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HomeMy WebLinkAbout103061 FIRST CLASS DIRECT - CONTRACT - BID - 5643 INSERT MAILING AND COURIER SERVICE ANNUAL (3)SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and FIRST CLASS DIRECT, INC. hereinafter referred to as "Service Provider". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of one (1) page, and incorporated herein by this reference. 2. Contract Period. This Agreement shall commence January 1, 2002, and shall continue in full force and effect until December 31, 2002, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods. Pricing changes shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office. Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end. 3. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. 4. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. SA 10/01 Exhibit "D" CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the "City") pursuant to this Agreement (the "Agreement"), the Contractor hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as "information") that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Contractor has agreed to perform, the Contractor hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Contractor agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City , or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City) . The Contractor shall not disclose any such information to any person not having a legitimate need -to - know for purposes authorized by the City. Further, the Contractor shall not use such information to obtain any economic or other benefit for itself, or any third parry, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Contractor understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Contractor shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Contractor ceases to perform services for the City, or the City so requests for any reason, the Contractor shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Contractor understands and agrees that the City's remedies at law for a breach of the Contractor's obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law. 11 ACORD CERTIFICA OF LIABILITY INSUF NC RST'9 S2 DA11/30/01 PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Riedman Insurance -Fort Collins ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE Division of Brown & Brown, Inc HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 125 S . Howes, 5th Floor ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Fort Collins CO 80522-226 Phone:970-482-7747 Fax:970-4B4-4165 INSURERS AFFORDING COVERAGE First Class Direct, Inc. and Daniel and Patty Taylor 1409 E Olive Ct #E Ft Collins CO 80524 CnVFRAr.FR INSURERA: HARTFORD FIRE INSURANCE CO INSURERB: Republic Indemnity Company INSURER C: INSURER D: INSURER E: THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE MMIDDIYY POLICY EXPIRATION DATE MMIDDIYY LIMITS A GENERAL LIABILITY X COMMERCIAL GENERAL LIABILITY CLAIMS MADE LX] OCCUR 34UUVFZ8212 09/24/01 09/24/02 EACH OCCURRENCE $ 1,000,000 FIRE DAMAGE (Any one fire) s300,000 MED EXP (Any one person) $ 10,000 PERSONAL &ADV INJURY $1,000,000 GENERAL AGGREGATE s2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PROJECT- LOC PRODUCTS - COMP/OP AGG s2,000,000 A AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS HIRED AUTOS NON -OWNED AUTOS 34UUVFZ8212 09/24/01 09/24/02 COMBINED SINGLE LIMIT (Ea accident) $1,000,000 X BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE (Per accident) $ GARAGE LIABILITY ANY AUTO AUTO ONLY - EA ACCIDENT $ OTHER THAN EA ACC AUTO ONLY: AGG $ $ A EXCESS LIABILITY X OCCUR CLAIMS MADE DEDUCTIBLE RETENTION $ 34XHVFZ7441 09/24/01 09/24/02 EACH OCCURRENCE $ 1,000,000 AGGREGATE $1,000,000 Retention $10,000 $ $ B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY 13935804 10/01/01 10/01/02 TORY LIMITS X ER E.LEACHACCIDENT $1,000,000 E.L. DISEASE - EA EMPLOYEE $1,000,000 E.L. DISEASE - POLICY LIMIT 1 $1,000,000 OTHER DESCRIPTION OF OPERATIONSILOCATIONSIVEHICLESIEXCLUSIONS ADDED BY ENDORSEMENTISPECIAL PROVISIONS CERTIFICATE HOLDER I N I AnnITInNAI INRIIRFn• INRIIRFR I FTTFR- CANCFI. L ATIDN FTCCITY SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION City of Fort Collins DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 1_ DAYS WRITTEN Utilities Services Coordinator NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL Joanne Agens PO Box 580 IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR Fort Collins CO 80522 REPRESENTATIVES. AUTHORIZED REPRESENTATIVE Matthew Hughes AL.UKu cD-a into l) / UAL UKU L UKI-UKA I IUN IV55 All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: City: Joanne Agens Utilities Service Coordinator City of Fort Collins P O Box 580 Fort Collins, CO 80525 Service Provider: Bruce Freestone First Class Direct 1409 E. Olive Ct. Unit E Fort Collins, CO 80524 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 5. Contract Sum. The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided in the cost breakdown in Exhibit "C", consisting of two (2) pages, and incorporated herein by this reference. 6. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 7. Independent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 8. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any SA 10/01 2 responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 9. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 10. Warranty. (a) Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. (b) Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. (c) Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City -furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 11. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 12. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non - SA 10/01 3 defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 13. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 14. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit B, consisting of one (1) pages, attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder, shall deliver to the City's Director of Purchasing and Risk Management, P. O. Box 580 Fort Collins, Colorado 80522 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 15. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 16. Law/Severability. The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such SA 10/01 4 holding shall not invalidate or render unenforceable any other provision of this Agreement. 17. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit D, consisting of one (1) page, attached hereto and incorporated herein by this reference. CITY OF FORT COLLINS, COLORADO a municipal corporation Joh . Fischbach City Manager By: JanVs . O'Neill II, CPPO, FNIGP Dire6Wf of Purchasing and Risk Management 4 4 *' Date: % L/ ! t> 0 r `' p EST: City Clark i,~ A0PRO O ORM: Assistant City Attorney FIRST CLASS DIRECT, INC. PRINT ME CORPORAT PRESIDENT Ok VICE PRESIDENT Date: AT EST (Corporate Seal) CO ORATE SECRETARY ,�,ratliiJOPy�4 a ..V y O q c n SA 10/01 5'. MMMIMUMAN SCOPE OF SERVICES: 1) Utility Bills: Average number per month is 55,000. Pick up materials at PRPA (Platte River Power Authority) or the appropriate City office. Bills require folding. Insert is pre-folded(may have more than one insert). The bill, insert, and return envelope are placed in the envelope. Envelope is sealed. Bundle, prepare for carrier route discount, mails on permit #1, complete the appropriate paperwork, and deliver to post office. Bills must be kept in exact order throughout the process. 2) Electronic Fund Transfer: Average number per month is 4,000. Pick up materials at PRPA deliver to City. Process the same as Utility Bills without return envelope. Pick up materials at City for mailing. Bundle, presort to qualify for automated 3 digit rate, complete appropriate paperwork and deliver to post office 3) Delinquency Notices: Average number per month is 5,000. Pick up materials at PRPA deliver to City. Fold notices. Insert notice and return envelope into envelope. Seal envelope. Pick up materials at City for mailing. Bundle, mails full rate, complete appropriate paperwork and deliver to post office. 4) Final Bills: Average number varies greatly depending on the time of year.. Pick up materials at PRPA deliver to City. Fold statement. Insert statement and return envelope into envelope. Seal envelope. Pick up materials at City for mailing. Bundle, presort to qualify for automated 3 digit rate, complete appropriate paperwork and deliver to post office. 5) New Customer Letter: Pick up from City. Fold personalized letter. Insert letter, water & wastewater rates, residential electric rate brochure into envelope. Seal envelope. Bundle, presort to qualify for automated 3 digit rate, complete appropriate paperwork and deliver to post office. 6) Property Owner Notice: Pick up from City. Personalized letter, folded, inserted into #10 Envelope. Bundle, presort to qualify for automated 3 digit rate, complete appropriate paperwork and deliver to post office. SA 10/01 1 EXHIBIT B INSURANCE REQUIREMENTS The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. SA 10/01 EXHIBIT C UTILITY BILLING: REGULAR. FOLD STATEMENT, INSERT STATEMENT, REPLY ENVELOPE, NEWSLETTER, AND 1 ADDITIONAL INSERT SEAL MAILS ON PERMIT #1 $ 39.00/M ELECTRONIC FUNDS TRANSFER. SAME AS ABOVE WITHOUT RETURN ENVELOPE SEAL MUST BE PRESORTED TO QUALIFY FOR AUTOMATED 3 DIGIT RATE. $ 92.00/M FINAL BILLS. FOLD STATEMENT, INSERT STATEMENT, REPLY ENVELOPE, SEAL MUST BE PRESORTED TO QUALIFY FOR AUTOMATED 3 DIGIT RATE. $ 92.00/M DELINQUENT NOTICE. FOLD STATEMENT, INSERT STATEMENT, REPLY ENVELOPE, SEAL MUST BE PRESORTED TO QUALIFY FOR AUTOMATED 3 DIGIT RATE. $ 32.00/M PROPERTY OWNER NOTICE. FOLD STATEMENT, INSERT STATEMENT, SEAL MAILS AT FULL RATE. $ 37.00/M NEW CUSTOMER LETTERS. FOLD PERSONALIZED LETTER, INSERT LETTER, WATER & WASTEWATER RATES, RESIDENTIAL ELECTRIC RATE BROCHURE, SEAL MUST BE PRESORTED TO QUALIFY FOR AUTOMATED 3 DIGIT RATE. $ 92.00/M ADDITIONAL INSERT REQUIRING FOLDING $ 17.00/M ADDITIONAL INSERT NOT REQUIRING FOLDING $ 5.00/M COST TO ADDRESS, TAB, SORT LETTER SIZE SELF MAILER. NOT REQUIRING FOLDING COST TO ADDRESS, TAB, SORT LETTER SIZE SELF MAILER REQUIRING FOLDING COURIER SERVICE: PRPA TO VENDOR PRPA TO UTILITY BILLING UTILITY BILLING TO VENDOR WAREHOUSING $ 87.00M $101.00/M $ 15.00 /Ea. Trip $ 15.00/Ea. Trip $ 15.00/Ea. Trip $ 17.00/pallet/M 2