HomeMy WebLinkAboutPOLLOCK COMPANY CONTRACT
CONTRACT
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This contract is entered into on and as of Apr. 15 ,O]3by and between Augusta, Georgia, by and
through the Augusta-Richmond County Commission, and the Pollock Company. This contract is
prepared in accordance with the Purchasing Regulations of Augusta-Richmond County and shall be
controlled by provision thereof.
1. DEFINITIONS
As used in this Contract the terms below are defined as follows:
a. "Augusta" shall mean Augusta, Georgia, acting by and through the Augusta-Richmond
County Commission.
b. "Using Department" shall mean all departments listed on Attachment "A" attached
hereto and incorporated herein by reference.
c. "Contract Administrator" shall mean the individual and/or department assigned to
administer this Contract, to wit: the Augusta-Richmond County Purchasing
Department and its Director.
d. "Contractor" shall mean the Pollock Company, whose authorized representative is
Steve Baxter, who is responsible for the performance obligation of the Contractor
under the Contract.
e. "Commission" shall mean the Augusta-Richmond county Commission.
2. TERM; TERMINATION /I-'''lf.l/tJ!
a. This Contract shall be for an initial term of three (3) years, beginning~008.
This Contract may be renewed for two additional terms of one (1) year each, by the
mutual written consent of the parties, unless earlier terminated.
b. The parties agree that Augusta may terminate this Contract or any work or delivery
required hereunder, from time to time, either in whole or in part. in accordance with
Section 1.1 through 4.8 of RFP No. 08-144 (attached hereto as attachment "A").
c. Either party wishing to terminate this contact, must give a 90 day written notice of
such intent.
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i Cease work and future deliveries due under this Contract, on the date, and as
specified in the Notice of Termination;
Termination by Augusta, in whole or in part. shall be effected by delivery of a Notice of
Termination signed by the Mayor, mailed or delivered to Contractor, and specifically setting forth the
effective date of termination.
Upon receipt of such Notice, Contractor shall:
ii. Place no future orders with any subcontractors except as may be necessary to perform
that portion of this Contract not subject to the Notice of Termination;
iii. Terminate all subcontractors except those made with respect to Contract performance
not subject to the Notice of Termination;
iv. Settle all outstanding liabilities and claims which may arise out of such termination,
with the ratification of the Purchasing Department of Augusta; and
v. Use its best efforts to mitigate any damages which may be sustained by Augusta as a
consequence of termination under this clause.
After complying with the provision of paragraph iiL Above, the Contractor shall submit a
termination claim, in no event later than six months after the effective date of termination, unless an
extension is granted by the Director of purchasing.
The Director of Purchasing, with the approval of the Commission, shall pay from the Using
Department's budget reasonable costs of termination, including a reasonable amount for profit on
services delivered or completed. In no event shall this amount be greater than the original contract
price, reduced by any payments made prior to Notice of Termination, and future reduced by the price
of the services not delivered, or those services not provided.
This Contract shall be amended accordingly, and the Contractor shall be paid the agreed upon
amount.
In the event that the parties cannot agree on the whole amount to be paid to Contactor by
reason of termination under this clause, the Director of Purchasing shall pay to the Contractor the
amount determined as follows, without duplicating any amount which may have already been paid
under. the preceding paragraph of this clause:
I. With respect to all Contract performance prior to the effective date of Notice of
Termination, the total of:
a. Cost of the work performed;
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c. A sum as determined by the Director of Purchasing and approved by the
Commission to be fair and reasonable.
b. The cost of settling and paying any reasonable claims as provided in subparagraph
ivabove;
II. The total sum to be paid shall not exceed the Contract price, as reduced by the
amount of payments otherwise made, and as further reduced by the Contract price of
services not terminated.
In the event that Contractor is not satisfied with any payments which the Director of
Purchasing shall determine to be due under this clause, the Contractor may appeal any claim to the
Commission in accordance with the "Disputes" clause of this Contract.
Contractor shall include a provision similar to this one in any subcontract, and shall specifically
include a requirement that subcontractors make all reasonable efforts to mitigate damages which
may be suffered. Failure to include such provisions shall bar Contractor from any recovery from
Augusta whatsoever of loss or damage sustained by a subcontractor as a consequence of termination.
c. Either party may terminate this Contract, without further obligation, for the default of
the other party or its agents or employees with respect to any agreement or provision contained
herein.
d. In the event Contractor sells transfers or relinquishes, whether involuntarily or
voluntarily, its ownership interest in the corporation, partnership or proprietorship identified in this
Contact, this Contract shall terminate in accordance with this agreement
3. INCORPORATION OF DOCUMENTS
The following documents are hereby incorporated by reference into this Contract:
a. Contractor's Proposal: Copier Management Service for Augusta-Richmond
County, RFP #08-144
b. Augusta's RFP No. 08-144, Copier Services, April 3, 2008 (date).
In the event of any inconsistency between the Contractor's Proposal and Augusta's RFP, the
terms and conditions of the RFP shall control.
4. PROVISION OF SERVICES
Contractor hereby agrees to provide to Augusta the services described herein and further
outlined in Attachment B, Scope of Work. The Scope of Work shall take precedence over the
documents set forth in Section 3 in the event of inconsistency.
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l. Steve Baxter
ii. Diane Inglett
iii. Teresa Ivey
5. CONTRACT AMOUNT
In return for the services identified above, and subject to the "Non-Appropriation of Funds"
clause herein, Augusta certifies that sufficient funds are budgeted and appropriated and shall
compensate the Contractor a base monthly amount of Ten Thousand Three Hundred Eighty Eight and
00/100 Dollars ($10,388 .00); in accordance with the pricing structure contained in Attachment "A &
S:' which is attached hereto and incorporated herein by reference (the "Pricing Structure"), for the
36-month term of this Agreement. Contractor shall not invoice, or receive any payments in excess of
this amount, except pursuant to the provisions of the Pricing Structure and/or Section 11 herein.
Contractor specifically acknowledges and agrees that it shall not receive payment or reimbursement
for expenses, including those relating to travel, purchase of supplies or related items.
6. METHOD OF PAYMENT
Contractor shall submit monthly invoices listing the services performed and completed as
outlined in Attachment B. The invoice should cite the backup itemized charges separately for service
to each cost center. An original summary invoice shall be sent to: Accounting Department, Room
105, 530 Greene Street, Augusta, Georgia 30901.
Augusta will make payment to Contractor within 30 days of receipt of a correct invoice based
upon the Pricing Structure. Payment will be abased on unit prices,
7. TIME OF ESSENCE AND COMPLETION
Time shall be of the essence to this Contract, except where it is herein speCifically provided to
the contrary.
Contractor shall provide the contract services in accordance with RFP and to completed 30
days after receipt of the purchase order.
8. KEY PERSONNEL
a. Contractor shall assign to this Contract the following key personnel:
b. During the period of performance, Contractor shall make no substitutes to key
personnel unless the substitution is necessitated by illness, death, or termination of employment.
Contractor shall notify the Augusta-Richmond County Director of Purchasing within five (5) calendar
days after the occurrence of any of these events and provide the following information, providing a
detailed explanation of the circumstances necessitating the proposed substitutions, complete
for the proposed substitutes, and any additional information requested by the Augusta-Richmond
county Director of Purchasing. Proposed substitutes shall have comparable qualifications to those of
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persons being replaced. The Augusta-Richmond County Director of Purchasing will notify the
within fifteen (15) calendar days after receipt of all required information of the decision on
substitutions. This clause will be modified to reflect any approved changes of key personnel.
9. INSPECTION AND ACCEPTANCE
All tasks and reports shall be conducted and completed in accordance with recognized and
customarily accepted industry practices, and shall be considered complete when the products are
approved as acceptable by the Contract Administrator in writing. In the event of rejection of any
report or deliverable, Contractor shall be notified in writing and shall have ten (10) working days from
date of insurance of notification to correct the deficiencies and re-submit the report/deliverable.
Failure to submit acceptable work within said (10) ten-day period shall constitute a breach of this
contract for which the Contractor may be held in default.
10. ASSIGNABILITY OF CONTRACT
Neither this contract, nor any part hereof, may be assigned by Contractor to any other party
without the prior express written permission of Augusta.
11. MODIFICATIONS OR CHANGES TO THIS CONTRACT
All modifications and changes to this Contract shall be in writing and signed by both parties.
The Contract Administrator, with the approval of the Commission, shall have the authority to
order changes in this Contract which affect the cost or time of performance. Such changes shall be
ordered in writing specifically designated to be a "Change Order." Such change orders shall be limited
to reasonable changes in the services to be provided or the time of delivery; provided that the
Contractor shall not be excused from performance under the changed Contract by failure to agree to
such changes, and it is the express purpose of this provision to permit unilateral changes in the
contract now subject to the conditions and limitations herein.
Contractor need not perform any work described in any Change Order unless it has received a
written certification from Augusta that there are funds budgeted and appropriated sufficient to cover
the cost of such changes,
Contractor shall make a demand for payment for completed Change Order work within thirty
(30) days of completion of Change Order, unless such time period is extended in writing, or unless the
Director of Purchasing requires submission of a cost proposal prior to the initiation of any changed
work or services. Later notification shall not bar the honoring of such claim or demand unless Augusta
is prejudiced by such delay.
No claim for changes ordered hereunder shall be considered jf made after final payment in
accordance with the Contract.
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12. EMPLOYMENT DISCRIMINATION - CONTRACT OVER $10,000
During the performance of this Contract, Contractor agrees as follows:
a. Contractor will not discriminate against any employee or applicant for
employment because of race, religion, color, gender, disability, or national origin,
except where religion, gender, or national origin is a bona fide occupational
qualification reasonably necessary to the normal operation of Contractor.
Contractor agrees to post, in conspicuous places, notices setting.forth the
provisions of this nondiscrimination clause.
b. Contractor, in all solicitations or advertisements for employees placed by or on
behalf of Contractor, will state that such Contractor is an equal opportunity
employer.
c. Notices, advertisements and solicitations placed in accordance with Federal law,
rule, or regulation shall be deemed sufficient for the purpose of meeting the
requirements of this section.
Contractor will include the provisions of the foregoing paragraphs a, b, and c in every
subcontract or purchase order over $10,000 so that the provision will be binding upon each
subcontractor or vendor.
is. EXAMINATION OF RECORDS
Contractor agrees that Augusta or any duly authorized representative shall, until the
expiration of three (3) years after final payment hereunder, have access to and the right to examine
and copy any directly pertinent books, documents, papers, and records of Contractor involving
transactions related to this Contract.
Contractor further agrees to include in any subcontract for more than $10,000 entered into as
a result of this contract, a provision to the effect that the subcontractor agrees that Augusta, or any
duly authorized representative, shall, until the expiration of three (3) years after final payment under
the subcontract, have access to and the right to examine and copy any Contractor involved in
transactions related to such subcontract, or this Contract. The term subcontract as used herein shall
exclude subcontracts or purchase orders for public utility services at rates established for uniform
applicability to the general public.
The period of access provided in the paragraphs above for records, books, documents, and
papers which may be related to any arbitration, litigation, or the settlement of claims arising out of
the performance of this contract or any subcontract shall continue until any appeals, arbitration,
litigation, or claims shall have been finally disposed of.
16. DISPUTES
Disputes by Contractor with respect to this Contract shall be decided in the first instance by
the Augusta-Richmond County Director of Purchasing, who shall reduce his or her decision to writing.
Further appeal shall be made in writing to the Commission. Decisions by the Commission shall be
final and binding unless set aside by a court of competent jurisdiction as fraudulent, capricious,
arbitrary, or so grossly erroneous as necessarily to imply bad faith, or not be supported by any
evidence. Pending a fina I determination of a properly appealed decision of the Director of Purchasing,
Contractor shall proceed diligently with the performance of the Contract in accordance with that
decision.
17. INTEGRATION CLAUSE
This contract. and any and all exhibits thereto, and/or documents incorporated by reference
into this Contract, shall constitute the whole agreement between the parties. There are no promises,
terms, conditions, or obligations other than those contained herein, and this Contract shall supersede
all previous communications, representations, or agreements, written or verbal, between the parties
hereto related to the Provision for Services described herein.
IN WITHNESS WHEREOF, the parties here set heir hands and seals as of the date first written above.
AUGUSTA, GEORGIA
Date W-1
~Date k('C~)J /.
have' /1110
THE P. llOC C ~
Pdoted e j!..~'f . DIt:!}:
As its President
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A~
Corporate Secretary
(SEAL)
Date ~"J'"
Geri Sams
As Director of Purchasing
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YES
NO
.'
VENDOR MUST BE ABLE TO:
I. Supply approximately 92 ne\N digital copiers to multiple
departments throughout the City of Augusta for the purposes
of providing copier management service to include all
consumable supplies.
xx
xx
2. Provide a detailed program to include three volLUl1e range tiers
of copiers as outlined in the general requirements listed \vith
RFP #O~- I 44 on a cost-per-copy basis to include net\vorked and
non-networked copiers.
xx
3. Ner\vorked copiers \vin have the capability to copy ~ fax, scan~
and print from one or more desktop computers to the designated
copIer.
xx
4. Provide periodic preventive and nonnal repair service during
regular business hours of 8:30 a.m. - 4:30 p.m. Monday through
Friday. Maintenance should include, but not be limited to travel,
cleaning, oiling, adjusting and replacing all components necessary.
All preventative, nOffilaJ repair and Pliority repair calls are to be
included in the cost-per-copy price.
5. Provide all repairs service \vithin four (4) hour of notification of
equipment malfunction or failure. Jf a copier cannot be repaired
within four (4) hours, vendor must provide back-up equipment
that meets or exceeds the specifications of that volume range tiered
copier. Bachlp equipment must be provided \vithin one (l) full
business day. Unless and IT IS AN EMERGENCY RESPONSE
TIME MUST BE ADJUSTED.
xx
xx
6. Retain title of all copiers (with the exception of Augusta Ric!ul1ond
County owned copiers and higb speed duplicators) and supplies.
xx
7. Retain liability for risk of loss during the contract period except for
willful damage by user.
R. Include aU charges for delivery (equipment and supplies) and
installation in the offered cost-per-copy price.
xx
q Provide operator trailling services, consulting services and
management reporting for A ugusta-Richmond Board of
Commissioners when requested.
10. Provide NEW equipment only. Remanufactured equipment
'VILL NOT be accepted
rs:x
RFP Item 08- ] 44 Copier Service
Page 180(25
ATTACHMENT "8"
RFP #08.144
Copier Management Services
Pag. 1 013
II.
Produce lJ monthly volume invoice detailing each individual
depm1menr s monthly usage. as well as a summary of
year-to -date activities for each machine. Copier counts will be
provided to vendor by staff to vendor on a monthly basis in
electronic format (i.e. email).
12.
Provide machines equipped with contrast control.
13.
Provide machines capable of reproducing general office
correspondence and reports with readable copy quality from
solids, architectural patatems, graduated tones, lines and grids,
standard black graphite #2 and red pencils, blue ink. carbon and
carbonless copies, ,md originals on colored paper, invoices, shipping
documents. Etc.
14
Provide machines capable of making copies on 20 lb. plain paper,
adhesive labels manufactured for reproduction, and transparency
materials without feed problems.
I:'.
Provide li minil1lul1lof one (I) dedicated technical representative to
service copiers for the AugustIJ Richmond County Board of
Commi~sioners, technical support includes service personnel,
management liaison and pre-installation technical support.
16.
Provide qualified and trained service and deliver) personnel in
sufficient number to service and support the requirements of
this Request for Proposal.
17.
l'v1aintain an office with Augusta-Richmond County.
18.
Be responsible for all equipment movement to each office of the
Augusta Richmond County Board of Commissioners, including
any insurance on hardware transport. and for planning and
coordinating any change to existing facilities at any of the
County Offices
19.
Provide sire preparation requirements (INCLUDING WIRING)
and delivery schedules for all equipment.
2n.
Provide a liaison to coordinate transfer and replacerncnt of
equipment from current Vendor.
21.
Pro\ide all required hardware and software needed to make each
copier capable of being networked. All software must be capable
of the City's current system.
""1"1
.......;.,
Coordinate all installation of hardware and/or software with AUg1l5W
H. ichrnond COUIllY Board of Commissioner' 5 Information Technology
Department in advance of any installation
23.
F'nwlde at least three different volume range digital machines ad
outlined within RFP 08-]44.
YES
NO
-XL
xx
xx
xx
xx
xx
xx
xx
xx
xx
xx
xx
xx
RFT' Item 08-144 Copier Service
Page 19 of 25
A T1 ACHMENT "S"
RFP #08.144
Copier Management Services
P'O. 2 of 3
24. Provide a color brochure with feature descriptions for all copiers
proposed in your RFP.
25. Provide .'key operator" training.
26. Fax function on networked copiers must provide a transmittal
confirmation page.
27. I'v1emory cards on all copiers must be sufficient (0 complete attempted
assignments without having to separate the job into pieces.
28. MetTlory cards must be updated at County's reqnest for any copier
that does not meet the minimum requirements.
29. Does your finn agree to a two year agreement with the option to rene\-\'
for three additional one year tenns?
30. \\'ill your firm provide coin-operated equipment upon request?
3 I . Will your DInl provide card-readers and the equipment upon request?
32. Will our firm add copiers upon request?
YES
NO
xx
xx
xx
xx
xx
xx
xx
xx
xx
RFP Item 08-J44 Copier Service
Page 20 (If 25
ATTACHMENT "S"
RFP .08.144
Copier Management Services
Page 3 of 3