HomeMy WebLinkAboutContract 53489 CITY SECRETA,RY
53
RECEIVED
FEB-3 2020
CnYOFFORTWORTR VENDOR SERVICES AGREEMENT
CITYSEWARY EBSCO Industries,Inc.
This VENDOR SERVICES AGREEMENT ("Agreement") is made and entered into by and
between the CITY OF FORT WORTH("City"),a Texas home rule municipal corporation,acting by and
through Jesus Chapa,its duly authorized Assistant City Manager,and EBSCO Industries,Inc.("Vendor"),
a corporation,and acting by and through Bowen Thagard,its duly authorized Senior Vice President,each
individually referred to as a"party"and collectively referred to as the"parties."
AGREEMENT DOCUMENTS:
The Agreement documents shall include the following:
1. This Vendor Services Agreement;
2. Exhibit A—Scope of Services;
3. Exhibit B—Price Schedule;and
4. Exhibit C—Verification of Signature Authority Form.
Exhibits A,B and C,which are attached hereto and incorporated herein,are made a part of this Agreement
for all purposes. In the event of any conflict between the terms and conditions of Exhibits A, B or C and
the terms and conditions set forth in the body of this Agreement,the terms and conditions of this Agreement
shall control.
1. SCOPE OF SERVICES.
Vendor will aggregate magazine and newspaper subscriptions and, provide online services
(reporting, invoicing, claiming) for the City. Vendor will set up subscriptions, handle renewals,and seek
replacements for damaged or not received issues. Vendor will also receive refunds or extensions for missed
issued that cannot be acquire or for titles that go out of publication. Exhibit"A,"-Scope of Services more
specifically describes the services to be provided hereunder.
2. TEWvi.
This Agreement shall begin on January 15,2020("Effective Date")and shall expire on January 14,
2021 ("Expiration Date"), unless terminated earlier in accordance with this Agreement ("Initial Term").
City shall have the option, in its sole discretion, to renew this Agreement under the same terms and
conditions,for up to four(_4_)one-year renewal options, at City's sole discretion.
3. COMPENSATION.
City shall pay Vendor in accordance with the fee schedule in accordance with the provisions of this
Agreement and Exhibit"B,"—Price Schedule. Total payment made under this Agreement for the first year
by City shall be not exceed the amount of ninety-one thousand Dollars($91000.00). In the event that
Vendor receives any refunds for titles that City has already paid for,Vendor shall show the refund
on the immediately following invoice sent to the City and shall offset any payment due from City to
Vendor in the amount of the refund.In the event that the refund occurs after all payments are made
by City to Vendor for services rendered in connection with this Agreement,Vendor shall immediately
notify City and shall send City the full refund within 30 days in a manner agreed to by the parties in
writing; in the event that no agreement is made, Vendor shall send the refund by cashier's check
payable to the City of Fort Worth to the address included herein for notices within 30 days of
receiving the refund. Vendor shall not perform any additional services or bill for expenses incurred for
Vendor Services Agreement a k� ti
CITY SECRETARY
City not specified by this Agreement unless City requests and approves in writing the additional costs for
such services.City shall not be liable for any additional expenses of Vendor not specified by this Agreement
unless City first approves such expenses in writing.
4. TERMINATION.
4.1. Written Notice. City may terminate this Agreement at any time and for any reason by
providing Vendor with 30 days'written notice of termination.Vendor may terminate this Agreement at any
time and for any reason by providing City 60 days' written notice of termination.
4.2 Non-apRropriation of Funds. In the event no funds or insufficient funds are appropriated
by City in any fiscal period for any payments due hereunder, City will notify Vendor 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 City of any kind whatsoever, except as to the portions of the
payments herein agreed upon for which funds have been appropriated.
4.3 Duties and Obligations of the Parties. In the event that this Agreement is terminated prior
to the Expiration Date, City shall pay Vendor for services actually rendered up to the effective date of
termination and Vendor shall continue to provide City with services requested by City and in accordance
with this Agreement up to the effective date of termination. Upon termination of this Agreement for any
reason,Vendor shall provide City with copies of all completed or partially completed documents prepared
under this Agreement. In the event Vendor has received access to City Information or data as a requirement
to perform services hereunder, Vendor shall return all City provided data to City in a machine readable
format or other format deemed acceptable to City.
5. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL.INFORMATION.
5.1 Disclosure of Conflicts. Vendor hereby warrants to City that Vendor has made full
disclosure in writing of any existing or potential conflicts of interest related to Vendor's services under this
Agreement. In the event that any conflicts of interest arise after the Effective Date of this Agreement,
Vendor hereby agrees immediately to make full disclosure to City in writing.
5.2 Confidential Information.Vendor,for itself and its officers,agents and employees,agrees
that it shall treat all information provided to it by City("City Information") as confidential and shall not
disclose any such information to a third party without the prior written approval of City.
5.3 Unauthorized Access.Vendor 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.Vendor shall notify City immediately if the security or integrity of any City Information has been
compromised or is believed to have been compromised,in which event,Vendor shall,in good faith,use all
commercially reasonable efforts to cooperate with City in identifying what information has been accessed
by unauthorized means and shall fully cooperate with City to protect such City Information from further
unauthorized disclosure.
6. RIGHT TO AUDIT.
Vendor agrees that City shall,until the expiration of three(3)years after final payment under this
contract,or the final conclusion of any audit commenced during the said three years,have access to and the
right to examine at reasonable times any directly pertinent books,documents,papers and records,including,
but not limited to,all electronic records,of Vendor involving transactions relating to this Agreement at no
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additional cost to City. Vendor agrees that City shall have access during normal working hours to all
necessary Vendor facilities and shall be provided adequate and appropriate work space in order to conduct
audits in compliance with the provisions of this section. City shall give Vendor reasonable advance notice
of intended audits.
This section shall survive the expiration or termination of this Agreement.
7. INDEPENDENT CONTRACTOR.
It is expressly understood and agreed that Vendor shall operate as an independent contractor as to
all rights and privileges and work performed under this Agreement, and not as agent, representative or
employee of City. Subject to and in accordance with the conditions and provisions of this Agreement,
Vendor 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, consultants and
subcontractor. Vendor acknowledges that the doctrine of respondeat superior shall not apply as between
City, its officers, agents, servants and employees, and Vendor, its officers, agents, employees, servants,
Vendors and subcontractors. Vendor further agrees that nothing herein shall be construed as the creation
of a partnership or joint enterprise between City and Vendor. It is further understood that City shall in no
way be considered a Co-employer or a Joint employer of Vendor or any officers, agents, servants,
employees or subcontractor of Vendor. Neither Vendor,nor any officers, agents, servants, employees or
subcontractor of Vendor shall be entitled to any employment benefits from City. Vendor 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 subcontractor.
8. LIABILITY AND INDEMNIFICATION.
8.1 LIABILITY- VENDOR 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 VENDOR, ITS OFFICERS, AGENTS,
SERVANTS OR EMPLOYEES.
8.2 GENERALINDENINIFICATION-VENDOR HEREBYCOVENANTSANDAGREES
TOINDEMNIFY,HOLD HARMLESSAND DEFEND CITY,ITS OFFICERS,AGENTS,SERVANTS
AND EMPLOYEES,FROMAND AGAINST ANYAND ALL CLAIMS OR LA WSUITS OFANY KIND
OR CHARACTER, WHETHER REAL OR ASSERTED, FOR EITHER PROPERTY DAMAGE OR
LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO VENDOR'S BUSINESS AND ANY
RESULTING LOST PROFITS)AND/OR PERSONAL INJURY,INCLUDING DEATH, TO ANY AND
ALL PERSONS, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, TO THE
EXTENT CAUSED BY THE NEGLIGENT ACTS OR OMISSIONS OR MALFEASANCE OF
VENDOR,ITS OFFICERS,AGENTS,SERVANTS OR EMPLOYEES.
8.3 INTELLECTUAL PROPERTY INDEMNIFICATION — Vendor agrees to defend,
settle, or pay, at its own cost and expense, any claim or action against City for infringement of any
patent, copyright, trade mark,trade secret,or similar property right arising from City's use of the
software and/or documentation in accordance with this Agreement, it being understood that this
agreement to defend, settle or pay shall not apply if City modifies or misuses the software and/or
documentation.So long as Vendor bears the cost and expense of payment for claims or actions against
City pursuant to this section,Vendor shall have the right to conduct the defense of any such claim or
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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 City's interest, and City agrees to cooperate with
Vendor 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 City for infringement arising under this
Agreement,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,
Vendor shall fully participate and cooperate with City in defense of such claim or action.City agrees
to give Vendor timely written notice of any such claim or action,with copies of all papers City may
receive relating thereto. Notwithstanding the foregoing, City's assumption of payment of costs or
expenses shall not eliminate Vendor's duty to indemnify City under this Agreement.If the software
and/or documentation 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,
Vendor shall, at its own expense and as City's sole remedy,either: (a) procure for City the right to
continue to use the software and/or documentation;or(b)modify the software and/or documentation
to make it non-infringing, provided that such modification does not materially adversely affect
City's authorized use of the software and/or documentation; or (c) replace the software and/or
documentation with equally suitable, compatible, and functionally equivalent non-infringing
software and/or documentation at no additional charge to City; or (d) if none of the foregoing
alternatives is reasonably available to Vendor terminate this Agreement,and refund all amounts paid
to Vendor by City,subsequent to which termination City may seek any and all remedies available to
City under law.
Section 8 shall survive the expiration or termination of this Agreement.
9. ASSIGNMENT AND SUBCONTRACTING.
9.1 Assignment. Vendor shall not assign or subcontract any of its duties,obligations or rights
under this Agreement without the prior written consent of City.If City grants consent to an assignment,the
assignee shall execute a written agreement with City and Vendor under which the assignee agrees to be
bound by the duties and obligations of Vendor under this Agreement.Vendor and Assignee shall be jointly
liable for all obligations of Vendor under this Agreement prior to the effective date of the assigrunent.
9.2 Subcontract. If City grants consent to a subcontract, sub Vendor shall execute a written
agreement with Vendor referencing this Agreement under which sub Vendor shall agree to be bound by the
duties and obligations of Vendor under this Agreement as such duties and obligations may apply.Vendor
shall provide City with a fully executed copy of any such subcontract.
10. INSURANCE.
Vendor shall provide City with certificate(s) of insurance documenting policies of the following
types and minimum coverage limits that are to be in effect prior to commencement of any work pursuant
to this Agreement:
10.1 Covers e and Limits
(a) Commercial General Liability:
$1,000,000- Each Occurrence
$2,000,000- Aggregate
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(b) Automobile Liability:
$1,000,000- Each occurrence on a combined single limit basis
Coverage shall be on any vehicle used by Vendor, its employees, agents,
representatives in the course of providing services under this Agreement. "Any
vehicle"shall be any vehicle owned,hired and non-owned.
(c) Worker's Compensation:
Statutory limits according to the Texas Workers' Compensation Act or any other
state workers'compensation laws where the work is being performed
Employers' liability
$100,000- Bodily Injury by accident;each accident/occurrence
$100,000- Bodily Injury by disease;each employee
$500,000- Bodily Injury by disease;policy limit
(d) Professional Liability(Errors&Omissions):
$1,000,000- Each Claim Limit
$1,000,000- Aggregate Limit
Professional Liability coverage may be provided through an endorsement to the
Commercial General Liability (CGL) policy, or a separate policy specific to
Professional 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 City to evidence coverage.
10.2 General Requirements
(a) The commercial general liability and automobile liability policies shall name 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.
(b) The workers' compensation policy shall include a Waiver of Subrogation(Right
of Recovery) in favor of City.
(c) A minimum of Thirty(30) days' notice of cancellation or reduction in limits of
coverage shall be provided to 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,200 Texas Street,Fort Worth,Texas 76102,with copies to the Fort
Worth City Attorney at the same address.
(d) 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-VII in the current
A.M.Best Key Rating Guide,or have reasonably equivalent financial strength and
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solvency to the satisfaction of Risk Management. If the rating is below that
required,written approval of Risk Management is required.
(e) Any failure on the part of City to request required insurance documentation shall
not constitute a waiver of the insurance requirement.
(f) Certificates of Insurance evidencing that Vendor has obtained all required
insurance shall be delivered to the City prior to Vendor proceeding with any work
pursuant to this Agreement.
11. COMPLIANCE WITH LAWS ORDINANCES RULES AND REGULATIONS.
Vendor agrees that in the performance of its obligations hereunder, it shall comply with all
applicable federal,state and local laws,ordinances,rules and regulations and that any work it produces in
connection with this Agreement will also comply with all applicable federal, state and local laws,
ordinances,rules and regulations. If City notifies Vendor of any violation of such laws,ordinances,rules
or regulations,Vendor shall immediately desist from and correct the violation.
12. NON-DISCRIMINATION COVENANT.
Vendor, for itself, its personal representatives, assigns, subcontractors and successors in interest,
as part of the consideration herein, agrees that in the performance of Vendor'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 VENDOR, ITS PERSONAL
REPRESENTATIVES, ASSIGNS, SUBCONTRACTORS OR SUCCESSORS IN INTEREST,
VENDOR AGREES TO ASSUME SUCH LIABILITY AND TO INDEMNIFY AND DEFEND CITY
AND HOLD 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 CITY: To VENDOR:
City of Fort Worth EBSCO Industries,Inc.
Attn:Jesus J. Chapa,Assistant City Manager Bowen Thagard, Senior Vice President
200 Texas Street PO Box 2543
Fort Worth,TX 76102-6314 Birmingham,AL 35202
Facsimile:(817) 392-8654 Facsimile: 205-995-1613
With copy to Fort Worth City Attorney's Office at
same address
14. SOLICITATION OF EMPLOYEES.
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Neither City nor Vendor 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.Notwithstanding the foregoing,this provision shall not
apply to an employee of either party who responds to a general solicitation of advertisement of employment
by either party.
15. GOVERNMENTAL POWERS.
It is understood and agreed that by execution of this Agreement,City does not waive or surrender
any of its governmental powers or immunities.
M NO WAIVER.
The failure of City or Vendor 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 City's or Vendor'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 laws of the State of Texas.If any action,
whether real or asserted, at law or in equity,is brought pursuant to 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.
City and Vendor 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, 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,shall not be deemed a
part of this Agreement,and are not intended to define or limit the scope of any provision 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 A,B,and C.
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22. AMENDMENTS/MODIFICATIONS/EXTENSIONS.
No amendment,modification,or extension of this Agreement shall be binding upon a party hereto
unless set forth in a written instrument,which is executed by an authorized representative of each party.
23. ENTIRETY OF AGREEMENT.
This Agreement,including Exhibits A,B and C,contains the entire understanding and agreement
between City and Vendor,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 AND ELECTRONIC SIGNATURE.
This Agreement may be executed in multiple counterparts,each of which shall be an original and
all of which shall constitute one and the same instrument. A facsimile copy or computer image, such as a
PDF or tiff image,or a signature,shall be treated as and shall have the same effect as an original.
25. WARRANTY OF SERVICES.
Vendor warrants that it has the legal right and ability to provide the goods covered by this
Agreement to the City and that the goods do not violate any copyrights.
26. IMMIGRATION NATIONALITY ACT.
City actively supports the Immigration & Nationality Act (INA) which includes provisions addressing
employment eligibility, employment verification, and nondiscrimination. Contractor shall verify the
identity and employment eligibility of all employees who perform work under this Agreement. Contractor
shall complete the Employment Eligibility Verification Form(I-9),maintain photocopies of all supporting
employment eligibility and identity documentation for all employees,and upon request,provide City with
copies of all I-9 forms and supporting eligibility documentation for each employee who performs work
under this Agreement. Contractor 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. Contractor shall
provide City with a certification letter that it has complied with the verification requirements required by
this Agreement. Contractor 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 Contractor./ IMMIGRATION NATIONALITY ACT.
Vendor shall verify the identity and employment eligibility of its employees who perform work under this
Agreement,including completing the Employment Eligibility Verification Form(I-9). Upon request by City,Vendor
shall provide City with copies of all I-9 forms and supporting eligibility documentation for each employee who
performs work under this Agreement. Vendor shall adhere to all Federal and State laws as well as establish appropriate
procedures and controls so that no services will be performed by any Vendor employee who is not legally eligible to
perform such services.VENDOR SHALL INDEMNIFY CITY AND HOLD CITY HARMLESS FROM ANY
PENALTIES,LIABILITIES,OR LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH BY VENDOR,
VENDOR'S EMPLOYEES, SUBCONTRACTORS, AGENTS, OR LICENSEES. City, upon written notice to
Vendor,shall have the right to immediately terminate this Agreement for violations of this provision by Vendor.
27. OWNERSHIP OF WORK PRODUCT.
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City shall be the sole and exclusive owner of all reports, work papers, procedures, guides, and
documentation, created, published, displayed, and/or produced in conjunction with the services provided
under this Agreement(collectively,"Work Product"). Further,City shall be the sole and exclusive owner
of all copyright, patent, trademark, trade secret and other proprietary rights in and to the Work Product.
Ownership of the Work Product shall inure to the benefit of City from the date of conception,creation or
fixation of the Work Product in a tangible medium of expression (whichever occurs first). Each
copyrightable aspect of the Work Product shall be considered a"work-made-for-hire"within the meaning
of the Copyright Act of 1976, as amended. If and to the extent such Work Product,or any part thereof, is
not considered a "work-made-for-hire" within the meaning of the Copyright Act of 1976, as amended,
Vendor hereby expressly assigns to City all exclusive right,title and interest in and to the Work Product,
and all copies thereof,and in and to the copyright,patent,trademark,trade secret,and all other proprietary
rights therein, that City may have or obtain,without further consideration, free from any claim, lien for
balance due,or rights of retention thereto on the part of City.
28. 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 hereto,
may be executed by any authorized representative of Vendor whose name, title and signature is affixed on
the Verification of Signature Authority Form,which is attached hereto as Exhibit"C". Each party is fully
entitled to rely on these warranties and representations in entering into this Agreement or any amendment
hereto.
29. CHANGE IN COMPANY NAME OR OWNERSHIP
Vendor shall notify City's Purchasing Manager, in writing, of a company name, ownership, or
address change for the purpose of maintaining updated City records.The president of Vendor or authorized
official must sign the letter. A letter indicating changes in a company name or ownership must be
accompanied with supporting legal documentation such as an updated W-9,documents filed with the state
indicating such change, copy of the board of director's resolution approving the action, or an executed
merger or acquisition agreement. Failure to provide the specified documentation so may adversely impact
future invoice payments.
30. PROHIBITION ON CONTRACTING WITH COMPANIES THAT BOYCOTT ISRAEL
Vendor acknowledges that in accordance with Chapter 2270 of 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,Vendor
certifies that Vendor's signature provides written verification to the City that Vendor: (1)does not boycott
Israel; and(2)will not boycott Israel during the term of the contract.
31. CONFIDENTIAL INFORMATION
Vendor acknowledges that CITY is a governmental entity and is subject to the Texas Public
Information Act ("Act"). By executing this agreement, Vendor acknowledges that this agreement will be
publicly available on the CITY's website, and Vendor is therefore waiving any claim of confidentiality,
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whether based in statute or the common law, to any and all materials contained as part of this agreement
including all documents and information referenced herein or attached hereto.
(signature page follows)
Vendor Services Agreement Page 10 of 44
IN WITNESS 'WHEREOF, the parties hereto have executed this Agreement in multiples this
,31'—day ofFCbGWM �,20,90
Ij
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
f responsible for the monitoring and administration of
sss"') this contract,including ensuring all performance and
By. reporting requirements.
Name: Jesus J.Chapa
Title: Assistant City Manager �1 ^
Date: By:
Name: Tim thy Shidal
APPROVAL RECOMMENDED: Title: Administrative Services Manager
APPROVED AS TO FORM AND LEGALITY:
By: �..—
Nam : Ma ' Marvin
Title As,
s st)t Library Director By.
Name Jo Ann Pate
ATTEST: Titl . Assistant City Attorney
CONTRACT AUTHORIZATION:
By:
ark Ys
Title: Ci ecretary f a
'A �
VENDOR:
EBSCO Information Services/EBSCO ATTEST:
Industries
By: CNAMBy: � j 1
Name: a� Name:
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I/A,tJ -�i�l
Title: ! . VP Title: I'�rJ��tr„�;c !Y�L-43,t, +S�-s 1-ea Y-L+
Date: __ 12020
FOFFICIAL REC RE-SECRUARY
Y
Vendor Services Agreement Page 11 of44 '� 4
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EXHIBIT A
SCOPE OF SERVICES
TYPES OF MATERIALS
Vendor will provide the Fort Worth Public Library with adult and juvenile popular consumer magazines
in English and Spanish, newspapers, business investment services,genealogical periodicals,Spanish
fotonovelas,and other periodicals as needed.
ORDER FULFILLMENT AND DELIVERY TERMS
All subscriptions will be for a term of one year and will share a common start and expiration date when
possible. Vendor will establish a common expiration date of December 31"except where prohibited
due to publisher restrictions. Orders can be prorated or entered for longer terms to achieve a common
expire date when allowed by publishers. If orders are prorated,the invoiced amount will also be
prorated accordingly.
Issues should be received as soon as possible but no later than 60 days after order placement.
Exhibit B is a list of titles and quantities of magazines and other periodicals to which the City
currently subscribes. It also contains titles to which the City does not currently subscribe but may
consider with this contract.Changes to the list will be made as the City reviews its needs and
resources.The list of finalized titles and quantities will be submitted to Vendor once the contract is
finalized.
Vendor will accept and place new orders within 2 business days of receiving the request from the City.
New orders should be merged automatically into the next year's main invoice so that all titles will be
listed in a single updated renewal list. Vendor will provide back issues and back date the starting date
during the year to the first issue/volume of the year,subject to publisher acceptance, or order partial
year subscriptions,as allowed by publishers, in order to accommodate a common expiration date.If the
subscription is for a partial year the subscription rate will be prorated accordingly.
Vendor will accept cancellations at any time during the subscription period,except where prevented by
publisher policy. if an order is canceled,vendor will credit the City's account in an amount equal to
what Vendor was refunded by the publisher, less a processing fee of$15.00 per title. This processing
fee will not apply if the City elects to cancel the title at the time of renewal or if the publisher ceases
publication.
The City will need separate accounts for subscriptions that are paid with bond funds_
Vendor will send the City the renewal list at least six months prior to the annual renewal date of the
City's subscriptions. For subscriptions that start in January,vendor will send a consolidated renewal list
of subscriptions to the City by June 30 or an agreed upon date. The list would be returned to vendor by
mid-September along with authorization to renew existing or start new subscriptions.
Vendor will supply all periodicals that are available to the vendor regardless of the discount the
publisher provides to the vendor.
Vendor Services Agreement—Exhibit A Page 12 of 44
Vendor will ensure,when possible,that shipments of magazines are to be sent as they are published
and not batched in periodic shipments.
With the exception of newspapers,all periodicals are delivered to the following address:
Acquisitions Unit
Fort Worth Public Library
500 W. 3'd Street
Fort Worth,TX 76102
Newspapers will be delivered daily to the branch locations. Branch location addresses will be provided
during the account set up process.Any location changes shall be made in writing and shall take effect on
the agreed upon date,or as soon as possible but no later than 30 days.
DISCOUNTS
Vendor will handle subscriptions for the City at a 4.8%discount off publishers'list prices. This discount
applies to every subscription the City orders through Vendor. Prices are included in Exhibit B.
CUSTOMER SUPPORT,REPORTING AND INVOICING SERVICES
Vendor shall ensure that a Customer Service Representative (CSR) is assigned to the City. Currently,the
CSR assigned to the City is Tammy Herring.The CSR will handle any questions the City has concerning
orders,delivery,claims, renewals,e-journal access and troubleshooting. The CSR will also assist with
management reports, invoices,credits and any other aspects pertaining to the City's account.
Vendor will work to secure replacements,free of charge,from publishers for magazines damaged in
shipment or with printing errors. If a publisher refuses to supply a replacement free of charge,then the
cost to the City will be whatever the publisher charges Vendor to obtain the replacement issue. If the
City chooses not to pay for a replacement or a replacement is unavailable,the Vendor will obtain a
credit from the publisher on the City's behalf.
City will have access to and use of the EBSCO Missing Copy Bank free of charge for any missing
issues of a publication or a publication is damaged beyond use. The Missing Copy Bank is a one-
year back file of 48,000 issues from approximately 2,000 serials titles. The City can search for
needed issue via EBSCONET and order them online or call the CSR to order missing issues by phone.
Vendor will submit claims to publishers daily. The CSR will continue to follow-up on urgent claims
until the issue is resolved. Vendor shall provide updates on a weekly basis.
The City will be notified of important changes to subscriptions through EBSCONET via the Title
Changes page.
Vendor will send monthly credit memos showing credits to the City's accounts resulting from
overcharges, cancellations or cessation. Cancellation fees ($15.00/title) are deducted from the
publisher's credit if the cancellation is made by the City midterm. Credit memos and supplemental
Invoices are Issued on the 131h of each month for the previous month. These memos will show the
title being credited as well as the reason for the credit. Outstanding credits will be carried on the
City's account until Vendor is advised to apply the credit or the City requests reimbursement.
Vendor Services Agreement—Exhibit A Page 13 of 44
The City will be able to change quantities,delivery locations, and add/drop titles without having to
amend this contract. Changes of this nature will be conducted through EBSCONET. In no event
shall the City be liable for any amount more than the amount included in section 3 of this
Agreement unless a formal amendment to the contract has been made.
Vendor will set up automated price increase alerts to advise the City of increases exceeding a
certain threshold established by the City prior to renewal. These alerts are sent via email and titles
will not be renewed until authorized by the City.
Vendor shall not charge City any sales tax unless legally required to do so under Texas law.The
Parties recognize that the City is exempt from sales tax.
Vendor will provide one copy of each invoice or credit memo.
ONLINE SERVICES
Vendor will provide free access to EBSCONET. With EBSCONET,the City can make and follow-up on claims,
order and renew titles,download invoices and generate a variety of reports,all at no charge.
EBSCONET's flexible account permissions will allow the City to create user accounts for individual library staff,
providing them with access only to the features they need. The City can restrict staff accounts to read-only access
or allow full editing functionality with multiple levels of user authorization allowing the City to tailor EBSCONET
access to the City's workflow.
The City will be provided with at least 30 unique logins free of charge.
Reporting features allow for customization. The fields can be customized to show title,subscription period,cost,
number of total copies,and which branches have subscriptions.
Training is provided through vendor's training site,http://training.ebsco.com. The site provides access to live web-
based training sessions conducted by our Customer Success group at no charge to the City;recorded sessions are
available to view on-demand.
Vendor Services Agreement—Exhibit A Page 14 of 44
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EXHIBIT C
VERIFICATION OF SIGNATURE AUTHORITY
EBSCO,Inc.
PO Box 2543
Birmingham,AL 35202
Vendor hereby agrees to provide City with independent audit basic financial statements, but also the fair
presentation of the financial statements of individual funds.
Execution of this Signature Verification Form ("Form") hereby certifies that the following individuals
and/or positions have the authority to legally bind Vendor and to execute any agreement, amendment or
change order on behalf of Vendor. Such binding authority has been granted by proper order, resolution,
ordinance or other authorization of Vendor.City is fully entitled to rely on the warranty and representation
set forth in this Form in entering into any agreement or amendment with Vendor. Vendor will submit an
updated Form within ten (10) business days if there are any changes to the signatory authority. City is
entitled to rely on any current executed Form until it receives a revised Form that has been properly executed
by Vendor.
I. Name: FI o W KM `rY"&4-d
Position: QY'•V P
Signature
2. Name:
Position:
Signature
3. Name:
Position:
Signature
Name: P-?O W 61' �
Signature of Prcc�s++i��de��nt
• /
Other Title: �h"4T CG PreS I.a(.Pi/►+
Date: _.,_ .1��1�20 10
Vendor Services Agreement—Exhibit C Page 44 of 44