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HomeMy WebLinkAbout611620 CYRACOM INTERNATIONAL INC - CONTRACT - RFP - 8654 TRANSLATION SERVICESOfficial Purchasing Document Last updated 10/2017 Services Agreement 8654 Translation Services Page 1 of 16 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 CYRACOM INTERNATIONAL, 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 three (3) page(s) and incorporated herein by this reference. Irrespective of references in Exhibit A to certain named third parties, Service Provider shall be solely responsible for performance of all duties hereunder. 2. Contract Period. This Agreement shall commence May 1, 2018, and shall continue in full force and effect until April 30, 2019, 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. Written notice of renewal shall be provided to the Service Provider and mailed no later than thirty (30) 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. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Service Provider: City: Copy to: Cyracom International Inc. Attn: J. Austin Wade 5780 N. Swan Road Tucson, AZ 85718 City of Fort Collins Attn: Carol Thomas PO Box 580 Fort Collins, CO 80522 City of Fort Collins Attn: Purchasing Dept. PO Box 580 Fort Collins, CO 80522 DocuSign Envelope ID: 6B5A52A6-4F83-492A-A3FC-0F48B4E8C08F Official Purchasing Document Last updated 10/2017 Services Agreement 8654 Translation Services Page 2 of 16 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 herein, as per the attached Exhibit "B", consisting of five (5) page(s), 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. Subcontractors. Service Provider may not subcontract any of the Work set forth in the Exhibit A, Statement of Work without the prior written consent of the city, which shall not be unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of the City), then the following provisions shall apply: (a) the subcontractor must be a reputable, qualified firm with an established record of successful performance in its respective trade performing identical or substantially similar work, (b) the subcontractor will be required to comply with all applicable terms of this Agreement, (c) the subcontract will not create any contractual relationship between any such subcontractor and the City, nor will it obligate the City to pay or see to the payment of any subcontractor, and (d) the work of the subcontractor will be subject to inspection by the City to the same extent as the work of the Service Provider. 9. 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 of the City. 10. 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. 11. Warranty. a. Service Provider warrants that all work performed hereunder shall be performed with the DocuSign Envelope ID: 6B5A52A6-4F83-492A-A3FC-0F48B4E8C08F Official Purchasing Document Last updated 10/2017 Services Agreement 8654 Translation Services Page 3 of 16 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. 12. 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. 13. 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-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred because of the default. 14. 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. 15. 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 negligent performance by Service Provider 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 DocuSign Envelope ID: 6B5A52A6-4F83-492A-A3FC-0F48B4E8C08F Official Purchasing Document Last updated 10/2017 Services Agreement 8654 Translation Services Page 4 of 16 under this Agreement of the type and with the limits specified within Exhibit C, 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 Purchasing Director, 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. 16. 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. 17. 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 holding shall not invalidate or render unenforceable any other provision of this Agreement. 18. 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 e-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 e-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 DocuSign Envelope ID: 6B5A52A6-4F83-492A-A3FC-0F48B4E8C08F Official Purchasing Document Last updated 10/2017 Services Agreement 8654 Translation Services Page 5 of 16 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 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. 19. Equal Opportunity. In accordance with 41 CFR 60-1.4(a), 60-300.5(a) and 60-741.5(a)., Service prohibits harassment or discrimination against any individuals based on their status as protected veterans or individuals with disabilities, and prohibits discrimination against any individuals based on their race, color, religion, sex, sexual orientation, gender identity or national origin. Service Provider takes affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status. 20. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit D - Confidentiality, consisting of one (1) page, attached hereto and incorporated herein by this reference. DocuSign Envelope ID: 6B5A52A6-4F83-492A-A3FC-0F48B4E8C08F Official Purchasing Document Last updated 10/2017 Services Agreement 8654 Translation Services Page 6 of 16 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director DATE: ATTEST: APPROVED AS TO FORM: CYRACOM INTERNATIONAL INC. By: Printed: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: DocuSign Envelope ID: 6B5A52A6-4F83-492A-A3FC-0F48B4E8C08F Vice President 4/20/2018 J. Austin Wade Assistant City Attorney 4/20/2018 City Clerk Official Purchasing Document Last updated 10/2017 Services Agreement 8654 Translation Services Page 7 of 16 EXHIBIT A SCOPE OF SERVICES I. BACKGROUND The City of Fort Collins (City) is a full-service municipality with Police, Fire, Transportation, Parks and Recreation, and four utility operations, electric, water, waste water and storm water. The City has approximately 1800 employees. Our departments conduct business with clients and provide services and benefits to persons of various ethnic backgrounds and English proficiency levels. Therefore, the Service Provider may provide the following services over the course of this Agreement:  Over the phone (OPI) language translation services  Video Remote Interpretation (VRI)  On-Site Interpretation  Translation of documents  Assessment of language and translation proficiency of City staff and other contractors used by the City. The City will primarily need assistance with translating English to Spanish or vice versa. However, assistance in other languages is also occasionally required. II. SERVICES TO BE PROVIDED Service provider will provide comprehensive language services 24/7/365, including phone and video interpretation, on-site interpretation, translation and localization services, and language skills assessment and training. Telephonic and video interpretation are available round-the- clock with no difference in pricing for holidays, off-hours, or weekends. Translation requests can be submitted any time through our secure, online translation portal. Translation quotes are returned within 24 hours. A. Telephonic Interpretation Call a number, choose a language, and be connected in seconds to an employee interpreter working in the most extensive network of large-scale interpreter contact centers: all secure and located in the continental U.S. and available 24/7/365. Language services are delivered at a set cost per minute for interpretation or per word for translation. All services are included in that charge, including the following benefits: • Unified pricing and access to phone and video interpretation for spoken languages • Dedicated account manager • Dedicated implementation support • 24/7 customer support • Online reporting and invoicing • Client support and educational materials Service Provider's speed of connection to an interpreter is less than 15 seconds and with an average connection time to a Spanish interpreter of 6.8 seconds. Connection time is DocuSign Envelope ID: 6B5A52A6-4F83-492A-A3FC-0F48B4E8C08F Official Purchasing Document Last updated 10/2017 Services Agreement 8654 Translation Services Page 8 of 16 defined as the time between the moment the caller selects the language to the moment the interpreter connects. Callers are connected to Service Provider’s Interactive Voice Response (IVR) system almost immediately after dialing. Upon language selection, the caller is then routed to the appropriate interpreter in a matter of seconds. Toll-Free Numbers Provided The City will be assigned one or more toll-free numbers to reach services directly. By having a dedicated toll-free number for services, the City can be assured of fast and accurate response times. Also, if there are client-specific interpretation needs, interpreters can be cued for responding appropriately. B. Video Interpretation Service Provider provides both an app for mobile devices to connect with live video and phone interpreters, and access to video interpretation through any computer that meets Service Provider’s system requirements. Users with an authorized account can log in to the online portal through any web browser. Service Provider’s American Sign Language (ASL) interpreters are compliant with the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, and are nationally certified (RID). Service Provider recruits and pre-qualifies ASL interpreters to help ensure they have the ability to communicate in oral and written English, and ASL. C. On-site Interpretation Service Provider's consultative approach helps clients plan and budget efficiently for on- site interpretation. Service Provider will work with the City to analyze and determine language needs, appointment type, and frequency of use. D. Translation and Localization Translation services include proofreading, editing, desktop publishing, braille and audio transcription, and much more. Service Provider’s translator qualification and hiring process, along with its quality monitoring procedures, ensure that the City will be serviced by linguists who can consistently meet high-quality translation standards. Service Provider provides standard and expedited turnaround times and will work with the City to help ensure desired turnaround times. The turnaround times for translation projects differ by language and by type of service requested. All turnaround times depicted include editing, proofing, desktop publishing, and quality assurance. Routine translation turnaround times are as follows: • 3,000 words: 3 to 4 days • 10,000 words: 6 to 8 days Turnaround times for expedited requests differs by language, length, customer requirements, and the time in which a client submits a request. Expedited turnaround times are approximately as follows: • 3,000 words: 24 to 48 hours • 10,000 words: 48 to 72 hours DocuSign Envelope ID: 6B5A52A6-4F83-492A-A3FC-0F48B4E8C08F Official Purchasing Document Last updated 10/2017 Services Agreement 8654 Translation Services Page 9 of 16 E. Language Assessments Service Provider offers assessment tools designed to evaluate client staff in interpretation and translation, including a language proficiency assessment and an interpreter skills assessment. These services are designed for in-house interpreters, translators and dual-role bilingual employees. Service Provider’s assessment options are available to the City staff via telephone. III. PERFORMANCE EXPECTATIONS Service Provider’s staff, while not employees of the City, will be interacting with members of the community on behalf of the City. Service Provider understands that its employees will therefore often be viewed as representatives of the City. Service Provider employees are expected to conduct their duties with the utmost professionalism and respect. Service Provider will ensure that telephonic and video interpretation services will be free from outside distractions on Service Provider’s side of the conversation. Service Provider will not retain any written record or recording of the content of any interpreted conversation, translated document and/or language assessment, as the content of these may contain confidential information. DocuSign Envelope ID: 6B5A52A6-4F83-492A-A3FC-0F48B4E8C08F Official Purchasing Document Last updated 10/2017 Services Agreement 8654 Translation Services Page 10 of 16 EXHIBIT B PRICING SCHEDULES DocuSign Envelope ID: 6B5A52A6-4F83-492A-A3FC-0F48B4E8C08F Official Purchasing Document Last updated 10/2017 Services Agreement 8654 Translation Services Page 11 of 16 DocuSign Envelope ID: 6B5A52A6-4F83-492A-A3FC-0F48B4E8C08F Official Purchasing Document Last updated 10/2017 Services Agreement 8654 Translation Services Page 12 of 16 DocuSign Envelope ID: 6B5A52A6-4F83-492A-A3FC-0F48B4E8C08F Official Purchasing Document Last updated 10/2017 Services Agreement 8654 Translation Services Page 13 of 16 DocuSign Envelope ID: 6B5A52A6-4F83-492A-A3FC-0F48B4E8C08F Official Purchasing Document Last updated 10/2017 Services Agreement 8654 Translation Services Page 14 of 16 DocuSign Envelope ID: 6B5A52A6-4F83-492A-A3FC-0F48B4E8C08F Official Purchasing Document Last updated 10/2017 Services Agreement 8654 Translation Services Page 15 of 16 EXHIBIT C 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 reduce coverage or limits and will not be cancelled, except after thirty (30) 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 $1,000,000 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. DocuSign Envelope ID: 6B5A52A6-4F83-492A-A3FC-0F48B4E8C08F Official Purchasing Document Last updated 10/2017 Services Agreement 8654 Translation Services Page 16 of 16 EXHIBIT D CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Service Provider 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 Service Provider has agreed to perform, the Service Provider 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 Service Provider 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 Service Provider shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Service Provider shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Service Provider 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 Service Provider 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 Service Provider ceases to perform services for the City, or the City so requests for any reason, the Service Provider 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 Service Provider understands and agrees that the City’s remedies at law for a breach of the Service Provider’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. DocuSign Envelope ID: 6B5A52A6-4F83-492A-A3FC-0F48B4E8C08F See below 4/17/2018 12957301 67034 THE CITY OF FORT COLLINS, COLORADO PO Box 580 Fort Collins, CO 80522 5780 N Swan Road Tucson, AZ 85718 CyraCom International Inc. Federal Insurance Company Great Northern Insurance Company Lloyd's of London 20281 20303 2375 East Camelback Rd, Suite 250 Phoenix, AZ 85016 Commercial Lines - 602-528-3000 USI Insurance Services National, Inc. Leslie Sereno 602-666-4919 602-279-5899 Leslie.Sereno@usi.com 1,000,000 3,000,000 X 2,000,000 06/01/2017 06/01/2018 2,000,000 A Contractual Liability Included 10,000 X X 35916492 X Included X B X X 73562835 06/01/2017 06/01/2018 1,000,000 1,000,000 A 06/01/2017 06/01/2018 X X 79871454 1,000,000 1,000,000. 1,000,000. A 71707441 1,000,000. 06/01/2017 06/01/2018 X N C Prof Liab E&O Retro Date: 5/18/1998 MPL114732017 06/01/2017 06/01/2018 Each Claim $5,000,000/ $5,000,000 Aggregate Retention: $35,000 Evidence of Insurance. DocuSign Envelope ID: 6B5A52A6-4F83-492A-A3FC-0F48B4E8C08F CID: 67034 SID: 12957301 OTHER Coverage INSR LTR TYPE OF INSURANCE ADDL INSR WVD SUBR POLICY NUMBER EFFECTIVE DATE (MM/DD/YY) EXPIRATION DATE (MM/DD/YY) LIMIT C Cyber Liability MPL198198017 06/01/2017 06/01/2018 $5,000,000 Aggregate Retro Date 05/18/2012 $25,000 Retention A Crime/Employee Theft 82223800 06/01/2017 06/01/2018 5,000,000 50,000 Retention DocuSign Envelope ID: 6B5A52A6-4F83-492A-A3FC-0F48B4E8C08F