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Home My WebLink AboutContract 39728CITY SECRETiARY' PROFESSIONAL SERVICES AGREE WNYTRACT NO This PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and entered into by and between the CITY OF FORT WORTH (the "City"), a home rule municipal corporation situated in portions of Tarrant, Denton and Wise Counties, Texas, acting by and through Karen L. Montgomery, its July authorized Assistant City Manager, and INX Inc. ("Consultant"), a Texas Communication Infrastructure Provider and acting by and through Paul Klotz, its duly authorized V.P. President of Operations. This Agreement incorporates by reference the pricing and applicable terms and conditions of State of Texas Department of Information Resources (DIR) Contract DIR SDD-677 between the DIR and INX, IncAf there is any conflict between this Agreement and the DIR Contract, this Agreement shall control. 1. SCOPE OF SERVICES. Consultant hereby agrees to provide the City with professional consulting services for the purpose of Cabling Infrastructure Services. Attached hereto and incorporated for all purposes incident to this Agreement is Exhibit "A," Statement of Work, more specifically describing the services to be provided hereunder. 2. TERM. This Agreement shall commence upon the last date that both the City and Consultant have executed this Agreement ("Effective Date") and shall continue in full force and effect until completion of all services contemplated herein but no later than May 13, .2010, unless terminated earlier in accordance with the provisions of this Agreement. 3. COMPENSATION. The City shall pay Consultant per terms of individual executed work orders in accordance with the provisions of this Agreement and the Payment Schedule attached as Exhibit "B," which is incorporated for all purposes herein. Payments under this Agreement shall not exceed $100,000.00. All payments shall be due thirty (30) days from the date of invoice. Consultant shall not perform any additional services for the City not specified by this Agreement unless.the City requests and approves in writing the additional costs for such services. The City shall not be liable for any additional expenses of Consultant not specified by this Agreement unless the City first approves such expenses in writing. 4. TERMINATION, 4.1, Written Notice. The City or Consultant may terminate this Agreement at any time and for any reason by providing the other party with thirty (30) days prior written notice of termination. 4.2 Non -appropriation of Funds. In the event no funds or insufficient funds are appropriated by the City in any fiscal period for any payments due hereunder, City will notify Consultant of such occurrence as soon as is practicable and this Agreement shall terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to the City of any kind whatsoever, except as to the portions of the payments herein agreed upon for which funds shall have been appropriated. , ___ _ Professional Services Agr Network Cabling Services Page 1 of 10 ®FFICIAIL RECORD CITY SECRETARY F1 WORTH, TX 4.3 Duties and Obligations of the Parties. In the event that this Agreement is terminated prior to the Expiration Date, the City shall pay Consultant for services actually rendered up to the effective date of termination and Consultant shall continue to provide the City with services requested by the City and in accordance with this Agreement up to the effective date of termination. 5. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL INFORMATION. Consultant hereby warrants to the City that Consultant has made full disclosure in writing of any existing or potential conflicts of interest related to Consultant's services under this Agreement. In the event that any conflicts of interest arise after the Effective Date of this Agreement, Consultant hereby agrees immediately to make full disclosure to the City in writing. Consultant, for itself and its officers, agents and employees, further agrees that it shall treat all information provided to it by the City as confidential and shall not disclose any such information to a third party without the prior written approval of the City. Consultant shall store and maintain City Information in a secure manner and shall not allow unauthorized users to access, modify, delete or otherwise corrupt City Information in any way. Consultant shall notify the City immediately if the security or integrity of any City information has been compromised or is believed to have been compromised. City agrees that Consultant Confidential Information means any information disclosed by Consultant to City, either directly or indirectly, in writing, orally or by inspection of tangible objects (including without limitation documents, prototypes, samples, plant and equipment, customer lists or other customer information not known to the public), which is designated as "Confidential," "Proprietary" or some similar designation, or is the type of information which should reasonably be recognized as Confidential or Proprietary. City shall not use any Consultant Confidential Information for any purpose except to evaluate and engage in discussions concerning this Agreement. City agrees to protect the Consultant's Proprietary and Confidential Information to the same extent that it protects its own Proprietary and Confidential Information but with no less than a reasonable degree of care. Notwithstanding the foregoing, Consultant understands and acknowledges that the City of Fort Worth (y") is a public entity under the laws of the State of Texas, and as such, all documents and data held by the City are subject to disclosure under Chapter 552 of the Texas Government Code, the Texas Public Information Act (the "Act"). If the City is required to disclose any documents that may reveal any Consultant proprietary information to third parties under the Act, or by any other legal process, law, rule or judicial order by a court of competent jurisdiction, the City will utilize its best efforts to notify Consultant prior to disclosure of such documents. The City shall not be liable or responsible in any way for the disclosure of information not clearly marked as "Proprietary / Confidential Information" or if disclosure is required by the Act or any other applicable law or court order. In the event there is a request for such information, it will be the responsibility of Consultant to submit reasons objecting to disclosure. A determination on whether such reasons are sufficient will not be decided by the City, but by the Office of the Attorney General of the State of Texas, or by a court of competent jurisdiction. 6. RIGHT TO AUDIT. Consultant agrees that the City shall, until the expiration of three (3) years after final payment under this contract, have access to and the right to examine at reasonable times any directly pertinent books, documents, papers and records of the consultant involving transactions relating to this Contract at no additional cost to the City. Consultant agrees that the City shall have access during normal working hours to all necessary Consultant facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this section. The City shall give Consultant reasonable advance notice of intended audits. Consultant further agrees to include in all its subcontractor agreements hereunder a provision to Professional Services Agreement Network Cabling Services Page 2 of 10 the effect that the subcontractor agrees that the City shall, until expiration of three (3) years after final payment of the subcontract, have access to and the right to examine at reasonable times any directly pertinent books, documents, papers and records of such subcontractor involving transactions related to the subcontract, and further that City shall have access during normal working hours to all subcontractor facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this paragraph. City shall give subcontractor reasonable notice of intended audits. 7. INDEPENDENT CONTRACTOR. It is expressly understood and agreed that Consultant shall operate as an independent contractor as to all rights and privileges granted herein, and not as agent, representative or employee of the City. Subject to and in accordance with the conditions and provisions of this Agreement, Consultant shall have the exclusive right to control the details of its operations and activities and be solely responsible for the acts and omissions of its officers, agents, servants, employees, contractors and subcontractors. Consultant acknowledges that the doctrine of respondent superior shall not apply as between the City, its officers, agents, servants and employees, and Consultant, its officers, agents, employees, servants, contractors and subcontractors. Consultant further agrees that nothing herein shall be construed as the creation of a partnership or joint enterprise between City and Consultant. 8. LIABILITY AND INDEMNIFICATION. CONSULTANT SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE ANDIOR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, TO THE EXTENT DIRECTLY CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF CONSULTANT, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES. IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR ANY INDIRECT, INCIDENTAL SPECIAL, EXEMPLARY, PUNITIVE OR CONSEQUENTIAL DAMAGES, OR DAMAGES FOR LOSS OF REVENUE, DATA, OR USE, INCURRED BY EITHER PARTY OR ANY THIRD PARTY, WHETHER IN AN ACTION IN CONTRACT, TORT, STATUTORY OR OTHERWISE (ANY LEGAL THEORY), EVEN IF THE OTHER PARTY OR ANY OTHER PERSON HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. EXCLUDING THE NEGLIGENT ACTS) OR OMISSION(S) MALFEASANCE OR INTENTIONAL MISCONDUCT OF CONSULTANT, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES FOR LOSS OR DAMAGE TO PROPERTY OR PERSONAL INJURY INCLUDING DEATH, AND EXCLUDING A BREACH OF CONSULTANT'S INTELLECTUAL PROPERTY RIGHTS, OR EITHER PARTY'S CONFIDENTIALITY OR INDEMNIFICATION OBLIGATIONS HEREIN, A PARTY'S ENTIRE LIABILITY AND EXCLUSIVE REMEDY FOR DAMAGES FROM ANY CAUSE WHATSOEVER, INCLUDING, BUT NOT LIMITED TO, NONPERFORMANCE OR MISREPRESENTATION, AND REGARDLESS OF THE FORM OF ACTIONS, SHALL BE LIMITED TO THE AMOUNT WHICH HAS BEEN ACTUALLY PAID TO CONSULTANT BY CITY FOR SERVICES UNDER THE APPLICABLE STATEMENT OF WORK. CONSULTANT COVENANTS AND AGREES TO, AND DOES HEREBY, INDEMNIFY, HOLD HARMLESS AND DEFEND THE CITY, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, FROM AND AGAINST ANY AND ALL CLAIMS OR LAWSUITS FOR EITHER PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO CONSULTANT'S BUSINESS AND ANY RESULTING LOST PROFITS) ANDIOR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, TO THE EXTENT CAUSED BY THE NEGLIGENT ACTS OR OMISSIONS OR MALFEASANCE OF CONSULTANT, ITS OFFICERS, Professional Services Agreement Network Cabling Services Page 3 of 10 AGENTS, SERVANTS OR EMPLOYEES. 9. ASSIGNMENT AND SUBCONTRACTING. Consultant shall not assign or subcontract any of its duties, obligations or rights under this Agreement without the prior written consent of the City. If the City grants consent to an assignment, the assignee shall execute a written agreement with the City and the Consultant under which the assignee agrees to be bound by the duties and obligations of Consultant under this Agreement. The Consultant and Assignee shall be jointly liable for all obligations under this Agreement prior to the assignment. If the City grants consent to a subcontract, the subcontractor shall execute a written agreement with the Consultant referencing this Agreement under which the subcontractor shall agree to be bound by the duties and obligations of the Consultant under this Agreement as such duties and obligations may apply. The Consultant shall provide the City with a fully executed copy of any such subcontract. 10. INSURANCE. Consultant shall provide the City with certificates) of insurance documenting policies of the following minimum coverage limits that are to be in effect prior to commencement of any work pursuant to this Agreement: 10.1 Coverage and Limits (a) Commercial General Liability $1,000,000 Each Occurrence $1,000,000 Aggregate (b) Automobile Liability $1,000,000 Each accident on a combined single limit basis or $2501000 Property damage $500,000 Bodily injury per person per occurrence Coverage shall be on any vehicle used by the (onsultant, its employees, agentsI representatives in the course of the providing services under this Agreement. "Any vehicle" shall be any vehicle owned, hired and non -owned (c) Worker's Compensation Statutory limits Employer's liability $100,000 Each accident/occurrence $100,000 Disease - per each employee $500,000 Disease - policy limit This coverage may be written as follows: Workers' Compensation and Employers' Liability coverage with limits consistent with statutory benefits outlined in the Texas workers' Compensation Act (Art. 8308 — 1.01 et seq. Tex. Rev, Civ. Stat.) and minimum policy limits for Employers' Liability of $100,000 each accident/occurrence, $500,000 bodily injury disease policy limit and $100,000 per disease per employee (d) Technology Liability (Errors &Omissions) $1,000,000 Each Claim Limit $1,000,000 Aggregate Limit Technology coverage may be provided through an endorsement to the Professional Services Agreement Network Cabling Services Page 4 of 10 Commercial General Liability (CGL) policy, or a separate policy specific to Technology E&O. Either is acceptable if coverage meets all other requirements. Coverage shall be claims -made, and maintained for the duration of the contractual agreement and for two (2) years following completion of services provided. An annual certificate of insurance shall be submitted to the City to evidence coverage. 10.2 Certificates. Certificates of Insurance evidencing that the Consultant has obtained all required insurance shall be delivered to the City prior to Consultant proceeding with any work pursuant to this Agreement. All policies shall be endorsed to name the City as an additional insured thereon, as its interests may appear. The term City shall include its employees, officers, officials, agent, and volunteers in respect to the contracted services. Any failure on the part of the City to request required insurance documentation shall not constitute a waiver of the insurance requirement. A minimum of thirty (30) days notice of cancellation or reduction in limits of coverage shall be provided to the City. Ten (10) days notice shall be acceptable in the event of non-payment of premium. Such terms shall be endorsed onto Consultant's insurance policies. Notice shall be sent to the Risk Manager, City of Fort Worth, 1000 Throckmorton, Fort Worth, Texas 76102, with copies to the City Attorney at the same address. 11. COMPLIANCE WITH LAWS ORDINANCES RULES AND REGULATIONS. Consultant agrees to comply with all applicable federal, state and local laws, ordinances, rules and regulations. If the City notifies Consultant of any violation of such laws, ordinances, rules or regulations, Consultant shall immediately desist from and correct the violation. 12. NON-DISCRIMINATION COVENANT. Consultant, for itself, its personal representatives, assigns, subcontractors and successors in interestI as part of the consideration herein, agrees that in the performance of Consultant's duties and obligations hereunder, it shall not discriminate in the treatment or employment of any individual or group of individuals on any basis prohibited by law. If any claim arises from an alleged violation of this non- discrimination covenant by Consultant, its personal representatives, assigns, . subcontractors or successors in interest, Consultant agrees to assume such liability and to indemnify and defend the City and hold the City harmless from such claim. 13. NOTICES. Notices required pursuant to the provisions of this Agreement shall be conclusively determined to have been delivered when (1) hand -delivered to the other party, its agents, employees, servants or representatives, (2) delivered by facsimile with electronic confirmation of the transmission, or (3) received by the other party by United States Mail, registered, return receipt requested, addressed as follows: To The CITY: City of Fort Worth/IT Solutions 1000 Throckmorton Fort Worth TX 76102-6311 Facsimile: (817) 392-8654 14. SOLICITATION OF EMPLOYEES. Professional Services Agreement Network Cabling Services Page 5 of 10 To CONSULTANT: INX Inc. 1955 Lakeway Drive, Suite 220 Lewisville, TX 75057 Attn: Sr. Manager, Client and Vendor Agreements Neither the City nor Consultant shall, during the term of this agreement and additionally for a period of one (1) year after its termination, solicit for employment or employ, whether as employee or independent contractor, any person who is or has been employed by the other during the term of this agreement, without the prior written consent of the person's employer. 15. GOVERNMENTAL POWERS. It is understood and agreed that by execution of this Agreement, the City does not waive or surrender any of its governmental powers. 16. NO WAIVER. The failure of the City or Consultant to insist upon the performance of any term or provision of this Agreement or to exercise any right granted herein shall not constitute a waiver of the City's or Consultant's respective right to insist upon appropriate performance or to assert any such right on any future occasion. 17. GOVERNING LAW /VENUE. This Agreement shall be construed in accordance with the internal laws of the State of Texas. If any action, whether real or asserted, at law or in equity, is brought on the basis of this Agreement, venue for such action shall lie in state courts located in Tarrant County, Texas or the United States District Court for the Northern District of Texas, Fort Worth Division. 18. SEVERABILITY. If any provision of this Agreement is held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired. 19. FORCE MAJEURE. The City and Consultant shall exercise their best efforts to meet their respective duties and obligations as set forth in this Agreement, but shall not be held liable for any delay or omission in performance due to force majeure or other causes beyond their reasonable control (force majeure), including, but not limited to, compliance with any government law, ordinance or regulation, acts of God, acts of the public enemy, fires, strikes, lockouts, natural disasters, wars, riots, material or labor restrictions by any governmental authority, transportation problems and/or any other similar causes. 20. HEADINGS NOT CONTROLLING. Headings and titles used in this Agreement are for reference purposes only and shall not be deemed a part of this Agreement. 21. REVIEW OF COUNSEL. The parties acknowledge that each party and its counsel have reviewed and revised this Agreement and that the normal rules of construction to the effect that any ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this Agreement or exhibits hereto. 22. AMENDMENTS /MODIFICATIONS / EXTENSTIONS. No extension, mocation or amendment of this Agreement shall be binding upon a party hereto unless such extension, modification, or amendment is set forth in a written instrument, which is executed by an authorized representative and delivered on behalf of such party. Professional Services Agreement Network Cabling Services Page 6 of 10 23. ENTIRETY OF AGREEMENT. This Agreement, including the schedule of exhibits attached hereto Cl"d any documents incorporated herein by reference, contains the entire understanding and agreement between the City and Consultant, their assigns and successors in interest, as to the matters contained herein. Any prior or contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict with any provision of this Agreement. 24. SIGNATURE AUTHORITY. The person signing this agreement hereby warrants that he/she has the legal authority to execute this agreement on behalf of the respective party, and that such binding authority has been granted by proper order, resolution, ordinance or other authorization of the entity. The other party is fully entitled to rely on this warranty and representation into this Agreement. 25. WARRANTY. CONSULTANT WARRANTS ALL SERVICES FOR A PERIOD OF NINETY (90) DAYS FROM THE DATE OF INSTALLATION AND THAT ALL SERVICES WILL BE PROVIDED IN A PROFESSIONAL AND WORKMANLIKE MANNER CONSISTENT WITH INDUSTRY STANDARDS. EXCEPT FOR THE WARRANTY SET FORTH IN SECTION 24 AND IN THIS SECTION 25, CONSULTANT MAKES NO OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE [SIGNATURE PAGE FOLLOWS] Professional Services Agreement Network Cabling Services Page 7 of 10 IN W TNESS WHEREOF, 2010, CITY OF FORT WORTH: S� I parties hereto have executed this Agreement in multiples this day of r�a�wiai i� /vny mai iayci Date: (� / 0 Marty Hendrik: City Secretary APPROVED AS Maleshia B. Farmer Assistant City Attorney CONTRACT AUTHORIZATION: Date Approved: l o l InG OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Professional Services Agreement Network Cabling Services Page 8 of 10 By: N ame: Klotz i0 Title: ViPresident, Operations Date: C �e'-202?L) 1 ATTEST: EXHIBIT A STATEMENT OF WORK Data Reconstruction CITY is responsible for maintaining their own procedures for the reconstruction of lost or altered files, backup or saving of data or programs to the extent deemed necessary by CITY and for actually reconstructing any lost or altered files, data or programs. CONSULTANT assumes no responsibility for the protection of CITY's data. Except for damages or loss resulting from gross negligence or intentional misconduct, CONSULTANT is not liable for damage to software or data caused by service to the computer hardware equipment. CITY agrees that it shall have the sole responsibility for safeguarding the software and data during service work performed by CONSULTANT. CONSULTANT is not liable for software damage due to any outside factor, i.e. software virus. 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NON -CONSENT PUBLIC HEARING: NO SUBJECT: Authorize Professional Service Agreements with INX, Inc., Network Cabling and Senior Consultants Inc., for the Installation of Fiber Optic and Structured Cable for the Information Technology Solutions Department Using Department of Information Resources Contracts for a Combined Amount Not to Exceed $210,000.00 RECOMMENDATION: It is recommended that the City Council authorize Professional Service Agreements with INX Inc., Network Cabling and Senior Consultants Inc., for the installation of fiber optic and structured cable for the Information Technology Solutions Department (IT Solutions) using Department of Information Resources Contract No's. SDD-669, SDD-676 and SDD-677 for a combined amount not to exceed $210,000,00, DISCUSSION• The Information Technology Solutions Department (IT Solutions) will use the agreements to continue outsourcing installation of network wiring and fiber optic cabling for the City's network infrastructure. The infrastructure connects individual devices such as computers and printers to networks and provides the interconnection among City facilities. New facility construction projects as well as continued cabling requests require IT Solutions to address the need for installation of structured wiring and fiber optic cabling. The IT Solutions Department evaluated qualified fiber optic cable installers with existing agreements with the Texas Department of Information Resources (DIR) to install, splice, terminate Cl" test fiber optic and structured cable at City facties. The vendors are required to use only manufacturer -certified installation personnel. Additionally, each vendor is required to fully test the installed cabling to ensure that it meets or exceeds published specifications. Three vendors were determined to have met City requirements. Because the number of cabling installation jobs is cyclical, the City is best served if more than one vendor is available to respond to City cabling requests. Vendors will be selected for individual jobs based on price and availability. The three vendors recommended by staff are INX Inc., (DIR-SDD-677); Network Cabling (DIR-SDD-669); and Senior Consultants, Inc., (DIR-SDD-676). The vendors were informed that no guarantee is made for the number of installation services that may be purchased under these agreements. In Fiscal Year 2008, approximately $216,000.00 was spent for cabling services and in Fiscal Year 2009 the amount was $175,000.00. For Fiscal Year 2010, staff has anticipated continued downsizing and consolidation as well as projects such as the new Northwest Library, Will Rogers, Parking Garage and Police and Fire facilities. Staff estimates these requirements will not exceed $210,000.00, Department of Information Resources (DIR) is authorized to offer the cooperative purchasing program to state agencies, public institutions of higher learning, public school districts and local governments. Pursuant to Government Code Section 791.025, a local government that purchases goods and services under the Interlocal Cooperation Act satisfies otherwise applicable competitive bidding requirements. M/WBE — A waiver of the goal for M/WBE subcontracting requirements was requested by IT Solutions Department and approved by MWBE Office because the purchase of goods or services is from sources where subcontractor or supplier opportunities are http://apps.cfwnet.org/council packet/mc_review.asp?ID=12395&councildate=l0/13/2009 (1 of 2) [10/14/2009 4:27:19 PM] M&C Review negligible. ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager for an amount up to $25,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERMS — Upon City Council Is approval this Agreement will begin on September 29, 2009 and expire on May 13, 2010. RENEWAL OPTIONS - If DIR renews its contract agreements with INA, Inc., Network Cabling, and Senior Consultants, Inc., these agreements may be renewed in accordance with the terms of the DIR contract. Should the State elect to exercise the renewal option, the City will do the same. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that funds are available in the current operating budget, as appropriated, of the participating departments. TO Fund/Account/Centers FROM Fund/Account/Centers Submitted for City Manager's Office by: Originating Department Head: Additional Information Contact: ATTACHMENTS Karen Montgomery (6222) Peter Anderson (8781) Steve Streiffert (2221) http://apps.cfwnet.org/council packet/mc_review.asp?ID=12395&councildate=l0/13/2009 (2 of 2) [10/14/2009 4:27:19 PM]