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HomeMy WebLinkAboutContract 40783Y SECRETARY HTRACT NO, PROFESSIONAL SERVICES AGREEMENT This PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and entered into by and between the CITY OF FORT WORTH (the "City"), a Texas home rule municipal corporation acting by and through Tom Higgins, its duly authorized Assistant City Manager, and GuardFirst, LLC ("Consultant"), a Nevada limited liability company and acting by and through Sarah Zwick-Everidge, its duly authorized member. The term Consultant shall include employees, directors, officers, agents or representatives. The Contract Documents shall include this Agreement plus all attachments listed below, which are attached hereto and incorporated herein for all purposes to this Agreement: a) Exhibit A —Statement of Work b) Exhibit B — Payment Schedule 1. SCOPE OF SERVICES. 1.1 Consultant's Services Consultant hereby agrees to provide the City with professional consulting services for the purpose of developing a preparedness study for the City of Fort Worth. 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. To the extent the Statement of Work conflicts with this Agreement, this Agreement will prevail. 1.2 Work Product All work produced by Consultant under this Agreement (collectively the "Work Product") will be considered works of hire and will be the sole and exclusive property of the City. In the event that the Work Product is not copyrightable subject matter or is for any reason not deemed to be works for hire, Consultant hereby assigns all right, title and interest in the Work Product to the City and will execute any documents required to evidence such assignment. Without limiting the foregoing, Consultant understands and agrees that Consultant will not retain any ownership rights whatsoever in or to the Work Product. Consultant hereby warrants and represents that the Work Product will be the original work and will not infringe upon or violate rights of any person or entity, including, without limitation, any copyrights, trademarks or rights of privacy or publicity. This provision shall survive the termination of expiration of this Agreement. 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 for one year following the Effective Date, unless terminated earlier in accordance with the provisions of this Agreement ("Expiration Date") 3. COMPENSATION. The City shall pay Consultant an amount not to exceed $45,000.00 in accordance with the provisions of this Agreement and the Payment Schedule attached as Exhibit "B," which is incorporated for all purposes herein. 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. Form Services Agreement GuardFirst ,LLC Page 1 of 10 �FFICIP � fiEC(�RI� CITY SECRETARY r FT. WORTH, TX 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 30 days 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 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. 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. 6. RIGHT TO AUDIT. 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 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 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. Form Services Agreement GuardFirst , LLC Page 2 of 10 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 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. 8. LIABILITY AND INDEMNIFICATION. 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. 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, 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 $2,000,000 Aggregate Form Services Agreement GuardFirst , LLC Page 3 of 10 (b) Automobile Liability $1,000,000 Each accident on a combined single limit basis or $250,000 Bodily injury per person $500,000 Bodily injury per person per occurrence $100,000 Property damage Coverage shall be on any vehicle used by the Consultant, its employees, agents, 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 accidentloccurrence, $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 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. Form Services Agreement GuardFirst , LLC Page 4 of 10 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: City of Fort Worth — Emergency Management Office Attn: Eric Carter 1000 Throckmorton Fort Worth, TX 76102-6311 Facsimile: (817) 392-8654 14. SOLICITATION OF EMPLOYEES. To CONSULTANT: 6102 Portico Drive # 1233 Fort Worth, TX 76132 817�501 A408 www.guardfirst.com 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. 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 or immunity. 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. Form Services Agreement GuardFirst , LLC Page 5 of 10 17. GOVERNING LAW / VENUE. This Agreement shall be construed in accordance with the internal laws %J 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 /EXTENSIONS. No extension, modification 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. 23. ENTIRETY OF AGREEMENT. This Agreement, including the schedule of 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. 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 in entering into this Agreement. [SIGNATURE PAGE FOLLOWS] Form Services Agreement GuardFirst , LLC Page 6 of 10 IN V 1 (MESS WHEREOF, 2010. CITY OF FORT WORTH: the parties hereto have executed this Agreement in multiples this day of Assistant _.- )ate: I1 By: City APPROVED AS TO FORM AND LEGr�I; By: Assistant City Att ney CONTRACT AUTHORIZATION: Date Approved: Form Services Agreement GuardFirst ,LLC Page 7 of 10 GuardFirst1 LLC: Name: Sarah wick-Everidge Title: Member ATTEST: °000 OxY Pad 0 � 000 00c d 0000o p' w A�EyQ`0� V SEA �� R I I � EXHIBIT A STATEMENT OF WORK GuardFirst, LLC is pleased to present the following Scope of Work (SOW) to develop a Preparedness Study for the City of Fort Worth, TX. This strategy will require a focused effort on many different ongoing programs and projects within the local government including Law Enforcement Investigations/Operations; SWAT; Urban Search and Rescue (USAR); Hazardous Materials; Medical; Explosive Ordinance Disposal (EOD); Citizen Corps/Community Emergency Response Team (CERT); and many others identified during the OIG audit. The services to be provided for the project include the following principles that will guide this Study: • Strategic planning and implementation of the program or project • Effectiveness of the program or project • Grant compliance General questions to be answered during this Preparedness Study are: • Short term (2 years) goals and objectives for the program or project? • Equipment standards, needs, and expectations? • Training requirements? • Exercise requirements? • How is team performance assessed? Deliverable Performance The Contractor will deliver the Preparedness Study in a series of milestones: Phase I • Development of questionnaire for interviews with program or project leaders. • Review of questionnaire with Emergency Management Office (EMO) personnel for approval. • Interviews with program or project leaders as identified by the EMO. • Development of draft Preparedness Study. • Review draft with EMO for additional questions and information needs. Phase III • Conduct any additional interviews to obtain missing information. • Develop and deliver preliminary Preparedness Study to EMO. • Facilitate presentation of preliminary Preparedness Study to Senior Staff. • Develop and deliver final Preparedness Study to EMO. Proposed Deliverable Timeline (Deliverable date estimates to be adjusted based on actual contract start time) Form Services Agreement GuardFirst, LLC Page 8 of 10 1. Research and review program and project information to identify questions. PHASE I August 2010 2. Develop questionnaire with guidance from EMO. Provide questionnaire to EMO for review and approval. 1 Make initial contact with program and project leaders to explain the project and their participation. PHASE I - If September - 4. Coordinate with program and project leaders to schedule October, 2010 and conduct meetings based upon the questionnaire. 5. Compile all information obtained into a draft PHASE II October — Preparedness Study, November 2010 6. Review draft with EMO. 7. Conduct additional interviews to obtain missing information. 8. Develop and deliver preliminary Preparedness Study to PHASE III December 2010 — EMO. February 2011 9. Facilitate presentation of preliminary Preparedness Study to Senior Staff. 10. Develop and deliver final Preparedness Study to EMO. Form Services Agreement GuardFirst, LLC Page 9 of 10 EXHIBIT B PAYMENT SCHEDULE The City of Fort Worth will pay the Consultant a rate of $ 50/hour for work pertormed under this contract. Payment will be requested after the completion of each phase. GuardFirst will provide an invoice and timesheet for the work performed to that point. The amount is due and payable within forty-five (45) days after submission of bill by GuardFirst. Hours per phase is an estimate only, and will vary depending on client feedback, direction and degree of difficulty in acquiring information required to gather information. Fee Schedule Hours Estimated Amount Phase 1 300 $15,000 Phase 11 300 $15,000 Phase III 300 $15,000 Total as proposed $459000 Form Services Agreement GuardFirst, LLC Page 10 of 10