HomeMy WebLinkAboutContract 56297 City Secretary Contract No. 56297
FORTWORTH.
VENDOR SERVICES AGREEMENT
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 its duly authorized Assistant City Manager, and OTHRAM, INC. ("Vendor"), a Texas
corporation, and acting by and through its duly authorized representative,each individually referred to as a
"party" and collectively referred to as the "parties."
1. Scope of Services. Vendor to provide outsourcing for whole genome sequencing services
for the Police Department("Services"), which are set forth in more detail in Exhibit"A," attached hereto
and incorporated herein for all purposes.
2. Term. This Agreement begins on September 1, 2021 ("Effective Date") and expires on
August 31,2022("Expiration Date"),unless terminated earlier in accordance with this Agreement("Initial
Term"). City will 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 option(s) (each a"Renewal Term").
3. Compensation. City will pay Vendor in accordance with the provisions ofthis Agreement,
including Exhibit `B," which is attached hereto and incorporated herein for all purposes. Total
compensation under this Agreement,unless otherwise amended by the parties,will not exceed Forty Seven
Thousand Nine Hundred Sixty Eight Dollars ($47,968.00). Vendor will 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 will 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 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 will 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 will pay Vendor for services actually rendered up to
the effective date of termination and Vendor will 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 will provide City with copies of all
completed or partially completed documents prepared under this Agreement. In the event Vendor
OFFICIAL RECORD
Vendor Services Agreement
CITY SECRETARY
FT.WORTH,TX
has received access to City Information or data as a requirement to perform services hereunder,
Vendor will 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. hi 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 will treat all information provided to it by City ("City Information") as confidential
and will not disclose any such information to a third parry 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 will promptly notify Vendor.It will be the responsibility of Vendor 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 must store and maintain City Information in a secure
manner and will not allow unauthorized users to access, modify, delete or otherwise corrupt City
Information in any way. Vendor must 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 will, in good faith, use all commercially reasonable efforts to cooperate with City in
identifying what information has been accessed by unauthorized means and will fully cooperate
with City to protect such City Information from further unauthorized disclosure.
6. Ri2ht to Audit. Vendor agrees that City will, until the expiration of three (3) years after
final payment under this Agreement, 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. Vendor agrees that City will have access during
normal working hours to all necessary Vendor facilities and will be provided adequate and appropriate work
space in order to conduct audits in compliance with the provisions of this section. City will give Vendor
reasonable advance notice of intended audits.
7. Indenendent Contractor. It is expressly understood and agreed that Vendor will 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 will 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 subcontractors. Vendor acknowledges that the doctrine of respondeat superior
will not apply as between City,its officers,agents,servants and employees,and Vendor,its officers,agents,
employees, servants, contractors, and subcontractors. Vendor further agrees that nothing herein will be
construed as the creation of a partnership or joint enterprise between City and Vendor. It is further
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understood that City will in no way be considered a Co-employer or a Joint employer of Vendor or any
officers, agents, servants, employees, contractors, or subcontractors. Neither Vendor, nor any officers,
agents, servants, employees, contractors, or subcontractors of Vendor will be entitled to any employment
benefits from City.Vendor will 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, contractors, or contractors.
8. Liability and Indemnification.
8.1 LIABILITY- VENDOR WILL BE LIABLE AND RESPONSIBLE FOR ANY
AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY,
INCL UDING 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, EMPLOYEES, CONTRACTORS, OR
SUBCONTRACTORS.
8.2 GENERAL INDEMNIFICATION- VENDOR HEREBY COVENANTS AND
AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND CITY, ITS OFFICERS,
AGENTS,SERVANTSAND EMPLOYEES, FROMAND AGAINSTANYAND ALL CLAIMS
OR LAWSUITS OFANYKIND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR
EITHER PROPERTYDAMAGE OR LOSS(INCL UDINGALLEGED DAMAGE OR LOSS TO
VENDOR'S BUSINESS AND ANY RESULTING LOST PROFITS) AND/OR PERSONAL
INJURY, INCL UDING DEATH, TO ANY AND ALL PERSONS, ARISING O UT 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,EMPLOYEES, CONTRACTORS, OR SUBCONTRACTORS.
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 will 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 will 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 will 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 will 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 with Vendor's prior, written approval, which shall
not be unreasonably withheld by Vendor; however, Vendor will 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
will 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
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restricted, Vendor will, 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.
9. Assignment and Subcontracting.
9.1 Assi n,� Vendor will 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 will 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 will be liable for all obligations of Vendor under this Agreement prior to the effective date
of the assignment.
9.2 Subcontract. If City grants consent to a subcontract,the subcontractor will execute
a written agreement with Vendor referencing this Agreement under which subcontractor agrees to
be bound by the duties and obligations of Vendor under this Agreement as such duties and
obligations may apply. Vendor must provide City with a fully executed copy of any such
subcontract.
10. Insurance. Vendor must 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 Services pursuant to this Agreement:
10.1 Coverage and Limits
(a) Commercial General Liability:
$1,000,000 - Each Occurrence
$2,000,000 - Aggregate
(b) Automobile Liability:
$1,000,000 - Each occurrence on a combined single limit basis
Coverage will be on any vehicle used by Vendor, or its employees, agents, or
representatives in the course of providing Services under this Agreement. "Any
vehicle"will 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 Services are being performed
Vendor Services Agreement Page 4 of 15
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
10.2 General Requirements
(a) The commercial general liability and automobile liability policies must
name City as an additional insured thereon, as its interests may appear. The term
City includes its employees,officers,officials, agents,and volunteers in respect to
the contracted services.
(b) The workers' compensation policy must 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 must be provided to City. Ten (10) days' notice will be
acceptable in the event of non-payment of premium. Notice must 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 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 will not constitute a waiver of the insurance requirement.
(f) Certificates of Insurance evidencing that Vendor has obtained all required
insurance will 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 will 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 must immediately desist
from and correct the violation.
12. Non-Discrimination Covenant. Vendor, for itself, its personal representatives, assigns,
contractors, subcontractors,and successors in interest,as part of the consideration herein,agrees that in the
performance of Vendor's duties and obligations hereunder, it will 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, CONTRACTORS,
SUBCONTRACTORS, OR SUCCESSORS IN INTEREST, VENDOR AGREES TO ASSUME
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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 will 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 Othram, Inc.
Attn: Jesus Chappa, Deputy City Manager David Mittelman, CEO
200 Texas Street 8301 New Trails Dr. Ste. 110
Fort Worth,TX 76102-6314 The Woodlands,TX 77381
Facsimile: (817) 392-8654 david�othram.com
With copy to Fort Worth City Attorney's Office at
same address
14. Solicitation of Emnlovees. Neither City nor Vendor will, 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 will 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.
16. 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 does 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 will 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 will 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 will not in any way be
affected or impaired.
19. Force Maieure. City and Vendor will exercise their best efforts to meet their respective
duties and obligations as set forth in this Agreement, but will 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; epidemics or pandemics; government action
Vendor Services Agreement Page 6 of 15
or inaction; orders of government; material or labor restrictions by any governmental authority;
transportation problems; restraints or prohibitions by any court,board, department,commission, or agency
of the United States or of any States;civil disturbances;other national or regional emergencies;or any other
similar cause not enumerated herein but which is beyond the reasonable control of the Party whose
performance is affected (collectively, "Force Majeure Event"). The performance of any such obligation is
suspended during the period of, and only to the extent of, such prevention or hindrance, provided the
affected Party provides notice of the Force Majeure Event, and an explanation as to how it prevents or
hinders the Party's performance, as soon as reasonably possible after the occurrence of the Force Majeure
Event,with the reasonableness of such notice to be determined by the City in its sole discretion. The notice
required by this section must be addressed and delivered in accordance with Section 13 of this Agreement.
20. Headings not Controlling. Headings and titles used in this Agreement are for reference
purposes only,will 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 will not be employed in the interpretation of this
Agreement or Exhibits A,B, and C.
22. Amendments / Modifications / Extensions. No amendment, modification, or extension
of this Agreement will be binding upon a party hereto unless set forth in a written instrument, which is
executed by an authorized representative of each party.
23. Counterparts. This Agreement may be executed in one or more counterparts and each
counterpart will, for all purposes,be deemed an original, but all such counterparts will together constitute
one and the same instrument.
24. Warranty of Services. Vendor warrants that its services will be of a high 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 Vendor's
option, Vendor will 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 City to Vendor for the nonconforming
services.
25. Immigration Nationality Act. Vendor must verify the identity and employment eligibility
of its employees who perform work under this Agreement, including completing the Employment
Eligibility Verification Form (1-9). Upon request by City, Vendor will provide City with copies of all 1-9
forms and supporting eligibility documentation for each employee who performs work under this
Agreement. Vendor must 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 WILL INDEMNIFY CITY AND HOLD CITY HARMLESS FROM
ANY PENALTIES, LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH
BY VENDOR, VENDOR'S EMPLOYEES, CONTRACTORS, SUBCONTRACTORS, OR
AGENTS.City,upon written notice to Vendor,will have the right to immediately terminate this Agreement
for violations of this provision by Vendor.
26. Ownership of Work Product. City will be the sole and exclusive owner of all reports,
work papers,procedures,guides, and documentation that are created,published, displayed, or produced in
conjunction with the services provided under this Agreement(collectively,"Work Product"). Further,City
Vendor Services Agreement Page 7 of 15
will 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 will 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 will 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. Notwithstanding the
foregoing, Vendor shall continue to own all right, title, and interest in and to all Pre-Existing Materials.
"Pre-Existing Materials" mean all of Vendor's content (including all reports, work papers, procedures,
guides, documentation, and marks) existing before the Effective Date. To the extent Vendor delivers any
Pre-Existing Content to City under this Agreement, Vendor grants to City an irrevocable, perpetual, fully
paid-up, royalty free, non-exclusive, transferable, sub-licensable (through multiple tiers of distribution),
world-wide right and license to make, use, possess, copy, store, modify, distribute, display, publish,
perform, sublicense, disclose, and prepare derivative works of all Pre-Existing Content in all existing and
hereinafter created or invented media.
27. Signature Authority. The person signing this Agreement hereby warrants that they have
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. Each
party is fully entitled to rely on these warranties and representations in entering into this Agreement or any
amendment hereto.
28. Change in Company Name or Ownership. Vendor must 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.
29. No Boveott 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
2271 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"has the meanings ascribed to those terms in Section 2271 of the Texas Government Code.
By signing this Agreement,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 Agreement.
30. Electronic Signatures. This Agreement may be executed by electronic signature, which
will be considered as an original signature for all purposes and have the same force and effect as an original
signature.For these purposes, "electronic signature"means electronically scanned and transmitted versions
(e.g.via pdf file or facsimile transmission)of an original signature,or signatures electronically inserted via
software such as Adobe Sign.
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31. Entirety of Agreement. This Agreement 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.
(signature page follows)
Vendor Services Agreement Page 9 of 15
ACCEPTED AND AGREED:
CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the
person responsible for the monitoring and
T.�, , ��( I administration of this contract, including
By: Jtsus J.Chapa(Sep ,2021 09:46 CDT) ensuring all performance and reporting
Name: Jesus J. Chapa requirements.
Title: Deputy City Manager
APPROVAL RECOMMENDED:
By: Kelly Clev nd(Sep 2,2021 16:20 CDT)
Name: Kelly Cleveland
Title: Acting Sr. Contract Compliance
By: Neil Noakes(Sep 7,202109:27 CDT) Specialist
Name: Neil Noakes
Title: Chief of Police APPROVED AS TO FORM AND
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LEGALITY:
ATTEST: col oF°Rrk--aad
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c000 ooaoo*�� By. Taylor P is(Sep 2,2021 16:03 CDT)
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By. aa�nnExd5b4� Name. Taylor Paris
Name: Ron Gonzales Title: Assistant City Attorney
Title: Acting City Secretary
CONTRACT AUTHORIZATION:
M&C: (None Required)
Date Approved:
Form 1295 Certification No.: N/A
OTHRAM INC.
By:
Name: avid Mittelman
Title: CEO
OFFICIAL RECORD
Vendor Services Agreement
CITY SECRETARY
FT.WORTH,TX
City Secretary Contract No.
EXHIBIT A
SCOPE OF SERVICES
Contractors to provide outsourcing for whole genome sequencing on forensic casework samples in an
effort to provide investigative leads that could potentially help solve previously unsolved cases for the
Police Department.
1.0 CONTRACTOR'S RESPONSIBILITIES
Contractor shall
1.1 Perform all work involving genome sequencing,technical review of casework, and reporting.
The work,technical review, and reporting shall not be performed by a third(3rd)party.
1.2 Utilize controls throughout the forensic testing process,at a minimum to include extraction
controls, quantitation controls, and sequencing controls.
1.3 Retain all DNA extracts and reagent blank(extraction)controls.The extracts and reagent blank
controls shall be dried down and returned to the Fort Worth Police Department(FWPD) for long-
term storage.
1.4 All of contractor's technologies and methodologies shall be internally validated and available for
review to the City, except such review rights shall not extend to Vendor's confidential or
proprietary information or materials. For clarity,Vendor shall make available for review any
and all technologies and methodologies necessary to support any court case arising under this
Agreement involving City.
1.5 If any work performed is subject to the FBI Quality Assurance Standards(QAS)and/or ISO 17025
accreditation standards, utilize proprietary kits following the manufacturer's specifications.
Modifications to the manufacturer specifications shall require prior written approval by the FW
TL.
1.5.1 If any of the scope of work is subject to QAS and/or ISO 17025 accreditation,the
Contractor shall provide the FW TL with copies of all standard operating procedures,
quality manual,and interpretation guidelines and demonstrate adherence to the FBI
Quality Assurance Standards.Preference will be given to Contractors complying with
the Scientific Working Group on DNA Analysis Methods (SWGDAM)
recommendations.
1.6 Maintain chain of custody, and use a certified courier weekday service (Monday throughFriday)
to receive and ship evidence.
1.7 Be subject to annual site lab visits and/or audits by FWPD personnel or their designee(s).
1.8 Provide written and/or in person courtroom testimony as required.
1.9 All documentation regarding the Contractor's analysis and interpretation shall be sufficient so that
it may be readily understood or re-interpreted by another qualified analyst.
1.10 All interpretation parameters and assumptions shall be documented by the Contractor in the case
file.
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2.0 REQUISITE TECHNOLOGIES,METHODOLOGIES AND LAB PROCESSES
2.1 Contractor shall have the ability to perform services using methods optimized for forensic
samples listed below:
2.1.1 DNA extraction(including differential extraction):
2.1.1.1 Contractor shall have a differential extraction procedure to be used on samples
which are positive for p30 and/or sperm cells or are suspected to contain
seminal fluid based on the sample type and/or case scenario.
2.1.1.2 Contractor shall utilize methods to enrich human DNA recovery and remove
non-human contaminants such as bacterial DNA.
2.1.1.3 In order to preserve sample, Contractor shall perform preliminary quality
assessments of the DNA extract prior to determining if whole genome
sequencing is recommended. Assessments shall include, at a minimum, an
assay to estimate the amount of human and male DNApresent, as well as an
assay to estimate how much non-human DNA may be present. The
Contractor's laboratory shall have criteria for evaluating the preliminary quality
assessments of the DNA extract and be available for consultation with the FW
TL prior to proceeding with furthertesting.
2.2 Contractor shall have the ability to develop composite profiles by combining data from multiple
testing attempts of an item.
2.3 The Contractor's laboratory shall consume all biological evidence only upon discuss ion with
and/or written directive from the FW TL.
2.4 Contractor shall have the ability to resolve DNA mixtures of 3 or more individuals.
2.5 The Contractor shall retain amplification and/or sequencing product for a minimum of six (6)
months following issuance of the lab report.
2.6 The Contractor's laboratory shall have and follow a procedure for identifying possible
contamination (at a minimum, comparison to an employee elimination database and comparison
of samples simultaneously processed).
2.7 If any of the scope of work is subject to QAS and/or ISO 17025 accreditation the FW TL must
agree to the Contractor's technical specifications prior to the Contractor's lab beginning work.
3.0 LABORATORY DISCOVERY REQUIREMENTS
3.1 The following documents shall be electronically provided to the FWPD Crime Lab bythe
Contractor for each case after analysis is complete:
3.1.1 Laboratory report that includes all tested samples results andconclusions
3.1.2 Complete copy of the case file
3.1.2.1 Case file must contain at minimum
Vendor Services Agreement Page 12 of 15
3.1.2.1.1 Contractor labnumber
3.1.2.1.2 FWPD lab number and offensenumber
3.1.2.1.3 Lab reports which include results and conclusion for all tested
samples
3.1.2.1.4 Chain of custody
3.1.2.1.5 Evidence examination and processing notes/worksheets
3.1.2.1.6 Color photos(ifapplicable)
3.1.2.1.7 Communication records(i.e.email,phone logs,etc.)
3.1.2.1.8 Printouts of sample data,regardless of whether or not the data was
used in reporting. The data for control samples(e.g. reagent blank,
quantitation controls, sequencing controls)must also be included in
the case file
3.1.2.1.9 Specify in the case file which data was used for reporting
3.1.2.1.10 Documentation of technical and administrative review
3.1.2.1.11 Non-conformance and/or corrective action(ifapplicable)
3.1.2.1.12 All electronic data must be permanently retained and made available
up request by the City
4.0 CITY REQUIREMENTS
The City will
4.1 Provide the Contractor's submission form they've provided to the City that includes all necessary
information in the format of their preference.
4.2 Documentation indicating the items sent,and the nature of the request
Vendor Services Agreement Page 13 of 15
City Secretary Contract No.
EXHIBIT B
PAYMENT SCHEDULE
Vendor shall bill for services based on the Payment Schedule, as outlined in Exhibit B.
All payment terms shall be"Net 30 Days".
Vendor shall invoice no more frequentlythan monthlyfor services provided.
Vendor 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. City shall not be liable for
any additional expenses of Vendor not specified by this Agreement unless City first approves such
expenses in writing.
Send invoices electronically to our centralized Accounts Payable department invoice email address:
supplierinvoices(cDfortworthtexas.gov. This email address is not monitored so please do not send
correspondence to this email address. The sole purpose of the supplier invoices email address is to
receipt and process supplier invoices.
Please include the following on the subject line of your e-mail: vendor name, invoice
number, and PO number, separated by an underscore (ex: Example,
I nc._123456_FW013-0000001234)
To ensure the system can successfully process your invoice in an expedient manner,
please adhere to the following requirements:
• All invoices must be either a PDF or TIFF format.
• Image quality must be at least 300 DPI (dots per inch).
• Invoices must be sent as an attachment (i.e. no invoice in the body of
the email).
• One invoice per attachment (includes PDFs). Multiple attachments per
email is acceptable but each invoice must be a separate attachment.
• Please do not send handwritten invoices or invoices that contain handwritten
notes.
• Dot matrix invoice format is not accepted.
• The invoice must contain the following information:
• Supplier Name and Address;
• Remit to Supplier Name and Address, if different;
• Applicable City Department business unit#(i.e.FW013)
• Complete City of Fort Worth PO number (i.e. the PO number must
contain all preceding zeros);
• Invoice number;
• Invoice date; and
• Invoices should be submitted after delivery of the goods or services.
Vendor Services Agreement Page 14 of 15
FOR_ T► ORTH,. --
�-' CITY OF FORT WORTH BID OFFER
Eventi — — - _ _
CF'wOI-21-0139 Page Invited: PUBLIC EVENT DETAILS
Event Round Version 3
1 1 Submit To: City of Fort Worth
Event Name FINANCIAL MANAGEMENT SERVICES
RFP whole Genome se uencia FINANCE-Purchasing
Start Time Finish Time 200 Texas St.(Lower Level,South)
D6/16/2021 08:30:00 CDT
B/2021 13:30: Fort Worth TX 76102
07/O00 CDT
United States
Email: FMSPurchasingResponses@fortworthtexas.c
Line Details
Line: 1
Descri tion;
Whole gename sequencing services per the Unft UnitPrice attached specifications t6.Dil EA Total
$2,998 1 47,968
Total Bid Amount: —
L$47,968
Vendor Services Agreement Page 15 of 15