Extracted text (via ocr_local)
29060 characters
AGREEMENT FOR
GLENDALE @ PLAY MAGAZINE - DESIGN & PRINTING SERVICES
City of Glendale Solicitation No. 22-37
This Agreement for Glendale @ Play Magazine - Design & Printing Services ("Agreement") is effective and entered
into between CITY OF GLENDALE, an Arizona municipal corporation ("City"), and Rox Media Group LLC, a
Arizona limited liability company, authorized to do business in Arizona, (the "Conttactor"), as of the day of
2022.
RECITALS
City intends to undertake a project for the benefit of the public and with public funds that is more fully set
forth in Exhibit A, pursuant to Solicitation No. 22-37 (the "Project");
City desires to retain the services of Contractor to perform those specific duties and produce the specific
work as set forth in the Project attached hereto;
City and Contractor desire to memorialize their agreement with this document.
AGREEMENT
In consideration of the Recitals, which are confirmed as true and cortect and incorporated by this reference, the
mutual promises and covenants contained in this Agreement, and other good and valuable consideration, City and
Contractor agree as follows:
1,
Key Personnel; Sub-contractors.
Services. Contractor will provide all services necessary to assure the Project is completed timely
and efficiently consistent with Project requirements, including, but not limited to, working in close
interaction and interfacing with City and its designated employees, and working closely with others,
including other contractors ot consultants, retained by City.
11
1.2
Project Team.
a. Project Manager.
69) Contractor will designate an employee as Project Manager with sufficient training,
knowledge, and experience to, in the City's option, complete the Project and
handle all aspects of the Project such that the work produced by Contractor is
consistent with applicable standards as detailed in this Agreement;
(2) The City must approve the designated Project Manager; and
3) To assure the Project schedule is met, Project Manager may be required to devote
no less than a specific amount of time as set out in Exhibit A.
b. Project Team.
(a) The Project Manager and all other employees assigned to the project by
Contractor will comprise the "Project Team."
0) Project Manager will have responsibility for and will supervise all other employees
assigned to the Project by Contractor.
Discharge, Reassign, Replacement.
()
Contractor acknowledges the Project Team is comprised of the same persons and
roles for each as may have been identified in the response to the Project's
solicitation.
4/29/2021
(2) Contractor will not discharge, reassign or replace or diminish the responsibilities
of any of the employees assigned to the Project who have been approved by City
without City's prior written consent unless that person leaves the employment of
Contractor, in which event the substitute must first be approved in writing by City.
Q) Contractor will change any of the membets of the Project Team at the City's
request if an employee's performance does not equal or exceed the level of
competence that the City may reasonably expect of a person performing those
duties or if the acts or omissions of that person ate detrimental to the
development of the Project.
d, Sub-contractors.
(1) Contractor may engage specific technical contractor (each a "Sub-contractor") to
furnish certain service functions.
(2) Contractor will remain fully responsible for Sub-contractor's services.
Gy Sub-contractors must be approved by the City, unless the Sub-contractor was
previously mentioned in the response to the solicitation.
(4) Contractor shall certify by letter that contracts with Sub-contractors have been
executed incorporating requirements and standards as set forth in this Agreement.
Schedule. The services will be undertaken in a manner that ensures the Project is completed timely and
efficiently in accordance with the Project.
Contractor’s Work.
3.1
3.2.
3.3
Standard, Contractor must perform services in accordance with the standards of due diligence,
cate, and quality prevailing among contractors having substantial experience with the successful
furnishing of services for projects that are equivalent in size, scope, quality, and other criteria under
the Project and identified in this Agreement.
Licensing. Contractor wartants that:
a. Contractor and Sub-contractors will hold all appropriate and required licenses, registrations
and other approvals necessary for the lawful furnishing of services ("Approvals"); and
b. Neither Contractor nor any Sub-contractor has been debarred or otherwise legally
excluded from contracting with any federal, state, or local governmental entity
("Debarment").
63) City is under no obligation to ascettain or confirm the existence ot issuance of any
Approvals or Debarments or to examine Contractor's contracting ability.
(2) Contractor must notify City immediately if any Approvals or Debarment changes
during the Agreements duration and the failure of the Contractor to notify City as
required will constitute a material default under the Agreement.
Compliance. Services will be furnished in compliance with applicable federal, state, county and
local statutes, rules, regulations, ordinances, building codes, life safety codes, and other standards
and criteria designated by City.
Contractor must not discriminate against any employee or applicant for employment on the basis
of race, colot, religion, sex, national origin, age, marital status, sexual orientation, gender identity or
expression, genetic characteristics, familial status, U.S. military veteran status or any disability.
Contractor will require any Sub-contractor to be bound to the same requirements as stated within
this section. Contractor, and on behalf of any subcontractors, warrants compliance with this
section.
4f29/2021
4,
3.4
3.5
Coordination; Interaction.
a. For projects that the City believes requires the coordination of various professional
services, Contractor will work in close consultation with City to proactively imteract with
any other professionals retained by City on the Project (“Coordinating Project
Professionals").
b. Subject to any limitations expressly stated in the Project Budget, Contractor will meet to
review the Project, Schedule, Project Budget, and in-progress work with Coordinating
Project Professionals and City as often and for durations as City reasonably considers
necessary in order to ensure the timely work delivery and Project completion.
c For projects not involving Coordinating Project Professionals, Contractor will proactively
interact with any other contractors when directed by City to obtain or disseminate timely
information for the proper execution of the Project.
Work Product.
a. Ownership. Upon receipt of payment for services furnished, Contractor grants to City,
and will cause its Sub-contractors to grant to the City, the exclusive ownership of and all
copyrights, if any, to evaluations, reports, drawings, specifications, project manuals,
sutveys, estimates, reviews, minutes, all "architectural work" as defined in the United States
Copyright Act, 17 U.S.C § ‘101, et seq., and other intellectual work product as may be
applicable ("Work Product").
qd) This grant is effective whether the Work Product is on paper (e.g., a "hard copy"),
in electronic format, or in some other form.
(2 Contractot warrants, and agrees to indemnify, hold harmless and defend City for,
from and against any claim that any Work Product infringes on third-party
proprietary interests.
b. Delivery. Contractor will deliver to City copies of the preliminary and completed Work
Product promptly as they are prepared.
c City Use.
() City may teuse the Work Product at its sole discretion.
(2) In the event the Work Product is used for another project without further
consultations with Contractor, the City agrees to indemnify and hold Contractor
harmless from any claim arising out of the Work Product.
3) In such case, City shall also remove any seal and title block from the Work
Product.
Compensation for the Project.
4.1
4.2
Compensation. Contractor's compensation for the Project, including those furnished by its Sub-
contractors will not exceed $350,000 for the entire term of the conctract, as specifically detailed in
Exhibit B (the "Compensation").
Change in Scope of Project The Compensation may be equitably adjusted if the originally
contemplated scope of services as outlined in the Project is significantly modified.
a. Adjustments to the Compensation require a written amendment to this Agreement and
may require City Council approval.
b. Additional services which ate outside the scope of the Project contained in this Agreement
may not be performed by the Contractor without prior written authorization from the City.
c. Notwithstanding the incorporation of the Exhibits to this Agreement by reference, should
any conflict arise between the provisions of this Agreement and the provisions found in
-3-
4729/2021
the Exhibits and accompanying attachments, the provisions of this Agreement shall take
priority and govern the conduct of the patties.
5. Billings and Payment.
5.1 Applications.
| a. Contractor will submit monthly invoices (each, a "Payment Application") to City's Project
Manager and City will remit payments based upon the Payment Application as stated
below.
b. The period covered by each Payment Application will be one calendar month ending on
the last day of the month ot as specified in the solicitation.
5.2 Payment.
a. After a full and complete Payment Application is received, City will process and remit
| payment within 30 days.
b, Payment may be subject to or conditioned upon City's receipt of:
(1) Completed work generated by Contractor and its Sub-contractors; and
(2) Unconditional waivers and releases on final payment from Sub-contractors as City
may reasonably request to assure the Project will be free of claims arising from
required performances under this Agreement.
5.3 Review and Withholding. City's Project Manager will timely review and certify Payment
Applications,
| a. If the Payment Application is rejected, the Project Manager will issue a written listing of
the items not approved for payment.
b. City may withhold an amount sufficient to pay expenses that City reasonably expects to
incur in correcting the deficiency or deficiencies rejected for payment.
6. Termination,
| 6.1 For Convenience. City may terminate this Agreement for convenience, without cause, by
delivering a written termination notice stating the Effective Termination date, which may not be
less than 30 days following the date of delivery.
a. Contractor will be equitably compensated for Goods or Services furnished prior to receipt
of the termination notice and for reasonable costs incurred.
b. Contractor will also be similarly compensated for any approved effort expended and
approved costs incurred that are directly associated with project closeout and delivety of
the required items to the City.
6.2 For Cause. City may terminate this Agreement for cause if Contractor fails to cute any breach of
this Agreement within seven days after receipt of written notice specifying the breach.
a. Contractor will not be entitled to further payment until after City has determined its
damages. If City's damages resulting from the breach, as determined by City, are less than
the equitable amount due but not paid Contractor for Service and Repair furnished, City
will pay the amount due to Contractor, less City's damages, in accordance with the
provision of § 5.
b. If City's direct damages exceed amounts otherwise due to Contractor, Contractor must pay
the difference to City immediately upon demand; however, Contractor will not be subject
to consequential damages of more than $1,000,000 or the amount of this Agreement,
whichever is greater. |
4/29/2021
Conflict. Contractor acknowledges this Agreement is subject to A.R.S. § 38-511, which allows for
cancellation of this Agreement in the event any petson who is significantly involved in initiating,
negotiating, secuting, drafting, or creating the Agreement on City's behalf is also an employee, agent, or
consultant of any other patty to this Agreement.
Insurance.
8.1 Requirements. Contractor must obtain and maintain the following insurance ("Required
Insurance"):
a. Contractor and Sub-contractors. Contractor, and each Sub-contractor performing work ot
providing materials related to this Agreement must procure and maintain the insurance
coverages described below (collectively referred to herein as the "Contractor's Policies"),
until each Party's obligations under this Agreement ate completed.
b, General Liability.
(1) Contractor must at all times relevant hereto carry a commercial genera) liability
policy with a combined single limit of at least $1,000,000 per occurrence and
$2,000,000 annual aggregate for each property damage and contractual property
damage.
(2) Sub-contactors must at all times relevant hereto carry a general commercial liability
policy with a combined single limit of at least $1,000,000 per occurrence.
Q3) This commercial general liability insurance must include independent contractors’
liability, contractual liability, broad form ptopetty coverage, XCU hazards if
requested by the City, and a separation of insurance provision,
(4) These limits may be met through a combination of primary and excess liability
coverage.
c. Auto, A business auto policy providing a liability limit of at least $1,000,000 per accident
for Contractor and $1,000,000 pet accident for Sub-contractors and covering owned, non-
owned and hired automobiles.
d. Workers’ Compensation and Employer's Liability. A workets' compensation and
employer's liability policy providing at least the minimum benefits trequited by Arizona law.
e. Notice of Changes. Contractor's Policies must provide for not less than 30 days' advance
written notice to City Representative of:
(1) Cancellation or tetmination of Contractor or Sub-contractor's Policies;
(2) Reduction of the coverage limits of any of Contractor ot and Sub-contractor's
Policies; and
(3) Any other material modification of Conttactor ot Sub-contractot's Policies related
to this Agreement.
if Certificates of Insurance.
qd) Within 10 business days after the execution of the Agreement, Contractor must
deliver to City Representative certificates of insurance for each of Contractor and
Sub-contractor's Policies, which will confirm the existence or issuance of
Contractor and Sub-contractor's Policies in accotdance with the provisions of this
section, and copies of the endorsements of Contractor and Sub-contractor's
Policies in accordance with the provisions of this section.
(2) City is and will be under no obligation either to ascertain or confirm the existence
ot issuance of Contractor and Sub-conttactor's Policies, or to examine Conttactor
and Sub-contractor’s Policies, or to inform Contractor or Sub-contractor in the
event that any coverage does not comply with the requirements of this section.
-5%
4/29/2021
(3) Contractor's failure to secure and maintain Contractor Policies and to assure Sub-
contractor policies as required will constitute a matetial default under the
Agreement.
Other Contractors or Vendors.
qQ) Other contractors or vendors that may be contracted with in connection with the
Project must procure and maintain insurance coverage as is appropriate to their
particular contract.
() This insurance coverage must comply with the requirements set forth above for
Contractor's Policies (e.g., the requirements pertaining to endorsements to name
the parties as additional insured parties and certificates of insurance).
Policies. Except with respect to workers’ compensation and employer's liability coverages,
City must be named and properly endorsed as additional insureds on all liability policies
required by this section.
(1) The coverage extended to additional insureds must be primary and must not
contribute with any insurance or self insurance policies or programs maintained by
the additional insureds.
@ All insurance policies obtained pursuant to this section must be with companies
legally authorized to do business in the State of Arizona and reasonably acceptable
to all parties.
8.2 Sub-contractors.
a.
Contractor must also cause its Sub-contractors to obtain and maintain the Required
Insurance.
City may consider waiving these insurance requirements for a specific Sub-contractor if
City is satisfied the amounts required are not commercially available to the Sub-contractor
and the insurance the Sub-contractor does have is appropriate for the Sub-contractor's
work under this Agreement.
Contractor and Sub-contractors must provide to the City proof of the Required Insurance
whenever requested.
8.3 Indemnification.
a.
To the fullest extent permitted by law, Contractor must defend, indemnify, and hold
harmless City and its elected officials, officers, employees and agents (each, an
"Indemnified Party," collectively, the "Indemnified Parties"), for, from, and against any and
all claims, demands, actions, damages, judgments, settlements, personal injury (including
sickness, disease, death, and bodily harm), property damage (including loss of use),
infringement, governmental action and all other losses and expenses, including attorneys!
fees and litigation expenses (each, a "Demand or Expense"; collectively, "Demands or
Expenses") asserted by a third-party (Le. a person or entity other than City or Contractor)
and that arises out of or results from the breach of this Agreement by the Contractor or
the Contractot’s negligent actions, ertors or omissions (including any Sub-contractor or
other person or firm employed by Contractor), whether sustained before or after
completion of the Project.
This indemnity and hold harmless provision applies even if a Demand or Expense is in
part due to the Indemnified Patty's negligence ot breach of a responsibility under this
Agteement, but in that event, Contractor shall be liable only to the extent the Demand or
Expense results from the negligence or breach of a responsibility of Contractor or of any
petson or entity for whom Contractor is responsible.
4/29/2021
10.
11.
c Contractor is not required to indemnify any Indemnified Parties for, from, or against any
Demand or Expense resulting from the Indemnified Party's sole negligence or other fault
solely attributable to the Indemnified Party.
E-verify, Records and Audits. To the extent applicable under A.R.S. § 41-4401, the Contractor warrant
their compliance and that of its subcontractors with all federal immigration laws and regulations that relate
to their employees and compliance with the E-verify requirements under A.R.S. § 23-214(A). The
Contractor or subcontractor’s breach of this warranty shall be deemed a material breach of the Agreement
and may result in the termination of the Agreement by the City under the terms of this Agreetnent. The City
retains the legal right to randomly inspect the papers and records of the other party to ensure that the other
party is complying with the above-mentioned warranty. The Contractor and subcontractor warrant to keep
their respective papers and records open for random inspection during normal business hours by the other
party. The parties shall cooperate with the City’s random inspections, including granting the inspecting party
entry rights onto their respective properties to perform the random inspections and waiving their respective
tights to keep such papers and records confidential.
No Boycott of Israel. To the extent A.RS § 35-393 through § 35-393.03 are applicable, the parties hereby
certify that they are not currently engaged in, and agree for the duration of the Agreement to not engage in,
a boycott of goods or services from Israel, as that term is defined in A.R-S § 35-393.
Attestation of PC] Compliance. When applicable, the Contractor will provide the City annually with a
Payment Card Industry Data Security Standard (PCI DSS) attestation of compliance certificate signed by an
officer of Contractor with oversight responsibility.
Notices,
12.1 A notice, request or other communication that is required or permitted under this Agreement (each
a "Natice") will be effective only ift
. The Notice is in writing; and
b. Delivered in person or by overnight courier service (delivery charges prepaid), certified or
registered mail (return receipt requested); and
c. Notice will be deemed to have been delivered to the person to whom it is addressed as of
the date of receipt, if
(1) Received on a business day, or before 5:00 p.m., at the address for Notices
identified for the Party in this Agreement by U.S. Mail, hand delivery, or overnight
courier service on or before 5:00 p.m.; or
(2) As of the next business day after receipt, if received after 5:00 p.m.
d. The burden of proof of the place and time of delivery is upon the Party giving the Notice;
and
e. Digitalized signatures and copies of signatures will have the same effect as original
signatutes.
12.2 Representatives.
a. Contractor. Contractor's representative (the "Contractor's Representative") authorized to
act on Contractor's behalf with respect to the Project, and his or her address for Notice
delivery is:
Rox Media Group LLC.
c/o Elaine Earle, Chief Executive Office
1919 N. Trekell Rd, Suite C
Case Grande, AZ 85122
b. City. City's representative ("City's Representative") authorized to act on City’s behalf, and
his or her address for Notice delivery is:
-7-
4/29/2021
14.
City of Glendale
c/o Paul Evans, Contract Analyst
5850 W Glendale Avenue, Suite 317
Glendale, Atizona 85301
623-930-2864
With required copy to:
City Manager City Attorney
City of Glendale City of Glendale
5850 West Glendale Avenue 5850 West Glendale Avenue |
Glendale, Arizona 85301 Glendale, Arizona 85301
c. Concurrent Notices.
(1) All notices to City's representative must be given concurrently to City Manager
and City Attorney.
(2) A notice will not be deemed to have been received by City's representative until
the time that it has also been received by City Manager and City Attorney. |
(3) City may appoint one or more designees for the purpose of receiving notice by
delivery of a written notice to Contractor identifying the designee(s) and their
respective addresses for notices. |
d. Changes. Contractor or City may change its representative or information on Notice, by
giving Notice of the change in accordance with this section at least ten days prior to the
change.
Financing Assignment. City may assign this Agreement to any City-affiliated entity, including a non- |
profit corporation or other entity whose primary purpose is to own or manage the Project.
Entire Agreement; Survival; Counterparts; Signatures.
14.1 Integration. This Agreement contains, except as stated below, the entire agreement between City
and Contractor and supersedes all prior conversations and negotiations between the parties
regarding the Project or this Agreement,
a. Neither Party has made any representations, warranties or agreements as to any matters
concerning the Agreement's subject matter.
b, Representations, statements, conditions, or warranties not contained in this Agreement will
not be binding on the parties.
c. The solicitation, any addendums and the response submitted by the Contractor are
incorporated into this Agreement as if attached hereto. Any Conttactor response modifies
the original solicitation as stated. Inconsistencies between the solicitation, any addendums
and the response or any excerpts attached as Exhibit A and this Agreement will be
resolved by the terms and conditions stated in this Agreement.
14.2 Interpretation.
a. The parties fairly negotiated the Agreement's provisions to the extent they believed
ecessary and with the legal representation they deemed appropriate.
b. The parties are of equal bargaining position and this Agreement must be construed equally
between the parties without consideration of which of the parties may have drafted this
Agreement.
c The Agreement will be interpreted in accordance with the laws of the State of Arizona.
-8-
4/29/2021
16.
17.
18.
14.3. Survival. Except as specifically provided otherwise in this Agreement, each warranty,
representation, indemnification and hold harmless provision, insurance requirement, and every
other right, remedy and responsibility of a Party, will survive completion of the Project, or the
earlier termination of this Agreement.
144 Amendment. No amendment to this Agreement will be binding unless in writing and executed by
the parties, Any amendment may be subject to City Council approval. Electtonic signature blocks
do not constitute execution.
14.5 Remedies, All rights and remedies provided in this Agreement are cumulative and the exetcise of
any one or more right or remedy will not affect any other rights or remedies under this Agreement
or applicable law.
14.6 Severability. If any provision of this Agreement is voided or found unenforceable, that
determination will not affect the validity of the other provisions, and the voided or unenforceable
provision will be deemed reformed to conform to applicable law.
14.7 Counterparts. This Agreement may be executed in counterparts, and all counterparts will together
comprise one instrument.
Term.
15.1 Renewals. The term of this Agreement commences upon the effective date and continues for a one
(1)-yeax initial period, The City may, at its option and with the approval of the Contractor, extend
the term of this Agreement an additional four (4) years, renewable on an annual basis. Contractor
will be notified in writing by the City of its intent to extend the Agreement period at least thirty
(30) calendar days prior to the expiration of the original or any renewal Agreement period. Price
adjustments will only be reviewed during the Agreement renewal period and any such price
adjustment will be a detetmining factor for any renewal. There ate no automatic renewals of this
Agreement.
15.2 Extension for Procurement Process. Upon the expiration of the Term of this Agreement, including
the initial term and any renewals, 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 to complete its
procurement ptocess to select a vendor to provide the services/materials similar to those provided
under this Agreement. The City will notify the Contractor in writing of its intent to extend the
Agreement at least thitty (30) calendar days prior to the expiration of the Tetm. Any extension
ptovided under this subsection will continue under the same terms and conditions as in effect
immediately prior to the expiration of the then-current term.
Dispute Resolution. Any controversy or claim atising out of or relating to this contract, or the breach
thereof, shall be settled by arbitration administered according to the American Arbitration Association’s
Commercial Arbitration Rules, and judgment on the award rendered by the arbitrator may be entered in any
coutt having jurisdiction thereof.
Cooperative Use of Contract. This agreement may be extended for use by other governmental agencies
and political subdivisions of the State. Any such usage by other entities must be in accord with the
ordinances, chatter, rules and regulations of the respective entity and the approval of the Contractor and
City. For a list of SAVE members, click on the following link:
http: /www.mesaaz.pov business / purchasing /save
Exhibits, The following exhibits, with reference to the term in which they are first referenced, are
incorporated by this reference.
Exhibit A Project
Exhibit B Compensation
4/29/2021
The parties enter into this Agreement as of the Effective Date shown above,
City of Glendale,
an Arizona municipal corporation
By: Kevin R. Phelps
Its: City Manager
ATTEST:
Julie K. Bower
City Clerk (SEAL)
APPROVED AS TO FORM:
Michael D. Bailey
City Attorney
Rox Media Group LLC,
a limited liability company
Ca oA LL at
By: BhineEatte Geatrice Lueck —
Its: GhiefExecutive-@fficer- Direety of Operations
4/29/2021
EXHIBIT A
GLENDALE @ PLAY MAGAZINE - DESIGN & PRINTING SERVICES
PROJECT
Rox Media LLC, shall design, print, mail and distribute the City' s Glendale @ Play magazine. The Glendale @ Play
magazine is a listing of parks and recreation special interest classes, special events, and tourism activities happening
throughout the City, as defined in the documents and exhibits in RFP 22-37.
EXHIBIT B
GLENDALE @ PLAY MAGAZINE - DESIGN & PRINTING SERVICES
COMPENSATION
METHOD AND AMOUNT OF COMPENSATION
Method and amount of compensation will be based on RFP 22-37.
NOT-TO-EXCEED AMOUNT
The total amount of compensation paid to Contractor for full completion of all work required by the Project during
the entire term of the Project must not exceed $350,000.
DETAILED PROJECT COMPENSATION
See attached Pricing Workbook.