federal immigration laws and regulations that
relate to their employees and A.R.S. § 23-214(A) (hereinafter collectively the “Contractor
Immigration Warranty”).
ii.
A breach of the Contractor Immigration Warranty will constitute a material breach of this
Agreement and will subject Contractor to penalties up to and including termination of this
Agreement at the sole discretion of the City.
iii. To ensure Contractor and its subcontractors are complying with the Contractor Immigration
Warranty, the City retains the legal right to conduct random verification of the employment
records of any Contractor or subcontractor employee who works on this Agreement,
including the inspection of the papers of such employees. Contractor agrees to assist the
City in regard to any random verification performed.
iv. Neither Contractor nor any subcontractor will be deemed to have materially breached the
Contractor Immigration Warranty if Contractor or subcontractor establishes that it has
complied with the employment verification provisions prescribed by Sections 274a and
274b of the Federal Immigration and Nationality Act and the E-Verify requirements
prescribed by A.R.S. § 23-214(A).
d. Nondiscrimination. Contractor understands and acknowledges that it is the policy of the City
of Mesa to promote non-discrimination. As such, Contractor represents and warrants that it
does not discriminate against any employee or applicant for employment or person to whom it
provides services because of race, color, national origin, age, disability, religion, sex, sexual
orientation, gender identity and expression, veterans’ status, marital status, or genetic
information, and represents and warrants that it complies with all applicable federal, state, and
local laws and executive orders regarding employment. In performance under this Agreement,
Contractor and Contractor’s personnel will comply with applicable provisions of the following
laws (as amended): Title VII of the U.S. Civil Rights Act of 1964, Section 504 of the Federal
Rehabilitation Act, the Americans with Disabilities Act (42 U.S.C. § 12101 et seq.), and any
other applicable non-discrimination laws and rules.
e. State Sponsors of Terrorism Prohibition. Per A.R.S. § 35-392, Contractor must not be in
violation of section 6(j) of the Federal Export Administration Act and subsequently prohibited
by the State of Arizona from selling goods or services to the City.
f.
Israel Boycott Divestments. In accordance with the requirements of A.R.S. § 35-393.01, if
the Agreement requires Contractor to acquire or dispose of services, supplies, information
technology or construction with a value of $100,000 or more, then, by entering into this
Agreement, Contractor certifies that it is not currently engaged in, and agrees for the duration
of the Agreement to not engage in, a boycott of goods and services from Israel.
EXHIBIT C
MESA STANDARD TERMS AND CONDITIONS
10.
SALES/USE TAX, OTHER TAXES.
a. Contractor is responsible for the payment of all taxes including federal, state, and local taxes
related to or arising out of Contractor’s services under this Agreement including, by way of
illustration but not limitation, federal and state income tax, Social Security tax, unemployment
insurance taxes, and any other taxes or business license fees, as required. If any taxing
authority should deem Contractor or Contractor employees an employee of the City, or should
otherwise claim the City is liable for the payment of taxes that are Contractor’s responsibility
under this Agreement, then Contractor will indemnify the City for any tax liability, interest, and
penalties imposed upon the City.
b. The City is exempt from paying certain federal excise taxes and will furnish an exemption
certificate upon request. The City is not exempt from state and local sales/use taxes.
11.
AMOUNTS DUE THE CITY. Contractor must be current and remain current in all obligations,
whether or not related to the Agreement, due to the City during the performance of services under
the Agreement. Payments to Contractor may be offset by any delinquent amounts due the City or
fees and charges owed to the City.
12.
PUBLIC RECORDS. Contractor acknowledges that the City is a public body, subject to Arizona’s
public records laws (A.R.S. § 39-121 et seq.) and any documents related to this Agreement may
be subject to disclosure pursuant to state law in response to a public records request or to
subpoena or other judicial process.
a. If Contractor believes documents related to the Agreement contain trade secrets or other
proprietary data, Contractor must have notified the City pursuant to Mesa Procurement Rules
Section 2.1 or notified the City with a notification statement specifically identifying the trade
secrets or other proprietary data that Contractor believes should remain confidential.
b. In the event the City determines it is legally required to disclose pursuant to law any documents
or information Contractor deems confidential trade secrets or proprietary data, the City, to the
extent possible, will provide Contractor with prompt written notice by certified mail, fax, email
or other method that tracks delivery status of the requirement to disclose the information so
Contractor may seek a protective order from a court having jurisdiction over the matter or obtain
other appropriate remedies. The notice will include a time period for Contractor to seek court
ordered protection or other legal remedies as deemed appropriate by Contractor. If Contractor
does not obtain such court ordered protection by the expiration of said time period, the City
may release the information without further notice to Contractor.
13.
AUDITS AND RECORDS. Contractor must preserve the records related to this Agreement for six
(6) years after completion of the Agreement. The City or its authorized agent reserves the right to
inspect any records related to the performance of work specified herein. In addition, the City may
inspect all payroll, billing or other relevant records kept by Contractor in relation to the Agreement.
Contractor will permit such inspections and audits during normal business hours and upon
reasonable notice by the City. The audit of records may occur at Contractor’s place of business or
at City offices, as determined by the City.
14.
BACKGROUND CHECK. In accordance with the City’s current background check policies, the
City may conduct criminal, driver history, and all other requested background checks of Contractor
personnel who would perform services under the Agreement who will have access to the City’s
information, data, or facilities. Any officer, employee, or agent that fails the background check must
be replaced immediately for any reasonable cause not prohibited by law.
15.
SECURITY CLEARANCE AND REMOVAL OF CONTRACTOR PERSONNEL. The City will
have final authority, based on security reasons: (i) to determine when security clearance of
Contractor personnel is required; (ii) to determine the nature of the security clearance, up to and
including fingerprinting Contractor personnel; and (iii) to determine whether any individual or entity
may provide services under this Agreement. If the City objects to any Contractor personnel for any
--
EXHIBIT C
MESA STANDARD TERMS AND CONDITIONS
reasonable cause not prohibited by law, then Contractor will, upon notice from the City, remove
any such individual from performance of services under this Agreement.
16.
DEFAULT.
a. A party will be in default of the Agreement if that party:
i.
Is or becomes insolvent or is a party to any voluntary bankruptcy or receivership
proceeding, makes an assignment for a creditor, or there is any similar action that affects
Contractor’s capability to perform under the Agreement;
ii.
Is the subject of a petition for involuntary bankruptcy not removed within sixty (60) calendar
days;
iii. Conducts business in an unethical manner as set forth in the City Procurement Rules
Article 7 or in an illegal manner; or
iv. Fails to carry out any term, promise, or condition of the Agreement.
b. Contractor will be in default of this Agreement if Contractor is debarred from participating in
City procurements and solicitations in accordance with Article 6 of the City’s Procurement
Rules.
c. Notice and Opportunity to Cure. In the event a party is in default then the other party will
provide written notice to the defaulting party of the default. The defaulting party will have thirty
(30) days from receipt of the notice to cure the default, unless the default is of a nature that it
is reasonably anticipated to affect the health, safety or welfare of the public and, in such an
event, the non-defaulting party may require a minimum seven (7) days to cure the default from
the date of receipt of the notice; the cure period may be extended by mutual agreement of the
parties, but no cure period may exceed ninety (90) days. A default notice will be deemed to be
sufficient if it is reasonably calculated to provide notice of the nature and extent of such default.
Failure of the non-defaulting party to provide notice of the default does not waive any rights
under the Agreement. Failure of the defaulting party to cure the default will entitle the non-
defaulting party to the election of remedies specific to the party as set forth in section 17 below.
d. Anticipatory Repudiation. Whenever the City in good faith has reason to question
Contractor’s intent or ability to perform, the City may demand that Contractor give a written
assurance of its intent and ability to perform. In the event demand is made and no written
assurance is given within ten (10) calendar days, the City may treat this failure as an
anticipatory repudiation of the Agreement entitling the City to terminate the Agreement in
accordance with section 17(a) below.
17.
REMEDIES. The remedies set forth in this Agreement are not exclusive. Election of one remedy
will not preclude the use of other remedies. In the event of default:
a. The non-defaulting party may terminate the Agreement, and the termination will be effective
immediately or at such other date as specified by the terminating party.
b. The City may purchase the services or materials required under the Agreement from the open
market, complete required work itself, or have it completed at the expense of Contractor. If the
cost of obtaining substitute services exceeds the contract price in the Agreement, the City may
recover the excess cost by: (i) requiring immediate reimbursement by the Contractor to the
City; (ii) deduction from an unpaid balance due to Contractor; (iii) collection against the proposal
and performance security, if any; (iv) collection against liquidated damages (if applicable); or
(v) a combination of the aforementioned remedies or other remedies as permitted by law.
Costs in this Subsection (b) include any and all, fees, and expenses incurred in obtaining
substitute services and expended in obtaining reimbursement including, but not limited to,
administrative expenses, attorneys’ fees, and costs.
c. The non-defaulting party will have all other rights granted under this Agreement and all rights
at law or in equity that may be available to it.
EXHIBIT C
MESA STANDARD TERMS AND CONDITIONS
d. Neither party will be liable for incidental, special, or consequential damages.
18.
CONTINUATION DURING DISPUTES. Contractor agrees that during any dispute between the
parties, Contractor will continue to perform its obligations until the dispute is settled, instructed to
cease performance by the City, enjoined or prohibited by judicial action, or otherwise required or
obligated to cease performance by other provisions in this Agreement.
19.
TERMINATION FOR CONVENIENCE. The City reserves the right to terminate this Agreement, in
part or in whole, for its sole convenience upon thirty (30) calendar days’ written notice. Contractor
acknowledges that, as with any termination permitted under this Agreement, in the event of a
termination for convenience, Contractor is only entitled to payment in accordance with section 22
(Payment to Contractor Upon Termination); Contractor will not be entitled to any anticipated lost
profits had the Agreement been performed to completion.
20.
TERMINATION FOR CONFLICT OF INTEREST (A.R.S. § 38-511). Pursuant to A.R.S. § 38-511,
the City may cancel this Agreement within three (3) years after its execution, without penalty or
further obligation, if any person significantly involved in initiating, securing, drafting, or creating the
Agreement for the City becomes an employee or agent of Contractor.
21.
TERMINATION FOR NON-APPROPRIATION AND MODIFICATION FOR BUDGETARY
CONSTRAINT. The City is a governmental agency which relies upon the appropriation of funds
by its governing body to satisfy its obligations. If the City reasonably determines it does not have
funds to meet its obligations under this Agreement, the City will have the right to terminate the
Agreement without penalty on the last day of the fiscal period for which funds were legally available.
In the event of such termination, the City agrees to provide written notice of its intent to terminate
thirty (30) calendar days prior to the stated termination date.
22.
PAYMENT TO CONTRACTOR UPON TERMINATION. Upon termination of this Agreement for
any reason, Contractor will be entitled only to payments authorized under the Agreement for those
services performed or materials provided in accordance with the Agreement up to the date of
termination, and any authorized expenses already incurred up to such date of termination. The
City will make final payment within thirty (30) calendar days after the City has both completed its
appraisal of the materials and services provided and received Contractor’s properly prepared final
invoice.
23.
NON-WAIVER OF RIGHTS. There will be no waiver of any provision of this Agreement unless
approved in writing and signed by the waiving party. Failure or delay to exercise any rights or
remedies provided herein or by law or in equity, or the acceptance of, or payment for, any services
hereunder, will not release the other party of any of the warranties or other obligations of the
Agreement and will not be deemed a waiver of any such rights or remedies.
24.
INDEMNIFICATION; LIABILITY.
a. To the fullest extent permitted by law, Contractor agrees to defend, indemnify and hold
harmless the City, its elected officials, agents, representatives and employees (collectively,
including the City, “City Personnel”) from and against any and all liabilities, demands, claims,
suits, penalties, obligations, losses, damages, causes of action, fines or judgments of any kind,
including costs, attorneys’, witnesses’ and expert witnesses’ fees, and expenses incident
thereto (all of the foregoing, collectively “Claims”) imposed upon or asserted against City
Personnel by a third party relating to, arising out of or resulting from, in whole or in part: (i)
services or materials provided under this Agreement by Contractor or its officers’, agents’, or
employees’ (collectively, including Contractor, “Contractor Personnel”): (ii) negligent acts,
errors, mistakes or omissions of Contractor Personnel; or (iii) failure of Contractor Personnel
to comply with or fulfill the obligations established by this Agreement. Contractor’s
indemnification, duty to defend and hold harmless City Personnel in this Subsection (a) will
apply to all Claims against City Personnel except Claims arising solely from the negligence or
intentional acts of City Personnel.
b. The City assumes no liability for the actions of Contractor Personnel and will not indemnify or
hold Contractor Personnel or any third party harmless for Claims relating to, arising out of or
EXHIBIT C
MESA STANDARD TERMS AND CONDITIONS
resulting from, in whole or in part, this Agreement or use of Contractor Personnel-provided
services or materials.
25.
WARRANTY. Contractor warrants that the services and materials will conform to the requirements
of the Agreement. Additionally, Contractor warrants that all services will be performed in a good,
workman-like and professional manner. The City’s acceptance of services or materials provided
by Contractor will not relieve Contractor from its obligations under this warranty. If the City
reasonably determines any materials or services are of a substandard or unsatisfactory manner,
Contractor, at no additional charge to the City, will provide materials or redo such services until in
accordance with this Agreement and to the City’s reasonable satisfaction.
Unless otherwise agreed, Contractor warrants that materials will be new, unused, of most current
manufacture and not discontinued, will be free of defects in materials and workmanship, will be
provided in accordance with manufacturer's standard warranty for at least one (1) year unless
otherwise specified, and will perform in accordance with manufacturer's published specifications.
26.
THE CITY’S RIGHT TO RECOVER AGAINST THIRD PARTIES. Contractor will do nothing to
prejudice the City’s right to recover against third parties for any loss, destruction, or damage to City
property and will, at the City’s request and expense, furnish to the City reasonable assistance and
cooperation in obtaining recovery, including assistance in the prosecution or defense of suit and
the execution of instruments of assignment in favor of the City.
27.
NO GUARANTEE OF WORK. Contractor acknowledges and agrees: (i) it is not entitled to deliver
any specific amount of materials or services, or any materials or services at all, under this
Agreement; and (ii) the materials or services will be requested by the City on an as needed basis,
at the sole discretion of the City. Any document referencing quantities or performance frequencies
represent the City's best estimate of current requirements, but will not bind the City to purchase,
accept, or pay for materials or services which exceed its actual needs.
28.
OWNERSHIP. All deliverables, services, and information provided by Contractor or the City
pursuant to this Agreement (whether electronically or manually generated) including without
limitation, reports, test plans, and survey results, graphics, and technical tables, originally prepared
in the performance of this Agreement, are the property of the City and will not be used or released
by Contractor or any other person except with prior written permission by the City.
29.
USE OF NAME. Contractor will not use the name of the City of Mesa in any advertising or publicity
without obtaining the prior written consent of the City.
30.
PROHIBITED ACTS. Contractor acknowledges the applicability of A.R.S. § 38-504 which prohibits
a person who, within the preceding twelve (12) months, is or was a public officer or employee of
the City from representing another person (including Contractor) before the City on any matter for
which the officer or employee was directly concerned and personally participated in during their
service or employment by a substantial and material exercise of administrative discretion. Further,
while employed by the City and for two (2) years thereafter, public officers or employees are
prohibited from disclosing or using, without appropriate authorization, any confidential information
acquired by such person in the course of his or her official duties at the City.
31.
FOB DESTINATION FREIGHT PREPAID AND ALLOWED. All deliveries will be FOB destination
freight prepaid and allowed unless otherwise agreed.
32.
RISK OF LOSS. Contractor agrees to bear all risk of loss, injury, or destruction of Contractor’s
goods or equipment incidental to Contractor providing the services and materials under this
Agreement and such loss, injury, or destruction will not release Contractor from any obligation
hereunder.
33.
SAFEGUARDING CITY PROPERTY. Contractor will be responsible for any damage or loss to
City real or personal property when such property is the responsibility of or in the custody of
Contractor or its personnel.
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MESA STANDARD TERMS AND CONDITIONS
34.
WARRANTY OF RIGHTS. Contractor warrants it has title to, or the right to allow the City to use,
the materials and services being provided and that the City may use same without suit, trouble or
hindrance from Contractor or third parties.
35.
PROPRIETARY RIGHTS INDEMNIFICATION. Without limiting the warranty in section 34,
Contractor will without limitation and at its expense defend the City against all claims asserted by
any person that anything provided by Contractor infringes a patent, copyright, trade secret or other
intellectual property right and must, without limitation, pay the costs, damages and attorneys' fees
awarded against the City in any such action, or pay any settlement of such action or claim. Each
party agrees to notify the other promptly of any matters to which this provision may apply and to
cooperate with each other in connection with such defense or settlement. If a preliminary or final
judgment is obtained against the City’s use or operation of the items provided by Contractor
hereunder or any part thereof by reason of any alleged infringement, Contractor will, at its expense
and without limitation, either: (a) modify the item so that it becomes non-infringing; (b) procure for
the City the right to continue to use the item; (c) substitute for the infringing item other item(s) having
at least equivalent capability; or (d) refund to the City an amount equal to the price paid, less
reasonable usage, from the time of installation acceptance through cessation of use, which amount
will be calculated on a useful life not less than five (5) years, plus any additional costs the City may
incur to acquire substitute supplies or services.
36.
CONTRACT ADMINISTRATION. The contract will be administered by the applicable Purchasing
Officer and/or an authorized representative from the using department (collectively “Contractor
Administrators”); all questions regarding the Agreement will be referred to the Contract
Administrators. If authorized by the Contract Administrators, supplements or amendments may be
written to the Agreement for the addition or deletion of services. Payment will be negotiated and
determined by the Contract Administrators.
37.
FORCE MAJEURE. Failure by either party to perform its duties and obligations will be excused by
unforeseeable circumstances beyond its reasonable control, including acts of nature, acts of the
public enemy, riots, fire, explosion, legislation, and governmental regulation. The party whose
performance is so affected will, within five (5) calendar days of the unforeseeable circumstance,
notify the other party of all pertinent facts and identify the force majeure event. The party whose
performance is so affected must also take all reasonable steps, promptly and diligently, to prevent
such causes if it is feasible to do so or to minimize or eliminate the effect thereof. The delivery or
performance date will be extended for a period equal to the time lost by reason of delay, plus such
additional time as may be reasonably necessary to overcome the effect of the delay, provided
however, under no circumstances will delays caused by a force majeure extend beyond one
hundred-twenty (120) calendar days from the scheduled delivery or completion date of a task
unless agreed upon by the parties.
38.
COOPERATIVE USE OF CONTRACT. The City has entered into various cooperative purchasing
agreements with other Arizona government agencies, including the Strategic Alliance for Volume
Expenditures (SAVE) cooperative. Under the SAVE Cooperative Purchasing Agreement, any
contract may be extended for use by other municipalities, school districts and government agencies
in the State of Arizona with the approval of Contractor. Any such usage by other entities must be
in accordance with the statutes, codes, ordinances, charter and/or procurement rules and
regulations of the respective government agency.
The City currently holds or may enter into Intergovernmental Governmental Agreements (IGA) with
numerous governmental entities. These agreements allow the entities, with the approval of
Contractor, to purchase their requirements under the terms and conditions of this Agreement.
A contractor, subcontractor or vendor or any employee of a contractor, subcontractor or vendor
who is contracted to provide services on a regular basis at an individual school shall obtain a valid
fingerprint clearance card pursuant to title 41, chapter 12, article 3.1. A school district governing
board shall adopt policies to exempt a person from the requirements of this subsection if the
person's normal job duties are not likely to result in independent access to or unsupervised contact
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MESA STANDARD TERMS AND CONDITIONS
with pupils. A school district, its governing board members, its school council members and its
employees are exempt from civil liability for the consequences of adoption and implementation of
policies and procedures pursuant to this subsection unless the school district, its governing board
members, its school council members or its employees are guilty of gross negligence or intentional
misconduct.
Additionally, Contractor will comply with the governing body’s fingerprinting policy of each individual
school district and public entity. Contractor, subcontractors, vendors and their employees will not
provide services on school district properties until authorized by the school district.
Orders placed by other agencies and payment thereof will be the sole responsibility of that agency.
The City is not responsible for any disputes arising out of transactions made by others.
39.
FUEL CHARGES AND PRICE INCREASES. No fuel surcharges will be accepted. No price
increases will be accepted without proper request by Contractor and response by the City’s
Purchasing Division.
40.
NOTICES. All notices to be given pursuant to this Agreement must be delivered to the parties at
their respective addresses. Notices may be sent via personally delivery, certified or registered mail
with postage prepaid, overnight courier, or facsimile. If provided by personal delivery, receipt will
be deemed effective upon delivery. If sent via certified or registered mail, receipt will be deemed
effective three (3) calendar days after being deposited in the United States mail. If sent via
overnight courier, or facsimile, receipt will be deemed effective two (2) calendar days after the
sending thereof.
41.
GOVERNING LAW, FORUM. This Agreement is governed by the laws of the State of Arizona.
The exclusive forum selected for any proceeding or suit, in law or equity, arising from or incident to
this Agreement will be Maricopa County, Arizona.
42.
INTEGRATION CLAUSE. This Agreement, including all attachments and exhibits hereto,
supersede all prior oral or written agreements, if any, between the parties and constitutes the entire
agreement between the parties with respect to the work to be performed.
43.
PROVISIONS REQUIRED BY LAW. Any provision required by law to be in this Agreement is a
part of this Agreement as if fully stated herein.
44.
SEVERABILITY. If any provision of this Agreement is declared void or unenforceable, such
provision will be severed from this Agreement, which will otherwise remain in full force and effect.
The parties will negotiate diligently in good faith for such amendment(s) of this Agreement as may
be necessary to achieve the original intent of this Agreement, notwithstanding such invalidity or
unenforceability.
45.
SURVIVING PROVISIONS. Notwithstanding any completion, termination, or other expiration of
this Agreement, all provisions which, by the terms of reasonable interpretation thereof, set forth
rights and obligations that extend beyond completion, termination, or other expiration of this
Agreement, will survive and remain in full force and effect. Except as specifically provided in this
Agreement, completion, termination, or other expiration of this Agreement will not release any party
from any liability or obligation arising prior to the date of termination.
46.
A.R.S. SECTIONS 1-501 and 1-502. Pursuant to A.R.S §§ 1-501 and 1-502, any person who
applies to the City for a local public benefit (the definition of which includes a grant, contract or
loan) must demonstrate his or her lawful presence in the United States. As this Agreement is
deemed a local public benefit, if Contractor is an individual (natural) person or sole proprietorship,
Contractor agrees to sign and submit the necessary documentation to prove compliance with the
statutes if applicable.
47.
AUTHORITY. Each party hereby warrants and represents that it has full power and authority to
enter into and perform this Agreement, and that the person signing on behalf of each is properly
authorized and empowered to enter into the Agreement. Each party further acknowledges that it
has read this Agreement, understands it, and agrees to be bound by it.
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48.
UNIFORM ADMINISTRATIVE REQUIREMENTS. By entering into this Agreement, the Contractor
agrees to comply with all applicable provisions of Title 2, Subtitle A, Chapter II, PART 200—
UNIFORM
ADMINISTRATIVE
REQUIREMENTS,
COST
PRINCIPLES,
AND
AUDIT
REQUIREMENTS FOR FEDERAL AWARDS contained in Title 2 C.F.R. § 200 et seq.
49.
PCI DSS Compliance. In the event any Contractor engages in payment card transactions as a
part of the services provided to the City, Contractor shall comply with the Payment Card Industry
Data Security Standards (“PCI DSS”) and any amendments or restatements of the PCI DSS during
the Term of this Agreement. Contractor accepts responsibility for the security of the City’s and/or
any customer’s credit card data in its possession, even if all or a portion of the services to City are
subcontracted to third parties.