HomeMy Public PortalAboutAgreement_2004-06-07_Sterling Codifer, IncORIGINAL
PROFESSIONAL SERVICES CONTRACT
between
STERLING CODIFIERS, INC,
and the
CITY OF TEMPLE CITY, CALIFORNIA
Section 1. General Provisions.
This contract provides for the performance and delivery by Sterling Codifiers, Inc., in
return for the consideration as stated herein, of the specialized professional services of
collection, organization, classification, analysis, editing, proofreading, publication and
supplementation of the legislation of the City of Temple City, having been entered into
between the City of Temple City, State of California, hereinafter termed "City", and
Sterling Codifiers, Inc., whose principal office is located in the City of Coeur d'Alene,
County of Kootenai, State of Idaho, hereinafter termed "Sterling".
Section 2. Subject Matter.
The legislation to be codified will mean the body of administrative and regulatory
ordinances and/or local laws of the City that are general and permanent, in existence
and in full force and effect, excluding the texts of standard codes adopted by reference
(such as, but not limited to, building, housing or fire prevention codes recommended by
ICBG, BOCA, etc., and state codes or regulations, etc.). The published code will include
legislation adopted by the City up to the time of completion of the editorial procedures
described in Section 5 of this contract.
Section 3. Specialized Nature of Work.
Sterling will codify the legislation of the City through the specialized processes of
collection, classification, editing, proofreading, printing and binding. Upon completion of
the codification processes, the legislation as codified will be termed the code, and
Sterling will maintain the code in the future, all of the preceding to be performed in
accordance with Sterling's methods, procedures and style described more fully herein,
Section 4. Materials Furnished by City.
The City has provided Sterling with a copy of the City code as last updated and all
ordinances adopted since the last update. Future ordinances should be forwarded as
adopted, in both hard copy and by email or CD-ROM.
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It is the responsibility of the City to assure Sterling that it has provided all materials to
be included in the codification project. Additional legislation added during the project
may be subject to additional costs at the supplement service rate.
Section 5. Procedures and Services.
A. Communication Between the City and Sterling. Sterling will provide for an open
dialogue between its staff and the City to discuss procedures and to familiarize the
City with the scope of services under this contract.
B. Reformat Code to Sterling_ Style. Sterling will format the City code to Sterling style,
as indicated in the attached sample code chapter. 'Sterling style" refers to the
format, font and page numbering. The internal numbering of code sections and
articles will remain consistent with the current code. "Sterling style" allows the City
code to be published in a standardized macro, and increases Sterling's efficiency and
turnaround time.
C. Initial Supplement. In the process of supplementation, Sterling will analyze each
r: �[, tl-k p .-F.- F �-h de + addressed
ordinance for discrepancies or cons icla —4 1 u her atW of � E %ouc iiv�
by the new or amending legislation. Any questions will be immediately directed to
the City and clarified before work on legislation is completed. Ordinance
amendments will then be inserted, matching the current font, format, footnote and
numbering system, all changes made to the table of contents, index and disposition
tables, and the proper number of supplement sets forwarded to the City, along with
an updated code preface and supplement insertion guide. Once online, the online
code will be updated concurrent with the hard copy.
D. Future Supplements. The City will continue to forward ordinances to Sterling as they
are passed, and Sterling will proceed with supplementation to the municipal code
using the same procedures outlined under subsection C above.
E. Publication of Final Code.
1. Hard copy. Sterling will publish the desired number of copies of the new code
using state of the art publishing procedures, high quality binders, and custom tab
separators. The cosmetic look of the page will be in modern format projecting a
professional image for the code. Binders are multi -ring and will be imprinted with
the City's name. Mylar reinforced tabs, printed both sides, will be provided for
the major divisions in the code.
2. The Internet. Sterling will also provide and host the code on the Internet with a
link from the City's home page.
Section 6. Responsibility of Sterling.
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Sterling will be responsible for the correctness and accuracy of its work, based upon the
materials and information supplied by the City, as reflected in the published code or
supplements delivered to the City. Regardless of the City's acceptance of published
materials when delivered, Sterling will correct errors found either by the City or Sterling
With succeeding supplementation. Sterling's liability for all services will extend only to
the correcting of errors in the code or supplementation, not to any acts or occurrences
as a result of such errors, and only so long as this contract is in effect.
Section 7. Responsibility of City.
The City will be responsible for the correctness and accuracy of the information it
supplies Sterling, for providing Sterling with decisions and answers to questions and
problems raised by them, for the inclusion of sufficient funds in the budget to pay
Sterling for services, and for the prompt payment of invoices as provided herein. In
order for Sterling to adhere to production schedules and meet delivery deadlines, it is
necessary for the City to communicate with and provide information to Sterling without
delay. In this regard, time is of the essence, and it is the responsibility of the City to
complete its work herein so as to avoid delay of the work and the imposition of
additional charges, as determined under the supplement service costs in effect.
Section S. Municipal Counsel.
In conjunction with the services rendered by Sterling and the work of Sterling and the
City required under this contract, any and all questions requiring legal advice or
opinions, analysis of legislation for legal sufficiency, interpretation of cases or statutes,
etc. will be directed by the City and Sterling to the municipal counsel. Likewise, any and
all information in the possession of Sterling, including opinions, advice and
recommendations reflecting the knowledge and experience of Sterling, will be made
available to the municipal counsel upon request.
Section 9. Performance Schedules.
Initial supplement 45 days
Reprint updated codes 15 days
Launch code online; following supplement completion 10 days
Ongoing supplement service turnaround time 45 days
Internet supplement updates Concurrent with hard copy
Section 10. Cost and Payment Procedures.
A. Supplement Service.
Reformat code to Sterling style for republication $2,620.00
Initial supplement (estimate 50 pages), per page $22.00
Maps, diagrams, tables No additional charge
B. Internet Service,
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Format code to html Included in format fee
Host code online with link to City site; annual fee $500
Online `Pending Ordinance' service No additional charge
Maps, diagrams, tables online No additional charge
C. Additional Services.
Reprint new codes; including binders/tabs, each $100
No minimum required, .
Custom covers no charge with orders of 10 or more.
D. Shipping and Handlin Shipping and handling charges are prepaid by Sterling and
invoiced to the City.
E. Payment Schedule.
1. Initial Codification Services. The following payment schedule will be adhered to
for the initial codification:
$2,520.00 on signing of contract
$Balance on delivery of code
2. Supplementation and Related Services Costs will be paid by the City upon
receipt of services and an invoice/voucher from Sterling.
3. Terms of Payment. All payments will be made in full upon receipt of an
invoice/voucher from Sterling.
Section 11. Additional Services.
At the request of the City, Sterling will perform any of the following services, at an
additional cost:
A. Pamphlets. The preparation of pamphlets containing portions of the code as
published, such as the zoning title, will be billed at Sterling's prevailing rates.
B. Additional Volumes of the Code. The preparation of additional volumes of the code,
beyond the quantity contracted herein, may be ordered at any time at Sterling's
prevailing rates.
C. Binders. Changes involving cover material, seals, metals, colors or multiple colors, or
other changes from Sterling's standard binder can be made available at the City's
request and at extra expense to the City, with such costs not to exceed the extra
expense of Sterling.
Section 12. Term of Contract.
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This contract will be in effect until revoked in writing by either party. The party so
desiring to terminate this contract shall give the other party sixty (60) days written
notice of such termination.
STERLING HEREBY CERTIFIES that there is no intermediary involved between the
parties and that there are no state or federal taxes included in any of the above
charges.
THIS CONTRACT COMPRISES the entire contract between Sterling and the City
regarding Sterling's services for the effective period of this contract.
IN WITNESS WHEREOF, Sterling and authorized officials of the City have hereby set
their official signatures, at which time this contract shall take force and effect.
THIS CONTRACT IS HEREBY EXECUTED by the City of Temple City, California, by its
proper officers, this 14th day of June 2004.
CITY OF TEMPLE CITY, CALIFORNIA
} Title City Manager
Attest: ii1A eta/ Q.-a..v
Title: City Clerk
THIS CONTRACT JSWPROVED AND EXECUTED by an officer of Sterling Codifiers,
Inc. this day 2004.
L CODIFIERS, INC.
P esi ep
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