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HomeMy WebLinkAboutC2025-001 Shade N Net of Az - signed1 Contract No. 2025-001 COOPERATIVE PURCHASING AGREEMENT BETWEEN THE TOWN OF FOUNTAIN HILLS AND SHADE N NET OF ARIZONA, INC. THIS COOPERATIVE PURCHASING AGREEMENT (this “Agreement”) is entered into as of July 1, 2024, between the Town of Fountain Hills, an Arizona municipal corporation (the “Town”), and Shade N Net of Arizona, Inc., a(n) Arizona corporation (the “Contractor”). RECITALS A. After a competitive procurement process, Mohave Educational Services Cooperative, Inc. (“Mohave”), a nonprofit corporation providing public procurement services pursuant to A.R.S. §11-952 and A.R.S. § 41-2632 and governed by Title 10 of the Arizona Revised Statutes, entered into Contract No. 20Q-SHADE-0402, dated April 2, 2021, as amended (collectively, the “Mohave Contract”) for the Contractor to provide Pre-engineered Shade Structures. A copy of the Mohave Contract is 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 Mohave Contract, at its discretion and with the agreement of the awarded Contractor, and the Mohave 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 Mohave Contract and this Agreement, (ii) establishing the terms and conditions by which the Contractor may provide Pre-engineered Shade Structures (the “Materials and Services”), and (iii) setting the maximum 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 set forth above and attested to by the Town Clerk pursuant to Section 3-3-31 of the Town Code, shall remain in full force and effect until April 2, 2025 (the “Initial Term”), unless terminated as otherwise provided in this Agreement or the Mohave 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 Mohave Contract has not expired or has been 2 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 price adjustments approved as part of the Mohave 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. This is an indefinite quantity and indefinite delivery Agreement for Materials and Services under the terms and conditions of the Mohave Contract. The Town does not guarantee that any minimum or maximum number of purchases will be made pursuant to this Agreement. Purchases will only be made when the Town identifies a need and proper authorization and documentation have been approved. For purchase(s) determined by the Town to be appropriate for this Agreement, the Contractor shall provide the Materials and Services to the Town in such quantities and configurations agreed upon between the parties, in a written invoice, quote, work order or other form of written agreement describing the work to be completed (each, a “Work Order”). Each Work Order approved and accepted by the parties pursuant to this Agreement shall (i) contain a reference to this Agreement and the Mohave Contract and (ii) be attached hereto as Exhibit A and incorporated herein by reference. Work Orders submitted without referencing this Agreement and the Mohave Contract will be subject to rejection. 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 Mohave 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 a 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 the 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 Work Orders within a reasonable period of 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 Town notice of cancellation, or for lost profits, shipment of product prior to issuance of Work Order or for anything not expressly permitted pursuant to this Agreement. 3. Compensation. The Town shall pay Contractor for the Term amount not to exceed $50,000 (including all renewals) for the Materials and Services at the rates that shall be agreed upon by the parties. 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 3 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 Mohave 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 Mohave 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, 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, Contractor hereby agrees and certifies that it does not currently, and agrees for the duration of this Agreement that Contractor 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. Contractor 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 4 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 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, any Town-approved work orders, the Mohave Contract, 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 Mohave 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 Mohave 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 Mohave Contract, the Town shall be afforded all of the rights and privileges afforded to Mohave and shall be “Mohave” (as defined in the Mohave Contract) for the purposes of the portions of the Mohave 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 Mohave to the extent provided under the Mohave Contract, and such 5 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. 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 to 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 East Avenue of the Fountains Fountain Hills, Arizona 85268 Attn: Rachael Goodwin, Town Manager With copy to: Town of Fountain Hills 16705 East Avenue of the Fountains Fountain Hills, Arizona 85268 Attn: Aaron D. Arnson, Town Attorney If to Contractor: Shade N Net of Arizona 5711 W. Washington St. Phoenix, Arizona 85043 Attn: Rudy Martinez, Jr. 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 6 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] 7 ATTESTED TO: _______________________________ Linda G. Mendenhall, Town Clerk APPROVED AS TO FORM: ________________________________ Aaron D. Arnson, Town Attorney “Town” TOWN OF FOUNTAIN HILLS, an Arizona municipal corporation FOR THE TOWN OF FOUNTAIN HILLS: ____________________________________ Rachael Goodwin, Town Manager FOR THE CONTRACTOR: By: Name Title: ______________________________ rudy martinez (Apr 26, 2024 09:02 PDT) rudy martinez President/CEO Aaron Arnson (Apr 29, 2024 09:58 PDT) Aaron Arnson Rachael Goodwin (Apr 29, 2024 11:00 PDT) Rachael Goodwin EXHIBIT A TO COOPERATIVE SERVICES AGREEMENT BETWEEN THE TOWN OF FOUNTAIN HILLS AND SHADE N NET OF ARIZONA, INC. [Mohave Contract] See following pages. Annalie Badenhorst Shade ’N Net of Arizona, Inc. 5711 W. Washington St. Phoenix, AZ 85043 RE: Contract # 20Q-SHADE-0402 modification of contract through an extension of contract is made by, and between, Shade ’N Net of Arizona, Inc. and Mohave Educational Services Cooperative (Mohave). In accordance with its terms and conditions, Mohave requests to extend contract 20Q-SHADE-0402 for a period of one (1) year, beginning 4/2/2024. The extension shall be under the same terms and conditions contained therein. Provide your agreement to extend by completing the appropriate information below and on the following pages. If the contract is extended, Shade ’N Net of Arizona, Inc. agrees to provide products or prices as per 20Q-0107. By signing this Modification of Contract, you hereby certify to the best of your knowledge and belief that your firm complies with Byrd Anti-Lobbying Amendment 31 U.S. Code § 1352, 2 CFR § 200.450 and Federal Acquisition Regulation 52.203-11 ----------------------------------------------------------------------------------------------------------------------------------- We agree to modify and extend the contract as specified above, abiding by the current terms and conditions, and any attached clarifications. Signature____________________________________________Title________________________________ Typed/Printed Name___________________________________Date________________________________ Upon your signed, executed Modification of Contract through a Contract Extension, you shall be bound to sell the materials and/or services offered to and accepted by Mohave in accordance with the solicitation, including all terms, conditions, specifications, amendments and any accepted written exceptions. 3/14/2024 Modification of Contract (Contract Extension) (Page 1 of 3) Michael Carter, CPPB, NIGP-CPP Contracts Manager Mohave Educational Services Cooperative, Inc. 211 N 7th St | Kingman, AZ 86401 Phone 928-718-3222 | Fax 928-718-3232 If all pages of this notice are not received at Mohave’s Kingman office on, or before, 4/2/2024, orders shall be held without processing. Email or fax completed extension to contracts@mesc.org or 928-718-3232. To terminate the contract effective 4/2/2024, email or fax a notice of your request to cancel the contract to contracts@mesc.org or 928-718-3232. You agree to complete any authorized work or orders received prior to that date. Renewals not received within 14 days following 4/2/2024 may result in cancellation of the contract. However, any authorized orders received prior to this date, shall be completed under this contracts terms and conditions. Office Manager Angel Elder 3/29/2024 None on file. Requested Pricing Modifications We list your contract as utilizing Fixed. Please confirm the following regarding pricing under your contract: ____ Our contract utilized firm-fixed pricing. We agree to hold the current prices until the next contract renewal _____date of 4/2/2025. ____ Our contract utilized percentage off MSRP/Retail pricing. The current price lists/catalogs are still _____applicable. ____ We are requesting a price modification. A price list/catalog will be submitted by __________________. (Insert Date) Remember that your firm cannot quote any new products contained in pricing submitted with your contract extension until it has been reviewed and a Contract Modification through a pricing update/product addition has been issued. Current contract pricing will remain in effect until this process is complete. Please verify that the following information is correct and accurate: POs Attn: Order Desk Remit to: Shade ’N Net of Arizona, Inc. Shade ’N Net of Arizona, Inc.Accounts Receivable 5711 W. Washington St.5711 W. Washington St. Phoenix, AZ 85043 Phoenix, AZ 85043 Member Contact: Rudy Martinez Contract Administrator: Annalie Badenhorst Phone Number: 602-484-7911 Fax Number: 602-484-7919 Vendor Logo Currently, we have the following logo on file for use on our website in our product/vendor finder: Modification of Contract (Page 2 of 3) (Contract Extension) If you wish to revise or update the logo we have on file, keep the following requirements in mind: • • What file types are acceptable? Vector point files are highly recommended (such as .ai or .eps files). If you don’t have access to a vector point file, a large hi-resolution (approximately 150-300 dpi) JPEG, TIFF, BITMAP, GIF or PNG file will work. Having a file with a high dpi will help keep images looking sharp if we need to resize the logo. What file size is recommended? There is no limitation to the logo file size. X 3/29/2024 Modification of Contract (Page 3 of 3) (Contract Extension) Vendor Benefits Description Currently, we have the following information on our website detailing the benefits of your contract for our members to view: ___________________________________________________________________________________________ Shade 'N Net has been privileged to serve Arizona schools and municipalities through the Mohave contract since 2000. In that time, products have been added and processes improved upon. Shade 'N Net has strengthened its member relationships through excellent service, quality and effort. Shade 'N Net has been in business for 20+ years without any mergers, name changes, or ownership changes, etc. Likewise, the Mohave members have the ability to converse with the same professional management team that's been in place for over two decades and are welcome to visit and tour our 25,000 square foot manufacturing facility in Phoenix. Stability and reliability are two factors that members have counted on without worrying about their warranties being in jeopardy. As a proud member of Local First Arizona, Shade 'N Net is a single-owner business that supports other local businesses and pays local taxes. Statistics show that when consumers spend with locally owned businesses; it keeps up to 52% of the money in the local economy vs. 13.6% when spent on out-of-state manufacturers. Shade 'N Net specializes only in shade systems, because we do not offer any other type of product. Because of this, proper focus can be put on the members of the Mohave family and ensure that they get the best possible product, with the most advantageous pricing. Shade 'N Net takes pride in the one commodity that they supply (Sun/UV Protection), and they do it well. Shade 'N Net also under goes independent audits to maintain their <i>Approved Steel Fabricator</i> certification with the City of Phoenix and Clark County, Nevada. This is a very difficult, painstaking certification to attain. It does however ensure that a manufacturer holds true the highest standards including, but not limited to, strict quality control management, material traceability, welders' certification compliance, etc. ___________________________________________________________________________________________ If you wish to revise or update the vendors benefits information we have on file, keep the following requirements in mind: •The description should be 150-200 words that explain the benefits that your company can provide to our members through your Mohave contract. •The description should give a brief overview for members who may be accessing information about your contract from our product vendor finder on Mohave's website. •Please note that Mohave reserves the right to revise or modify the information provided either for content or length. Email or fax request for information revisions or additional information to contracts@mesc.org or 928-718-3232. If you have any questions, contact your Contract Specialist either via email at kristy@mesc.org or phone 928-718-3221. Exclusion Search Results 0 Total Results Filter by: Entity Name "Shade 'n Net of Arizona, Inc." Status Active 1Apr 01, 2024 05:35:02 PM GMT EXHIBIT B TO COOPERATIVE SERVICES AGREEMENT BETWEEN THE TOWN OF FOUNTAIN HILLS AND SHADE N NET OF ARIZONA, INC. [Quote or Work Order] See following pages.