Loading...
HomeMy WebLinkAboutTEAM SPORT PHOTOS - CONTRACT - RFP - 7164 TEAM PHOTO SERVICESSERVICES 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 Rolexis, Inc. doing business as Team Sport Photos, 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 two (2) pages and incorporated herein by this reference. 2. Contract Period. This Agreement shall commence October 15, 2010, and shall continue in full force and effect until October 15, 2011, 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. Renewals and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide. 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 .causes 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. All 1 EXHIBIT B INSURANCE REQUIREMENTS 1. 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: Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employers 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 subcontractors insurance. Rev7/2009 10 SENTRY INSURANCE A MUTUAL COMPANY STEVENS POINT, WISCONSIN (A PARTICIPATING MUTUAL COMPANY) A MEMBER OF THE SENTRY FAMILY OF INSURANCE COMPANIES CERTIFICATE OF INSURANCE ACCOUNT NUMBER 49-99863 This certificate is issued as a matter of information only and confers no rights upon the certificate holder. This certificate does not amend, extend or alter thecoverage afforded by the policies below. Name and Address of Certificate Holder CITY OF FORT COLLINS 215 N MASON ST 2ND FLR PO BOX 580 FORT COLLINS, CO 80522 Name and Address of the Insured ROLEXIS DBA TE'A-M SPORT PHOTO STUDIO 2000 11880 UPHAM ST, UNIT A BROOMFIELD, CO 80020 This certificate is issued on 01-01-2011 and is effective until 01-01-2012. It certifies that policies of insurance listed below have been issued to the insured named above. 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. Limits shown may have been reduced by paid claims. Coverage Provided Policy Number Coverage Limits Businessowners Liability 49-99863-01 Each Occurrence $ 11000,000 Medical Expense $ 10,000 Includes: Bodily Injury Damage to Premises $ 100,000 Property Damage General Aggregate $ 31000,000 Personal Injury Products Aggregate $ 3,000,000 Advertising Injury Hired and Non -Owned Auto If any of the listed policies are cancelled prior to their normal expiration date, the insurer will send notice to the certificate holder 10 days in advance. 80-C1035 (SFA) TEA 49-99863 31-060501 QIT18JNS 02-10-2011 (0009) 1 CIC SENTRY INSURANCE A MUTUAL COMPANY SENTRY'S BUSINESSOWNERS STEVENS POINT WISCONSIN POLICY (A PARTICIPATING MUTUAL COMPANY A MEMBER OF THE SENTRY FAMILY O INSURANCE COMPANIES NAME INSURED: ROLEXIS DBA ADDITIONAL INSURED SCHEDULE POLICY NUMBER 49-99863-01 The following information is required to complete the accompanying additional insured endorsement which forms a part of the Named Insured's BUSINESSOWNERS POLICY. ADDITIONAL INSURED ENDORSEMENT CITY OF FORT COLLINS SP 14 65 06 10 215 N MASON ST 2ND FLR PO BOX 580 FORT COLLINS, CO 80522 (CERTIFICATE NUMBER 0009) LOCATION(S) OF COVERED OPERATIONS 215 N MASON ST 2ND FL FORT COLLINS, CO 80522 JOB: ON SITE TO TAKE PICTURES BP 89 05 01 87 (MECH) TEA 49-99863-01 00 111 02-10-2011 (000 0009) FOR ENDORSEMENT TEXT EFFECTIVE FROM JANUARY 012011 TO JANUARY 01,, 2012 ✓ notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: City: Copy to: Service Provider: City of Fort Collins City of Fort Collins Rolexis,lnc. dba Attn: Purchasing Attn: Mark Rademacher Team Sport Photos PO Box 580 PO Box 580 Attn: Gretchen Steinbrueck Fort Collins, CO 80522 Fort Collins, CO 80522 11880 Upham Street, Unit A Broomfield, CO 80020 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. Rebate to City. The Service Provider shall pay the City, for the performance of this Contract, as set forth in Exhibit A, subject to additions and deletions provided herein, an amount equal to $2.00 for each participant's order. Service Provider shall keep books and records in accordance with good accounting practice. Such books and records of Concessionaire shall be open for inspection by authorized representatives of the City at all reasonable times during business hours. 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 Providerare 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 responsibilities nor delegate any duties arising under the Agreement without the prior written consent 2 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. Warran . 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 often (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 -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) page, 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 4 Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 17. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Service Provider represents and agrees that: a. As of the date of this Agreement: 1. Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Service Provider will participate in either the a -Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the "e-Verify Program") or the Department Program (the "Department Program"), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Service Provider shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. c. Service Provider is prohibited from using the a -Verify Program or Department Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed. d. If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: 1. Notify such subcontractor and the City within three days that Service Provider has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Service Provider shall not terminate 5 the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien.. e. Service Provider shall comply with any reasonable request by the Colorado Department of Labor and Employment (the "Department") made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Service Provider violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider's violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. 18. Special Provisions. a. The City shall not, under any circumstances, be responsible for payment due for products or services supplied by the Service Provider under this agreement. b. The City will recommend, but cannot require, that each team use the Service Provider for Team Photos. C� �.y '. tp �• SENL City Clerkgjtj APPR O FORM: A i t City Attorney CITY OF FORT COLLINS, COLORADO a municipal corporation By: James R. O'Neill II, CPPO, FNIGP Director urchasing and Risk Management Date: 2, 2 , V Rolexis, Inc. Doing business as Team Sport Photos By: CGyetcbe» Sfeinbru�clt 7"ME CORPORATE PRESIDENT OR VICE PRESIIDAEN t -„ Date: Fe 6. W , 201E ATTEST� \ j (Corporate Seal)71 CORPORATE SECRETARY 7 EXHIBIT A SCOPE OF SERVICES Background: The Service Provider will be responsible for team and individual photos in City of Fort Collins Parks and Recreation youth sports programs. Youth Sports Programs Included: Program Participants* Boys Basketball 1,000 Girls Basketball 900 Flag Football 700 Tackle Football 650 Track 225 Volleyball 175 Elementary Volleyball 125 Softball 150 *Approximate number of 2010 participants. Photographer Responsibilities: Having required sports team photo experience. 2. Scheduling photo sessions and for providing enough assistants at each shooting session so that the scheduled games will not be affected. 3. Collecting and accounting for money paid for photo packages. 4. Delivering photo packages to either the youth sports office or to participants within three (3) weeks after each photo session. a. Photo packages must be clearly marked with the participants name and be sorted into team groups. b. Each package must have the company name and phone number clearly imprinted on it to facilitate handling of additional orders and problems with pictures. 5. Payment to mail photographs directly to participants if they are not delivered to the youth sports office prior to the end of the current season for that specific program. 6. Providing the participants with clear, properly formatted, professional quality color prints. 7. Working with Parks and Recreation youth sports staff and participants in resolving problems with photo sessions or with the delivered products. Rev7/2009 8 8. Paying the agreed upon per -package fee to the City on delivery of photos. 9. At end of each program season, submitting to the City a report listing total number of packages/photos sold to the participants in that program. 10. Providing upgraded services as new technologies are created. 11. Executing Services Agreement per Attachment "B" — Sample Agreement. Parks and Recreation Responsibilities: 1. Providing schedules to Service Provider for days of photo sessions. 2. Delivering photo information to the coaches prior to team photo sessions. 3. Assisting with photo package delivery to the coaches/participants. Specifications: See Attachment "A" for sample list of packages or combinations of products to be offered to participants. This list is for comparison purposes and not intended to represent the actual packages or combinations of products to be offered to participants Prices: The actual packages or combinations of products to be offered to participants may vary from the description below: Description Each Photo Package A - consisting of one (1) 5x7 group photo and four (4) 3x5 individual photos displayed in a folder. $10.00 Photo Package B - consisting of twelve (12) individual photo trading cards. $17.00 5x7 Team Photo only. $ 8.00 5x7 Individual Photo, in addition to purchase of one of the above Photo Packages. $ 7.00 9 x 12 Wood Coach Plaque with 8 x 10 Team Photo, one (1) per team $ N/C Rev7/2009 9