HomeMy WebLinkAboutC2024-012 - SHI International1
Contract No. 2024-012
COOPERATIVE PURCHASING AGREEMENT
BETWEEN
THE TOWN OF FOUNTAIN HILLS
AND
SHI INTERNATIONAL CORP.
THIS COOPERATIVE PURCHASING AGREEMENT (this “Agreement”) is entered into upon execution,
between the Town of Fountain Hills, an Arizona municipal corporation (the “Town”), and SHI International
Corp., a(n) Utah corporation (the “Contractor”).
RECITALS
A. After a competitive procurement process (RFP#081419) Sourcewell, a State of Minnesota
local government agency and service cooperative created under the laws of the State of Minnesota
(Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to its members,
entered into Contract No. 081429-SHI, dated November 11, 2019 (the “Sourcewell Contract”), as
amended, for the Contractor to provide Information Technology Solutions & Services. A copy of the
Sourcewell Contract is attached hereto as Exhibit A and incorporated herein by reference, to the
extent not inconsistent with this Agreement.
B.The Town is permitted, pursuant to Section 3-3-27 of the Town Code, to make purchases
under the Sourcewell Contract, at its discretion and with the agreement of the awarded Contractor,
and the Sourcewell Contract permits its cooperative use by other public entities, including the Town.
C.The Town and the Contractor desire to enter into this Agreement for the purpose of
acknowledging their cooperative contractual relationship under the Sourcewell Contract and this
Agreement, (ii) establishing the terms and conditions by which the Contractor may provide
Information Technology Solutions & Services (the “Materials and Services”), and (iii) setting the
maximum aggregate amount to be expended pursuant to this Agreement related to the Materials and
Services.
AGREEMENT
NOW, THEREFORE, in consideration of the foregoing introduction and recitals, which
are incorporated herein by reference, the following mutual covenants and conditions, and other
good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged,
the Town and the Contractor hereby agree as follows:
1.Term of Agreement. This Agreement shall be effective as of the date of execution
and attested by the Town Clerk pursuant to Section 3-3-31 of the Town Code, and shall remain in full
force and effect until October 30, 2023 (the “Initial Term”), unless terminated as otherwise provided in
this Agreement or the Sourcewell Contract. After the expiration of the Initial Term, this Agreement may
be renewed for up to four successive one-year terms (the “Renewal Term”) if: (i) it is deemed in the best
interests of the Town, subject to availability and appropriation of funds for renewal in each subsequent
year, (ii) the term of the Sourcewell Contract has not expired or has been extended, (iii) at least 30 days
prior to the end of the then-current term of this Agreement, the Contractor requests, in writing, to
extend this Agreement for an additional one-year term and (iv) the Town approves the additional
one-year term in writing (including any
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price adjustments approved as part of the Sourcewell Contract), as evidenced by the Town
Manager’s signature thereon, which approval may be withheld by the Town for any reason. The
Contractor’s failure to seek a renewal of this Agreement shall cause this Agreement to terminate
at the end of the then-current term of this Agreement; provided, however, that the Town may, at
its discretion and with the agreement of the Contractor, elect to waive this requirement and renew
this Agreement. The Initial Term and any Renewal Term(s) are collectively referred to herein as
the “Term.” Upon renewal, the terms and conditions of this Agreement shall remain in full force
and effect.
2. Scope of Work. Contractor shall provide to the Town the Services under the terms
and conditions of the Sourcewell Contract and according to the specifications set forth in the
Contractor’s Proposal attached hereto as Exhibit B and incorporated herein by reference.
2.1 Inspection; Acceptance. All Materials and Services are subject to final
inspection and acceptance by the Town. Materials failing to conform to the requirements of this
Agreement and/or the Sourcewell Contract will be held at Contractor’s risk and may be returned
to the Contractor. If so returned, all costs are the responsibility of the Contractor. Upon discovery
of non-conforming Materials or Services, the Town may elect to do any or all of the following by
written notice to the Contractor: (i) waive the non-conformance; (ii) stop the work immediately; or
(iii) bring Materials or Services into compliance and withhold the cost of same from any payments
due to the Contractor.
2.2 Cancellation. The Town reserves the right to cancel any work order within
a reasonable time after issuance. Should a work order be canceled, the Town agrees to reimburse
the Contractor, but only for actual and documentable costs incurred by the Contractor due to and
after issuance of the work order. The Town will not reimburse the Contractor for any costs incurred
after receipt of the Town notice of cancellation, or for lost profits, shipment of product prior to
issuance of a work order or for anything not expressly permitted pursuant to this Agreement.
3. Compensation. The Town shall pay Contractor an amount not to exceed $65,000
(including all renewals) for the Materials and Services at the rates set forth in the Sourcewell Contract and
as more particularly set forth in Exhibit B. The aggregate amount per renewal term shall not exceed
$50,000 in any case unless the Agreement is affirmed and ratified via an executed amendment. All
remaining terms and conditions of the Agreement shall remain in full force and effect.
4. Payments. The Town shall pay the Contractor monthly (and the Contractor shall
invoice monthly), based upon acceptance and delivery of Materials and/or Services performed and
completed to date, and upon submission and approval of invoices. Each invoice shall (i) contain a
reference to this Agreement and the Sourcewell Contract and (ii) document and itemize all work
completed to date. The invoice statement shall include a record of materials delivered, time expended,
and work performed in sufficient detail to justify payment. Additionally, invoices submitted without
referencing this Agreement and the Sourcewell Contract will be subject to rejection and may be returned.
5. Records and Audit Rights. To ensure that the Contractor and its subcontractors are
complying with the warranty under Section 6 below, Contractor’s and its subcontractors’ books,
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records, correspondence, accounting procedures and practices, and any other supporting evidence
relating to this Agreement, including the papers of any Contractor and its subcontractors’
employees who perform any work or services pursuant to this Agreement (all of the foregoing
hereinafter referred to as “Records”), shall be open to inspection and subject to audit and/or
reproduction during normal working hours by the Town, to the extent necessary to adequately
permit evaluation of the Contractor’s and its subcontractors’ compliance with the Arizona
employer sanctions laws referenced in Section 6 below. To the extent necessary for the Town to
audit Records as set forth in this Section, Contractor and its subcontractors hereby waive any rights
to keep such Records confidential. For the purpose of evaluating or verifying such actual or
claimed costs or units expended, the Town shall have access to said Records, even if located at its
subcontractors’ facilities, from the effective date of this Agreement for the duration of the work
and until three years after the date of final payment by the Town to Contractor pursuant to this
Agreement. Contractor and its subcontractors shall provide the Town with adequate and
appropriate workspace so that the Town can conduct audits in compliance with the provisions of
this Section. The Town shall give Contractor or its subcontractors reasonable advance notice of
intended audits. Contractor shall require its subcontractors to comply with the provisions of this
Section by insertion of the requirements hereof in any subcontract pursuant to this Agreement.
6. E-verify Requirements. To the extent applicable under ARIZ. REV. STAT. § 41-
4401, the Contractor and its subcontractors warrant compliance with all federal immigration laws
and regulations that relate to their employees and their compliance with the E-verify requirements
under ARIZ. REV. STAT. § 23-214(A). Contractor’s or its subcontractors’ failure to comply
with such warranty shall be deemed a material breach of this Agreement and may result in the
termination of this Agreement by the Town.
7. Israel. Contractor certifies that it is not currently engaged in and agrees for the
duration of this Agreement that it will not engage in a “boycott,” as that term is defined in ARIZ.
REV. STAT. § 35-393, of Israel.
8. China. Pursuant to and in compliance with A.R.S. § 35-394, Vendor hereby
agrees and certifies that it does not currently, and agrees for the duration of this Agreement that
Vendor will not, use: (1) the forced labor of ethnic Uyghurs in the People’s Republic of China;
(2) any goods or services produced by the forced labor of ethnic Uyghurs in the People’s
Republic of China; or (3) any contractors, subcontractors or suppliers that use the forced labor or
any goods or services produced by the forced labor of ethnic Uyghurs in the People’s Republic
of China. Vendor also hereby agrees to indemnify and hold harmless the Town, its officials,
employees, and agents from any claims or causes of action relating to the Town’s action based
upon reliance upon this representation, including the payment of all costs and attorney fees
incurred by the Town in defending such as action.
9. Conflict of Interest. This Agreement may be canceled by the Town pursuant to
ARIZ. REV. STAT. § 38-511.
10. Applicable Law; Venue. This Agreement shall be governed by the laws of the State
of Arizona and a suit pertaining to this Agreement may be brought only in courts in Maricopa
County, Arizona.
11. Agreement Subject to Appropriation. The Town is obligated only to pay its
obligations set forth in this Agreement as may lawfully be made from funds appropriated and
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budgeted for that purpose during the Town’s then current fiscal year. The Town’s obligations
under this Agreement are current expenses subject to the “budget law” and the unfettered
legislative discretion of the Town concerning budgeted purposes and appropriation of funds.
Should the Town elect not to appropriate and budget funds to pay its Agreement obligations, this
Agreement shall be deemed terminated at the end of the then-current fiscal year term for which
such funds were appropriated and budgeted for such purpose and the Town shall be relieved of
any subsequent obligation under this Agreement. The parties agree that the Town has no obligation
or duty of good faith to budget or appropriate the payment of the Town’s obligations set forth in
this Agreement in any budget in any fiscal year other than the fiscal year in which this Agreement
is executed and delivered. The Town shall be the sole judge and authority in determining the
availability of funds for its obligations under this Agreement. The Town shall keep Contractor
informed as to the availability of funds for this Agreement. The obligation of the Town to make
any payment pursuant to this Agreement is not a general obligation or indebtedness of the Town.
Contractor hereby waives any and all rights to bring any claim against the Town from or relating
in any way to the Town's termination of this Agreement pursuant to this section.
12. Conflicting Terms. In the event of any inconsistency, conflict or ambiguity
among the terms of this Agreement, the Sourcewell Contract, the Proposal, and invoices, the
documents shall govern in the order listed herein. Notwithstanding the foregoing, and in
conformity with Section 2 above, unauthorized exceptions, conditions, limitations or provisions in
conflict with the terms of this Agreement or the Sourcewell Contract (collectively, the
“Unauthorized Conditions”), other than the Town’s project-specific requirements, are expressly
declared void and shall be of no force and effect. Acceptance by the Town of any work order or
invoice containing any such Unauthorized Conditions or failure to demand full compliance with
the terms and conditions set forth in this Agreement or under the Sourcewell Contract shall not
alter such terms and conditions or relieve Contractor from, nor be construed or deemed a waiver
of, its requirements and obligations in the performance of this Agreement.
13. Rights and Privileges. To the extent provided under the Sourcewell Contract, the
Town shall be afforded all of the rights and privileges afforded to Sourcewell and shall be the
“Sourcewell” (as defined in the Sourcewell Contract) for the purposes of the portions of the
Sourcewell Contract that are incorporated herein by reference.
14. Indemnification; Insurance. In addition to and in no way limiting the provisions set
forth in Section 12 above, the Town shall be afforded all of the insurance coverage and
indemnifications afforded to the Sourcewell to the extent provided under the Sourcewell
Contract, and such insurance coverage and indemnifications shall inure and apply with equal
effect to the Town under this Agreement including, but not limited to, the Contractor’s obligation
to provide the indemnification and insurance. In any event, the Contractor shall indemnify,
defend and hold harmless the Town and each council member, officer, employee or agent thereof
(the Town and any such person being herein called an “Indemnified Party”), for, from and
against any and all losses, claims, damages, liabilities, costs and expenses (including, but not
limited to, reasonable attorneys’ fees, court costs and the costs of appellate proceedings) to which
any such Indemnified Party may become subject, under any theory of liability whatsoever
(“Claims”), insofar as such Claims (or actions in respect thereof) relate to, arise out of, or are
caused by or based upon the negligent acts, intentional misconduct, errors, mistakes or omissions,
in connection with the work or services of the Contractor, its officers, employees, agents, or any
tier of subcontractor in the performance of this Agreement.
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If to Contractor: SHI. International Corp.
290 Davidson Ave
Somerset, N.J. 08873
Attn: Danny Mirsky
15. Laws and Regulations. Consultant shall keep fully informed and shall at all times
during the performance of its duties under this Agreement ensure that it and any person for
whom the Consultant is responsible abides by, and remains in compliance with, all rules,
regulations, ordinances, statutes or laws affecting the Services, including, but not limited to, the
following: (A) existing and future Town and County ordinances and regulations; (B) existing and
future State and Federal laws; and (C) existing and future Occupational Safety and Health
Administration standards.
16. Notices and Requests. Any notice or other communication required or permitted t0
be given under this Agreement shall be in writing and shall be deemed to have been duly given if
(i) delivered to the party at the address set forth below, (ii) deposited in the U.S. Mail, registered
or certified, return receipt requested, to the address set forth below or (iii) given to a recognized
and reputable overnight delivery service, to the address set forth below:
If to the Town: Town of Fountain Hills
16705 E. Avenue of the Fountains
Fountain Hills, Arizona 85268
Attn: Rachael Goodwin, Interim Town Manager
With Copy to: Town of Fountain Hills
16705 E. Avenue of the Fountains
Fountain Hills, Arizona 85268
Attn: Aaron D. Arnson, Town Attorney
or at such other address, and to the attention of such other person or officer, as any party may
designate in writing by notice duly given pursuant to this subsection. Notices shall be deemed
received: (i) when delivered to the party, (ii) three business days after being placed in the U.S.
Mail, properly addressed, with sufficient postage or (iii) the following business day after being
given to a recognized overnight delivery service, with the person giving the notice paying all
required charges and instructing the delivery service to deliver on the following business day. If
a copy of a notice is also given to a party’s counsel or other recipient, the provisions above
governing the date on which a notice is deemed to have been received by a party shall mean and
refer to the date on which the party, and not its counsel or other recipient to which a copy of the
notice may be sent, is deemed to have received the notice.
[SIGNATURES APPEAR ON FOLLOWING PAGES]
Rachael Goodwin (Aug 28, 2023 07:42 PDT)Rachael Goodwin
EXHIBIT A
TO
COOPERATIVE SERVICES AGREEMENT
BETWEEN
THE TOWN OF FOUNTAIN HILLS
AND
SHI International Corp.
[Sourcewell Contract]
See following pages.
081419-SHI
1
Rev. 4/2019
Solicitation Number: RFP#081419
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN
56479 (Sourcewell) and SHI International Corp., 290 Davidson Ave., Somerset, NJ 08873
(Vendor).
Sourcewell is a State of Minnesota local government agency and service cooperative created
under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers
cooperative procurement solutions to its members. Participation is open to all levels of
governmental entity, higher education, K-12 education, nonprofit, tribal government, and other
public entities located in the United States and Canada.
Vendor desires to contract with Sourcewell to provide equipment, products, or services to
Sourcewell and its Members (Members).
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
B. EXPIRATION DATE AND EXTENSION. This Contract expires October 30, 2023, unless it is
cancelled sooner pursuant to Article 24. This Contract may be extended up to one additional
one-year period upon request of Sourcewell and with written agreement by Vendor.
C. SURVIVAL OF TERMS. Articles 11 through 16 survive the expiration or cancellation of this
Contract.
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Vendor will provide the Equipment, Products, or
Services as stated in its Proposal submitted under the Solicitation Number listed above.
Vendor’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated
into this Contract. “Equipment” and “Products” shall mean the third party software, computer
peripherals, computer hardware, and associated IT services resold by Vendor and provided by
third parties. “Services” shall mean all professional services provided by Vendor under a Scope
of Work. “Scope of Work” or “SOW” shall mean a document mutually agreed upon between the
Vendor and the Member that references these terms and conditions and describes the Services
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to be provided the associated schedule and price and any special conditions applicable to that
SOW.
All Equipment and Products provided under this Contract must be new/current model. Vendor
may offer close-out or refurbished Equipment or Products if they are clearly indicated in
Vendor’s product and pricing list. Unless agreed to by the Member in advance, Equipment or
Products must be delivered as operational to the Member’s site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated,
sales and sales volume are not guaranteed.
B. LAWS AND REGULATIONS. All Equipment, Products, or Services must comply fully with
applicable federal laws and regulations, and with the laws of the state or province in which the
Equipment, Products, or Services are sold.
C. WARRANTY. Vendor warrants that all Equipment, Products, and Services furnished are free
from liens and encumbrances. Vendor warrants that the Services are free from material defects
for ninety (90) days commencing with final acceptance of the Services unless otherwise
specified in a SOW (the “Warranty Period”). Member agrees to look solely to the manufacturer
to reach a resolution in any dispute over warranty terms with the manufacturer. Any
manufacturer’s warranty that is provided to Vendor from the manufacturer of the Product will
be passed on to the Member. EXCEPT AS OTHERWISE PROVIDED IN THIS AGREEMENT AND/OR
ANY ORDER ISSUED, HEREUNDER VENDOR HEREBY DISCLAIMS ALL OTHER WARRANTIES,
EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO, ANY WARRANTY OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, WARRANTY OF
NONINFRINGEMENT, OR ANY WARRANTY RELATING TO THIRD PARTY SERVICES OR PRODUCTS.
THE DISCLAIMER CONTAINED IN THIS PARAGRAPH DOES NOT AFFECT THE TERMS OF ANY
WARRANTY PROVIDED BY A MANUFACTURER.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced as stated in Vendor’s
Proposal.
Regardless of the payment method chosen by the Member, the total cost associated with any
purchase option of the Equipment, Products, or Services must always be disclosed in the pricing
quote to the applicable Member at the time of purchase.
When providing pricing quotes to Members, all pricing quoted must reflect a Member’s total
cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and
Services, and includes all costs to the Member’s requested delivery location.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly
packaged. Damaged Equipment and Products may be rejected. If the damage is not readily
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apparent at the time of delivery, Vendor may permit the Equipment and Products to be
returned within a reasonable time at no cost to Sourcewell or its Members, in accordance with
Vendor’s Return Policy at www.shi.com/returnpolicy. Members reserve the right to inspect the
Equipment and Products within 3 business days after delivery where circumstances or
conditions prevent effective inspection of the Equipment and Products at the time of delivery.
Vendor must arrange for and pay for the return shipment on Equipment and Products that arrive
in a defective or inoperable condition subject to Vendor’s Return Policy.
In the event of the delivery of nonconforming Equipment and Products, the Member will notify
the Vendor as soon as possible and the Vendor will replace nonconforming Equipment and
Products with conforming Equipment and Products that are acceptable to the Member subject
to Vendor’s Return Policy.
B. SALES TAX. Each Member is responsible for supplying the Vendor with valid tax-exemption
certification(s). When ordering, Members must indicate if it is a tax-exempt entity.
C. HOT LIST PRICING. At any time during this Contract, Vendor may offer a specific selection
of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Vendor determines it will offer Hot List Pricing, it must be submitted electronically to
Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed
from the Hot List at any time through a Sourcewell Price and Product Change Form as defined
in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and
discontinued Equipment and Products as long as those close-out and discontinued items are
clearly identified as such. Current ordering process and administrative fees apply. Hot List
Pricing must be published and made available to all Members.
4. PRODUCT AND PRICING CHANGE REQUESTS
Vendor may request Equipment, Product, or Service changes, additions, or deletions at any
time. All requests must be made in writing by submitting a signed Sourcewell Price and Product
Change Request Form to the assigned Sourcewell Contract Administrator. This form is available
from the assigned Sourcewell Contract Administrator. At a minimum, the request must:
x Identify the applicable Sourcewell contract number
x Clearly specify the requested change
x Provide sufficient detail to justify the requested change
x Individually list all Equipment, Products, or Services affected by the requested
change, along with the requested change (e.g., addition, deletion, price change)
x Include a complete restatement of pricing documentation in Microsoft Excel
with the effective date of the modified pricing, or product addition or deletion. The
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new pricing restatement must include all Equipment, Products, and Services offered,
even for those items where pricing remains unchanged.
A fully executed Sourcewell Price and Product Request Form will be become an
amendment to this Contract and be incorporated by reference.
5. MEMBERSHIP, CONTRACT ACCESS, AND MEMBER REQUIREMENTS
A. MEMBERSHIP. Membership in Sourcewell is open to public and nonprofit entities across the
United States and Canada; such as municipal, state/province, K-12 and higher education, tribal
government, and other public entities.
The benefits of this Contract should be available to all Members that can legally access the
Equipment, Products, or Services under this Contract. A Member’s authority to access this
Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any
entity accessing benefits of this Contract will be considered a Service Member of Sourcewell
during such time of access. Vendor understands that a Member’s use of this Contract is at the
Member’s sole convenience and Members reserve the right to obtain like Equipment, Products,
or Services from any other source.
Vendor is responsible for familiarizing its sales and service forces with Sourcewell membership
requirements and documentation and will encourage potential members to join Sourcewell.
Sourcewell reserves the right to add and remove Members to its roster during the term of this
Contract.
B. PUBLIC FACILITIES. Vendor’s employees may be required to perform work at government-
owned facilities, including schools. Vendor’s employees and agents must conduct themselves in
a professional manner while on the premises, and in accordance with Member policies and
procedures, and all applicable laws.
6. MEMBER ORDERING AND PURCHASE ORDERS
A. PURCHASE ORDERS AND PAYMENT. To access the contracted Equipment, Products, or
Services under this Contract, Member must clearly indicate to Vendor that it intends to access
this Contract; however, order flow and procedure will be developed jointly between Sourcewell
and Vendor. Typically a Member will issue a purchase order directly to Vendor. Members may
use their own forms for purchase orders, but it should clearly note the applicable Sourcewell
contract number. Members will be solely responsible for payment and Sourcewell will have no
liability for any unpaid invoice of any Member.
B. ADDITIONAL TERMS AND CONDITIONS. Additional terms and conditions to a purchase order
may be negotiated between a Member and Vendor, such as job or industry-specific
requirements, legal requirements (such as affirmative action or immigration status
requirements), or specific local policy requirements. Any negotiated additional terms and
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conditions must never be less favorable to the Member than what is contained in Vendor’s
Proposal.
C. PERFORMANCE BOND. If requested by a Member, Vendor will provide a performance bond
that meets the requirements set forth in the Member’s purchase order.
D. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Member requires service or
specialized performance requirements (such as e-commerce specifications, specialized delivery
requirements, or other specifications and requirements) not addressed in this Contract, the
Member and the Vendor may enter into a separate, standalone agreement, apart from this
Contract. Sourcewell, including its agents and employees, will not be made a party to a claim
for breach of such agreement.
E. TERMINATION OF PURCHASE ORDERS. Members may terminate a purchase order, in
whole or in part, immediately upon notice to Vendor in the event of any of the following
events:
1. The Member fails to receive funding or appropriation from its governing body at
levels sufficient to pay for the goods to be purchased;
2. Federal or state laws or regulations prohibit the purchase or change the
Member’s requirements; or
3. Vendor commits any material breach of this Contract or the additional terms
agreed to between the Vendor and a Member.
F. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a
Member’s purchase order will be determined by the Member making the purchase.
7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Vendor will assign an Account Representative to
Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is
changed. The Account Representative will be responsible for:
x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Member inquiries; and
x Business reviews to Sourcewell and Members, if applicable.
B. BUSINESS REVIEWS. Vendor must perform a minimum of one business review with
Sourcewell per contract year. The business review will cover sales to members, pricing and
contract terms, administrative fees, supply issues, customer issues, and any other necessary
information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT
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A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Vendor must provide a contract
sales activity report (Report) to the Sourcewell Contract Administrator assigned to this
Contract. A Report must be provided regardless of the number or amount of sales during that
quarter (i.e., if there are no sales, Vendor must submit a report indicating no sales were made).
The Report must contain the following fields:
x Customer Name (e.g., City of Staples Highway Department);
x Customer Physical Street Address;
x Customer City;
x Customer State;
x Customer Zip Code;
x Customer Contact Name;
x Customer Contact Email Address;
x Customer Contact Telephone Number;
x Sourcewell Assigned Entity/Member Number;
x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Vendor.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell,
the Vendor will pay an administrative fee to Sourcewell on all Equipment, Products, and
Services provided to Members. The Vendor will submit a check payable to Sourcewell for the
percentage of administrative fee stated in the Proposal multiplied by the total sales of all
Equipment, Products, and Services purchased by Members under this Contract during each
calendar quarter. Payments should note the Sourcewell-assigned contract number in the memo
and must be mailed to the address above “Attn: Accounts Receivable.” Payments must be
received no later than forty-five (45) calendar days after the end of each calendar quarter.
Vendor agrees to cooperate with Sourcewell in auditing transactions under this Contract to
ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Vendor is delinquent in any undisputed administrative fees, Sourcewell
reserves the right to cancel this Contract and reject any proposal submitted by the Vendor in
any subsequent solicitation. In the event this Contract is cancelled by either party prior to the
Contract’s expiration date, the administrative fee payment will be due no more than thirty (30)
days from the cancellation date.
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9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Vendor’s Authorized Representative is the person named in the Vendor’s Proposal. If Vendor’s
Authorized Representative changes at any time during this Contract, Vendor must promptly
notify Sourcewell in writing.
10. ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE
A. ASSIGNMENT. Neither the Vendor nor Sourcewell may assign or transfer any rights or
obligations under this Contract without the prior consent of the parties and a fully executed
assignment agreement. Such consent will not be unreasonably withheld.
B. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective
until it has been fully executed by the parties.
C. WAIVER. If either party fails to enforce any provision of this Contract, that failure does not
waive the provision or the right to enforce it.
D. CONTRACT COMPLETE. This Contract contains all negotiations and agreements between
Sourcewell and Vendor. No other understanding regarding this Contract, whether written or
oral, may be used to bind either party.
E. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent
contractors, each free to exercise judgment and discretion with regard to the conduct of their
respective businesses. This Contract does not create a partnership, joint venture, master-
servant, principal-agent, or any other relationship.
11. LIABILITY
Vendor must indemnify, save, and hold Sourcewell and its Members, including their agents and
employees, harmless from any third party claims or causes of action, including attorneys’ fees,
arising out of the Vendor’s negligence, willful misconduct, or violation of law, in the course of
the performance of this Contract by the Vendor or its agents or employees; this indemnification
includes injury or death to person(s) or property alleged to have been caused by Vendor under
this Contract.
NEITHER PARTY WILL BE LIABLE FOR ANY SPECIAL, PUNITIVE, INDIRECT, INCIDENTAL OR
CONSEQUENTIAL DAMAGES INCLUDING BUT NOT LIMITED TO LOSS OF OR DAMAGE TO DATA,
LOSS OF ANTICIPATED REVENUE OR PROFITS, WORK STOPPAGE OR IMPAIRMENT OF OTHER
ASSETS, WHETHER OR NOT FORESEEABLE AND WHETHER OR NOT A PARTY HAS BEEN ADVISED
OF THE POSSIBILITY OF SUCH DAMAGES.
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NEITHER PARTY’S TOTAL CUMULATIVE LIABILITY TO THE OTHER IN CONNECTION WITH THIS
AGREEMENT WHETHER IN CONTRACT TORT OR OTHER THEORY WILL EXCEED THE TOTAL
AMOUNT OF FEES ACTUALLY PAID OR PAYABLE BY SOURCEWELL TO VENDOR UNDER THIS
AGREEMENT FOR THE YEAR PREVIOUS TO THE INCIDENT WHICH GAVE CAUSE FOR SUCH
LIABILITY.
12. AUDITS
Sourcewell reserves the right to review the financial books, records, documents, and
accounting procedures and practices of the Vendor relevant to this Contract for a minimum of
six (6) years from the end of this Contract upon thirty (30) days’ advance notice to Vendor.
Audits may not take place more than once during a twelve (12) month period. This clause
extends to Members as it relates to business conducted by that Member under this Contract.
13. GOVERNMENT DATA PRACTICES
Vendor and Sourcewell must comply with the Minnesota Government Data Practices Act,
Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell
under this Contract and as it applies to all data created, collected, received, stored, used,
maintained, or disseminated by the Vendor under this Contract.
If the Vendor receives a request to release the data referred to in this article, the Vendor must
immediately notify Sourcewell and Sourcewell will assist with how the Vendor should respond
to the request.
14. INTELLECTUAL PROPERTY
As applicable, Vendor agrees to indemnify and hold harmless Sourcewell and its Members
against any and all suits, claims, judgments, and costs instituted or recovered against
Sourcewell or Members by any person on account of the use of any Services by Sourcewell or
its Members performed by Vendor in violation of applicable patent or copyright laws.
15. PUBLICITY, MARKETING, AND ENDORSEMENT
A. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released
without prior written approval from the Authorized Representatives. Publicity includes notices,
informational pamphlets, press releases, research, reports, signs, and similar public notices
prepared by or for the Vendor individually or jointly with others, or any subcontractors, with
respect to the program, publications, or services provided resulting from this Contract.
B. MARKETING. Any direct advertising, marketing, or offers with Members must be approved
by Sourcewell. Materials should be sent to the Sourcewell Contract Administrator assigned to
this Contract.
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C. ENDORSEMENT. The Vendor must not claim that Sourcewell endorses its Equipment,
Products, or Services.
16. GOVERNING LAW, JURISDICTION, AND VENUE
Minnesota law governs this Contract. Venue for all legal proceedings out of this Contract, or its
breach, must be in the appropriate state court in Todd County or federal court in Fergus Falls,
Minnesota.
17. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God
or other conditions that are beyond that party’s reasonable control. A party defaulting under
this provision must provide the other party prompt written notice of the default.
18. SEVERABILITY
If any provision of this Contract is found to be illegal, unenforceable, or void then both
Sourcewell and Vendor will be relieved of all obligations arising under such provisions. If the
remainder of this Contract is capable of performance, it will not be affected by such declaration
or finding and must be fully performed.
19. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and
address unresolved contract issues as follows:
1.Notification. The parties must promptly notify each other of any known dispute
and work in good faith to resolve such dispute within a reasonable period of time. If
necessary, Sourcewell and the Vendor will jointly develop a short briefing document
that describes the issue(s), relevant impact, and positions of both parties.
2.Escalation. If parties are unable to resolve the issue in a timely manner, as
specified above, either Sourcewell or Vendor may escalate the resolution of the issue to
a higher level of management. The Vendor will have thirty (30) calendar days to cure an
outstanding issue.
3.Performance while Dispute is Pending. Notwithstanding the existence of a
dispute, the Vendor must continue without delay to carry out all of its responsibilities
under the Contract that are not affected by the dispute. If the Vendor fails to continue
without delay to perform its responsibilities under the Contract, in the accomplishment
of all undisputed work, Sourcewell may terminate this Contract as stated herein.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract,
or any Member order under this Contract, in default:
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1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
Written notice of default and a reasonable opportunity to cure must be issued by the party
claiming default. If the default remains after the opportunity for cure, the non-defaulting party
may:
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued
against the Contract.
20. INSURANCE
A. REQUIREMENTS. At its own expense, Vendor must maintain insurance policy(ies) in effect at
all times during the performance of this Contract with insurance company(ies) licensed or
authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better,
with coverage and limits of insurance not less than the following:
1.Workers’ Compensation and Employer’s Liability.
Workers’ Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2.Commercial General Liability Insurance. Vendor will maintain insurance covering
its operations, with coverage on an occurrence basis, and must be subject to terms no
less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form
CG0001 (2001 or newer edition). At a minimum, coverage must include liability arising
from premises, operations, bodily injury and property damage, independent
contractors, products-completed operations including construction defect, contractual
liability, blanket contractual liability, and personal injury and advertising injury. All
required limits, terms and conditions of coverage must be maintained during the term
of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage
$1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate
3.Commercial Automobile Liability Insurance. During the term of this Contract,
Vendor will maintain insurance covering all owned, hired, and non-owned automobiles
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in limits of liability not less than indicated below. The coverage must be subject to terms
no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer).
Minimum Limits:
$1,000,000 each accident, combined single limit
4.Umbrella Insurance. During the term of this Contract, Vendor will maintain
umbrella coverage over Workers’ Compensation, Commercial General Liability, and
Commercial Automobile.
Minimum Limits:
$2,000,000
5.Professional/Technical, Errors and Omissions, and/or Miscellaneous Liability.
During the term of this Contract, Vendor will maintain coverage for all claims the Vendor
may become legally obligated to pay resulting from any actual or alleged negligent act,
error, or omission related to Vendor’s professional services required under this
Contract.
Minimum Limits:
$2,000,000 per claim or event
$2,000,000 – annual aggregate
6.Network Security and Privacy Liability Insurance. During the term of this
Contract, Vendor will maintain coverage for network security and privacy liability. The
coverage may be endorsed on another form of liability coverage or written on a
standalone policy. The insurance must cover claims which may arise from failure of
Vendor’s security resulting in, but not limited to, computer attacks, unauthorized
access, disclosure of not public data – including but not limited to, confidential or
private information, transmission of a computer virus, or denial of service.
Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Vendor to maintain the required insurance will constitute a material breach entitling
Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Vendor must
furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this
Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to
Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the
Sourcewell Contract Administrator assigned to this Contract. The certificates must be signed by
a person authorized by the insurer(s) to bind coverage on their behalf. All policies must include
there will be no cancellation, suspension, non-renewal, or reduction of coverage without thirty
(30) days’ prior written notice to the Vendor.
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Upon request, Vendor must provide to Sourcewell copies of applicable policies and
endorsements, within ten (10) days of a request. Failure to request certificates of insurance by
Sourcewell, or failure of Vendor to provide certificates of insurance, in no way limits or relieves
Vendor of its duties and responsibilities in this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY
INSURANCE CLAUSE. Vendor agrees to name Sourcewell and its Members, including their
officers, agents, and employees, as an additional insured under the Vendor’s commercial
general liability insurance policy with respect to liability arising out of activities, “operations,” or
“work” performed by or on behalf of Vendor, and products and completed operations of
Vendor. The policy provision(s) or endorsement(s) must further provide that coverage is
primary and not excess over or contributory with any other valid, applicable, and collectible
insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Vendor waives and must require (by endorsement or
otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional
insureds for losses paid under the insurance policies required by this Contract or other
insurance applicable to the Vendor or its subcontractors. The waiver must apply to all
deductibles and/or self-insured retentions applicable to the required or any other insurance
maintained by the Vendor or its subcontractors. Where permitted by law, Vendor must require
similar written express waivers of subrogation and insurance clauses from each of its
subcontractors.
E. UMBRELLA/EXCESS LIABILITY. The limits required by this Contract can be met by either
providing a primary policy or in combination with umbrella/excess liability policy(ies).
F. SELF-INSURED RETENTIONS. Any self-insured retention in excess of $10,000 is subject to
Sourcewell’s approval.
21. COMPLIANCE
A. LAWS AND REGULATIONS. All Services provided under this Contract must comply fully with
applicable federal laws and regulations, and with the laws in the states and provinces in which
the Services are sold.
B. LICENSES. Vendor must maintain a valid status on all required federal, state, and local
licenses, bonds, and permits required for the operation of the business that the Vendor
conducts with Sourcewell and Members.
22. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Vendor certifies and warrants that it is not in bankruptcy or that it has previously disclosed in
writing certain information to Sourcewell related to bankruptcy actions. If at any time during
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this Contract Vendor declares bankruptcy, Vendor must immediately notify Sourcewell in
writing.
Vendor certifies and warrants that neither it nor its principals are presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs
operated by the State of Minnesota, the United States federal government, or any Member.
Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal
offense related to the subject matter of this Contract. Vendor further warrants that it will
provide immediate written notice to Sourcewell if this certification changes at any time.
23. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Members that use United States federal grant or FEMA funds to purchase goods or services
from this Contract may be subject to additional requirements including the procurement
standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements
for Federal Awards, 2 C.F.R. § 200. Members may also require additional requirements based
on specific funding specifications. Within this Article, all references to “federal” should be
interpreted to mean the United States federal government. The following list only applies when
a Member accesses Vendor’s Equipment, Products, or Services with United States federal
funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all
contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in
accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319,
12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending
Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing
regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal
Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated
herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal
program legislation, all prime construction contracts in excess of $2,000 awarded by non-
federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. §
3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5,
“Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted
Construction”). In accordance with the statute, contractors must be required to pay wages to
laborers and mechanics at a rate not less than the prevailing wages specified in a wage
determination made by the Secretary of Labor. In addition, contractors must be required to pay
wages not less than once a week. The non-federal entity must place a copy of the current
prevailing wage determination issued by the Department of Labor in each solicitation. The
decision to award a contract or subcontract must be conditioned upon the acceptance of the
wage determination. The non-federal entity must report all suspected or reported violations to
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the federal awarding agency. The contracts must also include a provision for compliance with
the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor
regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work
Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that
each contractor or subrecipient must be prohibited from inducing, by any means, any person
employed in the construction, completion, or repair of public work, to give up any part of the
compensation to which he or she is otherwise entitled. The non-federal entity must report
all suspected or reported violations to the federal awarding agency. Vendor must be in
compliance with all applicable Davis-Bacon Act provisions.
C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where
applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve
the employment of mechanics or laborers must include a provision for compliance with 40
U.S.C. § 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of
every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess
of the standard work week is permissible provided that the worker is compensated at a rate of
not less than one and a half times the basic rate of pay for all hours worked in excess of 40
hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction
work and provide that no laborer or mechanic must be required to work in surroundings or
under working conditions which are unsanitary, hazardous or dangerous. These requirements
do not apply to the purchases of supplies or materials or articles ordinarily available on the
open market, or contracts for transportation or transmission of intelligence. This provision is
hereby incorporated by reference into this Contract. Vendor certifies that during the term of an
award for all contracts by Sourcewell resulting from this procurement process, Vendor must
comply with applicable requirements as referenced above.
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award
meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or
subrecipient wishes to enter into a contract with a small business firm or nonprofit organization
regarding the substitution of parties, assignment or performance of experimental,
developmental, or research work under that “funding agreement,” the recipient or subrecipient
must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit
Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative
Agreements,” and any implementing regulations issued by the awarding agency. Vendor
certifies that during the term of an award for all contracts by Sourcewell resulting from this
procurement process, Vendor must comply with applicable requirements as referenced above.
E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL
ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require
the non-federal award to agree to comply with all applicable standards, orders or regulations
issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution
Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA). Vendor
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certifies that during the term of this Contract will comply with applicable requirements as
referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award
(see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions
in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R.
§180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3
C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names
of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549. Vendor
certifies that neither it nor its principals are presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation by any federal
department or agency.
G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Vendors must file
any required certifications. Vendors must not have used federal appropriated funds to pay any
person or organization for influencing or attempting to influence an officer or employee of any
agency, a member of Congress, officer or employee of Congress, or an employee of a member
of Congress in connection with obtaining any federal contract, grant, or any other award
covered by 31 U.S.C. § 1352. Vendors must disclose any lobbying with non-federal funds that
takes place in connection with obtaining any federal award. Such disclosures are forwarded
from tier to tier up to the non-federal award. Vendors must file all certifications and disclosures
required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. §
1352).
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Vendor must comply with
the record retention requirements detailed in 2 C.F.R. § 200.333. The Vendor further certifies
that it will retain all records as required by 2 C.F.R. § 200.333 for a period of three (3) years
after grantees or subgrantees submit final expenditure reports or quarterly or annual financial
reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Vendor
must comply with the mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy
and Conservation Act.
J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Vendor must comply
with all applicable provisions of the Buy American Act. Purchases made in accordance with the
Buy American Act must follow the applicable procurement rules calling for free and open
competition.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Vendor agrees that duly authorized
representatives of a federal agency must have access to any books, documents, papers and
records of Vendor that are directly pertinent to Vendor’s discharge of its obligations under this
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Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right
also includes timely and reasonable access to Vendor’s personnel for the purpose of interview
and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is
a state agency or agency of a political subdivision of a state and its contractors must comply
with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation
and Recovery Act. The requirements of Section 6002 include procuring only items designated in
guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the
highest percentage of recovered materials practicable, consistent with maintaining a
satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the
value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring
solid waste management services in a manner that maximizes energy and resource recovery;
and establishing an affirmative procurement program for procurement of recovered materials
identified in the EPA guidelines.
24. CANCELLATION
Sourcewell or Vendor may cancel this Contract at any time, with or without cause, upon sixty
(60) days’ written notice to the other party. However, Sourcewell may cancel this Contract
immediately upon discovery of a material defect in any certification made in Vendor’s Proposal.
Termination of this Contract does not relieve either party of financial, product, or service
obligations incurred or accrued prior to termination.
Sourcewell SHI International Corp.
By: __________________________ By: __________________________
Jeremy Schwartz Aimee Ballenger
Title: Director of Operations &
Procurement/CPO
Title: Public Program Manager
Date: ________________________ Date: ________________________
Approved:
By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________
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DocuSign Envelope ID: 64B0A0DF-6351-4B8E-8587-6C9754F833A7DocuSign Envelope ID: 9572A8C3-61C7-4821-BB68-037BDD3C3793
1
AMENDMENT #1
TO
SOURCEWELL CONTRACT #081419-SHI
This Amendment is by and between Sourcewell, 202 12th Street Northeast, P.O. Box 219,
Staples, MN 56479 (Sourcewell) and SHI International Corp., 290 Davidson Avenue, Somerset,
NJ 08873 (Vendor).
Sourcewell awarded a contract for Technology Catalog Solutions to Vendor (#081429-SHI)
effective November 12, 2019, until October 30, 2023, relating to the provision of services by
Vendor and to Sourcewell and its Members (Original Contract).
Vendor has requested to amended the Original Contract to expand the interpretation of the
term “Vendor.”
In consideration of the mutual covenants and agreements described in this Amendment, the
parties agree to amend the Original Contract as follows:
1. This Amendment is effective upon the date of the last signature below.
Remainder of page intentionally left blank.
2
2. As used within the Original Contract, any reference to “Vendor” will be interpreted to
also include SHI Government Solutions, Inc.
Except as amended by this Amendment, the Original Contract remains in full force and effect.
Sourcewell SHI International Corp.
By: By:
Authorized Signature Authorized Signature
Jeremy Schwartz Kristina Mann
Name – Printed Name – Printed
Title: Director of Operations & Procurement/CPO Title:
Date: Date:
Sourcewell–APPROVED:
By:
Authorized Signature
Chad Coauette
Name – Printed
Title: Executive Director/CEO
Date:
Rev. 7/2022 1
CONTRACT EXTENSION
Contract Number: #081419-SHI
Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and SHI
International Corp. (Vendor), 290 Davidson Avenue, Somerset, NJ 08873 have entered into
Contract #081419-SHI for the procurement of Technology Catalog Solutions. The Contract has
an expiration date of October 30, 2023, but the parties may extend the Contract by mutual
consent.
Sourcewell and Vendor acknowledge that extending the Contract benefits the Vendor,
Sourcewell and Sourcewell’s Members. Vendor and Sourcewell agree to extend the Contract
listed above for an additional period, with a new Contract expiration date of October 30, 2024.
All other terms and conditions of the Contract remain in full force and effect.
Sourcewell SHI International Corp.
By: __________________________By: __________________________
Jeremy Schwartz Erin Rose
Title: Chief Procurement Officer Title: Sr. Contracts Specialist
Date: ________________________Date: ________________________
SHI Proposed Pricing - Sourcewell RFP # 081419 Technology Catalog Solutions
Product Groups SHI Discount off Advertised List Price
Desktops 4.50%
Notebooks 4.50%
Tablets 4.50%
Servers 4.50%
Group 2 Input Devices 4.50%
Group 3 Output Devices 4.50%
Group 4 Memory 4.50%
Group 5 -Storage Devices 4.50%
Group 6 Network Equipment 4.50%
Group 7 Software 4.50%
Group 8 - Media Supplies 4.50%
Group 9 - Collaboration & IP Telephony 4.50%
Group 10 - Other 4.50%
Services Rates*T&M Rate/Hour
Project Manager $125
Sr. Project Manager $175
Consultant - End User Solutions Group $175
Consultant - Security Solutions Group $225
Solutions Architect - End User Solutions $200
Solutions Architect - Data Center Solutions $225
Sr. Solution Architect - Security Solution Group $275
Sr. Solution Architect - Data Center Solutions $250
Cloud Developer $100
Senior Cloud Developer $240
Cloud Solutions Architect $250
* pricing is a sample and can vary on location, minimum billing requirements and
other relevant variables. These rates do not include travel expenses.
EXHIBIT B
TO
COOPERATIVE SERVICES AGREEMENT
BETWEEN
THE TOWN OF FOUNTAIN HILLS
AND
SHI INTERNATIONAL CORP.
[Quote or Work Order]
See following pages.
Pricing Proposal
Quotation #: 23757063
Created On: 7/28/2023
Valid Until: 10/1/2023
AZ-Town of Fountain Hills Inside Account
Executive
Mike Ciccarone
16705 E. Fountains Ave
Fountain Hills, AZ 85268
United States
Phone:
Fax:
Email:mciccarone@fountainhillsaz.gov
Danny Mirsky
300 Davidson Ave.
Somerset, NJ 08873
Phone: 732-317-6876
Fax:
Email:daniel_mirsky@shi.com
All Prices are in US Dollar (USD)
Product Qty Your Price Total
1 - I5-1240P, WINDOWS HELLO WEBCAM, WIN11+16GB RAM, 512GB PCIE SSD,
SUNLIGHT READA
Getac - Part#: BS3766BABCGX
Contract Name: Sourcewell- Technology Catalog Solutions
Contract #: 081419-SHI
9 $3,762.43 $33,861.87
2 Getac Bumper to Bumper + Extended Warranty - Extended service agreement - parts
and labor - 2 years (4th/5th year) - pick-up and return
Getac - Part#: GE-SVTBNFX5Y
Contract Name: Sourcewell- Technology Catalog Solutions
Contract #: 081419-SHI
9 $529.40 $4,764.60
3 TF1-STANDARD VEHICLE DOCKING;W/ LPS-208&LPS-211 POWER SUPPLY
MOUNTING BRACKET,W/
Getac - Part#: 543390100003
Contract Name: Sourcewell- Technology Catalog Solutions
Contract #: 081419-SHI
9 $725.62 $6,530.58
4 S410G4 - I5-1135G7, WINDOWS HELLO WEBCAM, W 11 PRO X64 WITH 16GB RAM,
512GB PCIE
Getac - Part#: SP276CQASCXX
Contract Name: Sourcewell- Technology Catalog Solutions
Contract #: 081419-SHI
1 $2,752.76 $2,752.76
5 ( BUMPER TO BUMPER )- SEMI-RUG LAPTOP (YEAR 1,2 and 3)
Getac - Part#: GE-SVSRNFW3Y
Contract Name: Sourcewell- Technology Catalog Solutions
Contract #: 081419-SHI
1 $317.28 $317.28
6 BUMPER TO BUMPER W EXTENDED WARRANTY- SEMI-RUG LAPTOP
Getac - Part#: GE-SVSRNFX5Y
Contract Name: Sourcewell- Technology Catalog Solutions
Contract #: 081419-SHI
1 $971.26 $971.26
7 Getac Office Dock - Docking station - 120 Watt - United States - for Getac S410 G4,
S410 G4 Basic, S410 G4 Performance
1 $261.75 $261.75
Getac - Part#: GDODU4
Contract Name: Sourcewell- Technology Catalog Solutions
Contract #: 081419-SHI
8 Getac Vehicle Adapter - Car power adapter - 12 - 32 V - for Getac V110
Getac - Part#: GAD4L1
Contract Name: Sourcewell- Technology Catalog Solutions
Contract #: 081419-SHI
1 $157.74 $157.74
9 Havis C-ADP-101 - Mounting component (adapter plate) - heavy gauge steel - black
Havis - Part#: C-ADP-101
9 $47.75 $429.75
Subtotal $50,047.59
*Tax $3,153.00
Total $53,200.59
*Tax is estimated. Invoice will include the full and final tax due.
Additional Comments
By accepting, using, or deploying the software, hardware or third party services resold under this ordering document (each, a
“Product”), as well as any related maintenance or support services, Customer will be bound by any OEM terms and conditions
applicable to such Product, including any current agreements between Customer and OEM, should they exist (the “OEM Terms”). If,
in order to procure such Product for or resell such Product to Customer, SHI is required by the OEM to agree to or otherwise
purports to accept any terms or conditions (the “Procured Terms”) and be bound thereby, SHI shall do so on behalf of Customer,
Customer shall be bound by such Procured Terms, and Customer shall indemnify, defend and hold harmless SHI from and against
any claims, actions, liabilities, losses and damages that SHI suffers under such Procured Terms that arise out of or in connection
with Customer’s use or deployment of such Product, including any costs associated with periodic payments for, or the
autorenewal of, a license to or subscription for such Product. For the avoidance of doubt, Customer is solely responsible for
compliance with any autorenewal provisions contained in the OEM Terms or the Procured Terms, including providing timely notice to
the OEM of Customer’s intent not to renew a license to or subscription for a Product.
All orders of products and services referenced on this quote are non-cancelable and non-refundable.
Hardware items on this quote may be updated to reflect changes due to industry wide constraints and fluctuations.
Please note, if Emergency Connectivity Funds (ECF) will be used to pay for all or part of this quote, please let us know as we will
need to ensure compliance with the funding program.
Thank you for choosing SHI International Corp! The pricing offered on this quote proposal is valid through the expiration date set
above. To ensure the best level of service, please provide End User Name, Phone Number, Email Address and applicable Contract
Number when submitting a Purchase Order.
SHI International Corp. is 100% Minority Owned, Woman Owned Business.
TAX ID# 22-3009648; DUNS# 61-1429481; CCR# 61-243957G; CAGE 1HTF0
The Products offered under this proposal are resold in accordance with the SHI Online Customer Resale Terms and Conditions,
unless a separate resale agreement exists between SHI and the Customer.