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HomeMy Public PortalAbout082-2020 - Sanitation - Donald Frye & Co. - SoftwareAGREEMENT THIS AGREEMENT made and entered into this S3 day of h Z , 2020, by and between the City of Richmond, Indiana, a municipal corporation acting by and through its Board of Sanitary Commissioners, with its office at 50 North 5ffi Street, Richmond, Indiana, 47374 (hereinafter referred to as the "City") and Donald R. Frey & Company, Inc., 40 N. Grand Avenue, Suite 303, Fort Thomas, KY 41075 (hereinafter referred to as the "Contractor"). SECTION I. STATEMENT AND SUBJECT OF WORK City retains Contractor for software, software updates, product support and product maintenance to City to assist in the operation of City's billing system for its Richmond Sanitary District customers. This is a sole source contract. The work by Contractor shall also include additional related work as directed and requested by the Director of the Richmond Sanitary District. The Contractor shall furnish all services necessary for the proper completion of all work specified. The Contractor shall, when requested by City, provide the software, software updates, and all support and maintenance benefits set forth in Exhibit "A". The Contractor shall also provide, at its own expense, competent supervision of the work required in this Agreement. SECTION II. STATUS OF CONTRACTOR Contractor shall be deemed to be an independent contractor and is not an employee or agent of the City of Richmond. SECTION III. COMPENSATION City shall pay Contractor an amount not to exceed Eighteen Thousand Five Hundred Thirty -Four Dollars and Ninety -Seven Cents ($18,534.97), as set forth in Invoice Number 16813, dated June 1, 2020, which Invoice is attached hereto and incorporated herein by reference as Exhibit "A". SECTION IV. TERM OF AGREEMENT This Agreement shall be effective for one (1) year, commencing July 25, 2020 and shall continue in effect until July 24, 2021, at which time this Agreement shall terminate, unless the parties extend this Agreement by a written and signed Addendum. Notwithstanding the term of this Agreement, City may terminate this Agreement in whole or in part, for cause, at any time by giving at least thirty (30) days written notice specifying the effective date and the reasons for termination which shall include but not be limited to the following: a. failure, for any reason of the Contractor to fulfill in a timely manner its obligations under this Agreement; b. submission of a report, other work product, or advice, whether oral or written, by the Contractor to the City that is incorrect, incomplete, or does not meet reasonable professional standards in any material respect; Contract No. 82-2020 c. ineffective or improper use of funds provided under this Agreement; d. suspension or termination of the grant funding to the City under which this Agreement is made; or e. unavailability of sufficient funds to make payment on this Agreement. This Agreement may also be terminated by either the City or the Contractor, in whole or in part, by mutual Agreement setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. This Agreement may also be terminated by either the City or the Contractor, without cause, by giving at least thirty (30) days written notice to the other party. In the event of termination of this Agreement, the City shall be required to make payment for all work performed prior to the date this Agreement is terminated, but shall be relieved of any other responsibility herein. SECTION V. INDEMNIFICATION AND INSURANCE Contractor agrees to obtain insurance and to indemnify the City for any damage or injury to person or property or any other claims which may arise from the Contractor's conduct or performance of this Agreement, either intentionally or negligently; provided, however, that nothing contained in this Agreement shall be construed as rendering the Contractor liable for acts of the City, its officers, agents, or employees. Contractor shall as a prerequisite to this Agreement, purchase and thereafter maintain such insurance as will protect it from the claims set forth below which may arise out of or result from the Contractor's operations under this Agreement, whether such operations by the Contractor or by any sub -contractors or by anyone directly or indirectly employed by any of them, or by anyone for whose acts the Contractor may be held responsible. Coverage A. Worker's Compensation & Disability Requirements B. Employer's Liability C. Comprehensive General Liability Section 1. Bodily Injury Section 2. Property Damage D. Comprehensive Auto Liability Section 1. Bodily Injury Limits Statutory $100,000 $1,000,000 each occurrence $2,000,000 aggregate $1,000,000 each occurrence $1,000,000 each person $1,000,000 each occurrence Section 2. Property Damage $1,000,000 each occurrence E. Comprehensive Umbrella Liability $1,000,000 each occurrence $1,000,000 aggregate F. Malpractice/Errors & Omissions Insurance $1,000,000 each occurrence $1,000,000 aggregate SECTION VI. COMPLIANCE WITH WORKER'S COMPENSATION LAW Contractor shall comply with all provisions of the Indiana Worker's Compensation law, and shall, before commencing work under this Agreement, provide the City a certificate of insurance, or a certificate from the industrial board showing that the Contractor has complied with Indiana Code Sections 22-3-2-5, 22-3-5-1 and 22-3-5-2. If Contractor is an out of state employer and therefore subject to another state's worker's compensation law, Contractor may choose to comply with all provisions of its home state's worker's compensation law and provide the City proof of such compliance in lieu of complying with the provisions of the Indiana Worker's Compensation Law. SECTION VII. COMPLIANCE WITH INDIANA E-VERIFY PROGRAM REQUIREMENTS Pursuant to Indiana Code 22-5-1.7, Contractor is required to enroll in and verify the work eligibility status of all newly hired employees of the contractor through the Indiana E-Verify program. Contractor is not required to verify the work eligibility status of all newly hired employees of the contractor through the Indiana E-Verify program if the Indiana E-Verify program no longer exists. Prior to the performance of this Agreement, Contractor shall provide to the City its signed Affidavit affirming that Contractor does not knowingly employ an unauthorized alien in accordance with IC 22-5-1.7-11 (a) (2). In the event Contractor violates IC 22-5-1.7 the Contractor shall be required to remedy the violation not later than thirty (30) days after the City notifies the Contractor of the violation. If Contractor fails to remedy the violation within the thirty (30) day period provided above, the City shall consider the Contractor to be in breach of this Agreement and this Agreement will be terminated. If the City determines that terminating this Agreement would be detrimental to the public interest or public property, the City may allow this Agreement to remain in effect until the City procures a new contractor. If this Agreement is terminated under this section, then pursuant to IC 22-5-1.7-13 (c) the Contractor will remain liable to the City for actual damages. SECTION VIII. PROHIBITION AGAINST DISCRIMINATION A. Pursuant to Indiana Code 22-9-1-10, Contractor, any sub -contractor, or any person acting on behalf of Contractor or any sub -contractor shall not discriminate against any employee or applicant for employment to be employed in the performance of this Agreement, with respect to hire, tenure, terms, conditions or privileges of employment or any matter directly or indirectly related to employment, because of race, religion, color, sex, disability, national origin, or ancestry. B. Pursuant to Indiana Code 5-16-6-1, the Contractor agrees: 1. That in the hiring of employees for the performance of work under this Agreement of any subcontract hereunder, Contractor, any subcontractor, or any person acting on behalf of Contractor or any sub -contractor, shall not discriminate by reason of race, religion, color, sex, national origin or ancestry against any citizen of the State of Indiana who is qualified and available to perform the work to which the employment relates; 2. That Contractor, any sub -contractor, or any person action on behalf of Contractor or any sub -contractor shall in no manner discriminate against or intimidate any employee hired for the performance of work under this Agreement on account of race, religion, color, sex, national origin or ancestry; 3. That there may be deducted from the amount payable to Contractor by the City under this Agreement, a penalty of five dollars ($5.00) for each person for each calendar day during which such person was discriminated against or intimidated in violation of the provisions of the Agreement; and 4. That this Agreement may be canceled or terminated by the City and all money due or to become due hereunder may be forfeited, for a second or any subsequent violation of the terms or conditions of this section of the Agreement. C. Violation of the terms or conditions of this Agreement relating to discrimination or intimidation shall be considered a material breach of this Agreement. SECTION IX. RELEASE OF LIABILITY Contractor hereby agrees to release and hold harmless the City and all officers, employees, or agents of the same from all liability which may arise in the course of Contractor's performance of its obligations pursuant to this Agreement. SECTION X. MISCELLANEOUS This Agreement is personal to the parties hereto and neither party may assign or delegate any of its rights or obligations hereunder without the prior written consent of the other party. Any such delegation or assignment, without the prior written consent of the other party, shall be null and void. This Agreement shall be controlled by and interpreted according to Indiana law and shall be binding upon the parties, their successors and assigns. This document constitutes the entire Agreement between the parties, although it may be altered or amended in whole or in part at any time by filing with the Agreement a written instrument setting forth such changes signed by both parties. By executing this Agreement the parties agree that this document supersedes any previous discussion, negotiation, or conversation relating to the subject matter contained herein. This Agreement may be simultaneously executed in several counterparts, each of which shall be an original and all of which shall constitute but one and the same instrument. The parties hereto submit to jurisdiction of the courts of Wayne County, Indiana, and any suit arising out of this Contract must be filed in said courts. The parties specifically agree that no arbitration or mediation shall be required prior to the commencement of legal proceedings in said Courts. By executing this Agreement, Contractor is estopped from bringing suit or any other action in any alternative forum, venue, or in front of any other tribunal, court, or administrative body other than the Circuit or Superior Courts of Wayne County, Indiana, regardless of any right Contractor may have to bring such suit in front of other tribunals or in other venues. In the event of any breach of this Agreement by Contractor, and in addition to any other damages or remedies, Contractor shall be liable for all costs incurred by City in its efforts to enforce this Agreement, including but not limited to, City's reasonable attorney's fees. In the event that an ambiguity, question of intent, or a need for interpretation of this Agreement arises, this Agreement shall be construed as if drafted jointly by the parties, and no presumption or burden of proof shall arise favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement. Any person executing this Contract in a representative capacity hereby warrants that he/she has been duly authorized by his or her principal to execute this Contract and that such authorization has not been revoked or rescinded. IN WITNESS WI]EREOF, the parties have executed this Agreement at Richmond, Indiana, as of the day and year first written above, although signatures may be affixed on different dates. "CITY" The City of Richmond, Indiana, by and through its Board of nitary Commissioners Sue Miller, President A — - - res n �"G _ teins, Member ated: Ci / 23/U APPROVED: David ow, a r Dated: o-7 "CONTRACTOR" Donald R. Frey & Company, Inc. Nam J w ( J54 6al Title Pap!; Dated: ULL L,( Invoice Number: 16813 x ,w Lavoice Date: 6/1/2020 Invoice Due Date: 7/25/2020 Terms NET DUE BEFORE SUPPORT Bill Ta ! CI T Y OF RICHMOND JUN zOZO RICH1vf0 ND SANITARY DISTRICT 2380 LIBERTY AVENUE I--AT10 RICIB.10NI), IN 47374 Instructions: ALL UPDATES •A --E I-NCLUDED IN SUPPORT COST Customer Number: 454. Customer P.O.: Order Date: 6/1/2020 Ship To: CITY OF RICHMOND RICHMOND SANITARY DISTRICT 2380 LIBERTY AVENUE RICHMOND, IN 47374. ®esc�i�iioh Unit Quantity' lln -Cost Amlount ONE YEAR SUPPORT FOR "CUBIC" COMPREHENSIVE UTILITY BILLING SYSTEM FROM DULY 25TH (AR, HH, DD, PDP, IB, CASS, II, EB) 10 USERS - 67,000 TOKENS CUBIC ANNUAL SUPPORT' YEAR 1.000'.' 17,336.97 17,336.97 CUBIC INTERNET HOSTING YEAR 1.000 1,000.00 1,000.00 XDBC INTERFACE - 2 USERS XDBC SUPPORT YEAR 1.000 198.00 198.00 Sub -Total: 18,534.97 Freight: 0.00 Taxes: 0.00 ]Pay This Amount Invoice Total: $13,534.97 G:ET. TYKE 1�16S T QUT OlF lB?IJ�S'� sCH9:l�S; a✓UBQO IM AIVY lar:C W i O UL1E.S AVA 9I,A B L >E TQ IEN.HA.--NNE YOUR PRO, 1 QJ 7 8�!Jt 3' +CALLTQ�DAY-6.9-T A QUOTE G E,T •IT N YQUIR BU .SET AN ' - A��ADt Donald R. Frey & Co., Inc. 40 N. Grand Avenue, Suite 303, Ft. Thomas, KY 41075 * Phone: Local (859) 441-6566 * (800) 659-3739 T Fax: (859) 441-7152 Page 1 of 1