City Council Report

City of Tolleson — City Council (2025-10-28)

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COOPERATIVE PURCHASING AGREEMENT
BETWEEN
THE CITY OF TOLLESON
AND
ADVANCED SECURITY TECHNOLOGIES LLC

THIS COOPERATIVE PURCHASING AGREEMENT (this “Agreement”) between the CITY OF
TOLLESON, an Arizona municipal corporation, (the “City’), and ADVANCED SECURITY
TECHNOLOGIES LLC, a New Jersey limited liability company, (the “Contractor”) (collectively, “the
parties”), is hereby entered into and shall be effective on the last signature date set forth below.

RECITALS

A. After a competitive procurement process, the City of Mesa, an Arizona municipal
corporation and Contractor entered into Contract No. 2026008, (the “Cooperative Contract”), for
equipment (“Equipment and Services”). A copy of the Cooperative Contract is on file with the
City Clerk’s office and is incorporated herein by reference.

B. The City is permitted, pursuant to Section 3-5-7 of the City Code, to make
purchases under the Cooperative Contract, at its discretion and with the agreement of the
awarded Contractor, and the Cooperative Contract permits its cooperative use by other public
entities, including the City.

Cc. The City and the Contractor desire to enter into this Agreement for the purpose
of (i) acknowledging their cooperative contractual relationship under the Cooperative Contract
and this Agreement, (ii) establishing the terms and conditions by which the Contractor may
provide the City with the required Products, and (iii) setting the maximum aggregate amount to
be expended pursuant to this Agreement related to the Equipment and Services.

AGREEMENT

NOW, THEREFORE, in consideration of the foregoing introduction and recitals, which are
incorporated herein by reference, the following mutual covenants and conditions, and other
good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged,
the City and the Contractor hereby agree as follows:

1, Term of Agreement. This Agreement shall be effective on the last signature date
set forth below and shall remainin full force and effect until October 20, 2028 (the “Term”) unless
terminated as otherwise provided in this Agreement or the Cooperative Contract.

2. Scope of Work. This isan indefinite quantity and indefinite delivery, i.e.,as needed
as determined by the City, Agreement for Equipment and Equipment and Services under the
terms and conditions of the Cooperative Contract. The City does not guarantee that any
minimum or maximum number of purchases will be made pursuant to this Agreement. Purchases
will only be made when the City identifies a need and proper authorization and documentation

have been approved. For purchase(s) determined by the City to be appropriate for this
Agreement, the Contractor shall provide the Equipment and Services to the City in such quantities
and configurations agreed upon between the parties, in a written invoice, quote, Purchase Order
or other form of written agreement describing the work to be completed (each, a “Purchase
Order”). Each Purchase Order approved and accepted by the parties pursuant to this Agreement
shall (i) contain a reference to this Agreement and the Cooperative Contract and (ii) be attached
hereto as Exhibit A and incorporated herein by reference. Purchase Orders submitted without
referencing this Agreement and the Cooperative Contract will be subject to rejection. ]

2.1 Inspection; Acceptance. All Equipment and Services are subject to final
inspection and acceptance by the City. Equipment and Services failing to conform to the
requirements of this Agreement and/or the Cooperative Contract will be held at Contractor’s risk
and may be returned to the Contractor. If so returned, all costs are the responsibility of the
Contractor. Upon discovery of non-conforming Equipment and Services, the City may elect to do
any or all of the following by written notice to the Contractor: (i) waive the non-conformance; (ii)
stop the work immediately; or (iii) bring the Equipment and Services into compliance and
withhold the cost of same from any payments due to the Contractor.

2.2 Cancellation. The City reserves the right to cancel Purchase Orders within
a reasonable period of time after issuance. Should a Purchase Order be canceled, the City agrees
to reimburse the Contractor, but only for actual and documentable costs incurred by the
Contractor due to and after issuance of the Purchase Order. The City will not reimburse the
Contractor for any costs incurred after receipt of City notice of cancellation, or for lost profits,
shipment of product prior to issuance of Purchase Order or for anything not expressly permitted
pursuant to this Agreement.

3. Compensation. The City’s payments to the Contractor (if any) shall not exceed an
aggregate amount of $200,000.00 for each fiscal year, July 1% through June 30‘, for the
Equipment and Services at payment rates that shall be agreed upon by the parties. Ifan entire
fiscal year does not fall within the Term of this Agreement, the aggregate compensation limit for
that partial year shall be reduced to an amount equal to the compensation limit multiplied by a
factor having as its numerator the number of days in the partial fiscal year and as its denominator
the number three hundred sixty-five (365).

4. Payments. The City shall pay the Contractor based upon acceptance and delivery
of Equipment and Services performed and completed to date, and upon submission and approval
of invoices. Each invoice shall (i) contain a reference to this Agreement and the Cooperative
Contract and (ii) document and itemize all work completed to date. The invoice statement shall
include a record of materials delivered, time expended, and work performed in sufficient detail
to justify payment. Additionally, invoices submitted without referencing this Agreement and the
Cooperative Contract will be subject to rejection and may be returned.

5. Records and Audit Rights. To ensure that the Contractor and its subcontractors
are complying with the E-verify warranty, Contractor’s and its subcontractors’ books, records,
correspondence, accounting procedures and practices, and other supporting evidence relating

to this Agreement, including the papers of any Contractor and its subcontractors’ employees who
perform any work or services pursuant to this Agreement (all of the foregoing hereinafter
referred to as “Records”), shall be open to inspection and subject to audit and/or reproduction
during normal working hours by the City, to the extent necessary to adequately permit (A)
evaluation and verification of any invoices, payments or claims based on Contractor’s and its
subcontractors’ actual costs (including direct and indirect costs and overhead allocations)
incurred, or units expended directly in the performance of work under this Agreement and (B)
evaluation of the Contractor’s and its subcontractors’ compliance with the Arizona employer
sanctions laws referenced in the E-verify section. To the extent it is necessary for the City to audit
Records as set forth in this subsection, Contractor and its subcontractors hereby waive any rights
to keep such Records confidential. For the purpose of evaluating or verifying such actual or
claimed costs or units expended, the City shall have access to said Records, even if located at its
subcontractors’ facilities, from the effective date of this Agreement for the duration of the work
and until three years after the date of final payment by the City to Contractor pursuant to this
Agreement. Contractor and its subcontractors shall provide the City with adequate and
appropriate workspace so that the City can conduct audits in compliance with the provisions of
this section. The City shall give Contractor or its subcontractors reasonable advance notice of
intended audits. Contractor shall require its subcontractors to comply with the provisions of this
subsection by insertion of the requirements hereof in any subcontract pursuant to this
Agreement.

6. E-verify Requirements. To the extent applicable under A.R.S. § 41-4401, the
Contractor and its subcontractors warrant compliance with all federal immigration laws and
regulations that relate to their employees and their compliance with the E-verify requirements
under A.R.S. § 23-214(A). Contractor’s or its subcontractors’ failure to comply with such warranty
shall be deemed a material breach of this Agreement and may result in the termination of this
Agreement by the City.

7. Conflict of Interest. This Agreement is subject to the provisions of A.R.S. § 38-511.
The City may cancel the Contract without penalty or further obligations by the City or any of its
departments or agencies if any person significantly involved in initiating, negotiating, securing,
drafting or creating a Contract on behalf of the City or any of its departments or agencies is, at
any time while the Contract or any extension of the Contract is in effect, an employee of any
other party to the Contract in any capacity or aconsultant to any other party of the Contract with
respect to the subject matter of the Contract.

8. Applicable Law; Venue. This Agreement shall be governed by the laws of the State
of Arizona and a suit pertaining to this Agreement may be brought only in courts in Maricopa
County, Arizona.

9. Agreement Subject to Appropriation. The City is obligated only to pay its
obligations set forth in this Agreement as may lawfully be made from funds appropriated and
budgeted for that purpose during the City’s then current fiscal year. The City’s obligations under
this Agreement are current expenses subject to the “budget law” and the unfettered legislative

discretion of the City concerning budgeted purposes and appropriation of funds. Should the City
elect not to appropriate and budget funds to pay its Agreement obligations, this Agreement shall
be deemed terminated at the end of the then-current fiscal year term for which such funds were
appropriated and budgeted for such purpose and the City shall be relieved of any subsequent
obligation under this Agreement. The parties agree that the City has no obligation or duty of good
faith to budget or appropriate the payment of the City’s obligations set forth in this Agreement
in any budget in any fiscal year other than the fiscal year in which this Agreement is executed and
delivered. The City shall be the sole judge and authority in determining the availability of funds
for its obligations under this Agreement. The City shall keep Contractor informed as to the
availability of funds for this Agreement. The obligation of the City to make any payment pursuant
to this Agreement is not a general obligation or indebtedness of the City. Contractor hereby
waives any and all rights to bring any claim against the City from or relating in any way to the
City’s termination of this Agreement pursuant to this section.

10. Conflicting Terms. In the event of any inconsistency, conflict, or ambiguity among
the terms of this Agreement, any City-approved Purchase Orders, the Cooperative Contract, and
invoices, the documents shall govern in the order listed herein. Notwithstanding the foregoing,
and in conformity with Section 2 above, unauthorized exceptions, conditions, limitations, or
provisions in conflict with the terms of this Agreement or the Cooperative Contract (collectively,
the “Unauthorized Conditions”), other than the City’s project-specific requirements, are
expressly declared void and shall be of no force and effect. Acceptance by the City of any
Purchase Order or invoice containing any such Unauthorized Conditions or failure to demand full
compliance with the terms and conditions set forth in this Agreement or under the Cooperative
Contract shall not alter such terms and conditions or relieve Contractor from, nor be construed
or deemed a waiver of, its requirements and obligations in the performance of this Agreement.

11. Rights and Privileges. To the extent provided under the Cooperative Contract, the
City shall be afforded all of the rights and privileges afforded to the City of Mesa, an Arizona
municipal corporation and shall be “City of Mesa” (as defined in the Cooperative Contract) for
the purposes of the portions of the Cooperative Contract that are incorporated herein by
reference.

12. Indemnification; Insurance. In addition to and in no way limiting the provisions set
forth in Section 11 above, the City shall be afforded all of the insurance coverage and
indemnifications afforded to the Lead Public Agency to the extent provided under the
Cooperative Contract, and such insurance coverage and indemnifications shall inure and apply
with equal effect to the City under this Agreement including, but not limited to, the Contractor’s
obligation to provide the indemnification and insurance. In any event, the Contractor shall
indemnify, defend and hold harmless the City and each council member, officer, employee or
agent thereof (the Cityand any such person being herein calledan “Indemnified Party”), for, from
and against any and all losses, claims, damages, liabilities, costs and expenses (including, but not
limited to, reasonable attorneys’ fees, court costs and the costs of appellate proceedings) to
which any such Indemnified Party may become subject, under any theory of liability whatsoever
(“Claims”), insofar as such Claims (or actions in respect thereof) relate to, arise out of, or are

caused by or based upon the negligent acts, intentional misconduct, errors, mistakes or
omissions, in connection with the work or services of the Contractor, its officers, employees,
agents, or any tier of subcontractor in the performance of this Agreement.

13. Israel. To the extent applicable, Contractor certifies that it is not currently engaged
in and agrees for the duration of this Agreement that it will not engage in a “boycott” of goods
and services from Israel, as that term is defined in A.R.S. § 35-393.

14. China. Pursuant to and in compliance with A.R.S. § 35-394, Contractor hereby
agrees and certifies that it does not currently, and agrees for the duration of this Agreement that
Contractor will not, use: (i) the forced labor of ethnic Uyghurs in the People’s Republic of China;
(ii) any goods or services produced by the forced labor of ethnic Uyghurs in the People’s Republic
of China; or (iii) any contractors, subcontractors or suppliers that use the forced labor or any
goods or services produced by the forced labor of ethnic Uyghurs in the People’s Republic of
China. Contractor also hereby agrees to indemnify and hold harmless the City, its officials,
employees, and agents from any claims or causes of action relating to the City’s action based
upon reliance upon this representation, including the payment of all costs and attorney fees
incurred by the City in defending such as action.

15. Notices and Requests. Any notice or other communication required or permitted
to be given under this Agreement shall be in writing and shall be deemed to have been duly given
if (i) delivered to the party at the address set forth below, (ii) deposited in the U.S. Mail,
registered or certified, return receipt requested, to the address set forth below or (iii) given to a
recognized and reputable overnight delivery service, to the address set forth below:

If to the City: City of Tolleson
9055 W. Van Buren Street
Tolleson, Arizona 85353
Attn: Crystal Zamora, City Clerk

With copy to: Pierce Coleman PLLC
17851 North 85 Street, Suite 175
Scottsdale, Arizona 85255
Attn: Justin Pierce, City Attorney

If to Contractor: Advanced Security Technologies LLC
20 East Main Street, Suite 450
Mesa, Arizona 85201
Attn: Larry Horrell

or at such other address, and to the attention of such other person or officer, as any party may
designate in writing by notice duly given pursuant to this section. Notices shall be deemed
received: (i) when delivered to the party, (ii) three business days after being placed in the U.S.
Mail, properly addressed, with sufficient postage, or (iii) the following business day after being
given to a recognized overnight delivery service, with the person giving the notice paying all

required charges and instructing the delivery service to deliver on the following business day. If
a copy of a notice is also given to a party’s counsel or other recipient, the provisions above
governing the date on which a notice is deemed to have been received by a party shall mean and
refer to the date on which the party, and not its counsel or other recipient to which a copy of the
notice may be sent, is deemed to have received the notice.

[SIGNATURES APPEAR ON FOLLOWING PAGE]

IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date
and year last set forth below.

“City”

CITY OF TOLLESON,
an Arizona municipal corporation

Reyes Medrano, Jr., City Manager DATE

ATTEST:

Crystal Zamora, City Clerk

APPROVED AS TO FORM:

Justin S. Pierce
Pierce Coleman PLLC
City Attorney

“Contractor”

ADVANCED SECURITY TECHNOLOGIES LLC,
a New Jersey limited liability company

By:
Name: DATE
Its:

EXHIBIT A
TO
COOPERATIVE PURCHASING AGREEMENT
BETWEEN
THE CITY OF TOLLESON
AND

ADVANCED SECURITY TECHNOLOGIES LLC

Purchase Order

See following pages (to be added subsequent to execution).