HomeMy WebLinkAbout25-Public Services ORIGINAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Ken Fischer, Director Subject: Resolution of the Mayor and
Common Council of the City of San
Dept: Public Services Bernardino authorizing the execution of
an agreement and increase to Purchase
Date: October 8, 2007 Order Number 208219 in the amount of
$21,000.00 with two (2) one-year
extensions at the City's option with
Inland Presort and Mailing Services for
refuse mailing services.
Meeting Date: November 5, 2007
Synopsis of Previous Council Action:
Recommended Motion:
Adopt Resolution
Signature
Contact person: Ken Fischer, Director Phone: 5140
Supporting data attached: Ward: All
Staff Report, Resolution, Vendor Services
Agreement, and Bid Specification
FUNDING REQUIREMENTS: Amount: $ 21,000.00
Source: FY 07-08
Account Number 527-411-
5181
Finance:
Council Notes: � ° 200-7- _10-11
Agenda Item No. d�
111 . o-7
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino ratifying
the execution of an agreement retroactive to November 1, 2007 and increase to
Purchase Order Number 208219 in the amount of $21,000.00 with two (2) one-year
extensions at the City's option with Inland Presort and Mailing Services for refuse
mailing services.
Background:
The City of San Bernardino, Public Services Department, Integrated Waste
Management Division (IWM) utilizes Inland Presort and Mailing Services for the
collection and distribution of up to ten thousand (10,000) pieces of refuse billing
information mail per month. Inland Presort and Mailing Services, collects our
statements, folds them, inserts them into envelopes and delivers them to the post office
for us. The billing invoice information is printed in-house.
On August 30, 2007 a formal bid process was initiated to solicit bids refuse mailing
services. Notices of bids were mailed to the Chamber of Commerce and Eleven (11)
vendors, six (6) of which were local vendors. Only two (2) vendors responded.
The vendor, their business location, and price quote are listed below.
Vendor Location BID
Inland Presort Redlands, CA $0.491 per piece of mail
Infosend, Inc. Fullerton, CA $0.495 per piece of mail
The IWM Division has an interim purchase order with Inland Presort and Mailing
Services in the amount of $24,999.00. The interim purchase order allowed time to go
out to bid. Since Inland Presort submitted the lowest bid, we are requesting an increase
to Purchase Order Number 208219 in the amount of $21,000.00 to Inland Presort and
Mailing Services for a total not to exceed $45,999.00. If approved, the initial agreement
will be effective on November 1, 2007 through June 30, 2008 with two (2) one-year
extensions at the City's option. Option year one, if exercised, will be effective July 1,
2008 through June 30, 2009. Option year two, if exercised, will be effective July 1, 2009
through June 30, 2010. Actual option year pricing shall be negotiated with the
successful bidder prior to exercising of any given option year. Since the agreement will
be effective on November 1, 2007, Council must ratify the execution of an agreement
retroactive to November 1, 2007.
Financial Impact:
Funding for this purchase is contained in the Integrated Waste Man
07-08 budget, Account Number 527-411-5181 Other Operating Exp
of $21,000.00. �ep�acernBn� ��
Recommendation:
Adopt resolution. v
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City of San Bernardino
TECHNICAL SPECIFICATIONS
RFQ F-07-55
INTEGRATED WASTE MANAGEMENT MAILING SERVICES
NOTICE : "SPECIAL INSTRUCTIONS TO THE BIDDER"
Services:
Bidder shall complete right-hand column indicating brief reasoning for
exceptions to requirements when not acceptable. State "Acceptable" if
requirements are agreeable as set forth in left-hand column.
Equipment:
Bidder shall complete right-hand column indicating specific size and or
make and model of all components when not exactly as specified. State
"As Specified" if item is exactly as set forth in the left-hand column.
FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID
CATEGORY I ACCEPTABLE/AS SPECIFIED
The City of San Bernardino, Public Services
Department, Integrated Waste Management
Division is seeking a mailing services vendor for CCU ''
the collection and distribution of approximately
ten thousand (10,000) pieces of refuse billing
information mail per month.
1. SCOPE
The vendor will collect our statements from the
Integrated Waste Management Customer Service office
three to four times per month, fold them, insert them into C �- ' e
envelopes,pay for the postage and deliver them to the
post office. The vendor shall be available on an on-call
basis to provide same day pickup of prepared billing
information.
s
F[•2. REQUIREMENTS
e vendor will be responsible for the following:
Picking up the statements when ready
• Folding the statements
• Inserting the statements and return envelopes (99)
into a regular window envelope (910). The window
envelope (#10) will have your pre-printed permit
number on it
• Bar-coding and sorting the statements using fast
forward (MoveUpdate) which is required by LISPS to A .�
meet mandatory move update requirements
• Pay for postage �� E
• Delivering mail to the post office at no additional e C
cost
• Storage of approximately 10,000 of each type
envelope (#9 and#10) window envelopes each month
at no additional costs to the city.
• Same day service shall be provided whenever
possible
• The vendor shall ensure that all mailing services will
be completed within 24-hours from the time of pick
up.
• Purchasing and maintaining inventories of the #9
return envelopes, which will have the City's address
and bar code, pre-printed on them.
• Purchasing and maintain inventories of the #10
window envelopes, which will have the City's logo
and return address in the upper left corner
• The vendor will include his/hers permit number on
the#10 window envelope.
• Providing a cost breakdown for each piece of mail
per month in the invoice to reflect the monthly
invoice cost.
r INVENTORY e vendor shall maintain adequate inventory (envelopes A-e-c e-O- e-
#9 and 910). The vendor shall be responsible for
purchasing approximately 10,000 envelopes of each type
per month.
4. DELIVERY cc. �• to
9
The vendor will be responsible for delivering the mail to
the post office within a 24-hour period from the time of
pick-up from the IWM Division. A C-C
5. LOST/ STOLEN/DAMAGED
The vendor shall be responsible for replacing lost or A-C_C_0 1
damaged billing information.
6. REPLACEMENT CHARGE
The vendor will be charged for the reprinting of damaged A--e c e
or lost billing information.
1. SAMPLES
A sample of City's logo, return address, and P.O. Box A-C C of
information shall be provided to the vendor in order for
them to print and hold the#9 and #10 envelopes each
month.
10
PRICE FORM
REQUEST FOR QUOTES: RFQ F-07-55
DESCRIPTION OF RFQ: Integrated Waste Management Mailing Services
COMPANY NAME/ADDRESS: 1N LRN1) IDezESC'V i M€ TUIN(A
i��al1� (s cA
NAME OF AUTHORIZED
REPRESENTATIVE �veN CN��ASaamA
PRINT NAME
TELEPHONE NO.
FAX NO.
ANNUAL PURCHASE ORDER
Effective on or about November 1, 2007 through June 30, 2008 plus Two (2) single year renewal
options, for City's requirements,
Option year one, if exercised, shall be effective July 1, 2008 through June 30, 2009. Option year two, if
exercised, shall be effective July 1, 2009 through June 30, 2010. Actual option year pricing shall be
negotiated with the successful Bidder(s) prior to exercising of any given option year. Option years shall
become effective only upon issuance by the City of a duly authorized Purchase Order.
1. Price per piece of mail $ 0. Ll 9 I "„�`1� `�� 0
(price must include all requirements as stated in Technical Specifications #2.
REQUIREMENTS.)
15
COPY
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO RATIFYING THE EXECUTION OF AN AGREEMENT
3 RETROACTIVE TO NOVEMBER 1, 2007 AND INCREASE TO PURCHASE ORDER
NUMBER 208219 IN THE AMOUNT OF $21,000.00 WITH TWO (2) ONE-YEAR ,
4 EXTENSIONS AT THE CITY'S OPTION WITH INLAND PRESORT AND MAILING
5 SERVICES FOR REFUSE MAILING SERVICES.
6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
7
8 SECTION 1. That Inland Presort and Mailing Services submitted the lowest bid
9
for refuse mailing services per bid specification RFQ-F-07-55 and;
10
SECTION 2. That the City Manager is hereby authorized to execute on behalf
11
12 of said City a Vendor Services Agreement between the City of San Bernardino and
13 Inland Presort and Mailing Services, a form of which is attached hereto, marked
14 Exhibit "A" and incorporated herein by reference as fully as though set forth at length;
15 and
16 SECTION 3. That pursuant to this determination the Director of Finance or
17
his/her designee is hereby authorized to issue the purchase order to Inland Presort
18
19 and Mailing Services for a total amount of $45,999.00. The Purchase Order shall
20 reference this Resolution No. 2007- , and shall read, "Inland Presort and
21 Mailing Services refuse mailing services, P.O. No. , not to exceed
22 $45,999.00" and shall incorporate the terms and conditions of the purchase order; and
23 SECTION 4. That the implementation date is November 1, 2007; therefore, any
24 action taken between November 1, 2007 and the adoption of this Resolution is hereby
25
ratified.
26
28
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO RATIFYING THE EXECUTION OF AN AGREEMENT
2 RETROACTIVE TO NOVEMBER 1, 2007 AND INCREASE TO PURCHASE ORDER
NUMBER 208219 IN THE AMOUNT OF $21,000.00 WITH TWO (2) ONE-YEAR
3 EXTENSIONS AT THE CITY'S OPTION WITH INLAND PRESORT AND MAILING
SERVICES FOR REFUSE MAILING SERVICES.
4
5 SECTION 5. The authorization to execute the above referenced Purchase
6
Order and Agreement is rescinded if it is not issued within sixty (60) days of the
7
8 passage of this resolution.
9
10
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13
Ark a
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16
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20
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111
23
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO RATIFYING THE EXECUTION OF AN AGREEMENT
2 RETROACTIVE TO NOVEMBER 1, 2007 AND INCREASE TO PURCHASE ORDER
NUMBER 208219 IN THE AMOUNT OF $21,000.00 WITH TWO (2) ONE-YEAR
3 EXTENSIONS AT THE CITY'S OPTION WITH INLAND PRESORT AND MAILING
SERVICES FOR REFUSE MAILING SERVICES.
4
5 1 HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
6 Mayor and Common Council of the City of San Bernardino at a
7 meeting thereof, held on the day of 2007, by the
8 following vote, to wit:
9 Council Members: AYES NAYS ABSTAIN ABSENT
10
ESTRADA
11
BAXTER
12
13 BRINKER
14 DERRY
15 KELLEY
16 JOHNSON
17 MCCAMMACK
18
19 Rachel G. Clark, City Clerk
20 The foregoing resolution is hereby approved this day of
21 2007.
22
23 Patrick J. Morris, Mayor
24 City of San Bernardino
Approved as to Form
25 By: I �_. P"
26 J roes F. Penman, City Attorney
V'
27
28
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Citv of San Bernardino
TECHNICAL SPECIFICATIONS
RFQ F-07-55
INTEGRATED WASTE MANAGEMENT MAILING SERVICES
NOTICE : "SPECIAL INSTRUCTIONS TO THE BIDDER."
Services:
Bidder shall complete right-hand column indicating brief reasoning for
exceptions to requirements when not acceptable. State "Acceptable" if
requirements are agreeable as set forth in left-hand column.
Equipment:
Bidder shall complete right-hand column indicating specific size and or
make and model of all components when not exactly as specified. State
"As Specified" if item is exactly as set forth in the left-hand column. _
FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID
CATEGORY I ACCEPTABLE/AS SPECIFIED
The City of San Bernardino, Public Services
Department, Integrated Waste Management
Division is seeking a mailing services vendor for CCC-C �E
the collection and distribution of approximately
ten thousand (10,000) pieces of refuse billing
I information mail per month.
1. SCOPE
The vendor will collect our statements from the
Integrated Waste Management Customer Service 71into
three to four times per month, fold them, insert th �C envelopes,pay for the postage and deliver them tpost office. The vendor shall be available on an o
basis to provide same day pickup of prepared billing
information.
.r
2. REQUIREMENTS
The vendor will be responsible for the following:
• Picking up the statements when ready
• Folding the statements
• Inserting the statements and return envelopes (49)
into a regular window envelope (410). The window
envelope (#10) will have your pre-printed permit
number on it
• Bar-coding and sorting the statements using fast
forward (MoveUpdate) which is required by USPS to
meet mandatory move update requirements A-
• Pay for postage)
• Delivering mail to the post office at no additional c C
cost
• Storage of approximately 10,000 of each type
envelope (#9 and #10) window envelopes each month
at no additional costs to the city.
• Same day service shall be provided whenever
possible
• The vendor shall ensure that all mailing services will
be completed within 24-hours from the time of pick
up.
• Purchasing and maintaining inventories of the 99
return envelopes, which will have the City's address
and bar code, pre-printed on them.
• Purchasing and maintain inventories of the #10
window envelopes, which will have the City's logo
and return address in the upper left corner
• The vendor will include his/hers permit number on
the 910 window envelope.
i . Providing a cost breakdown for each piece of mail
per month in the invoice to reflect the monthly
invoice cost.
3. INVENTORY
The vendor shall maintain adequate inventory (envelopes e
#9 and #10). The vendor shall be responsible for
purchasing approximately 10,000 envelopes of each type
per month.
4. DELIVERY /�cc.e,p�
9
t,
The vendor will be responsible for delivering the mail to
the post office within a 24-hour period from the time of
pick-up from the IWM Division. CC ef 'b�
5. LOST/STOLEN/DAMAGED
The vendor shall be responsible for replacing lost or ,�,C T
damaged billing information.
6. REPLACEMENT CHARGE
The vendor will be charged for the reprinting of damaged /. _cC
or lost billing information.
1. SAMPLES
A sample of City's logo, return address, and P.O. Box A-c—c-ef e.
information shall be provided to the vendor in order for
them to print and hold the#9 and #10 envelopes each
month.
10
i
PRICE FORM
REQUEST FOR QUOTES: RFQ F-07-55
DESCRIPTION OF RFQ: Integrated Waste Management Mailing Services
COMPANY NAME/ADDRESS: t�RES°1R' 4. [N'IflIl,TtiIfN sERVICCEs
•2-o 2 1pcknL c Ave - # �
��1 ins Cp (1z3:3
NAME OF AUTHORIZED
REPRESENTATIVE �tv� N C�1��AS�mA
PRINT NAME
TELEPHONE NO.
�clpq� 30'� - 1303
FAX NO.
ANNUAL PURCHASE ORDER
Effective on or about November 1, 2007 through June 30, 2008 plus Two (2) single year renewal
options, for City's requirements,
Option year one, if exercised, shall be effective July 1, 2008 through June 30, 2009. Option year two, if
exercised, shall be effective July 1, 2009 through June 30, 2010. Actual option year pricing shall be
negotiated with the successful Bidder(s) prior to exercising of any given option year. Option years shall
become effective only upon issuance by the City of a duly authorized Purchase Order.
1. Price per piece of mail $ • �I 9 I ���`1d`� p`5t�", ��
(price must include all requirements as stated in Technical Specifications #2.
REQUIREMENTS.)
15
1 VENDOR SERVICE AGREEMENT
2 This Vendor Service Agreement is entered into this 5th day of November
3 2007, by and between Inland Presort and Mailing Services ("VENDOR") and the City of San
4 Bernardino ("CITY" orSan Bernardino").
5 WITNESSETH:
6
WHEREAS, the Mayor and Common Council has determined that it is advantageous
7
and in the best interest of the CITY to contract for refuse billing processing services utilized by
8
9 the Public Services Department, Integrated Waste Management Division; and
10 WHEREAS, the City of San Bernardino did solicit and accept bids from a number of
11 vendors for refuse billing processing services.
12 NOW, THEREFORE, the parties hereto agree as follows:
13
1. SCOPE OF SERVICES.
14
For the remuneration stipulated, San Bernardino hereby engages the services of
15
16 VENDOR to provide mailing services per bid specification RFQ F-07-55.
17 2. COMPENSATION AND EXPENSES.
18 a. For the services delineated above, the CITY, upon presentation of an invoice, shall
19 pay the VENDOR $0.491 per piece of mail, up to the amount of $45,999.00
20 annually for refuse mailing services.
21
b. No other expenditures made by VENDOR shall be reimbursed by CITY,
22
23 3. TERM; SEVERABILITY.
24 That bid specification RFQ F-07-55 will be effective on November 1, 2007 through
25 June 30, 2008 with two (2) one-year extensions at the City's option. Option year one, if
26 exercised, shall be effective July 1, 2008 through June 30, 2009. Option year two, if exercised,
27
28
Exhibit"A"
1 shall be effective July 1, 2009 through June 30, 2010. Actual option year pricing shall be
2 negotiated with the successful bidder prior to exercising any given option year.
3 This Agreement may be terminated at any time by thirty (30) days' written notice by
4 either party. The terms of this Agreement shall remain in force unless mutually amended. The
5 duration of this Agreement may be extended with the written consent of both parties.
6
4. INDEMNITY.
7
CITY agrees to indemnify and hold harmless VENDOR, its officers, agents and
8
9 volunteers from any and all claims, actions, or losses, damages and/or liability resulting from
10 CITY's negligent acts or omissions arising from the CITY's performance of its obligations
11 under the Agreement.
12 VENDOR agrees to indemnify and hold harmless the CITY, its officers, agents, and
13 volunteers from any and all claim, actions, or losses, damages and/or liability resulting from
14
VENDOR's negligent acts or omissions arising from the VENDOR's performance of its
15
16 obligations under the Agreement.
17 In the event the CITY and/or the VENDOR is found to be comparatively at fault for any
18 claim, action, loss, or damage which results from their respective obligations under the
19 Agreement, the CITY and/or VENDOR shall indemnify the other to the extent of this
20 comparative fault.
21
5. INSURANCE.
22
While not restricting or limiting the forgoing, during the term of this Agreement,
23
24 VENDOR shall maintain in effect policies of comprehensive public, general and automobile
25 liability insurance, in the amount of $1,000,000.00 combined single limit, and statutory
26 worker's compensation coverage, and shall file copies of said policies with the CITY's Risk
27 Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an
28
Exhibit"A"
1 additional named insured in each policy of insurance provided hereunder. The Certificate of
2 Insurance furnished to the CITY shall require the insurer to notify CITY of any change or
3 termination in the policy.
4 6. NON-DISCRIMINATION.
5 In the performance of this Agreement and in the hiring and recruitment of employees,
6
VENDOR shall not engage in, nor permit its officers, employees or agents to engage in,
7
discrimination in employment of persons because of their race, religion, color, national origin,
8
9 ancestry, age, mental or physical disability, medical conditions, marital status, sexual gender or
10 sexual orientation, or any other status protected by law, except as permitted pursuant to Section
11 12940 of the California Government Code.
12 7. INDEPENDENT CONTRACTOR.
13 VENDOR shall perform work tasks provided by this Agreement, but for all intents and
14
purposes VENDOR shall be an independent contractor and not an agent or employee of the
15
15 CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of
17 Income Tax, Social Security, State Disability Insurance Compensation, Unemployment
18 Compensation, and other payroll .deductions for VENDOR and its officers, agents, and
19 employees, and all business licenses, if any are required, in connection with the services to be
20 performed hereunder.
21 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS.
22
VENDOR warrants that it possesses or shall obtain, and maintain a business registration
23
24 certificate pursuant to Chapter 5 of the Municipal Code, and any other license, permits,
25 qualifications, insurance and approval of whatever nature that are legally required of VENDOR
26 to practice its business or profession.
27
28
Exhibit "A"
1 9. NOTICES.
2 Any notices to be given pursuant to this Agreement shall be deposited with the United
3 States Postal Service, postage prepaid and addressed as follows:
4 TO THE CITY: Public Services Director
5 300 North "D" Street
San Bernardino, CA 92418
6 Telephone: (909) 384-5140
7 TO THE VENDOR: Inland Presort and Mailing Services
2025 W. Park Ave., Suite 4 7
8 Redlands, CA 92373
9 Telephone: (909) 307-1300
Contact: Deven Chudasama
10
10. ATTORNEYS' FEES.
11
12 In the event that litigation is brought by any party in connection with this Agreement,
13 the prevailing party shall be entitled to recover from the opposing party all costs and expenses,
14 including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of
15 its rights or remedies hereunder or the enforcement of any of the terms, conditions or
16 provisions hereof. The costs, salary and expenses of the City Attorney and members of his
17
office in enforcing this Agreement on behalf of the CITY shall be considered as "attorneys'
18
19 fees" for the purposes of this paragraph.
20 11. ASSIGNMENT.
21 VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or
22 encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior
23 written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void
24 and shall constitute a breach of this Agreement and cause for the termination of this
25
Agreement. Regardless of CITY's consent, no subletting or assignment shall release VENDOR
26
27
28
Exhibit "A"
1 of VENDOR's obligation to perform all other obligations to be performed by VENDOR
2 hereunder for the term of this Agreement.
3 12. VENUE.
4 The parties hereto agree that all actions or proceedings arising in connection with this
5 Agreement shall be tried and litigated either in the State courts located in the County of San
6
Bernardino. State of California or the U.S. District Court for the Central District of California,
7
Riverside Division. The aforementioned choice of venue is intended by the parties to be
8
9 mandatory and not permissive in nature.
10 13. GOVERNING LAW.
11 This Agreement shall be governed by the laws of the State of California.
12 14. SUCCESSORS AND ASSIGNS.
13 This Agreement shall be binding on and inure to the benefit of the parties to this
14
Agreement and their respective heirs, representatives, successors, and assigns.
15
16 15. HEADINGS.
17 The subject headings of the sections of this Agreement are included for the purposes of
18 convenience only and shall not affect the construction or the interpretation of any of its
19 provisions.
20 16. ENTIRE AGREEMENT; MODIFICATION.
21
This Agreement constitutes the entire agreement and the understanding between the
22
23 parties, and supercedes any prior agreements and understandings relating to the subject manner
24 of this Agreement. This Agreement may be modified or amended only by a written instrument
25 executed by all parties to this Agreement.
26
27
28
Exhibit "A"
1 IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day
2 and date set forth below.
3 Dated: , 2007 VENDOR.
4 By:
5 Its:
6
Dated . 2007 CITY OF SAN BERNARDINO
7
By:
8 Fred Wilson, City Manager
9
10 Approved as to Form:
11
12 Bv: P�✓im�
13 Jai s F. Penman, City Attorney
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
Exhibit "A"