HomeMy WebLinkAboutReso 25-11 Agenda.Net Software• .
RESOLUTION NO. 25 -11
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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APPROVING AGREEMENT WITH PROVOX SYSTEMS, INC.
FOR THE PURCHASE OF AGENDA.NET SOFTWARE
WHEREAS, the City of Dublin requires agenda manager software, licenses,
implementation and design services, on-site training; and
WHEREAS, the qualifications of PROVOX Systems, Inc. are appropriate for the work
proposed.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin
hereby approves the agreement (attached hereto as Exhibit A) with PROVOX Systems, Inc.
for agenda manager software, in an amount not to exceed $40,000.
BE IT FURTHER RESOLVED that the City Manager is authorized to execute the
agreement. ~
PASSED, APPROVED AND ADOPTED this 15th day of March, 2011, by the following
vote:
AYES: Councilmembers,Biddle, Hart, Swalwell, and Mayor Sbranti
NDES: None
ABSENT: councilmember Hildenbrand
ABSTAIN: None
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Mayor
ATTE T:
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City Clerk
Reso No. 25-11, Adopted 3-15-11, Item 4.3 Page 1 of 1
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CONSULTING SERVICES AGREEMENT BETWEEN
THE CI7Y OF DUBLIN AND
PROVOX SYSTEMS, INC.
THiS AGREEMENT for consulting services is made by and befween the City of Dublin ("City") and
PROVOX Systems, Inc. ("Consultant") as of , 2011.
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant
shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and
place and in the manner specified therein. In the event of a conflict in ~r inconsistency between the terms
of this Agreement and Exhibit A, the Agreement shafl prevail.
1.1 Term of Services. The term of this Agreement shall begin on the date first noted above
and shall end on , the date of completion specified in Exhibit A, and
Consultant shall complete the work described in Exhibit A prior to that date, unless the
term of the Agreement is otherwise terminated or extended, as provided for in Section 8.
The time provided to Consultant to complete the services required by this Agreement shall
not affect the City's right to terminate the Agreement, as provided for in Section 8.
1.2 Standard of Performance. Consultant shall perform all services required pursuant to this
Agreement in the manner and according to the standards observed by a competent
practitioner of the profession in which Consultant is engagetl in the geographical area in
which Consultant practices its profession, Consultant shall prepare all work products
required by this Agreement in a substantial, fi~st-class manner and shall conform to the
standards of quality normally observed by a person practicing in Consultant's profession.
1.3 Assiqnment ofi Personnel. Consultant shall assign only competent personnel to perform
services pursuant to this Agreement: In the event that City, in its sole discretion, at any
time during the term of this Agreement, desires the reassignment of any such persons,
Consultant shall, immediately upon receiving notice from City of such desire of City,
reassign such person or persons.
1.4 Time. Consultant shall devote such time to the performance of services pursuant to this .
Agreement as may be reasonably necessary to meet the standard of performance
provided in Section 1.1 above and to satisfy ConsultanYs obligations hereuntler.
, .
Section.2. COMPENSATION. City hereby agrees to pay Consultanf a sum not to exceed $40,000,
notwithstanding any contrary indications that may be contained in ConsultanYs proposal, for services to be
performed and reimbursable costs incurred under this Agreement.. In the event of a conflict between this
Agreement and Consultant's proposal, attached as Exhibit A, regarding the amount of compensation, the
Agreement'shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at #he
time and in the manner set forth herein. The payments specified below shall be the only payments from
City to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to
City in the manner specified herein. Except as specifically authorized by City, Consultant shall not bill City
for dup{icate services performed by more than one person.
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EXHIBIT A TO ATTACHMENT 1.
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Consultant and City acknowledge and agree that compensation paid by City to Consultant under this
Agreement is based upon Consultant's estimated costs of providing the services required hereunder,
including salaries and benefits of employees and subcontractors of Consultant. Consequentty, the parties
further agree that compensation hereunder is intended to include the costs of contributions to any pensions
andlor annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City
therefore has no responsi6ility for such contributions beyond compensation required under this Agreement.
2.1 tnvoices. Consultant shall submit invoices, not more often than once a month during the
term of this Agreement, based on the cost for seNices performed and reimbursable costs
incurred prior to the invoice date. Invoices shall contain the following information:
^ Serial identifications. of progress bi11s; i.e., Progress Bill No. 1 for the first invoice,
etc.;
^ The beginning and ending dates of the billing period;
^ A Task Summary containing the original contract amount, the amount of prior
billings, the total due this period, the balance available under the Agreement, antl
the percentage of completion; ~
^ At City's option, for each work item in each task, a copy of the applicable time
entries or time sheets shall be submitted showing the name of the person doing
the work, the hours spent by each person, a brief description of the work, and
each reimbursable expense;
^ The total number of hours of work performed under the Agreement by Consultant
and each employee, agent, antl subcontractor of Consuffant performing services
hereunder, as well as a separate notice when the total number of hours of work by
Consultant and any individual employee, agent, or subcontractor of Consultant
reaches or exceeds 800 hours, which shall include an estimate of the time
necessary to complete the work described in Exhibit A;
~ The Consultant's signature. ~
2.2 Monthly Payment. City shall make monthly payments, based on invoices received, for
services satisfactorily performed, and for authorized reimbursable costs incurred, City
shall have 30 days from the receipt of an invoice that complies with all of the requirements
above to pay Consultant.
2.3 Final Payment. City shall pay the last 10% of the total sum due pursuant to this
Agreement within sixty (60) days after completion of the services and submittal to City of a
final invoice, if all services required have been satisfactorily performed.
2.4 Total Payment, City shall pay for the services to be rendered by Consultant pursuant to
this Agreement. City shall not pay any additional sum for any expense or cost whatsoever
incurred by Consultant in rendering services pursuant to this Agreement. City shall make
no payment for any extra, further, or additional seNice pursuant to this Agreement.
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In no event shall Consultant submit any invoice for an amount in excess of the maximum
amount of compensation provided above either for a task or for the entire Agreement,
unless the Agreement is modified prior to the submission of such an invoice by a properly
executed change order or amendment. ~ ~
2.5 Hourly Fees: Fees for vuork performed by Consultant on an hourly basis shall not exceed
the amounts shown on the following fee schedule:
2.6 Reimbursable Expenses. Reimbursable expenses are specified below, and shall not
exceed Forty thousand Dollars ($40,000). Expenses not listed below are not chargeable
to City. Reimbursable expenses are included in the total amount of compensation
provided under this Agreement that shall not be exceeded:
2.7 Pavment of Taxes. Consultant is solely responsible for the payment of employment taxes
incurred under this Agreement and any similar federal or state taxes.
2.8 Payment upon Termination. In the event that the City or Consultant terminates this
Agreement pursuant to Section 8, the City shall compensate the Consultant for all
outstanding costs and reimbursable expenses incurred for work satisfactorily completed as
of the date of written notice of termination. Consultant shall maintain adequate logs and
timesheets in order to verify costs incurred to that date.
2.9 ~ Authorization to PerForm Services: The Consultant is not authorized to perform any
services or incur any costs whatsoever under the terms of this Agreement until receipt of
authorization from the Contract Administrator.
Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole
cost and expense, provitle all facilities and equipment that may be necessary to perform the services
required by this Agreement. City shall make available to Consultant only the facilities and equipment listed
in this section, and only under the terms and conditions set forth herein.
City shall furnish physical facilities such as desks, filing cabinets; and conference space, as may be
reasonably necessary for Consultant's use while consulting with City employees and reviewing records and
the information in possession of the City. The location, quantity, and time of fumishing those facilities shall
be in the sole discretion of City. 1n no event shall City be obligated to furnish any facility that may involve
incurring any direct expense, including but not limited to computer, long=distance telephone or other
communication charges, vehicles, and reproduction facilities.
Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement,
Consultant, at its own cost and expense, shall procure "occurrence coverage" insurance against claims for
injuries to persons or damages to property that may arise from or in connection with the performance of the
work hereunder by the Consultant and its agents, representatives, employees, and subcontractors,~
Consultant shall provide proof safisfactory to City of such insurance that meets the requirements of this
section and under forms of insurance satisfactory in all respects to the City. Consultant shall maintain the
insurance policies required by this section throughout the term of this Agreement. The cost of such
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insurance shall be included in the ConsultanYs bid. Consultant shall not allow any subcontractor to
commence work on any subcontract untii Consultant has obtained all insurance required herein for the
subcontractor(s) and provided evidence thereof to City. Verification of the required insurance shall be
submitted and made part of this Agreement prior to execution.
4.1 Workers' Compensation. Consultant shall, at its sole cost and expense, maintain
Statutory Workers' Compensation Insurance and-Employer's Liability Insurance for any
and all persons employed directly or indirectly by Consultant. The Statutory Workers' ,
Compensation Insurance and Employer's Liability Insurance shall be provided with limits of
not less than ONE MILLION DOLLARS ($1,000,000.00) per accident. In the alternative,
Consultant may rely on a self-insurance program to meet those requirements, but only if
the program of self-insurance complies fully with the provisions of the California Labor
Cotle. Determination of whether a self-insurance program meets the standards of the
Labor Code shall be solely in the discretion of the Contract Atlministrator. The, insurer, if
insurance is provided, or the Consultant, if a program of self-insurance is provided, shall
waive all rights of subrogation against the City and its officers, officials, employees, and
volunteers for loss arising from work performed under this Agreement.
An endorsement shall state that coverage shall not be canceled except after thirty (30)
days' prior written notice by certified mail, return receipt requested, has been given to the
City. Consultant shall notify City within 14 days of notification from Consultant's insurer if
such coverage is suspended, voided or reduced in coverage or in limits.
4.2 Commercial General and Automobile Liabilitv Insurance.
4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain
commercial general and automobile liability insurance for the term of this
Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00)
~ per occurrence, combined single limit coverage for risks associated with the work
contemplated by this Agreement. If a Commercial General Liability Insurance or an
Automobile Liability form or other focm with a general aggregate limit is used,
~ either the general aggregate limit shall apply separately to the work to be
performed under this Agreement or the general aggregate limit shall be at least
twice the required occurrence limit. Such coverage shall include but shall not be
limited to, protection against claims arising from bodily and personal injury,
including death resulting therefrom, antl damage to property resulting from
activities contemplated under this Agreement, including the use of owned and non-
ownetl automobiles.
4.2.2 Minimum scope of coverage. Commercial general coverage shall.be at least as
broad as Insurance Services Office Commercial General Liability occurrence form
CG 0001 (ed. 11188) or Insurance Services Office form number GL 0002 (ed.1173)
covering comprehensive General Liability and Insurance Services Office form
number GL 0404 covering Broad Form Comprehensive General Liability.
Automobile coverage shall be at least as broad as Insurance Services Office
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Automobile Liability form CA 0001 (ed.12/90) Code 8 and 9("any auto"). No
endorsement shall be attached timiting the coverage. ~
4.2.3 Additional requirements. Each of the following shall be included in the ~
insurance coverage or added as an endorsement to the policy:
a. City and its officers, employees, agents, and volunteers shall be covered
as adtlitional insureds with respect to each of the following: liability arising
out of activities performed by or on behalf of Consultant, inclutling the
insured's general supervision of Consultant; products and completed
operations of Consultant; premises owned, occupied, or used by
Consultant; and automobiles owned, leased, or usetl by the Consultant.
The coverage shall contain no special limitations on the scope of
protection afforded to City or its officers, employees, agents, or
volunteers.
b. The insurance shall cover on an occurrence or an accident basis, and not
on a claims-made basis.
c. An endorsement must state that coverage is primary insurance with
respect to the City and its officers, offcials, employees and volunteers,
and that no insurance or self-insurance maintained by the City shall be
called upon to contnbute to a foss under the coverage.
d. Any failure of CONSULTANT to comply with reporting provisions of the
policy shall not affect coverage provided to CITY and its o~cers,
employees, agents, and volunteers. ~
e. An endorsement shall state that coverage shall not be canceled except
after thirty (30) days' prior written notice by certified mail, return receipt
requested, has been given to the City. Consultant shall notify City within
14 days of notification from Consultant's insurer if such coverage is
suspended, voided or reduced in coverage or in limits.
4.3 - Professional Liability Insurance. Consultant, at its own cost and expense, shall
maintain for the period covered by this Agreement professional liability insurance for
licensed professionals performing work pursuant to this Agreement in an amount not less
than ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals' errors
~ and omissions.
4.3.1 Any deductible or self-insured retention shall not exceed $150,000 per claim.
4.3.2 An endorsement shall state that coverage shall not be suspended, voided,
canceled by either party, reduced in coverage. or in limits, except after thirty (30).
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days' prior written notice by certified mail, return receipt requested, has been given
to the City. -
4.3.3 , The policy must contain a cross liability or severability of interest clause.
4.3.4 The following provisions shall apply if the professional liability coverages are
wntten on a claims-made form:
The retroactive date of the policy must be shown and must be before the
date of the Agreement. ~
b. Insurance must be maintained and evidence of insurance must be
provided for at least five years after completion of the Agreement or the
work, so long as commercially available at reasonable rates.
c. If coverage is canceled or not renewed arid it is not replaced with another
claims-made policy form with.a retroactive date that precedes the date of
this Agreement, Consultant must provide extended reporting coverage for
a minimum of five years after completion of the Agreement or the work.
The City shall have the right to exercise, at the Consultant's sole cost and
expense, any extended reporting provisions of the policy, if the Consultant
cancels or tloes not renew the coverage.
d. A copy of the claim reporting requirements must be submitted to the City
prior to the commencement of any work under this Agreement.
4.4 All Policies Requirements.
4.4.1 Acceptabilitv of insurers. All insurance required by this section is to be placed
with insurers with a Bests' rating of no less than A:VII.
4.4.2 Verification of coveraqe. Prior to beginning any work under this Agreement,
Consultant shall furnish City with certificates of insurance and with original
endorsements effecting coverage required herein. The certificates and
endorsements for each insurance policy are to be signed by a person authocized
by that insurer to bind coverage on its behalf. The City reserves the right to
require complete, certified copies of all required insurance policies, at any tims.
4.4.3 Subcontractors. Consultant shall include all subcontractors as insureds under its
policies or shall furnish separate certificates and endorsements for each
subcontractor. All coverages for subcontractors shall be subject to all of the
requirements stated herein. ~ `
4.4.4 Variation. The City may approve a variation in the foregoing insurance ~
requirements, upon a determination that the coverages, scope, limits, and forms of
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such insurance are either not commercialiy availabie, or that the City's interests
are otherwise fully protected.
4.4.5 Deductibles and Self-Insured Retentions. Consultant shall disclose to and
obtain the approval of City for the self-insured retentions and deductibles before
beginning any of the services or work called for by any term of this Agreement.
During the period covered by this Agreement, only upon the prior express written
authorization of Contract Administrator, Consultant may increase such deductibles
or self-insured retentions with respect to City, its officers, employees, agents, and
volunteers. The Contract Administrator may condition approval of an increase in
deductible or self-insured retention levels with a requirement that Consultant
procure a bond, guarantee'ing payment of losses and related investigations, claim
administration, and defense expenses that is satisfactory in all respects to each of
them. .
4.4.6 Notice of Reduction in Coveraqe. In the event that any coverage required by
this section is reduced, limited, or materially affected in any other manner,
Consultant shall provide written notice to City at ConsultanYs earliest possible
opportunity and in no case later than five days after Consultant is notified of the
change in coverage.
4.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide
or maintain any insurance policies or policy endorsements to the extent and within the time
herein required, City may, at its sole option exercise any of the following remedies, which
are altematives to other remedies City may have and are not the exclusive remetly for
Consultant's breach: ~ ~
^ Obtain such insurance antl deduct and. retain the amount of the premiums for such
insurance~from any sums due under the Agreement;
^ Order Consultant to stop work under this Agreement or withholtl any payment that
becomes due to Consultant hereunder, or both stop work and withhold any payment,
until Consultant demonstrates compliance with the requirements hereof; and/or
^ Terminate this Agreement.
Section 5. INDEMNIFICATION AND CONSULTANT'S RESP(JNSIBILITIES. Consultant shall
indemnify, defend with counsel selected by the City, and hold harmless the City and its officials, o~cers,
employees, agents, and volunteers from and against any and all losses; liability, claims, suits, actions,
damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or damage to
property, or any violation of any federal, state, or municipal law or ordinance, to the extent caused, in whole
or in part, by the willful misconduct or negligent acts or omissions of Consultant or its employees,
subcontractors, or agents, by acts for which they could be held strictly liable, or by the quality or character
of their work. The foregoing ob{igation of Consultant shall not apply when (1) the injury, loss of life, damage
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to property, or violation of law arises wholly from the negligence or willful misconduct of the City or its
officers, employees, agents, or volunteers and (2) the actions of Consultant or its employees,
subcontractor, or agents have contributed in no part to the injury, loss of life, damage to property, or
violation of law. It is understood that the duty of Consultant to indemnify and hold harmless includes the
duty to defend as set forth in Section 2778 of the California Civil Code. Acceptance by City of insurance
certificates and endorsements required under this Agreement tloes not relieve Consultant from liability -
under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall
apply to any damages or claims for damages whether or not such insurance policies sha{{ have been
determined to apply. By execution of this Agreement, Consultant acknowledges and agrees to the ~
provisions of this Section and that it is a material element of consideration. ~~
In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services
under this Agreement is determined by a court of competent juristliction or the Califocnia Public Employees
Retirement System (PERS) to be eligible for enrollment in PERS as an employee of.City, Consultant shall
indemnify, defend, and. hold harmless City for the payment of any employee and/or employer contributions
for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the
payment of any penalties and interest on such contributions, which would otherwise be the responsibility of
City.
Section 6. STATUS OF CONSULTANT.
6.1 Indenendent Contractor. At all times during the term of this Agreement, Consultant shall
be an independent contractor and shall not be an employee of City. City shall have the
right to control Consultant only insofar as the results of Consultant's services rendered -
pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3;
however, otherwise City shall not have the right to contro{ the means by which Consultant
accomplishes services rendered pursuant to this Agreement. Notwithstanding any other
City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant
and any of its employees, agents, and subcontractors providing services under this
. Agreement shall not qualify for o~ become entitled to, and hereby agree to waive any and
all claims to, any compensation, benefit, or any incident of employment by City, including
- but not limited to eligibility to enroll in the California Public Employees Retirement System
(PERS) as an employee of City and entitlement to ariy contribution to be paid by City for
employer contributions andlor employee contributions for PERS benefits.
6.2 Consultant No Agent. Except as City may specify in writing, Consultant shall have no
authority, express or implied; to act on behalf of City in any capacity whatsoever as an
agent. Consultant shall have no authority, express or implied, pursuant to this Agreement
to bind City to any obligation whatsoever.
Section 7. LEGAL REQUIREMENTS.
7.1 Governing Law. The laws of the State of California shall govem this Agreement.
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7.2 Compliance with Aqplicable Laws. Consultant and any subcontractors shall comply w+th
~ all laws applicable to the performance of the work hereunder,
7.3 Other Governmental Requlations. To the extent that this Agreement may be funded by
fiscal assistance from another govemmental entity, Consultant and any subcontractors
shall comply with all applicable rules and cegulations to which City is bound by the terms of
. such fiscal assistance program.
7.4 Licenses and Permits. Consultant represents and warrants to City that Consultant and
its employees, agents, and any subcontractors have all licenses, permits, qualifications,
and approvals of whatsoever nature that are legally required to practice their respective
professions. Consultant represents and warrants to City that Consultant and its
employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect
at all times during the term of this Agreement any licenses, permits, and approvals that are
legally required to practice their respective professions. In addition to the foregoing,
Consultant and any subcontractors shall obtain and maintain during the term of this
Agreement valid Business Licenses from City. .
7.5 Nondiscrimination and Equal Opportunitv. Consultant shall not discriminate, on the
basis of a person's race, religion, color, national origin, age, physical or mental handicap or
disabiliry, medical condition, marital status, sex, or sexual orientation, against any
employee, applicant for employment, subcontractor, bidde~ for a subcontract, or participant
in, recipient of, or applicant for any services or prog~ams provided by Consultant under this
Agreement. Consultant shall comply with all applicable federal, state, and local laws,~
policies, rules, and requirements related to equal opportunity and nondiscrimination in
employment, contracting, and the provision of any services that are the subject of this
Agreement, including but not limited to the satisfaction of any positive obligations required
of Consultant thereby. ~
Consultant shall include the provisions of this Subsection in any subcontract approved by
the Contract Administrator or this Agreement.
Section 8. TERMINATION AND MODlFICATION.
8.1 Termination. City may cancel this Agreement at any time and without cause upon written
notification to~Consultant.
Consultant may cancel this Agreement upon thirty (30) days' written notice to City and
shall include in such notice the reasons for cancellation. -
In the event of termination, Consultant shall be entitled to compensation for services
performed to the effective date of termination; City, however, may condition payment of~
such compensation upon Consultant delivering to City any or all documents, photographs,
computer software, video and audio tapes, and other materials provided to Consultant or
prepared by or for Consultant or the City in connection with this Agreement,
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8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this
Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a
written amendment to this Agreement, as provided for herein. Consultant understands and
agrees that, if City grants such an extension; City shall have no obligation to provide
Consultant with compensation beyond the maximum amount provided for in this
Agreement, Similarly, unless.authorized by the Contract Administrator, City shafl have no
obligation to reimburse Consultant for any otherwise reimbursable expenses incurred
during the extension period.
8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the
parties.
8.4 Assiqnment and Subcontractinq. City and Consultant recognize and agree that this
Agreement contemplates personal performance by Consultant and is based upon a
determination of Consultant's unique personal competence, experience, and specialized
personal knowledge. Moreover, a substantial inducement to City for entering into this
Agreement was and is the professional reputation and competence of Consultant.
Consultant may not assign this Agreement or any interest therein without the prior written
approval of the Contract Atlministrator. Consultant shall not subcontract any portion of the
performance contemplated and provided for herein, other than to the subcontractors noted
in the proposal, without prior written approval of the Contract Atlministrator.
8.5 Survival. All obligations arising prior to the termination of this Agreement and all
provisions of this Agreement allocating liability between City and Consultant shall survive
the termination of this Agreement. --
8.6 Options upon Breach bv Consultant. If Consultant materially breaches any of the terms
of this Agreement, City's remedies shall included, but not be limited to, the following:
8.6.1 Immetliately terminate the Agreement;
8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any
other work protluct prepared by Consultant pursuant to this Agreement;
8.6.3 Retain a different consultant to complete the work described in Exhibit A not
finished by Consultant; or
8.6.4 Charge Consultant the difference between the cost to complete the work
described in Exhibit A that is unfinished at the time of breach and the amount that
City woultl have paid Consultant pursuant to Section 2 if Consultant had
. completed the work,
Section 9. KEEPING AND STA7US OF RECORDS.
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9.1 Records Created as Part of Consultant's Performance. AI{ reports, data, maps,
models, charts, studies, surveys; photographs, memoranda, plans, studies, specifications,
records, files, or any other documents or materials, in electronic or any other form, that
Consultant prepares or obtains pursuant to this A~reement and that relate to the matters
covered hereunder shall be the property of the City. Consultant hereby agrees to deliver
those documents to the City upon termination of the Agreement. It is understood and
agreed that the documents and other materials, including but not limited to those described
above, prepared pursuant to this Agreement are p~epared specifically for the City and are
not necessarily suitable for any future or other use. City antl Consultant agree that, until
final approval by City, all data, plans, specifications, reports and other documents are
confidential and will not be released to thirtl parties without prior written consent of both
parties.
9.2 Consultant's Books and Records. Consultant shall maintain any and all ledgers, books
of account, invoices, vouchers, canceled checks, and other records or documents
evidencing or relating to charges for services or expenditures and disbursements charged
to the City under this Agreement for a minimum of three (3) years, or for any longer period
required by faw, from the date of final payment to the Consultant to this Agreement.
9.3 Inspection and Audit of Records. Any records or documents that Section 9,2 of this
Agreement requires Consultant to maintain shall be made available for inspection, audit,
andlor copying at any time during regular business hours, upon oral or written request of
the City. Under California Government Code Section 8546.7, if the amount of public funds
expended under this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), the
Agreement shall be subject to the examination and audit of the State Auditor, at the
~ request of City or as part of any audit of the City, for a period of three (3) years after final
payment under the Agreement.
Section 14 MISCELLANEOUS PROVISlONS.
10.1 Attorneys' Fees. If a party to this Agreement brings any action, including an action for
declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing
party shall be entitled to reasonable attorneys' fees in addition to any other relief to which
that party may be entitled. The court may set such fees in the same action or in a
separate action brought for that purpose.
10.2 Venue. In the event that either party brings any action against the other under this
Agreement, the parties agree that trial of such action shall be vested exclusively in the
state courts of California in the County of Alameda or in the.United States District Court for
the Northern District of California. ~
10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so
adjudged shall remain in full force and effect. The invalidity in whole or in part of any
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provision of this Agreement shall not void or affect the validity of any other provision of this
Agreement. - ~ -
10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this
Agreement does not constitute a waiver of any other breach of that term or any other term
of this Agreement. ~
10.5 Successors and Assiqns. The provisions of this Agreement shall inure to the benefit of
and shall apply to and bind the successors and assigns of the parties.
10.6 llse of Recvcled Products. Consultant shall prepare and submit all reports, written
studies and other printed material on recycled paper to the extent it is available at equa! or
less cost than virgin paper.
10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within
the corporate limits of City or whose business, regardiess of location, would place
Consultant in a"conflict of interesf," as that term is tlefined in the Political Reform Act,
codified at California Govemment Code Section 81000 et seq.
Consultant shall not employ any City o~cial in the work performed pursuant to this
Agreement. . No officer or employee of City shall have any financial interest in this
Agreement that would violate California Government Code Sections 1090~ et seq.
Consultant hereby warrants that it is not now, nor has it been in the previous twelve (12)
mon#hs, an employee, agent, appointee, or official of the City. If Consultant was an
employee, agent, appointee, or official of the City in the previous twelve months,
Consultant warrants that it ditl not participate in any manner in the forming of this
Agreement. Consultant understands that, if this Agreement is made in vioiation of
Government Code §1090 et.seq., the entire Agreement is void antl Consultant will not b~
entitletl to any compensation for services performed pursuant to this Agreement, including
reimbursement of expenses, and Consultant will be required to reimburse the City for any
sums paid to the Consultant. Consultant understands that, in adtlition to the foregoing, it.
may be subject to criminal prosecution for a violation of Government Code § 1090 and, if
applicable, will be disqualified from holding public office in the State of California,
10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or
interview related to.this Agreement, either orally or through any written materials,
10.9 Contract Administration. This Agreement shall be administered by Caroline P. Soto, City
Clerk ("Contract Atlministrator"). All corresporidence shall be directed to or tfirough the
Contract Administrator or his or her designee.
Consulting Services Agreement between 2011
City of Dublin and PROVOX Systems Inc. ' Page 12 of 14
I ~~o
10.10 Notices. Any written notice to Consultant shall be sent to:
Markus Vogt, President
PROVOX Systems, Inc.
One Hanover Plaza
16633 N. Dallas Parkway ~
Addison, TX75001
(469} 28$-2591 ! (972) 215-7656 FAX
Any written notice to City shall be sent to:
Caroline P. Soto, City Clerk, CMC
City of Dublin
100 Civic Plaza
Dublin, CA 94568
10.11 Professional Seal. Where applicable in the determination of the contract adminis#rator,
the first page of a technical report, first page of design specifications, and each page of
construction drawings shall be stampedlsealed and signed by the licensed professional
responsible for the repo~/design preparation. The stamp/seal shall be in a block entitled
"Seal and Signature of Registered Professional with report/design responsibility," as in the
following example.
Seal and Signature of Registered Professional with
reporf/design responsibility.
10.12 Inteqration. This Agreement, including the scope of work attached hereto and
incorporated herein as Exhibit A, represents the entire and integrated agreement between
City and Consultant and supersedes all prior negotiatians, representations, or agreements,
either written or oral.
CITY OF DUBLIN
PROVOX SYSTEMS, INC.
Joni Pattillo, City Manager
Attest:
Caroline R. Soto, City Clerk
Markus Vogt, President
Consulting SeNices Agreement between 2011
City of Dublin and PROVOX Systems Inc. Page 13 of 14
~j o~b
~
Approved as to Form:
John D. Bakker, City Attomey
J:1wpolMnrsw11141001\Fortnslstandard consultant services agreemeni.doc
Consuiting Services Agreement between 2011
City of Dublin and PROVOX Systems Inc. Page 14 of 14
~ ~~~ ao
~
EXHIBIT A
SCOPE OF SERVICES
J:IwpolMnrsw111410011Fortnslstandard consuttant services agreementdoc
Consulting Services Agreement between
City of Dublin and PROVOX Systems Inc.
~
2011
Page 1 of 1
17 ~
SCOPE OF WORK
The City of Dublin sought the acquisition and implementation of an Agenda Management software system..
In response, PROVOX systems, Inc. submitted a proposal, which included the following products and
services.
Deliverables:
• Agenda Management Software (Agenda.NET) as described in their proposal (unlimited licenses)
e Software andlor integration services required to integrate with the City's LaserFiche suite of -
products.
• Implementation Services, Configuration and Design: Creation of Agenda.NET workflows for six (6)
different workflows for the City Council and various boards and commissions.
• Installation
• On-site Training and remote training for employees creating, editing, routing, and approving staff
reports and system admin~strators
• Annual,Software Maintenance antl Telephone Support
EXHIBITA
I~ ~
EXHIBIT B
COMPENSATION SCHEDULE
J:IwpolMnrsw1114~0011Fortnslstandard consuttant services agreementdoc
Consulting Services Agreement between 2011
City of Dublin and PROVOX Systems Inc. ~ Page 1 of 1
DUBLIN.AGENDA MANAGER
PRICING
NET PRICE
RESPONSE OPTIONAL
COMPONENT BRAND MODEL OR
VERSION , SPECIFICATIONS CODE
(C, A, M, D- NET PRICE UPGRADE
(DO NOT include in
see below) other cosis
Res onse Godes: C=Full im lemented in current software. A=Alread Installed in lhe Ci 's LaserFiche S stem. M=Software will be modifed to rovide ihis functian. D=Unable to rovide this function.
Hardware prices will be "leveled" so the a~e not a tactor in determinin the total cost oi our bid. Feel free to bid on hardware com onents recommended for maximum erformancei ~
MANDATORY PRICING
8.a Agenda Management Software: 25
licenses. Municipal License with unlimited users
Agenda.NET 5.06 ahd a One-Time-License Fee without C 9,300.00
Disclose if Purchase, or SaaS / ASP / Hosted any renewal fees
Solution ~
S.b Dias Software, if not included in (a) : Municipal License with unlimited users
Agenda Management Softvuare for 3 employees Agenda.NET 5.06 and a One-Time-License Fee without C 0
and 7 Council 1 Commission Members -Total of
any renewal fees
10
B.c Software: Fileserver License(s) not necessa ~
8.d Any Software and/or integration services Agenda.NET Web
required to integrate with the City's current Service One-Time C 1,200.00
LaserFiche suite of products.
8.e Implementation Services: Configuration / The workflow processes can be
application design.
designed on the Fly and do not need to
be developed by using code.
Six Agenda Processes (City Council, Planning not necessary Agenda.NET includes a Workflow C 0
Commission, Parks & Community Services Management Engine enabling ihe City o
Commission, Heritage & Cultural Arts ~ Dubiin to create numerous individualized
Commission, Senior Center Advisory Committee, ,
, workflows.
Youth Advisory Committee)
8.f Installation 0.5 days 600,00
8.g On-site Training: Employees crealing 3 or more groups # of Hours:
Agenda Reports (25 employees). Disclose # of ~each 4 hours) 24 On-Site Treining 3,600.00
hours.
8.h On-site Training: System Administrators (5 ~ 9~o~P # of Hours: On-Site Training 4,800.00
employees) Disclose # of hours. 32
8.i On-Site Training: Charge for additional Customizing Off-Site Internet Adaption, Word Template 3,400.00
training, if desired Package Creation, Database Cleaning, Worksho
8.j Estimated Travel Expenses if applicable) ! 6,000.00
8.k Annual Software Maintenance and incl. Web-Hosting of the Agenda.NET 2,400.00 .,
Telephone SuPeort__iStandard Service Level~___
----------------------
------------- ____ Internet Module
---------- ------------
---------------
----------------------°
----
Subtotal for Tax Calculation ~ ~ ~ ~ ~ 31,300 00
Gity ot Uublln
m199S2010 Gladwell Govemmental Services, Ina (all rights reserved)
Do not duplicate xrithout consent -
1 of 2
EXHIBIT B
DUBLIN AGENDA MANAGER
PRlCING
I NET PRICE
RESPONSE OPTIONAL
COMPONENT BRAND MODEL OR
VERSION SPECIFICATIONS CODE
M, D-
A
(C NET PRIC€ • UPGRADE
,
, (DO NO7 include in
~ see below) other costs
Res onse Codes: C=Full im lemented in current software. A=Alread Installed in the Ci 's LaserFiche S stem. M=Soflware will be modified to rovide this fundion. D=Unable to rovide this fundion.
Hardware rices will be "leveled" so the a2 not a factor in determinin the total cost of our bld. Feel free to bid on hardware com onents recommended for maximum erformance!
9.a Sales Tax - 9.75% (Alameda County -. 3,051.75
a licable sales tax) -
9.b Shi in if an 0.~0 '
10. TOTALS (exclude Subtotal for Tax - 34,357.75
Calculation
City of Dublin
~19952070 Gladwell Govemmental Services, Inc. (all rights reserved)
Do not duplicate wlthout consent
2of2
b
~~
~
cr
EXHIBIT B