HomeMy WebLinkAboutContract 54662 City Secretary Contract No. 54662
FOR"TWORTH.
SOLE SOURCE VENDOR SERVICES AGREEMENT
Texas Commission on Fire Protection
This SOLE SOURCE VENDOR SERVICES AGREEMENT ("Agreement") is made and
entered into by and between the CITY OF FORT WORTH ("City"), a Texas home rule municipal
corporation and Texas Commission on Fire Protection,("Vendor"), a Texas Local Government Entity,
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 Sole Source Vendor Services Agreement;
2. Exhibit A—Scope of Services;
3. Exhibit B—Sole Source Procurement Justification;
4. Exhibit C—Vendor Contact Information; and
5. Exhibit D—Verification of Signature Authority Form.
Exhibits A, B, C, and D 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
C. or D 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 is a state governmental agency in Texas that is tasked with
overseeing and regulating all paid fire departments and firefighting standards within Texas. Vendor will
certify and renew certificates for firefighters who have completed the minimum standards for basic and
higher levels of fire suppression as well as firefighters who have received advanced training in specialized
areas which require additional exams and certifications. Vendor will also provide a variety of other services
including the writing and publications of curriculum manuals, standard manuals, and injury reports.
Exhibit"A,"-Scope of Services more specifically describes the services to be provided hereunder.
2. Term. This Agreement shall begin on the date signed by the Assistant City Manager below
("Effective Date") and shall automatically renew each year, unless terminated earlier in accordance with
this Agreement.
3. Compensation. City shall pay Vendor in accordance with the fee schedule of Vendor
personnel who perform services under this Agreement in accordance with the provisions of this Agreement.
Total payment made under this Agreement for the each year by City shall be in an amount up not to
exceed Ninety Thousand Dollars and No Cents ($90,000.00). Vendor shall not perform any additional
services or bill for expenses incurred for 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.
OFFICIAL RECORD
Texas Commission on Fire Protection Agreement CITY SECRETARY Page 1 of 13
FT. WORTH, TX
City Secretary Contract No.
4. Termination.
4.1. Written Notice. City or Vendor 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 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 Public Information Act. City is a government entity under the laws of the State of
Texas and all documents held or maintained by City are subject to disclosure under the Texas Public
Information Act.In the event there is a request for information marked Confidential or Proprietary,
City shall promptly notify Seller. It will be the responsibility of Seller to submit reasons objecting
to disclosure. A determination on whether such reasons are sufficient will not be decided by City,
but by the Office of the Attorney General of the State of Texas or by a court of competent
jurisdiction.
5.4 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
Texas Commission on Fire Protection Agreement Page 2 of 13
City Secretary Contract No.
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 additional cost to City. City shall give Vendor reasonable advance notice
of intended audits.
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,Vendors and subVendors.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 subVendors. 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 subVendor of Vendor. Neither Vendor, nor any officers, agents,
servants, employees or subVendor 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 subVendor.
8. 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.
9. Non-Discrimination Covenant. Vendor, for itself, its personal representatives, assigns,
subVendors 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, SUBVENDORSS OR SUCCESSORS IN
INTEREST, VENDOR AGREES TO ASSUME SUCH LIABILITY AND TO INDEMNIFY AND
DEFEND CITY AND HOLD CITY HARMLESS FROM SUCH CLAIM.
10. 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 Texas Commission on Fire Protection
Attn: Assistant City Manager for Fire Servando Sanchez,Financial Manager
200 Texas Street 1701 N. Congress#1-105
Fort Worth,TX 76102-6314 Austin,TX 78701
Facsimile: (817)392-8654 Facsimile:
Texas Commission on Fire Protection Agreement Page 3 of 13
City Secretary Contract No.
With copy to Fort Worth City Attorney's Office at
same address
11. 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.
12. 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.
13. 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.
14. SeverabiH . 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.
15. Force Maieure. 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.
16. 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.
17. 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.
18. 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.
19. Entirety of Agreement. This Agreement,including all the attached Exhibits,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.
Texas Commission on Fire Protection Agreement Page 4 of 13
City Secretary Contract No.
20. 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.
21. 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 1-9
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.
22. 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.
23. 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.
24. No Boycott of Israel. If Vendor has fewer than 10 employees or this Agreement is for
less than $100,000, this section does not apply. 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.
IN WITNESS WHEREOF,the parties hereto have executed this Agreement in multiples.
(signature page follows)
Texas Commission on Fire Protection Agreement Page 5 of 13
City Secretary Contract No.
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and administration of
this contract,including ensuring all performance and
By: Valerie Washington(Oct 32,202008:25 CDT)
Name: Valerie Washington reporting requirements.
Title: Assistant City Manager
Date: Oct 12) 20290
By: Mark Rauscher(Oct T,202009:35 CDT)
Name: Mark Rauscher
APPROVAL RECOMMENDED: Title: Assistant Director for Fire
APPROVED AS TO FORM AND LEGALITY:
By: J s Davis(Oct 7,202010:00 CDT)
Name: James Davis 4d4UURn��
o FORaa ChrisfanherAusfria
Title: Fire Chief o f T o0, By: Christopher stria(Oct7,2020 13:14 CDT)
8
oid Name: Christopher Austria
ATTEST: °o� o� Title: Assistant City Attorney
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CONTRACT AUTHORIZATION:
AVD`I94Y M&C: N/A
By: 'for RonaldP.Gonzales(Oct12,202008:54CDT) 1295:N/A
Name: Mary Kayser
Title: City Secretary
VENDOR:
Texas Commission on Fire Protection
D191U11ys1g,e6 by Semr,do Sa,d e
Servando Sanchez ema11_,ar6oa m@td tF,g
p CFP,30V,-US
By. Dab::2020.1006103837-05W
Name: Servando Sanchez
Title: Financial Manager
Date: 10/06 ,2020
OFFICIAL RECORD
Texas Commission on Fire Protection Agreement CITY SECRETARY Page 6 of 13
FT. WORTH, TX
EXHIBIT A
SCOPE OF SERVICES
The Texas Commission on Fire Protection is the state governing agency that certifies firefighters who
have completed the minimum standards for basic and higher levels of fire suppression as well as
firefighters who have received advanced training in specialized areas such as Hazardous Materials,
Inspections, etc..TCFP administers exams,provides training material and maintains the FIDO database
with firefighter certifications. Firefighter certifications,instructor certification and the Fort Worth Fire
Department license are renewed annually through TCFP.
Texas Commission on Fire Protection Agreement—
Exhibit A Page 7 of 13
EXHIBIT B
SOLE SOURCE JUSTIFICATION
FORT WORTH
CITY OF FOIST WORTH
CHAPTER 252 EXEMPTION FOR-11
Instructiom:Fill ont the entire form with detailed information- Once you ha-T completed this form,
provide it to the Purchasing attorney for re-�7ew.The attorney will review the information you have
provided to determine whether an exemption to Chapter 35`''s biding requirements is defensible.
If you are printing this form to provide to Legal,please do not provide the Primer portion_ Failure
to provide sufficient information may result in follow up questioms and cause a delay in the
atromey's detenEination.
Section 1: General Infoi-ma(ion
Regpesting Department: Fire Department
Name of Contract NLumger: Marie R auscher
Department's Attorney. Christopher Austria
Item or Sern7ce sougJlt-
Goods:
S en7ce: State of Teas Fire Fighter Certifications&Exams
Anticipated.mount: M.000.00
Vendor:
Qurent Prior Agreemient for item-sen-ice: Yes X No—
CSC SC or Purchase Order#: 52987
Amount: $90.000.00
Projected M&C Date:
How will this item or sen�ce be used? The Fort Forth Fire Departmemt is required to par
anmual fees for the administration of exams and professicmal certifications for FWFD
firefightefs_ TCFP_the o�g agrency_ certifies and renews certificates for firefigbters who
have completed the m;nimim standards for basic and higher levels of are 5 g*ntssion as well as
fifefi 6tefs who have recei�Td ady.arced training im specialized areas which require additional
exams and certifications_
Texas Commission on Fire Protection Agreement—
Exhibit B Page 8 of 13
City Secretary Contract No.
Sectiou 2: Claimed Exemption and Justifica do n (Other than sole source)
NOTE-For a clai_uxed sole source exemption,cmplete Section 3.
Please indicate the non-sole-source exemption you believe applies to the purchase and provide
information to support its applicability_ Please refer to the Exemption Primer for detailed
information about conuu m exemptions:
A procurement necessary to preserve or protect the public health or safety of the
City of Fort Worth's residents;
A procurement neces.�ary- because of uuiforeseen damage to public machiuery_
equipment.or other proper,
A procuuement for personal professional,or planning services;
A procurement for work that is performed and paid for by the day as the work
progresses;
A purchase of land or a right-of-way;
Paving drainage, street widening, and other public improvements, or related
matters. if at least one-third of the cost is to be paid by or through special assessments
levied on property that will benefit from the improvements;
A public improvement project,already in progress. authorized by the voters of the
mumicipahty, for which there is a deficiency of fund_ for completing the project in
accordance with the platys and purposes authorized bythe voters;
A payment umder a contract by which a developer participates in the comtruuction
of a public improvement as prop ided by Subchapter C,Chapter 212.;
Personal property sold:
• at an auction by a state licensed auctioneer;
• at a going curt of business sale held in compliance with Subchapter F,
Chapter 17. Business&Connnerce Code;
• by a political subdivision -of this state, a state agency of this state_ or an
entity of the federal government;or
• umder an interlocal contract for cooperative purchasing administered by a
regional p1.an_ning commission established uulder Chapter 391;
Services performed by blind or severely disabled persons;
Goods purchased by a mumicipality for subsequent retail sale by the mmicipality;
Electricity, or
Texas Commission on Fire Protection Agreement—
Exhibit B Page 9 of 13
City Secretary Contract No.
Advertisinz. other than legal notices_
Please proMe details and facts to explain why you believe the exemption applies to the
purchase_You may also attach documentation to this form
Section 3: Claimed Sole-Source Esemptiou and Justificadou
NOTE-For my non-sole-source exemption. complete Section 2.
Please indicate the sole-source exenTtiou you belimT applies to the pruclzase and provide
iufbrmation to rapport its applicability_ Please refer to the Exemption Pruner for detailed
information about oxen t exemptions
"A procuremew of items that are available from only one source; inchidiug:
40 items that are available from only one source because of patents,-cop)rights,
secret Processes,or natural monopolies;
• filius_manascsipts,or books;
• gas, water_ and othef utility seiviees;
• captive replacement parts or cmuponents for equipment;
• books_ papers,_ and other library materials for a public library that are
available only from the persons holding exclusive distribution rights to the
matenats: and
• management services prop ided by a nonprofit organization to a municipal
mime=park zoo. or other facility to whicb the oreanizatiam Im pimided
significant financial or other benefits;
How did you determine that the item or sen�ice is only available from one source?
The Texas C'onmaission on Fire Protection is a Texas state governmiental a Mgy tasked i�jth
overseeing and re g_ulafiing all paid fire departmmnts. and firefigl=iti_ng standards Texas. The
aerrcy provides a variety of services including theritimg and publications of crTrriculum
manuals_ standard manuals and injury repc+rts_ This is the only a eg_nrw that pravides State license
for fimfifhters and instnictots for fire training_,arithrout State license a fire department cannot
leg,-My operate. PO should be renewed every rear due to Texas Govmer=eut Code Chapter 419
Texas Commission on Fire Protection Agreement—
Exhibit B Page 10 of 13
City Secretary Contract No.
Attach screenshots and provide an explanation of any independent research you conducted,
through internet searches, searching cooperatives, or discussions with others knowledgeable on
the subject matter that corroborate that the item is available only from a single source-
rA-
Did you attach a sole source justification letteO yes X no
Describe the uniqueness of the item or service(e-g-compatibility or patent issues, etc-)-
TCFP is the state of Texas a eg_ncy that licenses firefighters-
Section d: Attcrmev-Determination
With the facts provided by the department, is the use of the claimed exemption defensible if the
City were to be cballeaged on this ptuchase? V Yes No-
Was there anything attached to this form that was relied on in making this determination?
Yes No-
If yes,please explain:
Was there anything not included on this foam or attached hereto that wu relied on in maw this
deterrstiirration? Yes + No-
If yes-please explain:
Will the standard terms and conditions apply? V Yes No-
Will the contract require special term? yes No-
Will the contract require rmieuw by the department attorney" Yes No-
Approved By:
Date: 9-23.2020
T ylor Paris 1 Jessilra Williams
Assistant City Attorney
Texas Commission on Fire Protection Agreement—
Exhibit B Page 11 of 13
EXHIBIT C
VENDOR CONTACT INFORMATION
Vendor's Name: Ttxas Commission on Fire Pi-otectian
Vendor's Local Address: 1701 N. CoV opm #t1-105 Austin TX 78701
Phone: 5 17-936-382 Fax:
Bmai I:
Namu ofperstans to contact when placing an orderoa-invoicc qucstians:
Narn--/Title Cliff Grant Certifications Manager
Phone: 512-9S6-3825 Fax:
Email; Cliif.C3r.ant@TCFP.Texas.gov
TCFP,Texas.gov
lamfiJ'I'itl Denise Alvarez- Senior Accountant
Phan.c: 512,936-3844 Fax:
Email; Den!se_Alvarez TG FP.Texi s.goy
itianiefTitic
Phone- Fax;
Email:
Signature Printed Name Da(L
Texas Commission on Fire Protection Agreement
Exhibit C Page 12 of 13
City Secretary Contract No.
EXHIBIT D
VERIFICATION OF SIGNATURE AUTHORITY
TEXAS COMMISSION ON FIRE PROTECTION
1701 N. CONGRESS#1-105
AUSTIN,TX 78701
Execution of this Sigru to re Ve rification Farm ("Form"l hcrcby cc:rti fi cS thaL the followM& irndividuals
and/or positions have the authority to legally bind Vendor and to cxcc ute any a rrlenl, almendinent or
change oa+der on behalf of Vendor. Such binding authority has bccn glantud by proper carder, res010-10n,
ordinance-or other audiorization of Vendor. City is fully entitled to rely on the warranty and representation
set forth in this Form in enteel ng into any agreement or amendment with Vendor. Vendor wi11 submit an
updatcd Form within Ltn (10) business drys if there are any -ChanggEs t0 [lit siffatDry authority. City is
entitled to rely un any eumni executed form until it receives a revised Form that has been properly executed
by Vendor.
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Texas Commission on Fire Protection Agreement
Exhibit D Page 13 of 13