HomeMy WebLinkAboutContract 50036 O City Secretary Contract No. b
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PROFESSIONAL SERVICES AGREEMENT
This PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and entered into by
and between the CITY OF FORT WORTH (the"City"or"Client'l, a home-rule municipal corporation
situated in portions of Tarrant,Denton,Johnson and Wise Counties,Texas,acting by and through its duly
authorized Assistant City Manager, and DATAMATIC, INC ("Consultant"), and acting by and through
Philip J. Masters,its duly authorized Chief Financial Officer. City and Consultant are each individually
referred to herein as a"party" and collectively referred to as the `parties." The term "Consultant" shall
include the Consultant,its officers,agents,employees,representatives,contractors or subcontractors.The
term"City"shall include its officers,employees,agents,and representatives.
CONTRACT DOCUMENTS:
The Contract documents shall include the following
1. This Professional Services Agreement;
2. Appendix A, Additional Terms and Conditions
3. Exhibit 1,System Maintenance Breakdown and Annual Payment Schedule
4. Exhibit 2,ROADRUNNER Check Sheet
S. Exhibit 3,Maintenance Supplies,Accessories and Hourly Charges
6. Exhibit 4,Registered Agents
7. Exhibit 5,Signature Verification Form
All Exhibits attached hereto are incorporated herein and made a part of this Agreement for all purposes.In
the event of any conflict between the documents,the terms and conditions of this Professional Services
Agreement shall control.
The tern"Consultant"or"Contractor"shall include the Consultant or Contractor,and its officers,agents,
employees,representatives,servants,contractors or subcontractors.
The term"City"shall include its officers,employees,agents,and representatives.
1. Scope of Services. Consultant hereby agrees, with good faith and due diligence, to
provide the City with professional consulting services for specific description of services. Specifically,
Consultant will perform all duties outlined and described in the Additional Terms and Conditions which is
attached hereto as Appendix"A" and incorporated herein for all purposes, and further referred to herein
as the"Services."Consultant shall perform the Services in accordance with standards in the industry for
the same or similar services. In addition, Consultant shall perform the Services in accordance with all
applicable federal, state, and local laws, rules, and regulations. If there is any conflict between this
Agreement and Appendix A,the terms and conditions of this Agreement shall control.
2. Term. This Agreement shall commence upon the date the Agreement is fully executed
("Effective Date')and shall expire on September 30,2018 ("Expiration Date'),unless terminated earlier
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FT.WORTH,TX
City Secretary Contract No.
in accordance with the provisions of this Agreement or otherwise extended by the parties.This Agreement
may be renewed for a one(1)year term for up to four(4)renewals.Notwithstanding any other provision
in this Agreement, the City agrees that it will enter into at least two (2) annual renewal periods.
Thereafter, the parties agree that the Agreement may be renewed for a shorter period or on a month to
month basis in accordance with Appendix W.The City shall provide Consultant with written notice of
its intent to renew at least sixty(60) days prior to the end of each term. All terms and conditions shall
remain the same unless amended by written agreement signed by both parties.
3. Compensation. For each contract year that the City exercises its renewal option,the City
shall pay Consultant a non-refundable annual payment for the services provided herein as indicated on
EXHIBIT 1,which is attached hereto and incorporated herein for all purposes.The parties agree that the
Consultant shall not be entitled to any additional increase in the annual payment for the four(4)renewal
options. The annual payment shall be due October 1 of each contract year and the City shall make
payment by October 31. 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.
The City shall pay Consultant$51,609.89 for the first contract year within ten(10)business days
after full execution of this Agreement.The Consultant agrees that upon payment for the first contract year,
all claims for any amount past due for Consultant's services shall be satisfied and paid.
4. Termination.
4.1. Convenience. Either the City or Consultant may terminate this Agreement at any
time and for any reason by providing the other party with thirty (30) days written notice of
termination.
4.2. Breach. If either party commits a material breach of this Agreement, the non-
breaching Party must give written notice to the breaching party that describes the breach in
reasonable detail. The breaching party must cure the breach ten(10)calendar days after receipt of
notice from the non-breaching party, or other time frame as agreed to by the parties. If the
breaching party fails to cure the breach within the stated period of time,the non-breaching party
may, in its sole discretion,and without prejudice to any other right under this Agreement,law, or
equity,immediately terminate this Agreement by giving written notice to the breaching party.
4.3. Fiscal Funding Out.In the event no funds or insufficient funds are appropriated
by the City in any fiscal period for any payments due hereunder,the City will notify Consultant of
such occurrence 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 have been
appropriated.
4.4. 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. Upon termination of this Agreement for any reason, Consultant shall provide the
City with copies of all completed or partially completed documents prepared under this
Agreement. In the event Consultant has received access to City information or data as a
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requirement to perform services hereunder, Consultant shall return all City provided data to the
City in a machine readable format or other format deemed acceptable to the City.
5. Disclosure of Conflicts and Confidential Information.
5.1. Disclosure of Conflicts. 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.
5.2. Confidential Information. The City acknowledges that Consultant may use
products,materials,or methodologies proprietary to Consultant.The City agrees that Consultant's
provision of services under this Agreement shall not be grounds for the City to have or obtain any
rights in such proprietary products,materials,or methodologies unless the parties have executed a
separate written agreement with respect thereto. Consultant,for itself and its officers, agents and
employees,agrees that it shall treat all information provided to it by the City("City Information'l
as confidential and shall not disclose any such information to a third party without the prior written
approval of the City.
5.3. Unauthorized Access. 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,
in which event, Consultant shall, in good faith, use all commercially reasonable efforts to
cooperate with the City in identifying what information has been accessed by unauthorized means
and shall fully cooperate with the City to protect such information from further unauthorized
disclosure.
6. Right to Audit.
6.1. Consultant agrees that the City shall, until the expiration of three(3)years after
final payment under this Agreement,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 Agreement 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 not less than 10 days written notice of
any intended audits.
6.2. Consultant further agrees to include in all its subcontractor agreements hereunder
a provision to 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 farther 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 not less than 10 days written notice of any intended
audits.
7. Independent Contractor. It is expressly understood and agreed that Consultant shall
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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
respondeat 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.It is further understood that the City
shall in no way be considered a Co-employer or a Joint employer of Consultant or any officers,
agents, servants,employees or subcontractors of Consultant.Neither Consultant,nor any officers,
agents, servants, employees or subcontractors of Consultant shall be entitled to any employment
benefits from the City. Consultant shall be responsible and liable for any and all payment and
reporting of taxes on behalf of itself, and any of its officers, agents, servants, employees or
subcontractors.
8. LIABILITY AND INDEMNIFICATION.
8.1. LIABILITY - CONSULTANT SHALL BE LIABLE AND RESPONSIBLE
FOR ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL
INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR
CHARACTER,WHETHER REAL OR ASSERTED,TO THE EXTENT CAUSED BY THE
NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL
MISCONDUCT OF CONSULTANT, ITS OFFICERS, AGENTS, SERVANTS OR
EMPLOYEES.
8.2. INDEMNIFICATION - CONSULTANT HEREBY COVENANTS AND
AGREES TO INDEMN FY, HOLD HARMLESS AND DEFEND THE CITY, ITS
OFFICERS,AGENTS,SERVANTS AND EMPLOYEES,FROM AND AGAINST ANY AND
ALL CLAIMS OR LAWSUITS OF ANY KIND OR CHARACTER,WHETHER REAL OR
ASSERTED, FOR EITHER PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED
DAMAGE OR LOSS TO CONSULTANT'S BUSINESS, AND ANY RESULTING LOST
PROFITS) PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS,
AND DAMAGES FOR CLAIMS OF INTELLECTUAL PROPERTY INFRINGEMENT,
ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT,TO THE EXTENT
CAUSED BY THE ACTS OR OMISSIONS OF CONSULTANT,ITS OFFICERS,AGENTS,
SUBCONTRACTORS,SERVANTS OR EMPLOYEES.
8.3. INTELLECTUAL PROPERTY INFRINGEMENT,
83.1. The Consultant warrants that all Deliverables, or any part thereof,
furnished hereunder, including but not limited to: programs, documentation,
software, analyses, applications, methods, ways, and processes (in this Section 8C
each individually referred to as a "Deliverable" and collectively as the
"Deliverables,") do not infringe upon or violate any patent,copyrights,trademarks,
service marks, trade secrets,or any intellectual property rights or other third party
proprietary rights,in the performance of services under this Agreement.
8.3.2. Consultant shall be liable and responsible for any and all claims
made against the City for infringement of any patent,copyright,trademark,service
mark,trade secret,or other intellectual property rights by the use of or supplying of
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any Deliverable(s) in the course of performance or completion of, or in any way
connected with providing the services, or the City's continued use of the
Deliverable(s)hereunder.
8.33. Consultant agrees to indemnify,defend,settle,or pay,at its own cost
and expense, including the payment of attorney's fees, any claim or action against
the City for infringement of any patent,copyright,trade mark,service mark,trade
secret, or other intellectual property right arising from City's use of the
Deliverable(s), or any part thereof, in accordance with this Agreement, it being
understood that this agreement to indemnify,defend, settle or pay shall not apply H
the City modifies or misuses the Deliverable(s).So long as Consultant bears the cost
and expense of payment for claims or actions against the City pursuant to this
section 8,Consultant shall have the right to conduct the defense of any such claim or
action and all negotiations for its settlement or compromise and to settle or
compromise any such claim;however,City shall have the right to fully participate in
any and all such settlement, negotiations, or lawsuit as necessary to protect the
City's Interest, and City agrees to cooperate with Consultant in doing so. In the
event City,for whatever reason,assumes the responsibility for payment of costs and
expenses for any claim or action brought against the City for infringement arising
under this Agreement, the City shall have the sole right to conduct the defense of
any such claim or action and all negotiations for its settlement or compromise and to
settle or compromise any such claim;however,Consultant shall fully participate and
cooperate with the City in defense of such claim or action. City agrees to give
Consultant timely written notice of any such claim or action, with copies of all
papers City may receive relating thereto.Notwithstanding the foregoing, the City's
assumption of payment of costs or expenses shall not eliminate Consultant's duty to
indemnify the City under this Agreement. If the Deliverable(s), or any part
thereof,is held to infringe and the use thereof is enjoined or restrained or, if as a
result of a settlement or compromise, such use is materially adversely restricted,
Consultant shall, at its own expense and as City's sole remedy, either: (a) procure
for City the right to continue to use the Deliverable(s); or (b) modify the
Deliverable(s)to make them/it non-infringing,provided that such modification does
not materially adversely affect City's authorized use of the Deliverable(s); or (c)
replace the Deliverable(s) with equally suitable, compatible, and functionally
equivalent non-infringing Deliverable(s) at no additional charge to City, or (d) if
none of the foregoing alternatives is reasonably available to Consultant, terminate
this Agreement,and refund all amounts paid to Consultant by the City,subsequent
to which termination City may seek any and all remedies available to City under law.
CONSULTANT'S OBLIGATIONS HEREUNDER SHALL BE SECURED BY THE
REQUISITE INSURANCE COVERAGE AND AMOUNTS SET FORTH IN
SECTION 10 OF THIS AGREEMENT.
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
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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.
10.1. The Consultant shall carry the following insurance coverage with a company that
is licensed to do business in Texas or otherwise approved by the City:
10.1.1. Commercial General Liability.
10.1.1.1. Combined limit of not less than $2,000,000 per
occurrence;$4,000,000 aggregate;or
10.1.1.2. Combined limit of not less than $1,000,000 per
occurrence; $2,000,000 aggregate and Umbrella Coverage in the amount of
$4,000,000. Umbrella policy shall contain a follow-form provision and shall
include coverage for personal and advertising injury.
10.1.1.3. Defense costs shall be outside the limits of liability.
10.1.2. Automobile Liability Insurance covering any vehicle used in providing
services under this Agreement, including owned, non owned, or hired vehicles, with a
combined limit of not less than$1,000,000 per occurrence.
10.2. General Insurance Requirements:
10.2.1. All applicable policies shall name the City as an additional insured
thereon, as its interests may appear. The term City shall include its employees,officers,
officials,agents,and volunteers in respect to the contracted services.
10.2.2. The workers' compensation policy shall include a Waiver of Subrogation
(Right of Recovery)in favor of the City of Fort Worth.
10.2.3. 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. 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.
10.2.4. The insurers for all policies must be licensed and/or approved to do
business in the State of Texas. All insurers must have a minimum rating of A V11 in the
current A.M. Best Key Rating Guide, or have reasonably equivalent financial strength
and solvency to the satisfaction of Risk Management. If the rating is below that required,
written approval of Risk Management is required.
10.2.5. Any failure on the part of the City to request required insurance
documentation shall not constitute a waiver of the insurance requirement.
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10.2.6. Certificates of Insurance evidencing that the Consultant has obtained all
required insurance shall be delivered to and approved by the City's Risk Management
Division prior to execution of this Agreement.
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 interest, 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: TO CONSULTANT:
City of Fort Worth DATAMATIC,INC.
Attn:Jesus"Jay"Chapa Attn. Philip Masters
Assistant City Manager Chief Financial Officer
200 Texas Street Address- -aLto F"-", SU,-:
Fort Worth TX 76102 Citgo, We-ip P -A-rJ0,Tst 7-5-0-7v<
Fiaes�l' �c�x�cxxx
With Copy to the City Attorney
at same address
14. Solicitation of Employees. Neither the City nor Consultant shall,during the term of this
Agreement and additionally for a period of one 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.This
provision shall not apply to an employee who responds to a general solicitation or advertisement of
employment by either party.
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.
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17. Governing Law and Venue. This Agreement shall be construed in accordance with the
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 Collin County,Texas or
the United States District Court for the Northern District of Texas,Dallas 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 maj eure 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 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. No amendment of this Agreement shall be binding upon a party hereto
unless such amendment is set forth in a written instrument, and duly executed by an authorized
representative of each party.
23. Entirely of Agreement. This Agreement,including any exhibits attached hereto and 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. Counterparts. This Agreement may be executed in one or more counterparts and each
counterpart shall, for all purposes, be deemed an original, but all such counterparts shall together
constitute one and the same instrument.An executed Agreement,modification, amendment, or separate
signature page shall constitute a duplicate if it is transmitted through electronic means, such as fax or e-
mail, and reflects the signing of the document by any party. Duplicates are valid and binding even if an
original paper document bearing each party's original signature is not delivered.
25. Warranty of Services. Consultant warrants that its services will be of a professional
quality and conform to generally prevailing industry standards. City must give written notice of any
breach of this warranty within thirty (30) days from the date that the services are completed. In such
event, at Consultant's option, Consultant shall either (a) use commercially reasonable efforts to re-
perform the services in a manner that conforms with the warranty,or(b)refund the fees paid by the City
to Consultant for the nonconforming services.
26. Federal Law Enforcement Database Access. If Consultant, or any Consultant Personnel,
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requires access to any federal law enforcement database or any federal criminal history record
information system, including but not limited to Fingerprint Identification Records System ("FIRS"),
Interstate Identification Index System ("III System'),National Crime Information Center ("NCIC") eF
National Fingerprint File CINF71,or Texas Law Enforcement Telecommunications Systems(`"II,ETS"),
that is governed by and/or defined in Title 28,Code of Federal Regulations Part 20 ("CFR Part 20"),for
the purpose of providing services for the administration of criminal justice as defined therein on behalf of
the City or the Fort Worth Police Department, under this Agreement, Consultant shall comply with the
Criminal Justice Information Services Security Policy and CFR Part 20,as amended, and shall separately
execute the Federal Bureau of Investigation Criminal Justice Information Services Security Addendum.
No changes, modifications, alterations, or amendments shall be made to the Security Addendum. The
document must be executed as is, and as approved by the Texas Department of Public Safety and the
United States Attorney General.
27. Immieration Nationality Act. The City of Fort Worth actively supports the Immigration
& Nationality Act (INA) which includes provisions addressing employment eligibility, employment
verification, and nondiscrimination. Consultant shall verify the identity and employment eligibility of all
employees who perform work under this Agreement. Consultant shall complete the Employment
Eligibility Verification Form (1-9), maintain photocopies of all supporting employment eligibility and
identity documentation for all employees,and upon request,provide City with copies of all 1-9 forms and
supporting eligibility documentation for each employee who performs work under this Agreement.
Consultant shall establish appropriate procedures and controls so that no services will be performed by
any employee who is not legally eligible to perform such services.Consultant shall provide City with a
certification letter that it has complied with the verification requirements required by this Agreement.
Consultant shall indemnify City from any penalties or liabilities due to violations of this provision. City
shall have the right to immediately terminate this Agreement for violations of this provision by
Consultant.
28. Informal Dispute Resolution. Except in the event of termination pursuant to Section 4.2,if
either City or Consultant has a claim, dispute, or other matter in question for breach of duty, obligations,
services rendered or any warranty that arises under this Agreement,the parties shall first attempt to resolve
the matter through this dispute resolution process. The disputing party shall notify the other party in writing
as soon as practicable after discovering the claim,dispute,or breach The notice shall state the nature of the
dispute and list the party's specific reasons for such dispute. Within ten(10)business days of receipt of the
notice,both parties shall commence the resolution process and make a good faith effort,either through email,
mail,phone conference,in person meetings,or other reasonable means to resolve any claim,dispute,breach
or other matter in question that may arise out of or in connection with this Agreement. If the Mies fail to
resolve the dispute within sixty(60)days of the date of receipt of the notice of the dispute,then the parties
may submit the matter to non-binding mediation in Tarrant County,Texas,upon written consent of authorized
representatives of both parties in accordance with the Industry Arbitration Rules of the American Arbitration
Association or other applicable rules goveming mediation then in effect.The mediator shall be agreed to by
the parties.Each party shall be liable for its own expenses,including attorney's fees;however, the parties
shall share equally in the costs of the mediation.If the parties cannot resolve the dispute through mediation,
then either party shall have the right to exercise any and all remedies available under law regarding the
dispute. Notwithstanding the fact that the parties may be attempting to resolve a dispute in accordance
with this informal dispute resolution process, the parties agree to continue without delay all of their
respective duties and obligations under this Agreement not affected by the dispute. Either party may,
before or during the exercise of the informal dispute resolution process set forth herein,apply to a court
having jurisdiction for a temporary restraining order or preliminary injunction where such relief is
necessary to protect its interests.
29. No Boycott of Israel. Consultant acknowledges that in accordance with Chapter 2270 of
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the Texas Government Code, the City is prohibited from entering into a contract with a company for
goods or services unless the contract contains a written verification from the company that it:(1)does not
boycott Israel;and(2)will not boycott Israel during the term of the contract. The terms"boycott Israel"
and "company" shall have the meanings ascribed to those terms in Section 808.001 of the Texas
Government Code. By signing this contract,.Consultant certiftes that Consultant's signature provides
written veWwation to the City that Consultant: (1)does not boycott Israel,•and(2)will not boycott Israel
during the term of the contract
30. 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. This
Agreement, and any amendment(s) hereto, may be executed by any authorized representative of
Consultant whose name, title and signature is affixed on the Verification of Signature Authority Form,
which is attached hereto as EXH BIT"6"and incorporate herein by reference.Each party is fully entitled
to rely on these warranties and representations in entering into this Agreement or any amendment hereto.
31. Survival of Provisions. The parties' duties and obligations pursuant to Section 4.4
(Duties and Obligations), 5 (Disclosure of Conflicts and Confidential Information), Section 6 (Right to
Audit),and Section 8(Liability and Indemnification)shall survive termination of this Agreement.
(signature page follows)
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Executed in multiples this the -'�day of Q,C ,2017.
ACCEPTED AND AGREED:
CITY.
CITY OF FORT WORTH CONTRACT COWLL4NCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and administration of this
contract,including ensuring all performance and
reporting requirements.
Bar
Jesus"Jay"Chapa
Assistant City Manager
/ B
Date: �i J ?— ( � r
4
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APPROVAL RECOMMENDED:
APPROVED AS TO FORM AND LEGALITY:
By:
=Wa"epartment By Director Christa Lopez-Reyn ds
ATTEST. Sr.Assistant City Attomey
rd
By: _R... NO M&C REQ(J[REID
Kayser
City Secretary ;4�
CONSULTANT: TEXP��
DATAMATIC,INC. ATTEST:
By: By:
Philip J. tern Name: •� o'"c a) C-(c-eU?
Chief Financial Officer Title:
Date: 1 .g�� Jr, 20%'t
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH,TX
Professional Savicea Agteaaent-Technology
Rev.9/2017 Page 11 of 19
City Secretary Contract No.
Appendix A
Additional Terms and Conditions
1 SUPPORT AND MAINTENANCE.Purchaser shall pay Datamatic an annual charge for the support and maintenance of the
items listed in EXHIBIT 1 for each contract year.Datamatic acknowledges that it shall not be entitled to any increase in the
annual payment except for what is identified in EXHIBIT 1.The recurring maintenance charge is subject to change only if
Purchaser purchases additional equipment and/or licenses additional software in accordance with the fees in EXHIBIT 1.
Each recurring annual payment shall be due on October 1 of that contract year.Purchaser shall make payment to Datamatic
no later than October 31 of each contract year.
2 Notwithstanding any provision in the Agreement,Purchaser agrees to renew this Agreement for at least two (2)annual
contract renewal options.Thereafter,Purchaser may renew its option on an annual term or issue notice to Datamatic that it
intends to execute its last renewal option for(1)a shorter period and prepay a pro rata portion of the full annual maintenance
charge scheduled which shall be an amount calculated by multiplying the full annual charge times a fraction,being the
number of months maintenance is to be in effect divided by 12;or(2)on a month to month basis and prepay by the last day
of the preceding month an amount calculated as 1/12th of the full annual maintenance charge.Nothing in this Agreement
shall limit Purchaser's option to renew this Agreement on an annual basis for all four(4)renewal terms.
3 LATE CHARGE.Any amounts payable hereunder that remain unpaid after October 31 of the contract you,except for the
first contract year,and for any month to month renewal year,shall be subjected to a late charge equal to 1.5%per month
from the due date until such amount is paid.
4 SPECIFICATIONS.The System shall include the Software identified in EXHIBIT 1 and will meet the specifications in the
User Manuals applicable at the time of this Agreement
5 DATAMATIC SOFTWARE LICENSE GRANT.Datamatic hereby grants to Licensee a nontransferable and nonexclusive
license for the use and possession of the Datamatic Software in object code form only. Said license is granted under the
terms and conditions set forth herein.
A Licensee agrees that Datamatic retains ownership rights to the Software,and that Licensee acquires no title to
the Software,nor any other interest in the Software,other than the right to use and possess the Software in accordance
with the teras and conditions of this Agreement All rights not explicitly granted to Licensee are retained by
Datamatic.Licensee also agrees not to make any copies or reproductions of the Software other than one copy to be
used by Licensee as a back-up for emergency situations.
B. The Software maybe used only in connection with the ROADRUNNER handheld units identified on EXHIBIT
1 and any units purchased from Datamatic in the future.
C. For the purpose of inspection to confirm Licensods compliance with the terms and conditions of this Agreement,
Licensee hereby grants Datematic the right,during regular business hours,and in compliance with established security
procedures to enter Licenseds premises where the Software is located and/or to conduct an electronic confirmation of
same.
D. Licensee shall not use the Software to process accounts or records or to generate output data for the direct
benefit of,or for purposes of rendering services to,any other non-affiliated business entities or organizations.Licensee
shall only use the Software to perform Licensee's work;and Licensee shall not permit anyone but Licensee's employ-
ees to use the Software.
E. Licensee agrees that it shall not attempt to or actually soil,give,lend,lease,convey,transfer,license,sublease,
provide,or in any other marmer transfer any of its rights in the Software,whether or not modified
6 Datamatic agrees to provide Support and Maintenance services subject to the terms and conditions set forth herein and upon
receipt of the payments as provided for in Section 1.
7 DESCRIPTION. Telephone response time from Datamatic shall be within two hours of a trouble call to Datamatic's
designated Call Center number.All maintainable equipment identified in EXHIBIT I is to be maintained by Datamatic on a
best efforts basis subject to the provisions described below.
8 INCLUSIONS. Dawnatic shall keep the Hardware and the Software in good working order. Maintenance services shall
include:
Professional Services Agreement—Technology—Exhibit C
Rev.9/2017 Page 12 of 19
City Secretary Contract No.
A. Preventive Hardware maintenance as is generally described on EXHIBIT 2.
B. Software maintenance,including providing Licensee with such revisions in the Software as Datamatic generally
makes available to licensees of the Software at no charge;and
C. Remedial maintenance of both the Hardware and Software.
9 EXCLUSIONS.Maintenance and repair services shall not apply to the following:
A. Batteries,straps,membranes or other coverings,power supplies or any other consumable supply item.
B. Electrical work external to the Hardware or maintenance of accessories,alterations,attachments or other devices not
fumished by Datematic;
C. Repair of damages or increases in telephone support or service time caused by accident,transportation,neglect,
misuse,Customer's employee turnover or alterations(which shall include,but not be limited to,PC hardware and/or
opasting system changes.
D. Repair of damages or increases in telephone support or service time attributable to the use of the System for
purposes for other than which it was designed;
E. Furnishing supplies or accessories; making specification changes or performing services connected with
relocation of machines;or adding or removing accessories,attachments or other devices. A list of these items and pric-
es
riges is attached as EXHIBIT 3.Each contract year,Datamatic may request up to a ten percent(10%)increase of the fees
in EXHIBIT 3 by providing sixty(60)days written notice to the City. Such increase must be agreed to by written
amendment to this Agreement.
10 Datamatic warrants that the System shall operate substantially in accordance with the User Manuals.The exclusive remedy
for any valid warranty claim shall be the repair or replacement of the noruonforming hardware,at Datamatic's option;and
the provision of conforming software,to replace nonconforming software.
11 DISCLAIMER OF WARRANTY AND LIMITATIONS OF REMEDIES. TO THE EXTENT ALLOWED BY LAW,
PURCHASER UNDERSTANDS AND AGREES AS FOLLOWS:
A. THE EXPRESS WARRANTIES AS SET FORTH IN THIS AGREEMENT ARE IN LIEU OF ALL OTHER
WARRANTIES,EXPRESS OR IMPLIED INCLUDING, WITHOUT LIMITATION,ANY WARRANTIES OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, AND ALL SUCH OTHER
WARRANTIES ARE HEREBY DISCLAIMED AND EXCLUDED BY DATAMATIC.
B. DATAMATIC SHALL NOT BE LIABLE FOR ANY LOSS OR DAMAGE CAUSED BY DELAY IN
FURNISHING HARDWARE, SOFTWARE, SERVICES OR ANY OTHER PERFORMANCE UNDER OR
PURSUANT TO THIS AGREEMENT.
C. DATAMATIC DOES NOT WARRANT THAT THE OPERATION OF SOFTWARE, HARDWARE OR
SERVICES INCLUDED IN THE SYSTEM WILL BE ERROR FREE.
D. THE SOLE AND EXCLUSIVE REMEDIES FOR BREACH OF ANY AND ALL WARRANTIES AND
THE SOLE REMEDIES FOR DATAMATIC'S LIABILITY OF ANY KIND (INCLUDING LIABILITY FOR
NEGLIGENCE)WITH RESPECT TO THE SYSTEM,HARDWARE,SOFTWARE OR SERVICES COVERED
BY THIS AGREEMENT OR ANY PERFORMANCE BY DATAMATIC UNDER OR PURSUANT TO THIS
AGREEMENT,WILL BE LIMITED TO THE REMEDIES SET FORTH HEREIN AND IN NO EVENT SHALL
EXCEED THE AGGREGATE CONSIDERATION PAID BY PURCHASER FOR THE SERVICES.
E. IN NO EVENT SHALL DATAMATTC'S LIABILITY OF ANY KIND INCLUDE ANY SPECIAL,
INCIDENTAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, EVEN IF DATAMATIC SHALL HAVE BEEN
ADVISED OF TBE POSSIBILITY OF SUCH POTENTIAL LOSS OR DAMAGE.
12 In the event Purchaser defaults on any obligation in accordance with the teras and conditions of this Agreement and
Datamatic notifies Purchaser in writing of the details of said failure of performance,then Datamatic may,at its option,terminate
this Agreement if Purchaser fails to cure said deficiencies in performarioe within ten(10)days of its receipt of said notice.
P=.rewioml Services Agreement—Technology—Exhibit C
Rev.912017 Page 13 of 19
City Secretary Contract No.
13 In the event either party terminates this Agreement or the license of Software,or should Purchaser fail to make any payment
for maintenance,all licenses granted under this Agreement shall be terminated,and Purchaser shall,within fifteen(15)days
following such termination, return to Datamatic the Software in whatever form retained, and all copies of Software
documentation.Purchaser shall certify in writing to Datamatic that Purchaser has so returned the Software and Datamatic
Documentation to Datamatie.
14 GOVERNING LAW AND CHOICE OF VENUE.This agreement shall be construed,interpreted and enforced under the
laws and statutes of the State of Texas without regard for any of said state's conflicts of law provisions. Any legal actions
relating to this Agreement shall be brought in either a state court in Collin County,Texas or in a Federal court in the
Northern District of Texas,Dallas Division.
Prohasional Services Agreement—Technology—ExhNt C
Rev.9R017 Page 14 of 19
Exhibit 7
System Maintenance Breakdown and Annual Payment Schedule
/Unit Total /Unit Total A)nit Total /Unit Total !Unit Total
Maint Invoice Maint. Invoice Maint. Invoice Malnt Invoice Maint. Invoice
Pmdud QtV Oct-17 Se 18 Oct-18 Sep-19 Oct-19 -20 Oct-20 Be -21 Oct-21 Se 22
ROADRUNNER X7-CX CE handheld 28 1324.51 37,086.28 1,456.96 40,794.91 1,602.86 44,874.40 1,762.92 49,361.84 1,939.22 54,298.02
Communication Cradle 28 370.12 10,363.37 407.13 11,399,70 447.85 12,539.67 492.63 13,793.63 541.89 15,173.00
RcuteSTAR MVP Software 1 1819.43 1,819.43 2,001-37 2,001.37 2,201.51 2,20L51 2,421.66 2,421.66 2,663.83 2,663.83
Client workstation 1 - - - - - - -
Client Workstation 1 - - - - - - - -
Client WDrkstatbn;RcuteStar MNP 2 370.26 740.52 407.29 814.57 448,01 896.03 492.82 985.63 542.10 1,084.20
Fort Worth Purchase Ordo f PO.14-00083543 - - -
ROADRUNNER 5320B handheld 5 678.72 3,398.60 747.69 3,738A6 822.46 4,112.31 904.71 4,52354 995.18 4,975.89
ROADRUNNER 53208 Cradle 2 181.50 363.00 199.65 399.30 219.62 439.23 24158 483.15 265.73 531.47
Fort Worth Purchase Order#PO.1440060788.14 - - -
Fort Worth Purchase Order#PO.16.00085148.1 - - -
Client Workstation;RouteSter MVP 1 37026 370.26 40729 407.29 448.01 448.01 492.62 492.82 542.10 542.10
Fort Worth Purchase Order#PO.15-00056658 -
ROADRUNNER 5320B Handheld 2 679.72 1,359.44 747.69 1495.38 822.46 1,644.92 904.71 1,809.41 995.18 1,990.36
ROADRUNNER 63208 Cradle Kit 2 181.50 363.00 199.65 399.30 219.62 439.23 241.56 483.15 265.73 531.47
Fort Worth Purchase Order*PO-16-90285-1 - - -
YEAR TWO of HH Warrantl Warranty Explrec
ROADRUNNER ARCHER 2 218.90 218.90 561.75 56L75 61,7.93 617.93 679.72 679.72 747.69 747.69
50658 SHIPPED 12121/2016 SN#191236
ROADRUNNER EHTERNET CRADLE 1 - - 50.85 50.85 65.94 55.94 61.63 61.53 67.68 67.68
50668 SHIPPED 12/21/2018 SN#JS64200061
ROADRUNNER ARCHER 2 1 218.90 218.90 581.75 SSL75 617.93 617.93 679.72 679.72 747.69 747.69
$0680 SHIPPED 12/2112016 SN#191237
ROADRUNNER EHTERNETCRADLE 1 - 50.85 50.85 55.94 55.94 81.53 61.53 67.66 67.68
50660 SHIPPED 12/2112015 SN#JS64200348
SUMMARY OF MAINTAINED ITEMS 56,301.70 62,675.48 1 68,943.05 i 75,837.33 83,421.08
"'- 51.669 11
"Naw Amhsr's maintenance to increase M 2016.Archer HKs mahitanancs to be 561.75ea and Ar&*r Ethernet Cradles to be
$50-85ea.
"'This amount is In consideration of 11/12'sworth of annual mairdenanoe for 102017-9/30120
City Secretary Contract No.
EXHIBIT 2
ROADRUNNER CHECK SHEET
1. Check for and note any extreme physical damage.
2. Check for and note peripheral and/or consumable items.
3. Check main battery voltage and date.
4. Ghost Operating System Image and recharge main battery.
5. Check main battery voltage after recharge.
6. Check communications via cradle and LEMO port.
7. Check settings and functionality:
a. Battery set to 5 minutes.
b. AC set to 10 minutes.
c. Screen set to 180 seconds.
d. Recalibrate touch screen.
e. Check keyboard for alpha/numeric.
f. Test slip and trouble key functions with Function-0 process.
g. Check backlight.
h. Check sound(key clicks,screen touch,error bells).
8. Keyboard test.
9. Enter test manual reads.
10. Upload test manual reads via cradle.
11. Pressure test.
12. Clean handheld.
13. Check decals.
Professional Services Agreement—Technology—Exhibit D
Rev.9/2017 Page 16 of 19
City Secretary Contract No.
EXHIBTT 3
Maintenance Supplies,Accessories and Hourly Charges
Repair Depot Hourly Charge(T&M) $150
TYining Hourly Charge $150
Hand held batteries $84
Hand held hand straps $25
Pmfmional Services Agreement—Technology—Exhibit D
Rev.98017 Page 17 of 19
City Secretary Contract No.
EXHIBIT 4
Registered Agents
COMMUNICATIONS LEASING CORPORATION
D/B/A DATAMATIC,INC.:
Michael L Wagner
4110 Watersedge Court
Rowlett,Texas 75088
CITY OF FORT WORTH:
City Secretary
200 Texas Street
Fort Worth,Texas 76102
Fmfessional Services Agreement—Technology—Exhibit D
Rev.9/2017 Page 18 of19
City Secretary Contract No.
EXHI M 5
VERIFICATION OF SIGNATURE AUTHORITY
DATAMATIC,INC.
Full Business Address
Services to be Provided
Execution of this Signature Verification Form ("Form") hereby certifies that the following individuals
and/or positions have the authority to legally bind the Consultant and to execute any agreement,
amendment or change order on behalf of Consultant. Such binding authority has been granted by proper
order, resolution, ordinance or other authorization of Company.The City is fully entitled to rely on the
warranty and representation set forth in this Form in entering into any agreement or amendment with
Consultant. Consultant will submit an updated Form within ten (10) business days if there are any
changes to the signatory authority. The City is entitled to rely on any current executed Form until it
receives a revised Form that has been properly executed by the Consultant.
1. Name: P4%L-%,e 5.Position: C[-tt r f +�w to nt. o F�c gal.
Signature
2. Name: ANO P-cw
Position: P4cs t 0-.-Ny
za'462
Signature v
3. Name:
Position:
Signature
Name: AA4
Signature of President
Other Title:
Date: Digig n"'4- s-
Professional Saviors Agmement-Technology-Exhibit E
Rev.9!1017 Page 19 of 19