Loading...
HomeMy WebLinkAboutC2022-037 - Elite Civil Construction1 Contract No. 2022-037 COOPERATIVE PURCHASING AGREEMENT BETWEEN THE TOWN OF FOUNTAIN HILLS AND ELITE CIVILCONSTRUCTION, LLC THIS COOPERATIVE PURCHASING AGREEMENT (this “Agreement”) is entered into as of October 11, 2021, between the Town of Fountain Hills, an Arizona municipal corporation (the “Town”), and Elite Civil Construction, LLC, a(n) Arizona limited liability company (the “Contractor”). RECITALS A. After a competitive procurement process, the City of Tucson (“City”) entered into Contract No. 202275-01, dated October 30, 2019, as amended (collectively, the “City Contract”) for the Contractor to provide guardrail and related products and services. A copy of the City 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 City Contract, at its discretion and with the agreement of the awarded Contractor, and the v 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 (i) acknowledging their cooperative contractual relationship under the City Contract (Exhibit A) and this Agreement, (ii) establishing the terms and conditions by which the Contractor may provide the Town with guardrail and related products and 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 first set forth above and shall remain in full force and effect until October 10, 2022 (the “Initial Term”), unless terminated as otherwise provided in this Agreement or the City 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 City 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 2 one-year term and (iv) the Town approves the additional one-year term in writing (including any price adjustments approved as part of the City 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 City 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 City Contract and (ii) be attached hereto as Exhibit B and incorporated herein by reference. Work Orders submitted without referencing this Agreement and the City 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 City 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 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 ($250,000 in the aggregate including original term and all renewals) 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 City 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 City 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. Conflict of Interest. This Agreement may be canceled by the Town pursuant to ARIZ. REV. STAT. § 38-511. 9. 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. 10. 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 4 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. 11. Conflicting Terms. In the event of any inconsistency, conflict or ambiguity among the terms of this Agreement, any Town -approved work orders, the City 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 City 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 City 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. 12. Rights and Privileges. To the extent provided under the City Contract, the Town shall be afforded all of the rights and privileges afforded to City and shall be “City (as defined in the City Contract) for the purposes of the portions of the City Contract that are incorporated herein by reference. 13. 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 City to the extent provided under the City 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. 5 14. 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: Grady E. Miller, 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: Elite Civil Construction, LLC 3240 W. Lincoln St. Phoenix, Arizona 85009 Attn: Jesus Jaramillo 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] IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year first set forth above. “Town” TOWN OF FOUNTAIN HILLS, an Arizona municipal corporation Grady E. Miller, Town Manager ATTEST: Elizabeth A. Klein, Town Clerk APPROVED AS TO FORM: Aaron D. Arnson, Town Attorney [SIGNATURES CONTINUE ON FOLLOWING PAGES] Elizabeth Klein (Oct 13, 2021 16:01 PDT) “Contractor” ____________________________________, By: Name: Title: ELITE CIVILCONSTRUCTION, LLC President-Member JESUS JARAMILLO EXHIBIT A TO COOPERATIVE SERVICES AGREEMENT BETWEEN THE TOWN OF FOUNTAIN HILLS AND ELITE CIVIL CONSTRUCTION, LLC [City Contract] See following pages. BUSINESS SERVICES~ SHARED SERVICES ~ PROCUREMENT CITY HALL  255 W. ALAMEDA  P.O. BOX 27210  TUCSON, AZ 85726-7210 (520) 791-4217  FAX (520) 791-4735  TTY (520) 791-2639 www.cityoftucson.org www.tucsonprocurement.com CITY OF TUCSON BUSINESS SERVICES DEPARTMENT November 4, 2019 Jesus Jaramillo, Owner Alpha Fencing & Ironworks 11137 W. Ashbrook Pl. Avondale, AZ. 85392 alphafencing@aol.com Re: Contract #202275- Guardrail & Related Products and Services Dear Mr. Jaramillo, Congratulations! The City of Tucson has awarded to your firm the above referenced contract. Enclosed is a copy of the Designation of Contract Representative memorandum, outlining the duties and responsibilities of the representative as they relate to this contract. If you have any questions concerning this award, please contact me at (520) 837-4118. Sincerely, Sandra Alcorn Senior Contract Officer CONTRACT AMENDMENT CITY OF TUCSON – BUSINESS SERVICES DEPARTMENT CONTRACT: 202275-01 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 CONTRACT AMENDMENT NUMBER: ONE (1) P.O. BOX 27210, TUCSON, AZ 85726 PAGE 1 of 1 PHONE: (520) 837-4107 / FAX: (520) 791-4735 MF MARITZA.FELIX@TUCSONAZ.GOV CONTRACT OFFICER: MARITZA FELIX ISSUE DATE: Thursday, September 17, 2020 GUARDRAIL & RELATED PRODUCTS AND SERVICES THIS CONTRACT IS AMENDED AS FOLLOWS: ITEM 1: CONTRACT RENEWAL Pursuant to the Contract, Special Terms and Conditions, Number 5, Term and Renewal, Contract #202275- Guardrail & Related Products and Services, the City is hereby exercising its option to renew the contract for the period of November 4, 2020 through November 3, 2022 **********END OF AMENDMENT********** ALL OTHER PROVISIONS OF THE CONTRACT SHALL REMAIN IN THEIR ENTIRETY. CONTRACTOR: ALPHA FENCING & IRONWORKS CITY OF TUCSON: CONTRACTOR HEREBY ACKNOWLEDGES RECEIPT OF THE ABOVE REFERENCED CONTRACT AMENDMENT AND UNDERSTANDING OF THE ABOVE AMENDMENT. IS HEREBY EXECUTED THIS ____________________ DAY OF____________________, 2020, AT TUCSON, ARIZONA. Signature of person authorized to sign Date as Director of Business Services and not personally Name and Title (typed or printed legibly) Company Name Address Email Address City State Zip Contact information for Sales/Account Representative for daily business operations: Name and Title (typed or printed legibly) Phone Number Email Address 10/5/2020 Jesus Jaramillo - Owner Alpha Fencing & Ironworks 11937 W. Ashbrook Pl alphafencing@aol.com Avondale, AZ 85392 Jesus Jaramillo - Owner (210) 251-8186 alphafencing@aol.com 6th October for CONTRACT AMENDMENT DEPARTMENT OF BUSINESS SERVICES CONTRACT NO: 202275-01 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 CONTRACT AMENDMENT NUMBER: TWO (2) P.O. BOX 27210, TUCSON, AZ 85726 PAGE 1 of 1 PHONE: (520) 837-4118 / FAX: (520) 791-4735 SA Sandra.Alcorn@tucsonaz.gov SENIOR CONTRACT OFFICER: SANDRA ALCORN ISSUE DATE: Tuesday, September 14, 2021 ON-CALL PROFESSIONAL SURVEY SERVICES THIS CONTRACT IS AMENDED AS FOLLOWS: ITEM ONE (1): ASSIGNMENT-DELEGATION In accordance with the Contract, Standard Terms and Conditions, Item 5, Assignment- Delegation, the parties hereby agree that, when executed this amendment shall provide written consent of ALPHA FENCING & IRONWORKS to assign its rights, duties and obligations in connection with the GUARDRAIL & RELATED PRODUCTS AND SERVICES, Contract 202275-01 and shall constitute acceptance of the assignment by ELITE CIVIL CONSTRUCTION, LLC. Nothing in the Consent shall create any additional liability or obligation on the part of the City of Tucson, and the City of Tucson shall not have or assume any liability or obligation with respect to the assignment. ALL OTHER PROVISIONS OF THE CONTRACT SHALL REMAIN IN THEIR ENTIRETY. CONTRACTOR HEREBY ACKNOWLEDGES RECEIPT OF THE ABOVE REFERENCED CONTRACT AMENDMENT AND UNDERSTANDING OF THE ABOVE AMENDMENT. IS HEREBY EXECUTED THIS ____________________ DAY OF____________________, 2021, AT TUCSON, ARIZONA. Signature of person authorized to sign Date As Director of Business Services and not personally Name and Title (typed or printed legibly) ALPHA FENCING & IRONWORKS Company Name Address Email Address City State Zip CONTRACTOR HEREBY ACKNOWLEDGES RECEIPT OF AND UNDERSTANDING OF THE ABOVE AMENDMENT. Signature of person authorized to sign Date _________________________________________________ Name and Title (typed or printed legibly) ELITE CIVIL CONSTRUCTION, LLC Company Name Address Email Address City State Zip 9/14/2021 Jesus Jaramillo - Owner 11137 W. Ashbrook Pl alphafencing@aol.com Tucson AZ 85392 9/14/2021 Jesus Jaramillo - Member/President 3240 W. Lincoln St jesus@elitecivilcon.com Phoenix AZ 85009 14th September for EXHIBIT B TO COOPERATIVE SERVICES AGREEMENT BETWEEN THE TOWN OF FOUNTAIN HILLS AND ELITE CIVIL CONSTRUCTION, LLC [Quote or Work Order] See following pages.