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HomeMy WebLinkAbout2013-308 RESOLUTION NO. 2013-308 1 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A VENDOR 3 PURCHASE AGREEMENT AND ISSUANCE OF AN ANNUAL PURCHASE ORDER 4 IN THE AMOUNT OF $34,200 FOR FY 13/14 AND $65,000 FOR OPTION YEARS ONE THROUGH FOUR WITH FOUR (4) ONE-YEAR EXTENSIONS AT THE 5 CITY'S OPTION TO UNISOURCE WORLDWIDE, INC. FOR THE PURCHASE OF JANITORIAL PRODUCTS & SUPPLIES. 6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE 7 CITY OF SAN BERNARDINO AS FOLLOWS: 8 SECTION 1. The Mayor and Common Council hereby finds that the bids of Aoss 9 Medical Supply and Central Poly Corp. both failed to provide prices for all items on the Price 10 11 Form required in RFQ F-14-12, and therefore rejects these bids as nonresponsive to RFQ F- 12 14-12. 13 SECTION 2. Unisource Worldwide, Inc. submitted the lowest responsive bid for the 14 purchase of janitorial products and supplies pursuant to RFQ F-14-12. 15 SECTION 3. The City Manager is hereby authorized to execute a Vendor Purchase 16 17 Agreement with Unisource Worldwide, Inc., a copy of which is attached hereto, marked as 18 Exhibit"A", and incorporated herein. 19 SECTION 4. Pursuant to this determination the Director of Administrative Services 20 or his designee is hereby authorized to issue an annual purchase order to Unisource 21 Worldwide, Inc. in the amount of$34,200 for FY 13/14 and $65,000 for each year of Option 22 23 Years 1-4 with four(4) one-year extensions at the City's option. 24 SECTION 5. The Purchase Order shall reference this Resolution Number and shall 25 read, "Unisource Worldwide, Inc. for the purchase of janitorial products & supplies. 26 Agreement not to exceed $34,200 for FY 13/14 and $65,000 for each year of option years one 27 through four" and shall incorporate the terms and conditions of the Agreement. 28 2013-308 1 SECTION 6. The authorization to execute the above referenced Purchase Order and 2 Agreement is rescinded if it is not signed and executed by both parties within sixty (60) days 3 of the passage of this Resolution. 4 /// 5 /// 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 2013-308 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A VENDOR 2 PURCHASE AGREEMENT AND ISSUANCE OF AN ANNUAL PURCHASE ORDER IN THE AMOUNT OF $34,200 FOR FY 13/14 AND $65,000 FOR OPTION YEARS 3 ONE THROUGH FOUR WITH FOUR (4) ONE-YEAR EXTENSIONS AT THE 4 CITY'S OPTION TO UNISOURCE WORLDWIDE, INC. FOR THE PURCHASE OF JANITORIAL PRODUCTS & SUPPLIES. 5 6 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and 7 Common Council of the City of San Bernardino at a i oint regular meeting 8 4th November thereof,held on the day of , 2013, by the following vote,to wit: 9 10 Council Members: AYES NAYS ABSTAIN ABSENT 11 MARQUEZ x 12 JENKINS x 13 VALDIVIA x 14 SHORETT x 15 16 VACANT 17 JOHNSON x 18 MCCAMMACK X C/- Georgia&Hanna, ity Clerk 21 22 The foregoing resolution is hereby approved this day of November , 2013. 23 � , )' 24 Pa rick J. Mo is, Mayor 25 City . _: :ernardino 26 Approved as to form: JAMES F. PENMAN, 27 City Attorney 28 By: LA - �� 2013-308 VENDOR PURCHASE AGREEMENT This Vendor Purchase Agreement is entered into this 4th day of November, 2013, by and between Unisource Worldwide, Inc. ("VENDOR") and the City of San Bernardino ("CITY" or"San Bernardino"). WITNESSETH: WHEREAS, the Mayor and Common Council has determined that it is advantageous and in the best interest of the CITY to acquire janitorial products & supplies and; WHEREAS, The City of San Bernardino did solicit and accept quotes from available vendors for such janitorial products & supplies; and WHEREAS, VENDOR is the lowest bidder to provide said materials to City; and NOW,THEREFORE,the parties hereto agree as follows: 1. SCOPE OF SERVICES. For the remuneration stipulated, San Bernardino hereby engages the services of VENDOR to provide those products and materials as set forth in RFQ F-14-12, a copy of which is on file in the Public Works Department and a copy of the Price Form is attached hereto as Attachment"1" and incorporated herein. 2. COMPENSATION AND EXPENSES. a. For the services delineated above, the CITY, upon presentation of an invoice, shall pay the VENDOR up to the amount of$34,200 for FY 13/14 and $65,000 for each year of option years 1 through 4 for the purchase of janitorial products & supplies pursuant to the Price Form in RFQ F-14-12, Attachment"1". b. No other expenditures made by VENDOR shall be reimbursed by CITY. HI Exhibit"A" 1 2013-308 3. TERM; TERMINATION. The term of this agreement shall be from November 4, 2013 through June 30, 2014, with four (4) one-year extensions at the CITY's option. Option year one, if exercised, shall be effective July 1, 2014 through June 30, 2015. Option year two, if exercised, shall be effective July 1, 2015 through June 30, 2016. Option year three, if exercised, shall be effective July 1, 2016 through June 30, 2017. Option year four, if exercised, shall be effective July 1, 2017 through June 30, 2018. This Agreement may be terminated at any time with thirty (30) days' written notice by either party. The terms of this Agreement shall remain in force unless amended by written agreement of the parties executed on or before the date of expiration of the current term of the Agreement. 4. WARRANTY VENDOR expressly warrants that all products and services supplied to CITY by VENDOR under this agreement shall conform to the specifications, drawings or other description upon which this purchase is based, shall be fit and sufficient for the purpose intended, merchantable, of good material and workmanship, free from defects and free and clear of all liens or encumbrances. Inspection, testing, acceptance or use of the goods by the CITY shall not affect VENDOR's obligations under this warranty, and such warranty shall survive inspections, testing, acceptance and use. VENDOR agrees to replace or correct promptly defects of any goods or services not conforming to the foregoing warranty without expense to the CITY, when notified of such non-conformity by CITY. If VENDOR fails to correct the defects or replace non-conforming goods or services promptly, CITY may, after reasonable notice to VENDOR, make such corrections or effect cover, or cure, at VENDOR's expense. "Reasonable notice" for purposes of this section shall not be deemed to require more Exhibit"A" 2 2013-308 than 60 calendars days notice before commencement of efforts by the CITY to effect cover or a cure except upon written agreement of the Parties. 5. INDEMNITY. VENDOR agrees to and shall indemnify and hold the CITY, its elected officials, employees, agents or representatives, free and harmless from all claims, actions, damages and liabilities of any kind and nature arising from bodily injury, including death, or property damage, based or asserted upon any or alleged act or omission of VENDOR, its employees, agents, or subcontractors, relating to or in any way connected with the accomplishment of the work or performance of service under this Agreement, unless the bodily injury or property damage was actually caused by the sole negligence of the CITY, its elected officials, employees, agents or representatives. As part of the foregoing indemnity, VENDOR agrees to protect and defend at its own expense, including attorney's fees the CITY, its elected officials, employees, agents or representatives from any and all legal actions based upon such actual or alleged acts or omissions. VENDOR hereby waives any and all rights to any types of express or implied indemnity against the CITY, its elected officials, employees, agents or representatives, with respect to third party claims against the VENDOR relating to or in any way connected with the accomplishment of the work or performance of services under this Agreement. 6, INSURANCE. While not restricting or limiting the foregoing, during the term of this Agreement, VENDOR shall maintain in effect policies of comprehensive public, general and automobile liability insurance, in the amount of $1,000,000.00 combined single limit, and statutory worker's compensation coverage, and shall file copies of said policies with the CITY's Risk Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an Exhibit"A" 3 2013-308 additional named insured in each policy of insurance provided hereunder. The Certificate of Insurance furnished to the CITY shall require the insurer to notify CITY at least 30 days prior to any change or termination of the policy. 7. NON-DISCRIMINATION. In the performance of this Agreement and in the hiring and recruitment of employees, VENDOR shall not engage in, nor permit its officers, employees or agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, mental or physical disability, medical condition, marital status, sexual gender or sexual orientation, or any other status protected by law, except as permitted in Section 12940 of the California Government Code. 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. VENDOR warrants that it possesses or shall obtain, and maintain a business registration certificate pursuant to Title 5 of the San Bernardino Municipal Code, and any other licenses, permits, qualifications, insurance and approval of whatever nature that are legally required of VENDOR to practice its business or profession. 9. NOTICES. Any notices to be given pursuant to this Agreement shall be deposited with the United States Postal Service, postage prepaid and addressed as follows: TO THE CITY: Public Works Director 300 North"D" Street San Bernardino, CA 92418 Telephone: (909) 384-5140 TO THE VENDOR: Unisource 6565 Valley View Street La Palma, CA 90623 Telephone: 800-423-3961 Contact: Mitchel Stqowitz Exhibit"A" 4 2013-308 10. ATTORNEYS' FEES. In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions hereof. The costs, salary and expenses of the City Attorney and members of his office shall be considered as attorneys' fees for the purposes of this paragraph. Attorney's fees for the City Attorney and members of his office shall be calculated based on market rate for comparable services. 11. ASSIGNMENT. VENDOR shall not voluntarily nor by operation of law assign, transfer, sublet or encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior written consent. Any attempted assignment, transfer, subletting or encumbrance without CITY's prior written consent shall be void and shall constitute a breach of this Agreement and cause for the termination of this Agreement. Regardless of CITY's consent, no subletting or assignment shall release VENDOR of VENDOR's obligation to perform all other obligations to be performed by VENDOR hereunder for the term of this Agreement. 12. VENUE. The parties hereto agree that all actions or proceedings arising in connection with this Agreement shall be tried and litigated either in the State courts located in the County of San Bernardino, State of California or the U.S. District Court for the Central District of California, Riverside Division. The aforementioned choice of venue is intended by the parties to be mandatory and not permissive in nature. Exhibit"A" 5 2013-308 13. GOVERNING LAW. This Agreement shall be governed by the laws of the State of California. 14. SUCCESSORS AND ASSIGNS. This Agreement shall be binding on and inure to the benefit of the parties to this Agreement and their respective heirs, representatives, successors, and assigns. 15. HEADINGS. The subject headings of the sections of this Agreement are included for the purposes of convenience only and shall not affect the construction or the interpretation of any of its provisions. 16. SEVERABILITY. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid or unenforceable for any reason, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect. 17. ENTIRE AGREEMENT; MODIFICATION. This Agreement constitutes the entire agreement and the understanding between the parties, and supersedes any prior agreements and understandings relating to the subject manner of this Agreement. This Agreement may be modified or amended only by a written instrument executed by all parties to this Agreement. /// /// Exhibit"A" 6 2013-308 VENDOR PURCHASE AGREEMENT UNISOURCE WORLDWIDE, INC. IN WITNESS THEREOF, the parties hereto have executed this Agreement on the date set forth below. Dated: , 2013 UNISOURCE WORLDWIDE, INC. By: Its: Dated , 2013 CITY OF SAN BERNARDINO By: Allen J. Parker, City Manager Approved as to form: James F. Penman, City Attorney �a-i By: � Airr Exhibit"A" 7 2013-308 VENDOR PURCHASE AGREEMENT This Vendor Purchase Agreement is entered into this 4th day of November, 2013, by and between Unisource Worldwide, Inc. ("VENDOR") and the City of San Bernardino ("CITY" or"San Bernardino"). WITNESSETH: WHEREAS, the Mayor and Common Council has determined that it is advantageous and in the best interest of the CITY to acquire janitorial products & supplies and; WHEREAS, The City of San Bernardino did solicit and accept quotes from available vendors for such janitorial products & supplies; and WHEREAS, VENDOR is the lowest bidder to provide said materials to City; and NOW, THEREFORE, the parties hereto agree as follows: 1. SCOPE OF SERVICES. For the remuneration stipulated, San Bernardino hereby engages the services of VENDOR to provide those products and materials as set forth in RFQ F-14-12, a copy of which is on file in the Public Works Department and a copy of the Price Form is attached hereto as Attachment"1" and incorporated herein. 2. COMPENSATION AND EXPENSES. a. For the services delineated above, the CITY, upon presentation of an invoice, shall pay the VENDOR up to the amount of$34,200 for FY 13/14 and $65,000 for each year of option years 1 through 4 for the purchase of janitorial products & supplies pursuant to the Price Form in RFQ F-14-12, Attachment"1". b. No other expenditures made by VENDOR shall be reimbursed by CITY. /// /// Exhibit"A" 1 2013-308 3. TERM; TERMINATION. The term of this agreement shall be from November 4, 2013 through June 30, 2014, with four (4) one-year extensions at the CITY's option. Option year one, if exercised, shall be effective July 1, 2014 through June 30, 2015. Option year two, if exercised, shall be effective July 1, 2015 through June 30, 2016. Option year three, if exercised, shall be effective July 1, 2016 through June 30, 2017. Option year four, if exercised, shall be effective July 1, 2017 through June 30, 2018. This Agreement may be terminated at any time with thirty (30) days' written notice by either party. The terms of this Agreement shall remain in force unless amended by written agreement of the parties executed on or before the date of expiration of the current term of the Agreement. 4. WARRANTY VENDOR expressly warrants that all products and services supplied to CITY by VENDOR under this agreement shall conform to the specifications, drawings or other description upon which this purchase is based, shall be fit and sufficient for the purpose intended, merchantable, of good material and workmanship, free from defects and free and clear of all liens or encumbrances. Inspection, testing, acceptance or use of the goods by the CITY shall not affect VENDOR's obligations under this warranty, and such warranty shall survive inspections, testing, acceptance and use. VENDOR agrees to replace or correct promptly defects of any goods or services not conforming to the foregoing warranty without expense to the CITY, when notified of such non-conformity by CITY. If VENDOR fails to correct the defects or replace non-conforming goods or services promptly, CITY may, after reasonable notice to VENDOR, make such corrections or effect cover, or cure, at VENDOR's expense. "Reasonable notice" for purposes of this section shall not be deemed to require more Exhibit"A" 2 2013-308 than 60 calendars days notice before commencement of efforts by the CITY to effect cover or a cure except upon written agreement of the Parties. 5. INDEMNITY. VENDOR agrees to and shall indemnify and hold the CITY, its elected officials, employees, agents or representatives, free and harmless from all claims, actions, damages and liabilities of any kind and nature arising from bodily injury, including death, or property damage, based or asserted upon any or alleged act or omission of VENDOR, its employees, agents, or subcontractors, relating to or in any way connected with the accomplishment of the work or performance of service under this Agreement, unless the bodily injury or property damage was actually caused by the sole negligence of the CITY, its elected officials, employees, agents or representatives. As part of the foregoing indemnity, VENDOR agrees to protect and defend at its own expense, including attorney's fees the CITY, its elected officials, employees, agents or representatives from any and all legal actions based upon such actual or alleged acts or omissions. VENDOR hereby waives any and all rights to any types of express or implied indemnity against the CITY, its elected officials, employees, agents or representatives, with respect to third party claims against the VENDOR relating to or in any way connected with the accomplishment of the work or performance of services under this Agreement. 6, INSURANCE. While not restricting or limiting the foregoing, during the term of this Agreement, VENDOR shall maintain in effect policies of comprehensive public, general and automobile liability insurance, in the amount of $1,000,000.00 combined single limit, and statutory worker's compensation coverage, and shall file copies of said policies with the CITY's Risk Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an Exhibit"A" 3 2013-308 additional named insured in each policy of insurance provided hereunder. The Certificate of Insurance furnished to the CITY shall require the insurer to notify CITY at least 30 days prior to any change or termination of the policy. 7. NON-DISCRIMINATION. In the performance of this Agreement and in the hiring and recruitment of employees, VENDOR shall not engage in, nor permit its officers, employees or agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, mental or physical disability, medical condition, marital status, sexual gender or sexual orientation, or any other status protected by law, except as permitted in Section 12940 of the California Government Code. 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. VENDOR warrants that it possesses or shall obtain, and maintain a business registration certificate pursuant to Title 5 of the San Bernardino Municipal Code, and any other licenses, permits, qualifications, insurance and approval of whatever nature that are legally required of VENDOR to practice its business or profession. 9. NOTICES. Any notices to be given pursuant to this Agreement shall be deposited with the United States Postal Service, postage prepaid and addressed as follows: TO THE CITY: Public Works Director 300 North"D" Street San Bernardino, CA 92418 Telephone: (909) 384-5140 TO THE VENDOR: Unisource 6565 Valley View Street La Palma, CA 90623 Telephone: 800-423-3961 Contact: Mitchel Stqowitz Exhibit"A" 4 2013-308 10. ATTORNEYS' FEES. In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions hereof. The costs, salary and expenses of the City Attorney and members of his office shall be considered as attorneys' fees for the purposes of this paragraph. Attorney's fees for the City Attorney and members of his office shall be calculated based on market rate for comparable services. 11. ASSIGNMENT. VENDOR shall not voluntarily nor by operation of law assign, transfer, sublet or encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior written consent. Any attempted assignment, transfer, subletting or encumbrance without CITY's prior written consent shall be void and shall constitute a breach of this Agreement and cause for the termination of this Agreement. Regardless of CITY's consent, no subletting or assignment shall release VENDOR of VENDOR's obligation to perform all other obligations to be performed by VENDOR hereunder for the term of this Agreement. 12. VENUE. The parties hereto agree that all actions or proceedings arising in connection with this Agreement shall be tried and litigated either in the State courts located in the County of San Bernardino, State of California or the U.S. District Court for the Central District of California, Riverside Division. The aforementioned choice of venue is intended by the parties to be mandatory and not permissive in nature. Exhibit"A" 5 2013-308 13. GOVERNING LAW. This Agreement shall be governed by the laws of the State of California. 14. SUCCESSORS AND ASSIGNS. This Agreement shall be binding on and inure to the benefit of the parties to this Agreement and their respective heirs, representatives, successors, and assigns. 15. HEADINGS. The subject headings of the sections of this Agreement are included for the purposes of convenience only and shall not affect the construction or the interpretation of any of its provisions. 16. SEVERABILITY. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid or unenforceable for any reason, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect. 17. ENTIRE AGREEMENT; MODIFICATION. This Agreement constitutes the entire agreement and the understanding between the parties, and supersedes any prior agreements and understandings relating to the subject manner of this Agreement. This Agreement may be modified or amended only by a written instrument executed by all parties to this Agreement. /// /// Exhibit"A" 6 2013-308 VENDOR PURCHASE AGREEMENT UNISOURCE WORLDWIDE, INC. IN WITNESS THEREOF, the parties hereto have executed this Agreement on the date set forth below. Dated: - 3 _ 13 , 2013 UNISOURCE WORLDWID , INC Its: Dated 4T1kr ),Z./, 2013 CITY OF SAN BERNARDINO By: Alle . Parker, City Manager Approved as to form: James F. Penman, City Attorney By: t L� Exhibit"A" 7