HomeMy WebLinkAboutJohnson Controls Fire Protection LP Formal Cooperative Purchase Agreement - 2-2-24GSD-B Formal Product CPA - DPW (12-2022)
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FORMAL COOPERATIVE PURCHASE AGREEMENT
THIS AGREEMENT (Agreement) is made and entered into, effective on
______________________, by and between CITY OF FRESNO, a California municipal
corporation (City), and Johnson Controls Fire Protection LP, a Delaware Limited
Partnership (Vendor).
AGREEMENT
NOW, THEREFORE, in consideration of the foregoing and of the covenants, conditions,
and promises hereinafter contained to be kept and performed by the respective parties,
it is mutually agreed as follows:
1.The Charter for the City allows for cooperative purchase agreements for materials,
supplies, and equipment. The City may use another government agency’s
agreement, as an exception to the competitive bid process. The Parties agree that
the Vendor has entered a contract with Sourcewell, a State of Minnesota local
government agency, for Facility Security Systems, Equipment, and Software with
Related Services, Sourcewell contract 030421-JHN (Original Government
Contract). The solicitation for the Original Government Contract is attached as
Exhibit A.
2.Vendor’s Obligation. Vendor shall provide those services and carry out that work
described in the Original Government Contract, which is attached hereto as
Exhibit B and is incorporated herein by reference, subject to all the terms and
conditions contained or incorporated herein.
3.City’s Obligation. City shall make to the Vendor those payments described in
Exhibits A and B, subject to all the terms and condition contained or incorporated
herein
4.Notwithstanding the requirements that the Original Government Contract is fully
binding on the Parties, the parties have agreed to modify certain non-material
provisions of the Original Government Contract as applied to this Agreement
between the Vendor and the City, as follows:
a) City’s Insurance and Indemnity provisions attached as Exhibit C.
b)Address change for the City: Notwithstanding the address and contract
information for the government entity as set out in Exhibit B, the Vendor
agrees that notices and invoices will be sent to:
City of Fresno
Attention: Sarah Beye
2600 Fresno Street
Fresno, CA 93721
Phone: (559) 621-7112
E-mail: Sarah.Beye@fresno.gov
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c) Notwithstanding anything in Exhibits A and B to the contrary, this
Agreement shall be governed by, and construed and enforced in
accordance with , the laws of the State of California, excluding however,
any conflict of laws rule which would apply the law of another jurisdiction.
Venue for purposes of the filing of any action regarding the enforcement or
interpretation of this Agreement and any rights and duties hereunder shall
be Fresno County, California.
d) All other provisions in the Original Government Contract are fully binding on
the parties and will represent the agreement between the City and the
Vendor.
5. The City Manager, or designee, is hereby authorized and directed to execute and
implement this Agreement. The previous sentence is not intended to delegate any
authority to the City Manager to administer the Agreement, any delegation of
authority must be expressly included in the Agreement.
[Signatures follow on the next page.]
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IN WITNESS WHEREOF, the parties have executed this Agreement at Fresno,
California, the day and year first above written.
CITY OF FRESNO,
a California municipal corporation
By:
Melissa Perales
Purchasing Manager
General Services Department
APPROVED AS TO FORM:
ANDREW JANZ
City Attorney
By:
Date
Supv./Sr. Deputy City Attorney
ATTEST:
TODD STERMER, CMC
City Clerk
By:
Deputy
JOHNSON CONTROLS FIRE
PROTECTION LP, a Delaware Limited
Partnership
By:
Name:
Title:
(If corporation or LLC., Board Chair,
Pres. or Vice Pres.)
By:
Name:
Title:
(If corporation or LLC., CFO, Treasurer,
Secretary or Assistant Secretary)
VENDOR:
Johnson Controls Fire Protection LP
Attention: Grant Barnes
2788 N. Larkin Ave,
Fresno, CA 93727
Phone: (559) 259-8469
E-mail: grant.barnes@jci.com
Attachments:
Exhibit A - Original Solicitation
Exhibit B - Original Government Contract
Exhibit C - City’s Insurance and Indemnity
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Jason Schiavon
12/4/2023
Fire Service Manager
Matthew Thomas, General Manager
Market Director
12/12/2023
2/2/2024
2/2/2024
2/2/2024
EXHIBIT A
Original Solicitation
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RFP #030421
REQUEST FOR PROPOSALS
for
Facility Security Systems, Equipment, and Software with Related Services
Proposal Due Date: March 4, 2021, 4:30 p.m., Central Time
Sourcewell, a State of Minnesota local government agency and service cooperative, is requesting
proposals for Facility Security Systems, Equipment, and Software with Related Services to result
in a contracting solution for use by its Participating Entities. Sourcewell Participating Entities
include thousands of governmental, higher education, K-12 education, nonprofit, tribal
government, and other public agencies located in the United States and Canada. A full copy of
the Request for Proposals can be found on the Sourcewell Procurement Portal
[https://proportal.sourcewell-mn.gov]. Only proposals submitted through the Sourcewell
Procurement Portal will be considered. Proposals are due no later than March 4, 2021, at 4:30
p.m. Central Time, and late proposals will not be considered.
Solicitation Schedule
Public Notice of RFP Published: January 14, 2021
Pre-proposal Conference: February 9, 10:00 a.m., Central Time
Question Submission Deadline: February 25, 4:30 p.m., Central Time
Proposal Due Date: March 4, 2021, 4:30 p.m., Central Time
Late responses will not be considered.
Opening: March 4, 2021, 6:30 p.m., Central Time **
** SEE RFP SUB -SECTION V. G. “OPENING”
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I. ABOUT SOURCEWELL PARTICIPATING ENTITIES
A. SOURCEWELL
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 facilitates
a competitive public solicitation and contract award process for the benefit of its 50,000+
participating entities across the United States and Canada. Sourcewell’s solicitation process
complies with State of Minnesota law and policies, conforms to Canadian trade agreements,
and results in cooperative contracting solutions from which Sourcewell’s Participating Entities
procure equipment, products, and services.
Cooperative contracting provides participating entities and vendors increased administrative
efficiencies and the power of combined purchasing volume that result in overall cost savings. At
times, Sourcewell also partners with other purchasing cooperatives to combine the purchasing
volume of their membership into a single solicitation and contract expanding the reach of
contracted vendors’ potential pool of end users.
Sourcewell uses a website-based platform, the Sourcewell Procurement Portal, through which
all proposals to this RFP must be submitted.
B. USE OF RESULTING CONTRACTS
In the United States, Sourcewell’s contracts are available for use by:
• Federal and state government entities;
• Cities, towns, and counties/parishes;
• Education service cooperatives;
• K-12 and higher education entities;
• Tribal government entities;
• Some nonprofit entities; and
• Other public entities.
In Canada, Sourcewell’s contracts are available for use by:
• Provincial and territorial government departments, ministries, agencies, boards,
councils, committees, commissions, and similar agencies;
• Regional, local, district, and other forms of municipal government, municipal
organizations, school boards, and publicly-funded academic, health, and social service
entities referred to as MASH sector (this should be construed to include but not be
limited to the Cities of Calgary, Edmonton, Toronto, Calgary, Ottawa, and Winnipeg), as
well as any corporation or entity owned or controlled by one or more of the preceding
entities;
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• Crown corporations, government enterprises, and other entities that are owned or
controlled by these entities through ownership interest;
• Members of the Rural Municipalities of Alberta (RMA) and their represented
Associations, Saskatchewan Association of Rural Municipalities (SARM), Saskatchewan
Urban Municipalities Association (SUMA), Association of Manitoba Municipalities
(AMM), Local Authority Services (LAS), Municipalities Newfoundland and Labrador
(MNL), Nova Scotia Federation of Municipalities (NSFM), and Federation of Prince
Edward Island Municipalities (FPEIM).
For a listing of current United States and Canadian Participating Entities visit Sourcewell’s
website (note: there is a tab for each country’s listing): https://www.sourcewell-
mn.gov/sourcewell-for-vendors/agency-locator.
Access to contracted equipment, products, or services by Participating Entities is typically
through a purchase order issued directly to the applicable vendor. A Participating Entity may
request additional terms or conditions related to a purchase. Use of Sourcewell contracts is
voluntary and Participating Entities retain the right to obtain similar equipment, products, or
services from other sources.
To meet Participating Entities’ needs, public notice of this RFP has been broadly published,
including notification in the United States to each state-level procurement department for
possible re-posting.
Proof of publication will be available at the conclusion of the solicitation process.
II. EQUIPMENT, PRODUCTS, AND SERVICES
A. SOLUTIONS-BASED SOLICITATION
This RFP and contract award process is a solutions-based solicitation; meaning that Sourcewell
is seeking equipment, products, or services that meet the general requirements of the scope of
this RFP and that are commonly desired or are required by law or industry standards.
B. REQUESTED EQUIPMENT, PRODUCTS, OR SERVICES
It is expected that Proposers will offer a wide array of equipment, products, or services at lower
prices and with better value than what they would ordinarily offer to a single government
entity, a school district, or a regional cooperative.
1. Sourcewell is seeking proposals for Facility Security Systems, Equipment, and Software
with Related Services, including, but not to be limited to:
a. Alarm, alert, and signal systems;
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b. Building security automation and integration, lighting control, and occupancy
detection solutions;
c. Fire detection, sprinkler and suppression systems;
d. Intrusion and breach prevention and detection solutions;
e. Glass and window security, armor, and ballistic applications and solutions;
f. Closed circuit television (CCTV), surveillance, and recording solutions;
g. Facility and parking access control solutions;
h. Artificial Intelligence (AI) and robotic surveillance solutions;
i. Facial recognition and thermal screening solutions; and,
j. Training, consultative, monitoring, and administrative or technical support services,
and supplies related to a proposer’s offering of the solutions identified in Section 1.
a. – i. above.
2. The primary focus of this solicitation is on Facility Security Systems, Equipment, and
Software with Related Services. This solicitation should NOT be construed to include:
a. Body-worn or vehicle-mounted cameras; and,
b. Security personnel services
3. This solicitation does not include those equipment, products, or services covered under
categories included in contracts currently maintained by Sourcewell:
a. Public Sector and Education Administration Software Solutions with Related Services
(RFP #090320)
Proposers may include related equipment, accessories, and services to the extent that these
solutions are complementary to the equipment, products, or service(s) being proposed.
Generally, the solutions for Participating Entities are turn -key solutions, providing a
combination of equipment, products and services, delivery, and installation to a properly
operating status. However, equipment or products only solutions may be appropriate for
situations where Participating Entities possess the ability, either in-house or through local third-
party contractors, to properly install and bring to operation the equipment or products being
proposed.
Sourcewell prefers vendors that provide a sole source of responsibility for the products and
services provided under a resulting contract. If Proposer requires the use of dealers, resellers,
or subcontractors to provide the products or services, the Proposal should address how the
products or services will be provided to Participating Entities and describe the network of
dealers, resellers, and/or subcontractors that will be available to serve Participating Entities
under a resulting contract.
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Sourcewell desires the broadest possible selection of equipment, products, and services being
proposed over the largest possible geographic area and to the largest possible cross-section of
Sourcewell current and future Participating Entities.
C. REQUIREMENTS
It is expected that Proposers have knowledge of all applicable industry standards, laws, and
regulations and possess an ability to market and distribute the equipment, products, or services
to Participating Entities.
1. Safety Requirements. All items proposed must comply with current applicable safety or
regulatory standards or codes.
2. Deviation from Industry Standard. Deviations from industry standards must be
identified with an explanation of how the equipment, products, and services will
provide equivalent function, coverage, performance, and/or related services.
3. New Equipment and Products. Proposed equipment and products must be for new,
current model; however, Proposer may offer certain close-out equipment or products if
it is specifically noted in the Pricing proposal.
4. Delivered and operational. Unless clearly noted in the Proposal, equipment and
products must be delivered to the Participating Entity as operational.
5. Warranty. All equipment, products, supplies, and services must be covered by a
warranty that is the industry standard or better.
D. ANTICIPATED CONTRACT TERM
Sourcewell anticipates that the term of any resulting contract(s) will be four (4) years. Up to
two one-year extensions may be offered based on the best interests of Sourcewell and its
Participating Entities.
E. ESTIMATED CONTRACT VALUE AND USAGE
Based on past volume of similar contracts, the estimated annual value of all transactions from
contracts resulting from this RFP are anticipated to be USD $45 Million; therefore, proposers
are expected to propose volume pricing. Sourcewell anticipates considerable activity under the
contract(s) awarded from this RFP; however, sales and sales volume from any resulting contract
are not guaranteed.
F. MARKETING PLAN
Proposer’s sales force will be the primary source of communication with Participating Entities.
The Proposer’s Marketing Plan should demonstrate Proposer’s ability to deploy a sales force or
dealer network to Participating Entities, as well as Proposer’s sales and service capabilities. It is
expected that Proposer will promote and market any contract award.
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G. ADDITIONAL CONSIDERATIONS
1. Contracts will be awarded to Proposers able to best meet the need of Participating
Entities. Proposers should submit their complete line of equipment, products, or
services that are applicable to the scope of this RFP.
2. Proposers should include all relevant information in its proposal, since Sourcewell
cannot consider information that is not included in the Proposal. Sourcewell reserves
the right to verify Proposer’s information and may request clarification from a Proposer,
including samples of the proposed equipment or products.
3. Depending upon the responses received in a given category, Sourcewell may need to
organize responses into subcategories in order to provide the broadest coverage of the
requested equipment, products, or services to Participating Entities. Awards may be
based on a subcategory.
4. A Proposer’s documented negative past performance with Sourcewell or its
Participating Entities occurring under a previously awarded Sourcewell contract may be
considered in the evaluation of a proposal.
III. PRICING
A. REQUIREMENTS
All proposed pricing must be:
1. Either Line-Item Pricing or Percentage Discount from Catalog Pricing, or a combination of
these:
a. Line-item Pricing is pricing based on each individual product or services. Each line must
indicate the Vendor’s published “List Price,” as well as the “Contract Price.”
b. Percentage Discount from Catalog or Category is based on a percentage discount from
a catalog or list price, defined as a published Manufacturer’s Suggested Retail Price
(MSRP) for the products or services. Individualized percentage discounts can be
applied to any number of defined product groupings. Proposers will be responsible
for providing and maintaining current published MSRP with Sourcewell, and this
pricing must be included in its proposal and provided throughout the term of any
Contract resulting from this RFP.
2. The Proposer’s ceiling price (Ceiling price means that the proposed pricing will be
considered as the highest price for which equipment, products, or services may be billed
to a Participating Entity). However, it is permissible for vendors to sell at a price that is
lower than the contracted price;
3. Stated in U.S. and Canadian dollars (as applicable); and
4. Clearly understood, complete, and fully describe the total cost of acquisition (e.g., the
cost of the proposed equipment, products, and services delivered and operational for its
intended purpose in the Participating Entity’s location).
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Proposers should clearly identify any costs that are NOT included in the proposed product or
service pricing. This may include items such as installation, set up, mandatory training, or initial
inspection. Include identification of any parties that impose such costs and their relationship to
the Proposer. Additionally, Proposers should clearly describe any unique distribution and/or
delivery methods or options offered in the Proposal.
B. ADMINISTRATIVE FEES
Proposers are expected to pay to Sourcewell an administrative fee in exchange for Sourcewell
facilitating the resulting contracts. The administrative fee is normally calculated as a percentage
of the total sales to Participating Entities for all contracted equipment, products, or services made
during a calendar quarter, and is typically one percent (1%) to two percent (2%). In some
categories, a flat fee may be an acceptable alternative.
IV. CONTRACT
Proposers awarded a contract will be required to execute a contract with Sourcewell (see
attached template). Only those modifications the Proposer indicates in its proposal will be
available for discussion. Much of the language in the Contract reflects Minnesota legal
requirements and cannot be altered. Numerous and/or onerous exceptions that contradict
Minnesota law may result in the Proposal being disqualified from further review and
evaluation.
To request a modification to the Contract terms, conditions, or specifications, a Proposer must
complete and submit the Exceptions to Terms, Conditions, or Specifications table, with all
requested modifications, through the Sourcewell Procurement Portal at the time of submitting
the Proposer’s Proposal. Exceptions must:
1. Clearly identify the affected article and section, and
2. Clearly note what language is requested to be modified.
Unclear requests will be automatically denied.
Only those exceptions that have been accepted by Sourcewell will be included in the contract
document provided to the awarded vendor for signature.
If a Proposer receives a contract award resulting from this solicitation it will have up to 30 days
to sign and return the contract. After that time, at Sourcewell’s sole discretion, the contract
award may be revoked.
V. RFP PROCESS
A. PRE-PROPOSAL CONFERENCE
Sourcewell will hold an optional, non-mandatory pre-proposal conference via webcast on the
date and time noted on page one of this RFP and on the Sourcewell Procurement Portal. The
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purpose of this conference is to allow potential Proposers to ask questions regarding this RFP
and Sourcewell’s competitive contracting process. Information about the webcast will be sent
to all entities that have registered for this solicitation opportunity through their Sourcewell
Procurement Portal Vendor Account. Pre -proposal conference attendance is optional.
B. QUESTIONS REGARDING THIS RFP AND ORAL COMMUNICATION
Questions regarding this RFP must be submitted through the Sourcewell Procurement Portal.
The deadline for submission of questions is found in the Solicitation Schedule and on the
Sourcewell Procurement Portal. Answers to questions will be issued through an addendum to
this RFP. Repetitive questions will be summarized into a single answer and identifying
information will be removed from the submitted questions.
All questions, whether specific to a Proposer or generally related to the RFP, must be submitted
using this process. Do not contact individual Sourcewell staff to ask questions or request
information as this may disqualify the Proposer from responding to this RFP. Sourcewell will not
respond to questions submitted after the deadline.
C. ADDENDA
Sourcewell may modify this RFP at any time prior to the proposal due date by issuing an
addendum. Addenda issued by Sourcewell become a part of the RFP and will be delivered to
potential Proposers through the Sourcewell Procurement Portal. Sourcewell accepts no liability
in connection with the delivery of any addenda.
Before a proposal will be accepted through the Sourcewell Procurement Portal, all addenda, if
any, must be acknowledged by the Proposer by checking the box for each addendum. It is the
responsibility of the Proposer to check for any addenda that may have been issued up to the
solicitation due date and time.
If an addendum is issued after a Proposer submitted its proposal, the Sourcewell Procurement
Portal will WITHDRAW the submission and change the Proposer’s proposal status to
INCOMPLETE. The Proposer can view this status change in the “MY BIDS” section of the
Sourcewell Procurement Portal Vendor Account. The Proposer is solely responsible to check the
“MY BIDS” section of the Sourcewell Procurement Portal Vendor Account periodically after
submitting its Proposal (and up to the Proposal due date). If the Proposer’s Proposal status has
changed to INCOMPLETE, the Proposer is solely responsible to:
i) make any required adjustments to its proposal;
ii) acknowledge the addenda; and
iii) ensure the re-submitted proposal is received through the Sourcewell Procurement Portal
no later than the Proposal Due Date and time shown in the Solicitation Schedule above.
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D. PROPOSAL SUBMISSION
Proposer’s complete proposal must be submitted through the Sourcewell Procurement Portal
no later than the date and time specified in the Solicitation Schedule. Any other form of
proposal submission, whether electronic, paper, or otherwise, will not be considered by
Sourcewell. Late proposals will not be considered. It is the Proposer’s sole responsibility to
ensure that the proposal is received on time.
It is recommended that Proposers allow sufficient time to upload the proposal and to resolve
any issues that may arise. The time and date that a Proposal is received by Sourcewell is solely
determined by the Sourcewell Procurement Portal web clock.
In the event of problems with the Sourcewell Procurement Portal, follow the instructions for
technical support posted in the portal. It may take up to twenty-four (24) hours to respond to
certain issues.
Upon successful submission of a proposal, the Portal will automatically generate a confirmation
email to the Proposer. If the Proposer does not receive a confirmation email, contact
Sourcewell’s support provider at support@bidsandtenders.ca.
To ensure receipt of the latest information and updates via email regarding this solicitation, or
if the Proposer has obtained this solicitation document from a third party, the onus is on the
Proposer to create a Sourcewell Procurement Portal Vendor Account and register for this
solicitation opportunity.
Within the Procurement Portal, all proposals must be digitally acknowledged by an authorized
representative of the Proposer attesting that the information contained in in the proposal is
true and accurate. By submitting a proposal, Proposer warrants that the information provided
is true, correct, and reliable for purposes of evaluation for potential contract award. The
submission of inaccurate, misleading, or false information is grounds for disqualification from a
contract award and may subject the Proposer to remedies available by law.
E. GENERAL PROPOSAL REQUIREMENTS
Proposals must be:
• In substantial compliance with the requirements of this RFP or it will be considered
nonresponsive and be rejected.
• Complete. A proposal will be rejected if it is conditional or incomplete.
• Submitted in English.
• Valid and irrevocable for 90 days following the Proposal Due Date.
Any and all costs incurred in responding to this RFP will be borne by the Proposer.
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F. PROPOSAL WITHDRAWAL
Prior to the proposal deadline, a Proposer may withdraw its proposal.
G. OPENING
The Opening of Proposals will be conducted electronically through the Sourcewell Procurement
Portal. A list of all Proposers will be made publicly available in the Sourcewell Procurement
Portal after the Proposal Due Date, but no later than the Opening time listed in the Solicitation
Schedule.
To view the list of Proposers, verify that the Sourcewell Procurement Portal opportunities list
search is set to “All” or “Closed.” The solicitation status will automatically change to “Closed”
after the Proposal Due Date and Time.
VI. EVALUATION AND AWARD
A. EVALUATION
It is the intent of Sourcewell to award one or more contracts to responsive and responsible
Proposer(s) offering the best overall quality, selection of equipment, products, and services,
and price that meet the commonly requested specifications of Sourcewell and its Participating
Entities. The award(s) will be limited to the number of Proposers that Sourcewell determines is
necessary to meet the needs of Participating Entities. Factors to be considered in determining
the number of contracts to be awarded in any category may include the following:
• The number of and geographic location of:
o Proposers necessary to offer a comprehensive selection of equipment, products, or
services for Participating Entities’ use.
o A Proposer’s sales and service network to assure availability of product supply and
coverage to meet Participating Entities’ anticipated needs.
• Total evaluation scores.
• The attributes of Proposers, and their equipment, products, or services, to assist
Participating Entities achieve environmental and social requirements, preferences, and
goals. Information submitted as part of a proposal should be as specific as possible
when responding to the RFP. Do not assume Sourcewell’s knowledge about a specific
vendor or product.
B. AWARD(S)
Award(s) will be made to the Proposer(s) whose proposal conforms to all conditions and
requirements of the RFP, and consistent with the award criteria defined in this RFP.
Sourcewell may request written clarification of a proposal at any time during the evaluation
process.
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Proposal evaluation will be based on the following scoring criteria and the Sourcewell Evaluator
Scoring Guide (available in the Sourcewell Procurement Portal):
Conformance to RFP Requirements 50
Financial Viability and Marketplace Success 75
Ability to Sell and Deliver Service 100
Marketing Plan 50
Value Added Attributes 75
Warranty 50
Depth and Breadth of Offered Equipment, Products, or Services 200
Pricing 400
TOTAL POINTS 1000
C. PROTESTS OF AWARDS
Any protest made under this RFP by a Proposer must be in writing, addressed to Sourcewell’s
Executive Director, and delivered to the Sourcewell office located at 202 12th Street NE, P.O.
Box 219, Staples, MN 56479. The protest must be received no later than 10 calendar days’
following Sourcewell’s notice of contract award(s) or non-award and must be time stamped by
Sourcewell no later than 4:30 p.m., Central Time.
A protest must include the following items:
• The name, address, and telephone number of the protester;
• The original signature of the protester or its representative;
• Identification of the solicitation by RFP number;
• A precise statement of the relevant facts;
• Identification of the issues to be resolved;
• Identification of the legal or factual basis;
• Any additional supporting documentation; and
• Protest bond in the amount of $20,000, except where prohibited by law or treaty.
Protests that do not address these elements will not be reviewed.
D. RIGHTS RESERVED
This RFP does not commit Sourcewell to award any contract and a proposal may be rejected if it
is nonresponsive, conditional, incomplete, conflicting, or misleading. Proposals that contain
false statements or do not support an attribute or condition stated by the Proposer may be
rejected.
Sourcewell reserves the right to:
• Modify or cancel this RFP at any time;
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• Reject any and all proposals received;
• Reject proposals that do not comply with the provisions of this RFP;
• Select, for contracts or for discussion, a proposal other than that with the lowest cost;
• Independently verify any information provided in a Proposal;
• Disqualify any Proposer that does not meet the requirements of this RFP, is debarred or
suspended by the United States or Canada, State of Minnesota, Participating Entity’s
state or province; has an officer, or other key personnel, who have been charged with a
serious crime; or is bankrupt, insolvent, or where bankruptcy or insolvency are a
reasonable prospect;
• Waive or modify any informalities, irregularities, or inconsistencies in the proposals
received;
• Clarify any part of a proposal and discuss any aspect of the proposal with any Proposer;
and negotiate with more than one Proposer;
• Award a contract if only one responsive proposal is received if it is in the best interest of
Participating Entities; and
• Award a contract to one or more Proposers if it is in the best interest of Participating
Entities.
E. DISPOSITION OF PROPOSALS
All materials submitted in response to this RFP will become property of Sourcewell and will
become public record in accordance with Minnesota Statutes Section 13.591, after negotiations
are complete. Sourcewell considers that negotiations are complete upon execution of a
resulting contract. It is the Proposer’s responsibility to clearly identify any data submitted that it
considers to be protected. Proposer must also include a justification for the classification citing
the applicable Minnesota law.
Sourcewell will not consider the prices submitted by the Proposer to be confidential,
proprietary, or trade secret materials. Financial information, including financial statements,
provided by a Proposer is not considered trade secret under the statutory definition.
The Proposer understands that Sourcewell will reject proposals that are marked confidential or
nonpublic, either substantially or in their entirety.
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
1/19/2021
Addendum No. 1
Solicitation Number: RFP 030421
Solicitation Name: Facility Security Systems, Equipment, and Software with Related
Services
Consider the following Question and Answer to be part of the above-titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
Are metal detectors a part of this solicitation? If so, what are the requirements?
Answer 1:
Sourcewell utilizes a competitive, solutions-based solicitation approach that is not based
on detailed specifications or finite quantities for our cooperative contract awards. Each
proposer, in its discretion, will propose the equipment, products, and services that it
deems to fall within Sourcewell’s requested equipment, products, and services as
described in RFP Section II. B (Requested Equipment, Products and Services). However,
only those products within the scope of the RFP will be included in any contract
awarded by Sourcewell as a result of this solicitation.
End of Addendum
Acknowledgement of this Addendum to RFP 030421 posted to the Sourcewell
Procurement Portal on 1/19/2021, is required at the time of proposal submittal.
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
1/28/2021
Addendum No. 2
Solicitation Number: RFP 030421
Solicitation Name: Facility Security Systems, Equipment, and Software with Related
Services
Consider the following Question and Answer to be part of the above-titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
We are reaching out to confirm interest in attending the pre-proposal conference
scheduled for February 9th. May we please request further information as to how to
attend?
Answer 1:
Login instructions will be posted to the "Documents" section of the RFP’s “Bid Details”
page on the Sourcewell Procurement Portal and available to registered suppliers two
business days prior to the web conference. A notification email will also be sent to
registered suppliers when the instructions are posted.
End of Addendum
Acknowledgement of this Addendum to RFP 030421 posted to the Sourcewell
Procurement Portal on 1/28/2021, is required at the time of proposal submittal.
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
2/2/2021
Addendum No. 3
Solicitation Number: RFP 030421
Solicitation Name: Facility Security Systems, Equipment, and Software with Related
Services
Consider the following Question and Answer to be part of the above-titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
In reference to RFP Section V. E. - General Proposal Requirements, please clarify what it
means to have a "Complete" Proposal. There is no reference to a proposal structure
throughout the RFP document. Will Sourcewell offer instructions to bidders outlining
what needs to be followed in order to meet your RFP requirements?
Answer 1:
All proposals must be submitted through the Sourcewell Procurement Portal. Guidance
on preparing a response in the Portal can be found in the “Submit Response Guide”
found on the “Bids Homepage” in the Resource Materials section. After selecting “Start
Submission” from the Bid Details page, a proposer will navigate to Step 1 to begin the
submission.
End of Addendum
Acknowledgement of this Addendum to RFP 030421 posted to the Sourcewell
Procurement Portal on 2/2/2021, is required at the time of proposal submittal.
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
2/4/2021
Addendum No. 4
Solicitation Number: RFP 030421
Solicitation Name: Facility Security Systems, Equipment, and Software with Related
Services
Consider the following RFP Amendment to be part of the above-titled solicitation
documents. The remainder of the documents remain unchanged.
RFP Amendment:
As the result of a typographical error, two incomplete dates were included in the RFP
Solicitation Schedule at the time of publication. The following updated Solicitation
Schedule is revised to insert the missing information, to read as indicated:
Solicitation Schedule
Public Notice of RFP Published: January 14, 2021
Pre-proposal Conference: February 9, 2021, 10:00 a.m., Central Time
Question Submission Deadline: February 25, 2021, 4:30 p.m., Central Time
Proposal Due Date: March 4, 2021, 4:30 p.m., Central Time
Late responses will not be considered.
Opening: March 4, 2021, 6:30 p.m., Central Time **
The remainder of all other RFP content remains unchanged.
End of Addendum
Acknowledgement of this Addendum to RFP 030421 posted to the Sourcewell
Procurement Portal on 2/4/2021, is required at the time of proposal submittal.
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
2/10/2021
Addendum No. 5
Solicitation Number: RFP 030421
Solicitation Name: Facility Security Systems, Equipment, and Software with Related
Services
Consider the following Question and Answer to be part of the above-titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
Will regional service providers be considered for award?
Answer 1:
A proposer is not required to cover every geographic region to be considered for award.
Each proposal is evaluated based on the criteria stated in the RFP.
End of Addendum
Acknowledgement of this Addendum to RFP 030421 posted to the Sourcewell
Procurement Portal on 2/10/2021, is required at the time of proposal submittal.
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
2/18/2021
Addendum No. 6
Solicitation Number: RFP 030421
Solicitation Name: Facility Security Systems, Equipment, and Software with Related
Services
Consider the following Questions and Answers to be part of the above-titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
The Buy American Act (BAA) is referenced, which applies to all U.S. federal government
agency purchases of goods. Therefore, any BAA requirement would only be applicable
to those orders for state or other agencies using Federal funding. Please elaborate on
how BAA would be applicable to resultant purchase orders.
Answer 1:
Refer to Sourcewell contract template Section 21. – Provisions for Non-United States
Federal Entity Procurement Under United States Federal Awards or Other Awards,
which states, “… The following list only applies when a Participating Entity accesses
Vendor’s Equipment, Products, or Services with United States federal funds.”
A proposer may request a modification to the Sourcewell contract template as part of a
proposal. To request a modification to the template contract terms, conditions, or
specifications, a proposer may complete and submit the Exceptions to Terms,
Conditions, or Specifications Table, which is found as the final Table of Step 1 in the
proposal submission process.
Question 2:
RE: Table 5 - Please define "Size of Transactions"
Answer 2:
It is left to the discretion of each proposer to determine the information necessary to
best demonstrate their marketplace success and satisfy all the requirements included in
the questionnaire tables.
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
End of Addendum
Acknowledgement of this Addendum to RFP 030421 posted to the Sourcewell
Procurement Portal on 2/18/2021, is required at the time of proposal submittal.
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
2/24/2021
Addendum No. 7
Solicitation Number: RFP 030421
Solicitation Name: Facility Security Systems, Equipment, and Software with Related
Services
Consider the following Questions and Answers to be part of the above-titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
If we choose to only propose one or two categories from the category list provided in
Table 14B of the online submission, would we be considered for award?
Answer 1:
A proposer is not required to offer all possible items or services within the scope of the
solicitation to be considered for award. However, proposals are evaluated based on the
criteria as stated in the RFP.
Question 2:
Is there a CLIN pricing document that needs to be downloaded, or do we submit pricing
via the portal by category?
Answer 2:
Each proposer, in its discretion, will determine and propose the pricing approach that
aligns with its business methods and satisfies all the requirements of RFP Section III. A. –
Pricing.
Question 3:
Will Sourcewell consider a one-week extension to the RFP deadline?
Answer 3:
An extension to the proposal due date is not anticipated at this time.
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
End of Addendum
Acknowledgement of this Addendum to RFP 030421 posted to the Sourcewell
Procurement Portal on 2/24/2021, is required at the time of proposal submittal.
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
2/25/2021
Addendum No. 8
Solicitation Number: RFP 030421
Solicitation Name: Facility Security Systems, Equipment, and Software with Related
Services
Consider the following Questions and Answers to be part of the above-titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
We have numerous locations across the United States which are individually owned. Can
we submit a proposal with standardized pricing as one entity?
Answer 1:
Refer to RFP Section II. B. – Requested Equipment, Products, or Services – “If Proposer
requires the use of dealers, resellers, or subcontractors to provide the products or
services, the Proposal should address how the products or services will be provided to
Members and describe the network of dealers, resellers, and/or subcontractors that will
be available to serve Sourcewell Members under a resulting contract.”
Question 2:
For the annual sales volume for contracts over the past three years, are you looking for
the total three-year average annual volume or are you looking for the annual volume for
three individual years?
Answer 2:
It is left to the discretion of each proposer to determine and articulate the response that
best represents their current or previous contract volumes. Individual proposals are
evaluated based on the criteria stated in the RFP.
Question 3:
How will pricing be evaluated and comparatively scored?
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
Answer 3:
All proposals are evaluated based on the criteria stated in the RFP. Proposals are not
comparatively scored against any other proposals. Additional guidance can be found in
the “Sourcewell Evaluator Scoring Guide” found on the “Bids Homepage” in the
Resource Materials section of the Sourcewell Procurement Portal.
Question 4:
Will pricing discount levels or unit prices be scored? If so, how will pricing be compared
between two manufacturers within the same category? How will this impact the
proposer’s score in this category?
Answer 4:
It is left to the discretion of each proposer to articulate and propose the pricing
approach that aligns with their business methods and satisfies the requirements of RFP
Section III. - Pricing. See also, Answer 3 above.
Question 5:
What are the quantifiable criteria to be evaluated for “Depth and Breadth of Offered
Equipment, Products, or Services”?
Answer 5:
Refer to RFP Section II. B. – Requested Equipment, Products, or Services, “Sourcewell
desires the broadest possible selection of equipment, products, and services…”
Additional guidance can be found in the “Sourcewell Evaluator Scoring Guide” found on
the “Bids Homepage” in the Resource Materials section of the Sourcewell Procurement
Portal.
Question 6:
Are there any categories or security measures that are not being considered?
Answer 6:
Sourcewell utilizes a competitive, solutions-based solicitation approach that is not based
on detailed specifications. Each proposer, in its discretion, will propose the equipment,
products, and services that it deems to fall within Sourcewell’s Requested Equipment,
Products, or Services as described in RFP Section II. B
Question 7:
Will an awarded company be responsible for any installation of equipment, cabling, or
other related hardware? If so, how should pricing be presented?
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
Answer 7:
Refer to RFP Section II. B. – Requested Equipment, Products, or Services, “Generally, the
solutions for Participating Entities are turn-key solutions, providing a combination of
equipment, products and services, delivery, and installation to a properly operating
status. However, equipment or products only solutions may be appropriate for
situations where Participating Entities possess the ability, either in-house or through
local third-party contractors, to properly install and bring to operation the equipment or
products being proposed.”
It is left to the discretion of each proposer to articulate and propose the pricing
approach that aligns with their business methods and satisfies the requirements of RFP
Section III. - Pricing.
Question 8:
Will Sourcewell provide a de-brief opportunity to receive feedback on a proposal
submission?
Answer 8:
Sourcewell will provide a de-brief opportunity, upon the request of any proposer, for
approximately thirty (30) days following the notification of award or non-award.
Question 9:
Are you able to provide further context around the Marketing Plan requested? Do you
have any samples of previous Sourcewell marketing plans, or specific objectives that you
wish to satisfy via the marketing plan? Additionally, are you able to provide evaluation
criteria for the marketing plan?
Answer 9:
Refer to RFP Section II. F. – Marketing Plan, “Proposer’s sales force will be the primary
source of communication with Participating Entities. The Proposer’s Marketing Plan
should demonstrate Proposer’s ability to deploy a sales force or dealer network to
Participating Entities, as well as Proposer’s sales and service capabilities. It is expected
that Proposer will promote and market any contract award.”
All proposals are evaluated based on the criteria stated in the RFP. Additional guidance
can be found in the “Sourcewell Evaluator Scoring Guide” found on the “Bids
Homepage” in the Resource Materials section of the Sourcewell Procurement Portal.
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
Question 10:
Can we reference the current Bank of Canada exchange rate rather than have a
Canadian price by labor rate and line-item, so the final Canadian price is determined at
the time of the order?
Answer 10:
It is left to the discretion of each proposer to articulate and propose the pricing
approach that aligns with their business methods and satisfies the requirements of RFP
Section III. - Pricing. Proposals are evaluated based on the criteria stated in the RFP.
End of Addendum
Acknowledgement of this Addendum to RFP 030421 posted to the Sourcewell
Procurement Portal on 2/25/2021, is required at the time of proposal submittal.
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
EXHIBIT B
Original Government Contract
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
030421-JHN
Rev. 10/2020 1
Solicitation Number: RFP #030421
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN
56479 (Sourcewell) and Johnson Controls Fire Protection LP, 6600 Congress Ave., Boca Raton,
FL 33487-1213 (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 government entities. Participation is open to federal,
state/province, and municipal governmental entities, higher education, K-12 education,
nonprofit, tribal government, and other public entities located in the United States and Canada.
Sourcewell issued a public solicitation for Facility Security Systems, Equipment, and Software
with Related Services from which Vendor was awarded a contract.
Vendor desires to contract with Sourcewell to provide equipment, products, or services to
Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts
(Participating Entities).
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 April 22, 2025, unless it is
cancelled sooner pursuant to Article 22. 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 14 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.
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
030421-JHN
Rev. 10/2020 2
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 Participating Entities in advance,
Equipment or Products must be delivered as operational to the Participating Entity’s site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated,
sales and sales volume are not guaranteed.
B. WARRANTY. Vendor warrants that all Equipment, Products, and Services furnished are free
from liens and encumbrances, and are free from defects in design, materials, and workmanship
for a period of one year for Equipment and Products and ninety days for Services. Vendor’s
dealers and distributors must agree to assist the Participating Entity in reaching a resolution in
any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that is
effective past the expiration of the Vendor’s warranty will be passed on to the Participating
Entity.
C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution, Vendor will
make available to Sourcewell a means to validate or authenticate Vendor’s authorized dealers,
distributors, and/or resellers relative to the Equipment, Products, and Services related to this
Contract. This list may be updated from time-to-time and is incorporated into this Contract by
reference. It is the Vendor’s responsibility to ensure Sourcewell receives the most current
version of this list.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced as stated in Vendor’s
Proposal.
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a
Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered
Equipment, Products, and Services that are operational for their intended purpose, and
includes all costs to the Participating Entity’s requested delivery location.
Regardless of the payment method chosen by the Participating Entity, 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 Participating Entity at the time of purchase.
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
apparent at the time of delivery, Vendor must permit the Equipment and Products to be
returned within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities reserve the right to inspect the Equipment and Products at a reasonable
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
030421-JHN
Rev. 10/2020 3
time 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.
Sourcewell may declare the Vendor in breach of this Contract if the Vendor intentionally
delivers substandard or inferior Equipment or Products. In the event of the delivery of
nonconforming Equipment and Products, the Participating Entity 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 Participating Entity.
B. SALES TAX. Each Participating Entity is responsible for supplying the Vendor with valid tax-
exemption certification(s). When ordering, a Participating Entity 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 Participating Entities.
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); and
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 new pricing
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
030421-JHN
Rev. 10/2020 4
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 become an amendment
to this Contract and be incorporated by reference.
5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and
nonprofit entities across the United States and Canada; such as federal, state/province,
municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally
access the Equipment, Products, or Services under this Contract. A Participating Entity’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 Participating
Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating
Entities 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 contract use
eligibility requirements and documentation and will encourage potential participating entities
to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities 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 Participating Entity
policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under
this Contract, a Participating Entity 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 Participating Entity will issue an order directly to Vendor. If a Participating
Entity issues a purchase order, it may use its own forms, but the purchase order should clearly
note the applicable Sourcewell contract number. All Participating Entity orders under this
Contract must be issued prior to expiration of this Contract; however, Vendor performance,
Participating Entity payment, and any applicable warranty periods or other Vendor or
Participating Entity obligations may extend beyond the term of this Contract.
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
030421-JHN
Rev. 10/2020 5
Vendor’s acceptable forms of payment are included in Attachment A. Participating Entities will
be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of
any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and
conditions to a purchase order, or other required transaction documentation, may be
negotiated between a Participating Entity and Vendor, such as job or industry-specific
requirements, legal requirements (e.g., affirmative action or immigration status requirements),
or specific local policy requirements. Vendor will deliver its standard terms and conditions for
monitoring services, and its standard terms and conditions for the scope of all task orders, to be
incorporated in transaction documents with the Participating Entity. Some Participating Entitles
may require the use of a Participating Addendum; the terms of which will be worked out
directly between the Participating Entity and the Vendor. Any negotiated additional terms and
conditions must never be less favorable to the Participating Entity than what is contained in this
Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity 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 Participating Entity 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.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or
in part, immediately upon notice to Vendor in the event of any of the following events:
1. The Participating Entity fails to receive funding or appropriation from its governing body
at levels sufficient to pay for the goods to be purchased;
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the
Participating Entity’s requirements; or
3. Vendor commits any material breach of this Contract or the additional terms agreed to
between the Vendor and a Participating Entity.
E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a
Participating Entity’s order will be determined by the Participating Entity 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:
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030421-JHN
Rev. 10/2020 6
x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and
x Business reviews to Sourcewell and Participating Entities, 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 Participating Entities,
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
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/Province;
x Customer Zip Code;
x Customer Contact Name;
x Customer Contact Email Address;
x Customer Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity 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 Participating Entities. The Administrative Fee must be included in, and not
added to, the pricing. Vendor may not charge Participating Entities more than the contracted
price to offset the Administrative Fee.
The Vendor will submit payment 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 Participating Entities under this Contract during each calendar quarter. Payments should
note the Vendor’s name and Sourcewell-assigned contract number in the memo; and must be
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
030421-JHN
Rev. 10/2020 7
mailed to the address above “Attn: Accounts Receivable” or remitted electronically to
Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments
must be received no later than 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 30 days
from the cancellation date.
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. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE
A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records,
documents, and accounting procedures and practices relevant to this Agreement are subject to
examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the
end of this Contract. This clause extends to Participating Entities as it relates to business
conducted by that Participating Entity under this Contract.
B. 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.
C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective
until it has been fully executed by the parties.
D. 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.
E. 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. For any conflict between the attached Proposal and the
terms set out in Articles 1-22, the terms of Articles 1-22 will govern.
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F. 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, or any other
relationship such as master-servant, or principal-agent.
11. LIABILITY
Vendor must indemnify, save, and hold Sourcewell and its Participating Entities, including their
agents and employees, harmless from any claims or causes of action, including attorneys’ fees,
arising out of negligence or willful misconduct in the performance of this Contract by the
Vendor or its agents or employees for third-party injury or death to person(s) or property or
caused by some defect in the Equipment, Products, or Services under this Contract to the
extent the Equipment, Product, or Service has been used according to its specifications. Vendor
will not be liable for indirect or consequential damages.
12. 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.
13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT
A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Vendor a royalty-free, worldwide, non-exclusive right and
license to use theTrademark(s) provided to Vendor by Sourcewell in advertising and
promotional materials for the purpose of marketing Sourcewell’s relationship with
Vendor.
b. Vendor grants to Sourcewell a royalty-free, worldwide, non-exclusive right and
license to use Vendor’s Trademarks in advertising and promotional materials for the
purpose of marketing Vendor’s relationship with Sourcewell.
2. Limited Right of Sublicense. The right and license granted herein includes a limited right
of each party to grant sublicenses to its and their respective distributors, marketing
representatives, and agents (collectively “Permitted Sublicensees”) in advertising and
promotional materials for the purpose of marketing the Parties’ relationship to Participating
Entities. Any sublicense granted will be subject to the terms and conditions of this Article.
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Each party will be responsible for any breach of this Article by any of their respective
sublicensees.
3. Use; Quality Control.
a. Sourcewell must not alter Vendor’s Trademarks from the form provided by
Vendor and must comply with Vendor’s removal requests as to specific uses of its
trademarks or logos.
b. Vendor must not alter Sourcewell’s Trademarks from the form provided by
Sourcewell and must comply with Sourcewell’s removal requests as to specific uses
of its trademarks or logos.
c. Each party agrees to use, and to cause its Permitted Sublicensees to use, the
other party’s Trademarks only in good faith and in a dignified manner consistent
with such party’s use of the Trademarks. Upon written notice to the breaching party,
the breaching party has 30 days of the date of the written notice to cure the breach
or the license will be terminated.
4. As applicable, Vendor agrees to indemnify and hold harmless Sourcewell and its
Participating Entities against any and all suits, claims, judgments, and costs instituted or
recovered against Sourcewell or Participating Entities by any person on account of the use
of any Equipment or Products by Sourcewell or its Participating Entities supplied by Vendor
in violation of applicable patent or copyright laws.
5. Termination. Upon the termination of this Contract for any reason, each party, including
Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites,
and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed
catalog of vendors which may be used until the next printing). Vendor must return all
marketing and promotional materials, including signage, provided by Sourcewell, or dispose
of it according to Sourcewell’s written directions.
B. 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.
C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be
approved by Sourcewell. Materials should be sent to the Sourcewell Contract Administrator
assigned to this Contract.
D. ENDORSEMENT. The Vendor must not claim that Sourcewell endorses its Equipment,
Products, or Services.
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14. 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.
15. 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.
16. 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.
17. 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 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, any additional costs incurred by Sourcewell and/or its Participating Entities as a result
of such failure to proceed will be borne by the Vendor.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract,
or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
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Written notice of default and a reasonable opportunity to cure must be issued by the party
claiming default. Time allowed for cure will not diminish or eliminate any liability for liquidated
or other damages. 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.
18. 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), or equivalent. 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 in limits
of liability not less than indicated below. The coverage must be subject to terms no less
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broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or
equivalent.
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. 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.
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 list Sourcewell and its Participating Entities, 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
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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/SELF-INSURED RETENTION. The limits required by this
Contract can be met by either providing a primary policy or in combination with
umbrella/excess liability policy(ies), or self-insured retention.
19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or 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 Equipment, Products, or Services are sold.
B. LICENSES. Vendor must maintain a valid and current status on all required federal,
state/provincial, and local licenses, bonds, and permits required for the operation of the
business that the Vendor conducts with Sourcewell and Participating Entities.
20. 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
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 the Canadian
government, as applicable; or any Participating Entity. 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.
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21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities 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. Participating Entities 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 Participating Entity 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
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.
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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
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
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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 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
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
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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.
22. CANCELLATION
Sourcewell or Vendor may cancel this Contract at any time, with or without cause, upon 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.
Cancellation of this Contract does not relieve either party of financial, product, or service
obligations incurred or accrued prior to cancellation.
Sourcewell Johnson Controls Fire Protection LP
By: __________________________ By: __________________________
Jeremy Schwartz Tracy Long
Title: Chief Procurement Officer Title: VP & GM Fire BSNA
Date: ________________________ Date: ________________________
Approved:
By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________
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Bid Number: RFP 030421 Vendor Name: Johnson Controls Fire Protection LP
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
Bid Number: RFP 030421 Vendor Name: Johnson Controls Fire Protection LP
81 Explain how your organization has
adapted to provide effective service during
the ongoing COVID-19 pandemic.
The Johnson Controls' corporate vision states, "Our products, services, and
workplaces reflect our belief that what is good for the environment and the safety
and health of all people is good for Johnson Controls." In support of this vision, our
regional management teams are strongly committed to providing a safe work
environment for all employees. The philosophy and objectives behind this
commitment are:
The safety and health of all employees and the environment is a top priority that is
critical to the success of the business.
The only acceptable level of safety performance prevents employee injury and
accidents.
Safety is the responsibility of every employee, equal to customer satisfaction, quality,
profitability, and efficiency.
Every day, our goal is to foster an injury-free workplace. All employees receive
extensive safety training starting with new hire orientation and continuing with
regularly scheduled safety talks, job hazard analysis, and pre-task planning. Our
comprehensive 600-plus-page safety program is detailed, documented, and available
in electronic format for all of our employees. We also abide by national, state, and
local safety codes, as well as those established by the university.
In keeping with our Zero Harm vision, we have instituted new measures to prevent
the spreading of COVID-19 virus at workplace and construction-sites and are
requiring our subcontractors to adhere to these measures as well.
We have implemented guidance for all employees on the preventative actions they
can take to minimize the risk of infection (handwashing, respiratory hygiene, and
cough etiquette to avoid transmission of a contagious virus, etc.).
We have increased the frequency of cleaning and sanitization activities at our
facilities and while at customer sites.
We have restricted all non-critical air travel, international and domestic, for our
employees.
Business Continuity Planning Teams have been activated regionally and are
proactively monitoring regional changes regarding COVID-19. Escalation plans have
been put in place to protect our customers, employees, and subcontractors as part
of our standard business continuity plans and ensure appropriate precautionary
measures are being taken.
Persons who have potentially been exposed, regardless of where or how, are
requested to report so immediately, and we have provided subsequent guidance to
all of our leaders, Human Resource teams, and employees on the process. Control
measures to prevent further spreading will include, as appropriate: thorough worksite
disinfection, preventive quarantining, and notification of all internal and external
contacts (including recent customer contacts).
*
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
Bid Number: RFP 030421 Vendor Name: Johnson Controls Fire Protection LP
Exceptions to Terms, Conditions, or Specifications Form
Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been
incorporated into the contract text.
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
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Bid Number: RFP 030421 Vendor Name: Johnson Controls Fire Protection LP
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
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Bid Number: RFP 030421 Vendor Name: Johnson Controls Fire Protection LP
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
EXHIBIT C
City’s Insurance and Indemnity
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
Exhibit C
Indemnification and Insurance Requirements
To the furthest extent allowed by law, Vendor shall indemnify, hold harmless and defend
City and each of its officers, officials, employees, agents and volunteers from any and all
loss, liability, fines, penalties, forfeitures, costs and damages (whether in contract, tort or
strict liability, including but not limited to personal injury, death at any time and property
damage) incurred by City, Vendor or any other person, and from any and all claims,
demands and actions in law or equity (including reasonable attorney's fees, litigation
expenses and cost to enforce this agreement), arising out of the negligent acts or willful
misconduct by Vendor under Agreement. Vendor's obligations under the preceding
sentence shall apply regardless of whether City or any of its officers, officials, employees,
agents, or volunteers are negligent, but shall not apply to any loss, liability, fines, penalties,
forfeitures, costs or damages caused solely by the gross negligence, or caused by the
willful misconduct, of City or any of its officers, officials, employees, agents, or volunteers.
If Vendor should subcontract all or any portion of the work to be performed under this
Agreement, Vendor shall require each subcontractor to indemnify, hold harmless and
defend CITY and each of its officers, officials, employees, agents, and volunteers in
accordance with the terms of the preceding paragraph.
If Vendor elects to undertake such defense, then Vendor shall have exclusive control
over the defense, subject to the City’s consent to any settlement, which shall not be
unreasonably withheld. Further, Vendor obligations in this Section are expressly
conditioned upon receiving written notice of the Injury and resulting claim from City, and City
providing all reasonable documentation and assistance (at no cost to City) as Vendor solely
deems necessary in order for it to perform its obligations under this Section, at Vendors’
expense.
IN NO EVENT WILL VENDOR BE LIABLE TO CITY FOR ANY CONSEQUENTIAL, OR
INDIRECT DAMAGES.
This section shall survive termination or expiration of this Agreement.
(a) Throughout the life of this Agreement, Vendor shall pay for and maintain in
full force and effect all insurance as required herein with an insurance company(ies)
admitted by the California Insurance Commissioner to do business in the State of California
and rated no less than “A-VII” in the Best’s Insurance Rating Guide, or (ii) as may be
authorized in writing by City's Risk Manager or designee at any time and in its sole
discretion.
(b) If at any time during the life of the Agreement or any extension, Vendor or
any of its subcontractors fail to maintain any required insurance in full force and effect, all
services and work under this Agreement shall be discontinued immediately, and all
payments due or that become due to Vendor shall be withheld until notice is received by City
that the required insurance has been restored to full force and effect and that the premiums
therefore have been paid for a period satisfactory to City. Any failure to maintain the
required insurance shall be sufficient cause for City to terminate this Agreement. No action
taken by City pursuant to this section shall in any way relieve Vendor of its responsibilities
under this Agreement. The phrase “fail to maintain any required insurance” shall include,
without limitation, notification received by City that an insurer has commenced
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
proceedings, or has had proceedings commenced against it, indicating that the insurer is
insolvent.
(c) The fact that insurance is obtained by Vendor shall not be deemed to release
or diminish the liability of Vendor, including, without limitation, liability under the indemnity
provisions of this Agreement. The duty to indemnify City shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act as
a limitation upon the amount of indemnification to be provided by Vendor. Approval or
purchase of any insurance contracts or policies shall in no way relieve from liability nor
limit the liability of Vendor, vendors, suppliers, invitees, contractors, sub-contractors,
subcontractors, or anyone employed directly or indirectly by any of them.
SCOPE OF INSURANCE
Coverage shall be at least as broad as:
1. The most current version of Insurance Services Office (ISO) Commercial
General Liability Coverage Form CG 00 01, providing liability coverage
arising out of your business operations. The Commercial General Liability
policy shall be written on an occurrence form and shall provide coverage for
“bodily injury,” “property damage” and “personal and advertising injury” with
coverage for premises and operations (including the use of owned and non-
owned equipment), products and completed operations, and contractual
liability (including, without limitation, indemnity obligations under the
Agreement) with limits of liability set forth under “Limits of Insurance.”
2. The most current version of ISO *Commercial Auto Coverage Form CA 00
01, providing liability coverage arising out of the ownership, maintenance or
use of automobiles in the course of your business operations. The
Automobile Policy shall be written on an occurrence form and shall provide
coverage for all owned, hired, and non-owned automobiles or other licensed
vehicles (Code 1- Any Auto).
3. Workers’ Compensation insurance as required by the State of California and
Employer’s Liability Insurance.
4. Professional Liability (Errors and Omissions) insurance appropriate to
Vendor’s profession. Coverage shall be sufficiently broad to respond to
duties and obligations as is undertaken by Vendor in this agreement and
shall include but not be limited to, claims involving infringement of intellectual
property, including but not limited to infringement of copyright, trademark,
trade dress, invasion of privacy violations, information theft, damage to or
destruction of electronic information, release of private information,
alteration of electronic information, extortion and network security. The
policy shall provide coverage for breach response costs as well as
regulatory fines penalties and credit monitoring expenses with limits
sufficient to respond to these obligations.
MINIMUM LIMITS OF INSURANCE
VENDOR, or any party the VENDOR subcontracts with, shall maintain limits of liability of
set forth below:
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
1. COMMERCIAL GENERAL LIABILITY:
(i) $2,000,000 per occurrence for bodily injury and property damage;
(ii) $2,000,000 per occurrence for personal and advertising injury;
(iii) $4,000,000 aggregate for products and completed operations; and,
(iv) $4,000,000 general aggregate applying separately to the work
performed under the Agreement.
2. COMMERCIAL AUTOMOBILE LIABILITY:
$1,000,000 per accident for bodily injury and property damage.
3. WORKERS’ COMPENSATION INSURANCE as required by the State of
California with statutory limits.
4. EMPLOYER’S LIABILITY:
(i) $1,000,000 each accident for bodily injury;
(ii) $1,000,000 disease each employee; and,
(iii) $1,000,000 disease policy limit.
5. PROFESSIONAL LIABILITY insurance with limits of:
(i) $2,000,000 per claim/occurrence; and,
(ii) $4,000,000 policy aggregate
UMBRELLA OR EXCESS INSURANCE
In the event Vendor purchases an Umbrella or Excess insurance policy(ies) to meet the
“Limits of Insurance,” this insurance policy(ies) shall “follow form” and afford no less
coverage than the primary insurance policy(ies). In addition, such Umbrella or Excess
insurance policy(ies) shall also apply on a primary and non-contributory basis for the
benefit of the City, its officers, officials, employees, agents, and volunteers.
DEDUCTIBLES AND SELF-INSURED RETENTIONS
Vendor shall be responsible for payment of any deductibles contained in any insurance
policy(ies) required herein and Vendor shall also be responsible for payment of any self-
insured retentions.
OTHER INSURANCE PROVISIONS/ENDORSEMENTS
The General Liability and Automobile Liability insurance policies are to contain, or be
endorsed to contain, the following provisions:
1. CITY, its officers, officials, employees, agents, and volunteers are to be
covered as additional insureds. VENDOR shall establish additional insured
status for the City and for all ongoing and completed operations by use of
ISO Form CG 20 10 11 85 or both CG 20 10 10 01 and CG 20 37 10 01 or
by an executed manuscript insurance company endorsement providing
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
additional insured status as broad as that contained in ISO Form CG 20 10
11 85.
2. The coverage shall contain no special limitations on the scope of protection
afforded to CITY, its officers, officials, employees, agents, and volunteers.
3. For any claims relating to this Agreement, Vendor’s insurance coverage
shall be primary insurance with respect to the City, its officers, officials,
employees, agents, and volunteers. Any insurance or self-insurance
maintained by the City, its officers, officials, employees, agents, and
volunteers shall be excess of Vendor’s insurance and shall not contribute
with it. Vendor shall establish primary and non-contributory status by
using ISO Form CG 20 01 04 13 or by an executed manuscript insurance
company endorsement that provides primary and non-contributory status as
broad as that contained in ISO Form CG 20 01 04 13.
The Workers’ Compensation insurance policy is to contain, or be endorsed to contain, the
following provision: Vendor and its insurer shall waive any right of subrogation against
City, its officers, officials, employees, agents, and volunteers.
If the Technology and Professional Liability insurance policy(ies) are written on a claims-
made form:
1. The retroactive date must be shown, and must be before the effective date
of the Agreement or the commencement of work by Vendor.
2. Insurance must be maintained and evidence of insurance must be provided
for at least five (5) years after completion of the Agreement work or
termination of the Agreement, whichever occurs first, or, in the alternative,
the policy shall be endorsed to provide not less than a five-year discovery
period.
3. If coverage is canceled or non-renewed, and not replaced with another
claims-made policy form with a retroactive date prior to the effective date of
the Agreement or the commencement of work by Vendor, Vendor must
purchase “extended reporting” coverage for a minimum of five (5) years
completion of the Agreement work or termination of the Agreement,
whichever occurs first.
4. A copy of the claims reporting requirements must be submitted to CITY for
review.
5. These requirements shall survive expiration or termination of the Agreement.
All policies of insurance required herein shall be endorsed to provide that the coverage
shall not be cancelled, non-renewed, reduced in coverage or in limits except after 30
calendar days written notice by certified mail, return receipt requested, has been given to
City. Vendor is also responsible for providing written notice to the City under the same
terms and conditions. Upon issuance by the insurer, broker, or agent of a notice of
cancellation, non-renewal, or reduction in coverage or in limits, Vendor shall furnish City
with a new certificate and applicable endorsements for such policy(ies). In the event any
policy is due to expire during the work to be performed for City, Vendor shall provide a new
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23
certificate, and applicable endorsements, evidencing renewal of such policy not less than
five (5) calendar days prior to the expiration date of the expiring policy.
SUBCONTRACTORS - If Vendor subcontracts any or all of the services to be performed
under this Agreement, Vendor shall require, at the discretion of the City Risk Manager or
designee, subcontractor(s) to enter into a separate Side Agreement with the City to provide
required indemnification and insurance protection. Any required Side Agreement(s) and
associated insurance documents for the subcontractor must be reviewed and preapproved
by City Risk Manager or designee. If no Side Agreement is required, Vendor will be solely
responsible for ensuring that it’s subcontractor maintain insurance coverage at levels no
less than those required by applicable law and is customary in the relevant industry.
VERIFICATION OF COVERAGE
Vendor shall furnish City with all certificate(s) and applicable endorsements effecting
coverage required hereunder. All certificates and applicable endorsements are to be
received and approved by the City’s Risk Manager or designee prior to City’s execution
of the Agreement and before work commences. All non-ISO endorsements amending
policy coverage shall be executed by a licensed and authorized agent or broker. Upon
request of City, Vendor shall immediately furnish City with a complete copy of any
insurance policy required under this Agreement, including all endorsements, with said copy
certified by the underwriter to be a true and correct copy of the original policy. Vendor
shall provide the requested policy within 10 business days of City’s request only in the
event of a dispute about the applicability of coverage to a specific loss or claim, and Vendor
shall have the right to eliminate and redact proprietary business information or confidential
information from the policy. This requirements shall survive expiration or termination of
this Agreement.
DocuSign Envelope ID: BF859B6A-C9D0-41EC-8933-1145F8707E23