HomeMy WebLinkAboutContracts & Agreements_121-2022AGREEMENT TO PERFORM NON-PROFESSIONAL SERVICES
FOR EQUIPMENT AND SUPPLIES
This agreement for the provision of Ford original equipment manufacturer parts
("Agreement") is made and entered in this 21st day of June, 2022("Effective Date"), by and
between the City of Redlands, a municipal corporation ("City") and Fairview Ford Sales, Inc , a
California corporation ("Contractor") City and Consultant are sometimes individually referred to
herein as a "Party" and, together, as the "Parties." In consideration of the mutual promises
contained herein, City and Consultant agree as follows
ARTICLE 1 — ENGAGEMENT OF CONTRACTOR
1 1 City hereby engages Contractor to perform supply Ford original equipment manufacturer
parts services for City (the "Services")
1.2 The Services shall be performed by Contractor in a professional manner, and Contractor
represents that it has the skill and the professional expertise necessary to provide the
Services to City at a level of competency presently maintained by other practicing
professional Contractors in the industry providing like and similar types of Services
ARTICLE 2 — SERVICES OF CONTRACTOR
2 1 The Services that Contractor shall perform are more particularly described in Exhibit "A,"
titled "Scope of Services," which is attached hereto and incorporated herein by this
reference
2.2 Contractor shall comply with applicable federal, state and local laws and regulations in the
performance of this agreement including, but not limited to, any applicable State prevailing
wage laws.
ARTICLE 3 — RESPONSIBILITIES OF CITY
3 1 City shall make available to Contractor information in its possession that may reasonably
assist Contractor in performing the Services
3.2 City designates Chris Boatman, Assistant City Manager Director, as City's representative
with respect to performance of the Services, and such person shall have the authority to
transmit instructions, receive information, interpret and define City's policies and decisions
with respect to performance of the Services.
ARTICLE 4 — PERFORMANCE OF SERVICES
4 1 Contractor shall perform and complete the Services in a prompt and diligent manner in
accordance with the schedule set forth in Exhibit "A," titled "Scope of Services," which is
attached hereto and incorporated herein by this reference
4 1 The term of this Agreement shall be for a period of one (1) year commencing on July 1,
2022 (the "Initial Term") The City shall have the option to extend the Initial Term of this
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Agreement by two (2) additional one-year terms (each, an "Extended Term"), on the same
terms and conditions, by providing written notice to Contractor at least thirty (30) days
prior to the expiration of the Initial Term or any Extended Term. The Initial Term and the
Extended Terms are hereby collectively, referred to herein as the "Tenn" of this
Agreement.
4.2 If Contractor's Services include deliverable electronic visual presentation materials, such
materials shall be delivered in a form, and made available to City, consistent with City
Council -adopted policy for the same It shall be the obligation of Contractor to obtain a
copy of such policy from City staff.
ARTICLE 5 — PAYMENTS TO CONTRACTOR
5 1 The compensation for Contractor's performance of the Services shall not exceed the
amount of Twenty Three Thousand Nine Hundred Seventy One Dollars and Forty Cents
($23,971 40) for the Services provided during the Initial Term. Should this Agreement be
renewed, the compensation for Contractor's performance for the Services shall not exceed
the amount of Twenty Three Thousand Nine Hundred Seventy One Dollars and Forty Cents
($23,971 40) for the first Extended Term, and Twenty Three Thousand Nine Hundred
Seventy One Dollars and Forty Cents ($23,971 40) for the second Extended Term, bringing
the total possible amount of compensation to a not -to -exceed amount of Seventy One
Thousand Nine Hundred Fourteen Dollars and Twenty Cents ($71,914.20) For the Initial
Term and each Extended Term, City shall pay Contractor on a time and materials basis up
to the not to not -to -exceed amount in accordance with the rates specified in Exhibit "B,"
titled "Fee Schedule," which is attached hereto and incorporated herein by reference
5.2 Contractor shall submit monthly invoices to City describing the Services performed during
the preceding month. Contractor's invoices shall include a brief description of the Services
performed, the dates the Services were performed, the number of hours spent and by whom.
City shall pay Contractor no later than thirty (30) days after receipt and approval by City
of Contractor's invoice
5.3 Any notice or other communication required, or which may be given, pursuant to this
Agreement, shall be in writing. Any such notice shall be deemed delivered (i) on the date
of delivery in person, (ii) five (5) days after deposit in first class registered mail, with return
receipt requested, (iii) on the actual delivery date if deposited with an overnight courier, or
(iv) on the date sent by facsimile or electronic mail transmission (including PDF), if
confirmed with a copy sent contemporaneously by first class, certified, registered or
express mail, in each case properly posted and fully prepaid to the appropriate address set
forth below, or such other address as a Party may provide notice in accordance with this
section.
CITY
City Clerk
City of Redlands
35 Cajon Street
P 0 Box 3005 (mailing)
CONTRACTOR
Linda Barman, Parts Manager
Fairview Ford Sales, Inc
PO Box 1390
San Bernardino, CA 92402
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Redlands, CA 92373
jdonaldson@cityofredlands org
(909) 798-7531
lbarman@fairviewford.com
909-386-0266
ARTICLE 6 — INSURANCE AND INDEMNIFICATION
6 1 The following insurance coverage required by this Agreement shall be maintained by
Contractor for the duration of its performance of the Services. Contractor shall not perform
any Services unless and until the required insurance listed below is obtained by Contractor
Contractor shall provide City with certificates of insurance and endorsements evidencing
such insurance prior to commencement of the Services. Insurance policies shall include a
provision prohibiting cancellation or modification of the policy except upon thirty (30)
days prior written notice to City
A. Workers' Compensation and Employer's Liability insurance in the amount that meets
statutory requirements with an insurance carrier acceptable to City, or certification to
City that Contractor is self -insured or exempt from the workers' compensation laws of
the State of California. Contractor shall execute and provide City with Exhibit "C,"
titled "Workers' Compensation Insurance Certification," which is attached hereto and
incorporated herein by this reference, prior to performance of the Services.
B Comprehensive General Liability insurance with carriers acceptable to City in the
minimum amount of One Million Dollars ($1,000,000) per occurrence and Two Milhon
Dollars ($2,000,000) aggregate, for public liability, property damage and personal
injury is required. City shall be named as an additional insured and such insurance shall
be primary and non-contributing to any insurance or self-insurance maintained by City
C Business Auto Liability coverage, with minimum limits of One Million Dollars
($1,000,000) per occurrence, combined single limit bodily injury liability and property
damage liability This coverage shall include all Contractor owned vehicles used in
connection with Contractor's provision of the Services, hired and non -owned vehicles,
and employee non -ownership vehicles City shall be named as an additional insured
and such insurance shall be primary and non-contributing to any insurance or self-
insurance maintained by City
6.2 Contractor shall defend, indemnify, and hold harmless City and its elected and appointed
officials, employees and agents from and against any and all claims, losses and liability,
including attorneys' fees, arising from injury or death to persons or damage to property
occasioned by any negligent act or omission by, or the willful misconduct of, Contractor,
or its officers, employees and agents in performing the Services.
ARTICLE 7 — CONFLICTS OF INTEREST
7 1 Contractor covenants and represents that it does not have any investment or interest in any
real property that may be the subject of this Agreement or any other source of income,
interest in real property or investment that would be affected in any manner or degree by
the performance of Contractor's Services. Contractor further covenants and represents that
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in the performance of its duties hereunder, no person having any such interest shall perform
any Services under this Agreement.
7.2 Contractor agrees it is not a designated employee within the meaning of the Political
Reform Act because Contractor
A. Does not make a governmental decision whether to
(i) approve a rate, rule or regulation, or adopt or enforce a City law;
(ii) issue, deny, suspend or revoke any City permit, license, application,
certification, approval, order or similar authorization or entitlement;
(iii) authorize City to enter into, modify or renew a contract;
(iv) grant City approval to a contract that requires City approval and to which
City is a party, or to the specifications for such a contract;
(v) grant City approval to a plan, design, report, study or similar item,
(vi) adopt, or grant City approval of, policies, standards or guidelines for City
or for any subdivision thereof.
B Does not serve in a staff capacity with City and, in that capacity, participate in making
a governmental decision or otherwise perform the same or substantially the same duties
for City that would otherwise be performed by an individual holding a position
specified in City's Conflict of Interest Code under Government Code section 87302
7.3 In the event City determines that Contractor must disclose its financial interests, Contractor
shall complete and file a Fair Political Practices Commission Form 700, Statement of
Economic Interests, with the City Clerk's office pursuant to the written instructions
provided by the City Clerk.
ARTICLE 8 — GENERAL CONSIDERATIONS
8 1 In the event any action is commenced to enforce or interpret any of the terms or conditions
of this Agreement the prevailing Party shall, in addition to any costs and other rehef, be
entitled to the recovery of its reasonable attorneys' fees, including fees for the use of in-
house counsel by a Party
8.2 Contractor shall not assign any of the Services, except with the prior written approval of
City and in strict compliance with the terms and conditions of this Agreement. Any
assignment or attempted assignment without such prior written consent may, in the sole
discretion of City, results in City's immediate termination of this Agreement.
8 3 Contractor is for all purposes under this Agreement an independent contractor and shall
perform the Services as an independent contractor Neither City nor any of its agents shall
have control over the conduct of Contractor or Contractor's employees, except as herein
set forth. Contractor shall supply all necessary tools and instrumentalities required to
perform the Services Assigned personnel employed by Contractor are for its account only,
and in no event shall Contractor or personnel retained by it be deemed to have been
employed by City or engaged by City for the account of, or on behalf of City Contractor
shall have no authority, express or implied, to act on behalf of City in any capacity
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whatsoever as an agent, nor shall Contractor have any authority, express or implied, to bind
City to any obligation.
8 4 This Agreement may be terminated by City, in its sole discretion, by providing not less
than ten (10) days prior written notice to Contractor of City's intent to terminate. If this
Agreement is terminated by City, an adjustment to Contractor's compensation shall be
made, but (1) no amount shall be allowed for anticipated profit or unperformed Services,
and (2) any payment due Contractor at the time of termination may be adjusted to the extent
of any additional costs to City occasioned by any default by Contractor Upon receipt of a
termination notice, Contractor shall immediately discontinue its provision of the Services
and, within five (5) days of the date of the termination notice, deliver or otherwise make
available to City, copies (in both hard copy and electronic form, where applicable) of
project related data, drawings, specifications, reports, summaries and such other
information and materials as may have been accumulated by Contractor in performing the
Services Contractor shall be compensated on a pro-rata basis for Services completed up to
the date of termination.
8 5 Contractor shall maintain books, ledgers, invoices, accounts and other records and
documents evidencing costs and expenses related to the Services for a period of three (3)
years, or for any longer period required by law, from the date of final payment to Contractor
pursuant to this Agreement. Such books shall be available at reasonable times for
examination by City at the office of Contractor
8 6 This Agreement, including the Exhibits incorporated herein by reference, represents the
entire agreement and understanding between the Parties as to the matters contained herein,
and any prior negotiations, written proposals or verbal agreements relating to such matters
are superseded by this Agreement. Except as otherwise provided for herein, any
amendment to this Agreement shall be in writing, approved by City and signed by City and
Contractor
8 7 This Agreement shall be governed by and construed in accordance with the laws of the
State of California, without regard to its conflicts of laws provisions. The Parties agree that
all actions or proceedings arising in connection with this Agreement shall be tried and
litigated only in the state courts located in San Bernardino County, California, and the
federal courts located in Riverside County, California.
8 8 If one or more of the sentences, clauses, paragraphs or sections contained in this Agreement
is declared invalid, void or unenforceable by a court of competent jurisdiction, the same
shall be deemed severable from the remainder of this Agreement and shall not affect,
impair or invalidate the remaining sentences, clauses, paragraphs or sections contained
herein, unless to do so would deprive a Party of a material benefit of its bargain under this
Agreement.
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IN WITNESS WHEREOF, duly authorized representatives of City and Contractor have
signed in confirmation of this Agreement
CITY -OF REDS ANDS
By
Paul T Banch, Mayor
ATTEST
e Donaldson, City Clerk
FAIRVIEW FORD SALES, INC
By C40LC(214
-
Linda Barman, Parts Manager
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EXHIBIT "A"
SCOPE OF SERVICES
Contractor shall supply cost-effective Ford OEM Wholesale parts in a timely efficient manner
Prices include, but not be limited to, overhead costs, freight and delivery No additional costs will
be paid except applicable taxes
Contractor's facility shall be located within a 10-mile radius of the intersections of Highways 10
and Tennessee Street, Redlands 92373
Contractor shall be an established and factory authorized Original Equipment Manufacturer
(OEM) parts dealer and/or service center for Ford products
All items provided under this agreement shall comply with all applicable Federal, State and local
regulations including State of California Motor Vehicle Code, if applicable
Contractor shall maintain the minimum levels of information to assure that the correct and most
current parts are used in service repairs, while providing the necessary technical support
information.
Contractor shall maintain the required levels of products for which they are certified.
All items provided under this agreement shall be original equipment manufacturer (OEM) line of
replacement parts. All items provided under this agreement shall be equivalent in function and
workmanship to the parts originally supplied on the vehicle(s) unless superseded by the
vehicle/equipment manufacturer No generic parts shall be supplied.
Contractor shall maintain adequate local inventory of popular items and items regularly stocked
by the City, to meet the City's emergency needs Emergency needs shall be delivered within
three (3) hours of order; or shipped within the same business day if available and Contractor's
inventory location is not within the greater Redlands region. Wholesale parts shall be delivered
within two (2) hours of order, if available, from the manufacturer Back orders shall be filled
within four (4) working days. The City shall be notified of all back -orders.
Availability and timely delivery are critical to the award and maintenance of this agreement.
Failure to maintain adequate inventory or provide timely delivery shall be grounds for
termination.
If Contractor does not have the required part(s) in stock, Contractor personnel shall determine if
the City's need is immediate If Contractor does not have the required item(s) on a regular basis,
and/or frequently obtains parts from other dealers, the City may determine that the bidder does
not "maintain adequate inventory" and may terminate this agreement.
Contractor shall accept the return of unused and undamaged items purchased through this
agreement at 100% of the contract price.
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The provisions of this contract shall in no way prohibit the City from purchasing the same
products and/or services listed herein from another supplier
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EXHIBIT "B"
FEE SCHEDULE
line-
Item-#
Description
--`=Part #
Unit Cost
1
Sender Assy — Fuel Tank
6C3Z-9275-VA
$365 40
2
Exhaust Tube
DB5Z-5G203-A
$245 70
3
Nozzle Asy
4C3Z-9E527-BRM
$173 25
4
Pipe — Fuel Filler
DG1Z-9034-G
$152 25
5
Wrench — Wheel Nut
5L1Z-17032-A
$29 40
6
Kit — Spanner
5L1Z-17003-A
$91 88
7
Handle
1L3Z-9943400-BAA
$19 77
8
Motor and Pump Asy
7R3Z-17664-A
$16 70
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EXHIBIT "C"
WORKERS' COMPENSATION INSURANCE CERTIFICATION
Every employer, except the State, shall secure the payment of compensation in one or more of the
following ways
(a) By being insured against liability to pay compensation by one or more insurers duly
authorized to write compensation insurance in this State.
(b) By securing from the Director of Industrial Relations, a certificate of consent to
self -insure, either as an individual employer, or as one employer in a group of
employers, which may be given upon furnishing proof satisfactory to the Director
of Industrial Relations of ability to self -insure and to pay any compensation that
may become due to his or her employees
CHECK ONE
I am aware of the provisions of Section 3700 of the Labor Code which requires every
employer to be insured against liability for Workers' Compensation or to undertake self-insurance
in accordance with the provisions of that Code, and I will comply with such provisions before
commencing the performance of the work and activities required or permitted under this
Agreement. (Labor Code §1861)
I affirm that at all times, in performing the work and activities required or permitted under
this Agreement, I shall not employ any person in any manner such that I become subject to the
workers' compensation laws of California. However, at any time, if I employ any person such that
I become subject to the workers' compensation laws of California, immediately I shall provide the
City with a certificate of consent to self -insure, or a certification of workers' compensation
insurance.
I certify under penalty of perjury under the laws of the State of California that the information and
representations made in this certificate are true and correct.
FAIRVIEW FORD SALES, INC
By.
Linda Barman, Parts Manager
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