Agenda packet, first session — Modesto City Council, April 11, 2023 (part 4 of 8)

Networks and to Contractor to assess the vulnerability of the compromised data and related systems. Authorized User will provide weekly written status reports to Contractor until the forensic audit is complete. Authorized User will promptly furnish updated lists of potential or known compromised account numbers and other documentation or information that the Payment Networks or Contractor may request. In addition, Authorized User will provide all audit reports to Contractor, and such audits must be completed to the satisfaction of the Payment Networks and of Contractor. Elavon may, in its sole discretion, suspend or terminate Card Processing Services for any Authorized User that experiences a Data Incident.
ii. Preservation of Records: If there is a Data Incident, Authorized User will take immediate steps to preserve all business records, logs and electronic evidence relating to the Data Incident. Authorized User will cooperate with Contractor to rectify, correct and resolve any issues that may result from the Data Incident, including providing Contractor with (and obtaining any necessary waivers for) all relevant information to verify Authorized User’s ability to prevent future data incidents in a manner consistent with the Agreement.
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Department of General Services
Electronic Payment Acceptance Services (EPAY)
Agreement Number 5-22-70-22-01

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Exhibit H.1: Authorized User Set Up Form
Request a copy of the State of California - Authorized User Set Up Form (MSA 5-22-70-22- 01, Exhibit H.1) by emailing the Elavon administrator.
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Department of General Services
Electronic Payment Acceptance Services (EPAY)
Agreement Number 5-22-70-22-01

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Exhibit I: Mass Transit Terms (Local Authorized Users Only)

1. MASS TRANSIT SERVICES
Contractor will make available to Local Authorized Users the Mass Transit Services. The Mass Transit Services are part of a “pay as you go” model where the fare for each journey may not be known at the point at which the contactless card is tapped on the transit reader. Regardless of whether the fare is known or not, tap data is accumulated, and the total fare amount is calculated and charged by the Local Authorized User at the end of the travel period. For the purposes of this Exhibit, the definition of Payment Network Rules will include the Visa Contactless Transit Implementation Guide, the Visa Contactless Transit Terminal Requirements and Implementation Guide, and any other applicable transit Payment Network Rules, all as may be amended.

2. CONTRACTOR’S RESPONSIBILITIES
When providing the Mass Transit Services, Contractor’s services will be limited to the following:
a. Provide authorization, clearing and settlement processing activities for Transactions from the transit Local Authorized User, more specifically, authorization, Local Authorized User funding, Transaction reconciliation, chargeback/fraud dispute processing, interchange billing, and Local Authorized User statement generation/delivery.
b. Provide Settlement and reporting services as outlined in Exhibit A, Section 5(b) of the Agreement (as amended) and any other applicable obligations of Contractor under the Agreement (other than those outlined in this Exhibit, below).

3. LOCAL AUTHORIZED USER’S RESPONSIBILITIES
When using the Mass Transit Services, Local Authorized User will:
a. Provide or contract with a Service Provider to provide the Mass Transit merchant requirements (including card readers and equipment, authentication, expiry date check, deny list check, new card check, fare calculation, deny list management, exception handling, customer service, and debt recovery) as required under the Payment Network Rules.

4. PRICING
Local Authorized Users will pay monthly, and in arrears, Mass Transit Service fees identified in the pricing matrix provided in Exhibit E.1: Service Pricing. Contractor will pass through to Local Authorized User any special or discounted interchange assessment rates from Visa and MasterCard specifically negotiated for the State.

5. TERMINATION OF MASS TRANSIT SERVICES
a. Contractor has the right to send the Local Authorized User a written notice specifying a default of Exhibit I and providing the Local Authorized User an opportunity to cure the breach within a period of time no less than thirty (30) calendar days (“Cure Period”). If the breach is not cured within the Cure Period as stated in the notice, then Contractor has the right to terminate Mass Transit Services or terminate the Local Authorized Users’ Subsidiary Agreement in its entirety, by written notice to the Local Authorized User with termination to be effective not less than thirty (30) days #20..
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Department of General Services
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Agreement Number 5-22-70-22-01

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following the end of the Cure Period. Termination of one Local Authorized User under this Exhibit I will not affect other Local Authorized Users. b. In addition, Contractor may cease providing the Mass Transit Services if Contractor’s agreement with Cybersource terminates, provided that Contractor: (i) has made all efforts to cure any issues with Cybersource to allow the agreement to continue; (ii) provides the State Contract Administrator and Local Authorized Users with a minimum 60 calendar days written notice of the termination; and (iii) cooperates with the Local Authorized Users to obtain the right for the Local Authorized Users to continue using the services through Cybersource.
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1 STATE OF CALIFORNIA MSA #5-22-70-22-01

LOCAL AUTHORIZED USER ADDENDUM
Pursuant to Exhibit A, Section 12(e) of the Agreement, the following terms are added to the Agreement for Local Authorized Users:

1. DIRECT DEBIT. If Authorized User selects Direct Debit on the Set Up Form, Contractor will debit its fees and other amounts due for the Services (including chargebacks, adjustments and other amounts owed) under the Agreement from the DDA (or, if applicable, the Reserve Account), once each day or month for the Authorized User’s daily or monthly activity, as applicable, or such amount will be deducted from the funds due Authorized User under the Agreement.

2. RESERVE ACCOUNT.
a. Establishment. If a Reserve Event (defined below) occurs, Contractor may establish a Reserve Account in the Reserve Amount (defined below) to provide security and a source of funds to pay Contractor for all amounts that Authorized User may owe under this Agreement.

Contractor will have sole control of the Reserve Account, and, upon Authorized User’s delivery of funds to Contractor for creating credits in the Reserve Account (or Contractor’s crediting the Reserve Account with amounts that otherwise would have been paid to Authorized User), Authorized User will have no further property interest in such funds (or rights to payment) other than with respect to a contingent right to payment from Contractor as described in this Agreement upon the termination of the Reserve Account.
b. Reserve Amount. The “Reserve Amount” is equal to the aggregate dollar value of: [(average % credits to processing volume during the same period plus average % Chargebacks to processing volume during the same period) multiplied by four] multiplied by [average monthly processing volume] plus [one month’s average fees] plus [number of days delayed delivery multiplied by the average day’s processing volume]. For purposes of this calculation, the number of days delayed delivery means the number of days between the date on which the Cardholder’s Payment Device is charged and the date the product is shipped to the Cardholder (if the goods are being shipped) or the date the Cardholder receives the product or service.

Further, for purposes of this calculation, Contractor will determine the applicable period considering factors such as Authorized User’s Transaction volume and seasonality. c. Reserve Event. The following will constitute “Reserve Events”:

1. Fraudulent activity in any monthly period that equals or exceeds 1% of Authorized User’s average monthly volume over the preceding 12-month period;

2. Chargebacks in any monthly period that equal or exceed 1% of the total dollar value of incoming items to Contractor;

3. Contractor’s reasonable belief that Authorized User, if not approved by Contractor to engage in delayed delivery transactions, has accepted deposits but has not delivered the goods or services;

4. The commencement of a Bankruptcy Proceeding by or against Authorized User;

5. Termination of the Agreement for any reason or the occurrence of an event listed in Exhibit H, Section 4 of the Agreement giving Contractor the right to terminate the Agreement;

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2 7. Fines, assessments, or charges imposed or reasonably expected to be imposed by the Payment Networks;

8. The occurrence of a material adverse change in Authorized User’s financial condition;

9. Assignment of the Agreement by Authorized User in violation of Exhibit C, Section 3 of the Agreement; and

10. Revocation, termination, expiration or non-renewal of any guaranty, indemnity agreement, letter of credit or any other Alternate Security (defined below) provided in connection with the Agreement, if applicable.
d. Funding. Contractor may fund the Reserve Account up to the Reserve Amount by any of the following means:

1. Contractor may require Authorized User to transfer funds to Contractor for credit to the Reserve Account;

2. Contractor may debit the DDA and provide a corresponding credit to the Reserve Account; or

3. Contractor may credit to the Reserve Account amounts it would otherwise be obligated to credit to Authorized User.
e. Use of Funds in Reserve Account. Contractor may apply credits in the Reserve Account against any outstanding amounts Authorized User owes under the Agreement. Additionally, Contractor may debit the Reserve Account to exercise its rights under the Agreement, including its rights of set-off and recoupment to collect any amounts due to Contractor. f. Termination of Reserve Account. Credits in the Reserve Account will remain in the Reserve Account, and will be used only to pay amounts due to Contractor, until Authorized User has paid in full all amounts owing or that may be owed under the Agreement, including all Chargebacks, returns, adjustments, fees, fines, penalties, assessments and charges from the Payment Networks, and any other payments due under the Agreement. In no event will Authorized User be entitled to a payment from Contractor in an amount equal to the credits remaining in the Reserve Account before 270 days following the effective date of termination of the Agreement. Notwithstanding the foregoing, if Contractor determines that the Reserve Event that gave rise to the establishment of the Reserve Account has been sufficiently cured, then Contractor may terminate the Reserve Account or release credits from the Reserve Account, or both, prior to the termination of the Agreement. g. Alternate Security. In lieu of or in addition to establishing and crediting a Reserve Account, Contractor may accept an alternative form of security (“Alternate Security”) for the purpose of providing a source of funds to pay Contractor for all amounts owed by Authorized User.

Contractor may at any time reevaluate Alternate Security it previously accepted and require funding of a Reserve Account so that the amount of credits in a Reserve Account, taken together with amounts represented by any Alternate Security Contractor accepts, equals the Reserve Amount.

3. RECOUPMENT AND SET-OFF. Contractor has the right of recoupment and set-off, and may offset any outstanding or uncollected amounts owed to it hereunder from:
a. Any amounts it would otherwise be obligated to deposit into the DDA; b. The Reserve Account by reducing the credits thereto; and #20..
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3 c. Any other amounts it may owe Authorized User under the Agreement.

4. TRIBAL GOVERNMENTS. If Authorized User qualifies as a federally recognized or acknowledged tribal government or an instrumentality thereof, then Authorized User expressly and irrevocably provides a limited waiver of its sovereign immunity (and any defense based thereon) from any suit, action or proceeding or from any legal process (whether through service of notice, attachment prior to judgment, attachment in aid of execution, exercise of contempt powers or otherwise) brought by Contractor relative to disputes between the Contractor and Authorized User under the Agreement in the exclusive jurisdiction of the State or Federal Courts in California. Without prejudice to the limited waiver of sovereign immunity provided in the Agreement, no other waiver of Authorized User’s sovereign immunity from suit may be implied from any action or document. Authorized User waives any requirement for Contractor to exhaust tribal court remedies that might otherwise require, as a matter of law or comity, that a dispute be heard first in the tribal court of Authorized User. The waivers and consents described in this Section will inure to the benefit of the parties hereto. The parties will be entitled to all available legal and equitable remedies, including the right to specific performance, money damages and injunctive or declaratory relief. The waivers of sovereign immunity and of the obligation to exhaust tribal court remedies and the consents to jurisdiction contained in this Section are irrevocable and will survive termination of the Agreement. Authorized User covenants that it has obtained and will maintain in effect all authorizations and consents necessary to grant the waiver of sovereign immunity and the obligations to exhaust tribal court remedies contained herein.

5. PAYMENT NAVIGATOR SERVICES. If Authorized User is using Payment Navigator Services, then Authorized User agrees that it will be responsible for all losses in connection with claims arising from alleged infringement of patent, copyright or other intellectual property right, or misappropriation of trade secrets, of any third party by Payment Navigator as modified or altered by Authorized User, its partners, employees, agents or contractors, or the use of any data submitted by Authorized User.

Agreed and accepted
___________________________________,
[print or insert Authorized User Agency Name]
(“Authorized User”):

By:

Name:

Title:

Date:

ELAVON
By:

Name:

Title:

Date:
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State of California

MASTER SERVICE AGREEMENT

USER INSTRUCTIONS
***MANDATORY***
Effective Date: 6/1/2022

TITLE DESCRIPTION
TITLE/DESCRIPTION: Electronic Payment Acceptance Services CONTRACT NUMBER: 5-22-70-22-01 Elavon, Inc.

CONTRACT TERM: 06/1/2022 through 06/1/2027
CONTRACT CATEGORY IT Services
MAXIMUM ORDER LIMIT: Unlimited, unless otherwise specified by approved delegated purchasing authority (Refer to Section 5.C)
FOR USE BY: State and Local Governmental Agencies

STATE CONTRACT
ADMINISTRATOR:

Lynnell Cuthbertson
(279) 799-3844
[email protected]
Authorized Users are instructed to carefully review these User Instructions in their entirety. For questions, please contact the Department of General Services, Procurement Division (DGSPD) State Contract Administrator and reference the “Title/Description” and/or Contract Number listed above. Changes to this document will be issued through a User Instructions revision. ___________ORIGINAL ON FILE_____________
Lynnell Cuthbertson, State Contract Administrator

PROCUREMENT DIVISION
707 Third Street, 2nd Floor
West Sacramento, CA 95605-2811
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SUMMARY OF CHANGES
Supplement
Number Revision Description Effective
Date
N/A Original User Instructions posted. 06/01/2022
All changes to most recent Supplement are in bold red italic. Additions are enclosed in asterisks; deletions are enclosed in brackets.
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Table of Contents
SUMMARY OF CHANGES ..................................................................................................2 USER INSTRUCTIONS........................................................................................................5

1. SCOPE AND OVERVIEW...........................................................................................5

2. CONTRACT AVAILABILITY........................................................................................5 A. State Agencies .................................................................................................5 B. Local Governmental Agencies..........................................................................5

3. CONTRACT ADMINISTRATORS ...............................................................................6 A. State Contact....................................................................................................6 B. Contractor Contact ...........................................................................................6 C. Problem Resolution/Contractor Performance...................................................6

4. CONTRACT INFORMATION ......................................................................................7 A. Master Agreement (Contract) Documents........................................................7 B. Agreement Term...............................................................................................7 C. Available Products and Services ......................................................................7 D. Requirements for American Express® Card Acceptance.................................7 E. Contractor Pricing.............................................................................................8 F. Electronic Payment Deposits and Settlement ..................................................8 G. SB/DVBE Participation .....................................................................................8 H. Operating Guide ...............................................................................................8

5. CONTRACT USAGE/RULES (State Agencies Only)..................................................8 A. Adherence to Applicable Laws .........................................................................8 B. Purchasing Authority ........................................................................................8 C. Order Limits/Dollar Thresholds.........................................................................9 D. Agreement Summary........................................................................................9 E. Certification of Payment Options – Military & Veterans Code §§999.5 and 999.7(a) (SB588) .......................................................................................................................9

6. ORDERING PROCEDURES.....................................................................................10 A. Subsidiary Agreement Development Process ................................................10 B. Subsidiary Agreement Requirements.............................................................11 C. Subsidiary Agreement Execution and Distribution .........................................12

7. IMPLEMENTATION ..................................................................................................12 A. Authorized User Set Up Form ........................................................................12 B. Set Up Process...............................................................................................12 #20..
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C. Testing............................................................................................................12

8. INVOICING AND PAYMENT.....................................................................................13 A. Payment Terms ..............................................................................................13 B. Payee Data Record (State Agencies Only) ....................................................13 C. CAL-Card Use ................................................................................................13 ATTACHMENT A - Contractor Information.....................................................................14 #20..
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USER INSTRUCTIONS

1. SCOPE AND OVERVIEW
The Electronic Payment Acceptance Services (EPAY) Master Service Agreement (MSA) provides electronic payment acceptance services at contracted pricing to the State of California and participating local governmental agencies (referenced herein as “Authorized Users”). The EPAY MSA consists of one (1) Agreement (referenced herein as “individual EPAY MSAs”):

MSA Contract Contractor
MSA 5-22-70-22-01 Elavon, Inc.

The individual EPAY MSAs were established by the Department of General Services, Procurement Division (DGS-PD) in accordance with Government Code §6160-6166 and allow Authorized Users to accept payment made by means of a credit card or other payment devices. Electronic payment acceptance service categories offered include:
 Category 1 – Credit and Debit Card Processing
Throughout this document, the term “Authorized Users” will refer to all state agencies and local governmental agencies eligible to utilize the MSA as defined in Exhibit G of the EPAY MSA. Instructions exclusive to state agencies or local governmental agencies are identified within the applicable section.

2. CONTRACT AVAILABILITY
A. State Agencies
1) Use of this Agreement is mandatory for State of California agencies acquiring credit and debit card payment acceptance services offered in Category 1 (Credit and Debit Card Processing).

B. Local Governmental Agencies
1) Use of this Agreement is optional for local governmental agencies. 2) Pursuant to Public Contract Code §10298-10299, a local government agency is any city, county, district, or other local governmental body or corporation empowered to expend public funds for the acquisition of goods, information technology, or services.

Reference to local government agencies will also include the California State Universities (CSU) and University of California (UC) systems, school districts, and community colleges.
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3) Each local governmental agency shall determine whether use of this Agreement is consistent with its procurement policies and regulations. 4) Local governmental agencies have no authority to amend, modify or change any condition of the MSA except those areas specifically identified in MSA 5-22-70-22-01 Exhibit A, Section 12 (e) (with Elavon, Inc.).
5) Local governmental agencies may be subject to credit approval by the EPAY MSA Contractor.

3. CONTRACT ADMINISTRATORS
The State and EPAY MSA Contractors contract administrators, assigned as single points of contact for problem resolution and related contract issues, are listed below.

A. State Contact
Contact
Information State Contract Administrator
Contact Name: Lynnell Cuthbertson
Phone: (279) 799-3844
Email: [email protected]
Address: DGS/Procurement Division
Attn: Lynnell Cuthbertson
707 Third Street, 2nd Floor, MS 202
West Sacramento, CA 95605
B. Contractor Contact
Contact
Information MSA 5-22-70-22-01
Contractor: Elavon, Inc.

Contact Name: Beverly Baker
Phone: (502) 933-8406
E-Mail: [email protected]
Refer to Attachment A for additional EPAY MSA contact information.

C. Problem Resolution/Contractor Performance
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by the Authorized User, the issue may be elevated to the DGS-PD State Contract Administrator.

4. CONTRACT INFORMATION
A. Master Agreement (Contract) Documents
The EPAY MSA contract documents are posted on the Cal eProcure website. To obtain copies click on the links below:

MSA Contract Contractor
MSA 5-22-70-22-01 Elavon, Inc.

B. Agreement Term
1) EPAY MSA term is listed in Attachment A.
2) Authorized User Subsidiary Agreements shall be executed on or before the expiration date of the MSA and may continue for up to twelve (12) months beyond the MSA expiration date.

C. Available Products and Services
1) The EPAY MSA Contractor will provide electronic payment acceptance services in accordance with the terms and conditions of its MSA. The available service categories provided by each EPAY MSA Contractor are as follows:

Service Category Description MSA 5-22-70-22-01
(Elavon, Inc.)
Category 1 – Credit and Debit Card Processing Yes
Refer to the EPAY MSA for a complete description of services. 2) If Authorized User elects to have a Service Provider provide convenience and/or service fees, then the Authorized User must ensure that the requirements outlined in the MSA, Exhibit E, Section 4 are also met by the Service Provider. 3) Mass Transit Services are available to Local Authorized Users only.

D. Requirements for American Express® Card Acceptance
American Express® Card acceptance requires an additional separate Subsidiary Agreement under the Credit Card Acceptance MSA 5-09-99-01 (with American Express Travel Related Services Company, Inc.) for settlement of all American #20..
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Express® Card transactions. Refer to the MSA 5-09-99-01 User Instructions posted on the Cal eProcure MSA 5-09-99-01 website for more information.

Note: The EPAY MSA Contractor will provide authorization, capture and routing services for American Express® Cards.

E. Contractor Pricing
Refer to Exhibit E: Fees and Costs, Exhibit E.1: Service Pricing, and Exhibit E.2:

Equipment and Software Pricing of the EPAY MSA for pricing information.

F. Electronic Payment Deposits and Settlement
Authorized Users are required to provide the EPAY MSA Contractor with bank deposit account information as defined in Exhibit B: Budget Detail and Payment Provisions of the MSA. The EPAY MSA Contractor shall transmit the total amount of the payment transactions to each Authorized Users’ appropriate designated bank account in accordance with the provisions of Exhibit B and the schedule noted in Exhibit A, Section 5 (a)(i) of the EPAY MSA.

Refer to Exhibit B: Budget Detail and Payment Provisions of the EPAY MSA for payment deposit and settlement information.

G. SB/DVBE Participation
There is no California-certified Small Business (SB) or Disabled Veteran Business Enterprise (DVBE) participation for the EPAY MSAs.

H. Operating Guide
The EPAY MSA incorporates and provides a hyperlink to the June 2021 Elavon Operating Guide. If the link to the June 2021 Elavon Operating Guide directs Authorized Users to a different version, please contact the DGS Contract Administrator.

5. CONTRACT USAGE/RULES (State Agencies Only)
A. Adherence to Applicable Laws
State agencies must adhere to all applicable State laws, regulations, policies, best practices, and purchase authority requirements (e.g. California Codes, Code of Regulations, State Administrative Manual, Management Memos, and State Contracting Manual Volumes).

B. Purchasing Authority
The acquisition method and type for this Agreement is:
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Acquisition Method Acquisition Type
Leveraged Procurement Agreements
(no further competition required) –
Master Agreements
IT Services
Prior to executing Subsidiary Agreements, state agencies must have been granted purchasing authority by DGS-PD for the use of the acquisition method and type listed above. State agencies may contact the DGS-PD Purchasing Authority Management Section for information at [email protected].

C. Order Limits/Dollar Thresholds
State agencies may execute orders, including amendments, up to the maximum order limit listed on page 1, unless otherwise specified by their approved delegated purchasing authority. Each State agency’s purchasing authority is listed by acquisition method and type on their Purchasing Authority Approval Letter (PAAL).

To review a State Agency’s PAAL, please refer to the DGS/PD List of State Agencies with Approved Purchasing Authority (https://www.dgs.ca.gov/PD/Resources/PageContent/Procurement-Division-Resources-List-Folder/List-of-State-Departments-withApproved-Purchasing-Authority).

D. Agreement Summary
State agencies using the MSA must complete and retain an Agreement Summary (Std. 215) within their contract file.

E. Certification of Payment Options – Military & Veterans Code §§999.5 and 999.7(a) (SB588)
Certification of Payments to DVBE Subcontractors and Withhold to be enforced by ordering agency.

In accordance with the State Contracting Manual, Volume 2, Section 1203.1, State departments shall require the Contractor to submit a complete an accurate Prime Contractor’s Certification – DVBE Subcontracting Report (STD. 817) upon acceptance of ordered goods or services for which the Contractor committed to DVBE subcontractor participation.

Upon delivery or completion of ordered goods or services, State departments shall do the following:
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• Withhold $10,000 or the full amount of the final invoice if less than $10,000 pending receipt of the complete and accurate STD 817.
• Review the STD 817. If it is determined to be complete and accurate, authorize payment of the withhold.
• If the STD 817 is late or incomplete, department must send the prime contractor a cure notice allowing at least 15 days, but not more than 30 days, to meet the Certification of Payments to DVBE Subcontractors requirements. • If the prime contractor does not comply by the identified deadline, permanently deduct the withhold.
• Retain all records for a minimum of six years.

6. ORDERING PROCEDURES
A. Subsidiary Agreement Development Process
The recommended development steps are as follows:

Step Description
1 Authorized User defines their intended payment processing environment and requirements with all necessary agency staff. (i.e., Program, Technical, Accounting, Purchasing, etc.).

Areas to consider include, but are not limited to, the following:
 Required services (Categories 1)
 Required card payment types (i.e. Visa, MasterCard, Discover, American Express, Debit, etc.)
 Anticipated number of transactions (monthly/annually)  Anticipated transaction values (ranges and average)
 Preferred capture method – Present/Non-Present
(i.e. on-site/point of sale or internet)
 Equipment/software needs, if known
2 Authorized User meets with the EPAY MSA Contractor to discuss the agency’s intended payment processing environment and the EPAY MSA Contractor’s product/service offerings.
3 EPAY MSA Contractor provides the Authorized User a proposed payment solution.
4 Authorized User performs an analysis of the proposed solution, based on the agency’s specific business needs.
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Step Description
5 Authorized User executes a Subsidiary Agreement with the EPAY MSA Contractor. (Refer Section 6.B of these User Instructions for Subsidiary Agreement requirements and execution).

B. Subsidiary Agreement Requirements
Prior to rendering services, the Authorized User and the EPAY MSA Contractor must execute a Subsidiary Agreement that:
 Incorporates all of the terms and conditions of the EPAY MSA by reference (i.e. “Master Service Agreement <MSA Number> and its amendments are hereby incorporated by reference and made a part of this agreement.”)
 Includes specific Authorized User terms and requirements (i.e. scope of work, agency contact, and payment provisions, as applicable) none of which may alter, rescind, or be in conflict with the terms and conditions of the EPAY MSA.

Note: While there is no need to duplicate the EPAY MSA contract language, Authorized Users should include details specific to the Subsidiary Agreement between the Authorized User and the EPAY MSA Contractor.
1) State Agency - Contract Form
State agencies must use the Standard Agreement (Std. 213) for EPAY MSA Subsidiary Agreements.

State Agency Subsidiary Agreements must contain the following:
 Standard Agreement (Std. 213)
 MSA Exhibit A.1: Selected Services – Check boxes for all MSA exhibits applicable with selected services
 Scope of Work – Including the specific services being ordered and the agency contract manager/project representative
 Agency specific terms and conditions – Including budget, invoice and payment provisions (e.g. mailing address/contact for invoices) as applicable. 2) Local Agency - Contract Form
Local governmental agencies may use an appropriate equivalent contract form (in lieu of the State’s Std. 213 form) for EPAY MSA Subsidiary Agreements.

Local governmental agency Subsidiary Agreements must contain the following:
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 Local Agency’s contract form/document (equivalent to the State’s Std. 213 form)
 MSA Exhibit A.1: Selected Services – Check boxes for all MSA exhibits applicable with selected services
 Scope of Work – Including the specific services being ordered and the agency contract manager/project representative
 Agency specific terms and conditions – Including, budget, invoice and payment provisions (e.g. mailing address/contact for invoices) as applicable.

C. Subsidiary Agreement Execution and Distribution
Authorized Users must submit executed Subsidiary Agreements as follows:
1) Contractor Copies
Authorized User shall provide a copy of the executed Subsidiary Agreement to the appropriate EPAY MSA Contractor Contract Administrator.

7. IMPLEMENTATION
The EPAY MSA Contractor will work with the Authorized User throughout the implementation process which will include the following:

A. Authorized User Set Up Form
Authorized Users are required to complete an Authorized User Set Up Form (MSA Exhibit H.1) identifying each agency location under the Authorized User’s Subsidiary Agreement. Completed Authorized User Set Up Forms must be submitted to the appropriate EPAY MSA Contractor Contract Administrator.

B. Set Up Process
Upon receipt and verification of the completed Authorized User Set Up Form, the EPAY MSA Contractor will assign new Merchant Identification (MID) numbers to the specified locations and provide new MIDs to the designated Authorized User contact.

Authorized User will work with the EPAY MSA Contractor to determine requirements for updating software or terminals with the new MID number(s) and any additional implementation steps as needed.

C. Testing
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Authorized Users should work directly with the EPAY MSA Contractor to obtain test cards.

8. INVOICING AND PAYMENT
A. Payment Terms
Refer to Exhibit B of the EPAY MSA for payment terms and provisions.

B. Payee Data Record (State Agencies Only)
State agencies not transacting in FI$Cal must obtain a copy of the Payee Data Record (Std. 204) in order to process payments. State agencies should forward a copy of the Std. 204 to their accounting office(s). Without the Std. 204, payment may be unnecessarily delayed. State agencies may request a copy of the completed Payee Data Record (Std. 204) from the Contractor.

C. CAL-Card Use
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Procurement Division Electronic Payment Acceptance Services

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ATTACHMENT A - Contractor Information
Item Agreement Detail
MSA No. 5-22-70-22-01
Contractor Name Elavon, Inc.

Term Dates 6/1/2022 through 6/1/2027
Link to Cal eProcure Cal eProcure 5-22-70-22-01 webpage Service Categories Category 1 – Credit and Debit Card Processing CAL-Card Accepted No
SB/DVBE Certification(s) None
Primary MSA Contractor
Contact Information
Elavon, Inc.

Beverly Baker
(502) 933-8406
[email protected]
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CITY OF MODESTO

COUNCIL AGENDA REPORT
DATE OF MEETING:

April 11, 2023
Date: March 27, 2023
TO: Mayor and City Council
THROUGH: Joseph P. Lopez, City Manager
FROM: Scott Conn, Chief Information Officer
SUBJECT: Microsoft Enterprise Agreement Renewal
CONTACT: Kevin Harless, Information Technology Manager
[email protected], 209-571-5593
DESCRIPTION:

Consider approving a Purchasing Agreement with the California Department of Technology and Crayon Software Experts, LLC of Dallas, TX, for the City’s Microsoft “Enterprise Agreement” (MSEA) and Licensing, for a total amount not to exceed $2,640,392, over thirty-five months. (Funding Source: Information Technology Fund).

STRATEGIC PLAN ELEMENT:

This item advances the City of Modesto 2020-2025 Strategic Plan Area: Governance and Service Delivery: “build community trust in City government through responsive, transparent and efficient service delivery”; Goal J: “build a high-performance organization”.

BACKGROUND:

The City of Modesto has standardized on Microsoft products for nearly every technological function throughout the organization. This includes computers, email, server operating systems and office productivity applications. Microsoft licenses are required for users and devices that access Microsoft systems and resources. The City’s MSEA expires April 30th 2023 and renewal is necessary to continue using Microsoft products. The City of Modesto has the opportunity to renew and purchase Microsoft licenses by way of the California Department of Technology Microsoft Cooperative Agreement and Riverside Cooperative Agreement. The MSEA is a comprehensive volume licensing program that offers substantial cost savings over standard Microsoft license pricing, enables organizations to maintain license compliancy and provides the flexibility of purchasing software licenses through a one reseller. #21..
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City Council, April 11, 2023
Microsoft Enterprise Agreement Renewal

Page 2 of 3 ends

DISCUSSION:

The California Department of Technology issued a formal Request for Quotation (RFQ) for a Microsoft Cooperative Agreement and executed the agreement, with Crayon Software Experts, LLC , on March 1st 2021. Crayon Software Experts, LLC provided the lowest discount pricing for Microsoft G5 software licenses and upgrades.

The California Department of Technology and County of Riverside cooperative agreement participation is available to any county, city and special district within the state of California. The very large volume of Microsoft products used by all agencies has allowed the California Department of Technology and County of Riverside to obtain significant discounts for Microsoft products which are then passed along to participating agencies.

This MSEA also includes software assurance which provides the City of Modesto with the right to deploy version updates of Microsoft products that are licensed by the City of Modesto, including Microsoft Office 365, Teams, Cloud Email Exchange Server, Cloud SharePoint Server, Windows Servers, and Database Servers. Keeping products current ensures systems are kept up-to-date with security and feature enhancements. The Microsoft Government G5 licensing program offers an enhanced security framework package and additional features.

Staff recommends renewing this agreement by accessing the terms of the State of California Cooperative Agreement and Riverside Cooperative agreement. This allows the City of Modesto to renew and purchase required Microsoft products at lower pricing than otherwise available.

Modesto Municipal Code Section 8-3.203 generally requires all purchases, which meet or exceed $50,000 for material, equipment, or contractual services to be formally bid. However, exceptions to the formal bidding process are granted in MMC 8-3.204(d) “Where the Purchasing Manager, in his or her discretion, determines that a process other than the formal bid procedure set for in Section 8-3.203 will result in procurement for the City at the lowest possible cost commensurate with the desired quality.” In addition, MMC 8-3.202(h) encourages the Purchasing Manager to join with the State of California and other units of government in cooperative purchasing plans when the best cost savings interest of the City would be served.

FISCAL IMPACT:

Funding for year one of the agreement is available in the Information Technology Department Fund (5230-17710-53100). Funding for years two and three will be collected through the Information Technology Department’s Internal Services Fund budget and subject to Council approval through the annual budget adoption process.
35 Month Description Cost
35 Month Licensing Cost $2,260,043
35 Month California Technology Admin Fee Estimation $140,349 35 Month User Licensing Growth Rate (10%) $240,000
35 Month Not to Exceed Total $2,640,392
#21..
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City Council, April 11, 2023
Microsoft Enterprise Agreement Renewal

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COMMITTEE RECOMMENDATION:

This item was presented to the Finance Committee on March 20, 2023 and was recommended to forward to Council.

RECOMMENDED COUNCIL ACTION:

Staff Recommendations:

Resolution approving a Purchase Agreement with the California Department of Technology and Crayon Software Experts, LLC of Dallas, TX, by utilizing the Competitive Bid Process with the California Department of Technology and Riverside County, (Government Agencies who completed the bid) for a total amount not to exceed $2,640,392, over thirty-five months and authorizing the City Manager, or his designee, to execute the Agreement.

Approved by:

Scott Conn, Chief Information Officer
Joseph P. Lopez, City Manager
Attachments:

1. Resolution

2. MSEA Renewal Pricing

3. California Department of Technology Microsoft Cooperative Agreement

4. Riverside County Microsoft Agreement

5. Microsoft Program Enrollment
#21..
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MODESTO CITY COUNCIL
RESOLUTION NO. 2023-

RESOLUTION APPROVING A PURCHASE AGREEMENT WITH THE

CALIFORNIA DEPARTMENT OF TECHNOLOGY AND CRAYON

SOFTWARE EXPERTS, LLC OF DALLAS, TX, BY UTILIZING THE

COMPETITIVE BID PROCESS WITH THE CALIFORNIA DEPARTMENT OF

TECHNOLOGY AND RIVERSIDE COUNTY, (GOVERNMENT AGENCIES

WHO COMPLETED THE BID) FOR A TOTAL AMOUNT NOT TO EXCEED $2,640,392, OVER THIRTY-FIVE MONTHS AND AUTHORIZING THE CITY MANAGER, OR HIS DESIGNEE, TO EXECUTE THE AGREEMENT.

WHEREAS, the City of Modesto has standardized on Microsoft products to conduct city business, and
WHEREAS, Microsoft licenses are required for users and devices that access Microsoft systems and resources, and
WHEREAS, the Microsoft Enterprise Agreement is a compressive volume licensing program that offers substantial cost savings over standard license pricing, and WHEREAS, on April 28th, 2020, by resolution 2020-198 the Council approved a three-year Microsoft Enterprise Agreement with Dell Technologies Inc. through the County of Riverside cooperative agreement, and
WHEREAS, the current Microsoft Enterprise Agreement expires April 30th 2023 and requires renewal, and
WHEREAS, the State of California and County of Riverside completed formal Request for Quotations for Microsoft Enterprise Agreement licensing, and WHEREAS, the State of California Agreement and County of Riverside Cooperative Agreement is intended to be available and leveraged by government agencies throughout the State of California as a cooperative agreement, and #21..
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WHEREAS, Modesto Municipal Code Section 8-3.203 generally requires all purchases, which meet or exceed $50,000 for material, equipment or contractual services to be formally bid, and
WHEREAS, MMC 8-3.202(h) states that “With the approval of Council, join with the State of California and other units of government in cooperative purchasing plans when the best interest of the City would be served thereby”, and WHEREAS, this purchase conforms to the Modesto Municipal Codes.

NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Modesto that it hereby approved a purchase agreement with the California Department of Technology and Crayon Software Experts, LLC of Dallas, TX, by utilizing the Competitive Bid Process with the California Department of Technology and Riverside County, (government agencies who completed the bid) for a total amount not to exceed $2,640,392, over thirty-five months.

BE IT FURTHER RESOLVED, that the City Manager or his designee is hereby authorized to execute the agreement in a form approved by the City Attorney.

The foregoing resolution was introduced at a regular meeting of the Council of the City of Modesto held on the 11th day of April, 2023, by Councilmember ?, who moved its adoption, which motion being duly seconded by Councilmember ?, was upon roll call carried and the resolution adopted by the following vote:

AYES: Councilmembers: ?
NOES: Councilmembers: ?
ABSENT: Councilmembers: ?
#21..
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ATTEST: ____________________________
DIANE NAYARES-PEREZ, City Clerk
(SEAL)
APPROVED AS TO FORM:

BY: ____________________________________
JOSE M. SANCHEZ, City Attorney
#21..
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Quote Date: 03.08.2023 Customer Quoted by: Otech on behalf of City of Modesto Crayon Software Experts LLC Attn: Kevin Harless 12221 Merit Drive, Suite 1400 [email protected] Dallas, TX 75251
Susan McDowell [email protected]
**Budgetary Pricing does not include CDT Fees**
**Part# IO5-00001 is not currently included on the G5 contract; item will need to be submitted for CDT exception approval **FromSA pricing available on initial purchase of G5 licenses only; all reservations and adds will receive full USL pricing.** Pricing for Enterprise Agreement Renewal Part Number Description Qty Annual Unit Price Extended Amount Pricing and Usage Year 3 - 11 months with 05/01/23 start (05/01/2023 - 03/27/2024) Enterprise Products - Monthly Subscriptions AAL-48033 M365 G5 FSA GCC Sub Per User 1480 $ 350.35 $518,518.00 Additional Products - Monthly Subscriptions 4ES-00001 ExchOnlnArchGCC ShrdSvr ALNG SubsVL MVL PerUsr 200 $23.54 $ 4,708.00 1O5-00001** Power Automate Attended RPA USL GCC Sub Per User 6 $ 391.05 $ 2,346.30 3PN-00001 Project Online Essentials GCC Sub Per User 50 $58.19 $ 2,909.50 7MS-00001 Project P3 GCC Sub Per User 5 $ 249.26 $ 1,246.30 Year 3 Total $

529,728.10 Part Number Description Qty Annual Unit Price Extended Amount Pricing and Usage Year 4 - 12 months (03/28/2024 - 03/27/2025) Enterprise Products - Monthly Subscriptions AAL-48033 M365 G5 FSA GCC Sub Per User 1480 $ 456.44 $675,531.20 Additional Products - Monthly Subscriptions 4ES-00001 ExchOnlnArchGCC ShrdSvr ALNG SubsVL MVL PerUsr 200 $25.69 $ 5,138.00 1O5-00001** Power Automate Attended RPA USL GCC Sub Per User 6 $ 426.66 $ 2,559.96 3PN-00001 Project Online Essentials GCC Sub Per User 50 $63.51 $ 3,175.50 7MS-00001 Project P3 GCC Sub Per User 5 $ 271.97 $ 1,359.85 Year 4 Total $

687,764.51 Part Number Description Qty Annual Unit Price Extended Amount Pricing and Usage Year 5 - 12 months (03/28/2025 - 03/31/2026) Enterprise Products - Monthly Subscriptions AAL-48033 M365 G5 FSA GCC Sub Per User 1480 $ 498.02 $737,069.60 Additional Products - Monthly Subscriptions 4ES-00001 ExchOnlnArchGCC ShrdSvr ALNG SubsVL MVL PerUsr 200 $25.69 $ 5,138.00 1O5-00001** Power Automate Attended RPA USL GCC Sub Per User 6 $ 426.66 $ 2,559.96 3PN-00001 Project Online Essentials GCC Sub Per User 50 $63.51 $ 3,175.50 7MS-00001 Project P3 GCC Sub Per User 5 $ 271.97 $ 1,359.85 Year 5 Total $

749,302.91
Total Years 3-5 $

1,966,795.52
** Pricing Expires in 45 days from date of quote**
**All items included in this RFQ are new, unused, not refurbished, with original manufacturer warranty.** Remit to Address: CDT will remit payment. #21..
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Quote Date: 03.08.2023 Customer Quoted by:

City of Modesto Crayon Software Experts LLC Attn: Kevin Harless 12221 Merit Drive, Suite 1400 [email protected] Dallas, TX 75251
Susan McDowell
[email protected]
SCE for non-G5 items
Part Number Description Qty Annual Unit Price Extended Amount Pricing and Usage Year 1 - 12 months
J5U-00004 Azure Monetary CommitmentG 17 $ 1,218.27 $20,710.59 9GS-00135 CIS Suite Datacenter Core ALng SA 2L 80 $158.38 $12,670.40 9GA-00313 CIS Suite Standard Core ALng SA 2L 400 $33.99 $13,596.00 AAD-63092 M365 F3 Unified GCC Sub Per User 200 $83.21 $16,642.00 918-00004 M365 F5 Security GCC Sub Add-on 200 $83.21 $16,642.00 Year 1 Total $

80,260.99
Part Number Description Qty Annual Unit Price Extended Amount Pricing and Usage Year 2 - 12 months
J5U-00004 Azure Monetary CommitmentG 17 $ 1,218.27 $20,710.59 9GS-00135 CIS Suite Datacenter Core ALng SA 2L 80 $158.38 $12,670.40 9GA-00313 CIS Suite Standard Core ALng SA 2L 400 $33.99 $13,596.00 AAD-63092 M365 F3 Unified GCC Sub Per User 200 $83.21 $16,642.00 918-00004 M365 F5 Security GCC Sub Add-on 200 $83.21 $16,642.00 Year 2 Total $

80,260.99
Part Number Description Qty Annual Unit Price Extended Amount Pricing and Usage Year 3 - 12 months
J5U-00004 Azure Monetary CommitmentG 17 $ 1,218.27 $20,710.59 9GS-00135 CIS Suite Datacenter Core ALng SA 2L 80 $158.38 $12,670.40 9GA-00313 CIS Suite Standard Core ALng SA 2L 400 $33.99 $13,596.00 AAD-63092 M365 F3 Unified GCC Sub Per User 200 $83.21 $16,642.00 918-00004 M365 F5 Security GCC Sub Add-on 200 $83.21 $16,642.00 Year 3 Total $

80,260.99
Total Years 1-3 $

240,782.97
** Pricing Expires in 30 days from date of quote**
**All items included in this RFQ are new, unused, not refurbished, with original manufacturer warranty.** Remit to Address:

Crayon Software Experts, LLC Attn: Finance Manager 12221 Merit Drive, Suite 1400 Dallas, TX 75251 Phone: 469-329-0290 [email protected]
Send POs to [email protected]
#21..
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Quote Date: 03.03.2023 Customer Quoted by: City of Modesto Crayon Software Experts LLC Attn: Kevin Harless 12221 Merit Drive, Suite 1400 [email protected] Dallas, TX 75251
Susan McDowell [email protected]
Select Plus for non-G5 Items Part Number Description Qty Annual Unit Price Extended Amount Pricing and Usage Year 1 - 12 months 7JQ-00355 SQL Server Enterprise Core SLng SA 2L 4 $ 2,479.43 $9,917.72 7NQ-00301 SQL Server Standard Core SLng SA 2L 4 $ 646.66 $2,586.64 9TX-00138 System Center Operations Manager SLng SA Per User 200 $4.02 $804.00 77D-00111 Visual Studio Pro MSDN ALng SA 2 $ 307.86 $615.72 6VC-01290 Win Remote Desktop Services CAL SLng SA UCAL 150 $23.76 $3,564.00 Year 1 Total $

17,488.08 Part Number Description Qty Annual Unit Price Extended Amount Pricing and Usage Year 2 - 12 months 7JQ-00355 SQL Server Enterprise Core SLng SA 2L 4 $ 2,479.43 $9,917.72 7NQ-00301 SQL Server Standard Core SLng SA 2L 4 $ 646.66 $2,586.64 9TX-00138 System Center Operations Manager SLng SA Per User 200 $4.02 $804.00 77D-00111 Visual Studio Pro MSDN ALng SA 2 $ 307.86 $615.72 6VC-01290 Win Remote Desktop Services CAL SLng SA UCAL 150 $23.76 $3,564.00 Year 2 Total $

17,488.08 Part Number Description Qty Annual Unit Price Extended Amount Pricing and Usage Year 3 - 12 months 7JQ-00355 SQL Server Enterprise Core SLng SA 2L 4 $ 2,479.43 $9,917.72 7NQ-00301 SQL Server Standard Core SLng SA 2L 4 $ 646.66 $2,586.64 9TX-00138 System Center Operations Manager SLng SA Per User 200 $4.02 $804.00 77D-00111 Visual Studio Pro MSDN ALng SA 2 $ 307.86 $615.72 6VC-01290 Win Remote Desktop Services CAL SLng SA UCAL 150 $23.76 $3,564.00 Year 3 Total $

17,488.08
Total Years 1-3 $

52,464.24
** Pricing Expires in 30 days from date of quote**
**All items included in this RFQ are new, unused, not refurbished, with original manufacturer warranty.** Remit to Address: Crayon Software Experts, LLC Attn: Finance Manager 12221 Merit Drive, Suite 1400 Dallas, TX 75251 Phone: 469-329-0290 [email protected]
Send POs to [email protected]
#21..
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CONTRACT
Dispatch via Print
Contract ID
CON0000202
Page
1 of 28
Contract Dates
03/01/2021 to 02/28/2026
Currency
USD
Rate Type
CRRNT
Rate Date
PO Date
Description:

Microsoft Online Services
Contract Maximum
257,189,482.04
Allow Open Item Reference

CA DEPT OF TECHNOLOGY

CALIFORNIA DEPT OF TECHNOLOGY

ADMIN WAREHOUSE
10173 CROYDON WAY STE 4
SACRAMENTO CA 95827
USA
Supplier 0000003507

CRAYON SOFTWARE EXPERTS, LLC

GREG LANDRY
12221 MERIT DR - STE 800
DALLAS TX 75251
USA
Final = The price is final after adjustments Authorized Signature Hard = Apply adjustments regardless of other adjustments Skip = Skip adjustments if any other adjustments have been applied #21..
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PrevEnrAgrForm(WW)(ENG)(Oct2019) Page 1 of 1
Document X20-12873
Previous Enrollment(s)/Agreement(s) Form
Entity Name: Contract that this form is attached to: <choose> For the purposes of this form, “entity” can mean the signing entity, Customer, Enrolled Affiliate, Government Partner, Institution, or other party entering into a volume licensing program agreement.

Please provide a description of the previous Enrollment(s), Agreement(s), Purchasing Account(s), and/or Affiliate Registration(s) being renewed or consolidated into the new contract identified above. a. Entity may select below any previous contract(s) from which to transfer MSDN subscribers to this new contract. Entity shall ensure that each MSDN subscriber transferred is either properly licensed under the new contract or is removed. b. Entity may select below only one previous contract from which to transfer the Software Assurance (SA) Benefit contact details, i.e., benefits contact (not the SA manager) and the program codes, to this new contract.
c. An Open License cannot be used to transfer either the SA Benefit details or MSDN subscribers.
d. The date of the earliest expiring Enrollment/Agreement that contains SA or Online Services will be the effective date of the new contract (or SA coverage period for Select Plus). e. Please insert the number of the earliest expiring Enrollment/Agreement with SA or Online Services in the appropriate fields of the new contract.

Enrollment/Agreement/
Purchasing Account/Affiliate
Registration Description
Enrollment/Agreement/
Purchasing Account/Affiliate
Registration Public Customer
Number
Transfer
SA Benefit
Contact
Transfer
MSDN
Subscribers

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Program Signature Form
MBA/MBSA number Proposal ID
Agreement number
Note: Enter the applicable active numbers associated with the documents below. Microsoft requires the associated active number be indicated here, or listed below as new.

For the purposes of this form, “Customer” can mean the signing entity, Enrolled Affiliate, Government Partner, Institution, or other party entering into a volume licensing program agreement.

This signature form and all contract documents identified in the table below are entered into between the Customer and the Microsoft Affiliate signing, as of the effective date identified below.

Contract Document Number or Code
<Choose Agreement> Document Number or Code
<Choose Agreement> Document Number or Code
<Choose Agreement> Document Number or Code
<Choose Agreement> Document Number or Code
<Choose Agreement> Document Number or Code
<Choose Enrollment/Registration> Document Number or Code <Choose Enrollment/Registration> Document Number or Code <Choose Enrollment/Registration> Document Number or Code <Choose Enrollment/Registration> Document Number or Code <Choose Enrollment/Registration> Document Number or Code Document Description Document Number or Code
Document Description Document Number or Code
Document Description Document Number or Code
Document Description Document Number or Code
Document Description Document Number or Code
By signing below, Customer and the Microsoft Affiliate agree that both parties (1) have received, read and understand the above contract documents, including any websites or documents incorporated by reference and any amendments and (2) agree to be bound by the terms of all such documents.

Customer
Name of Entity (must be legal entity name)* Signature* Printed First and Last Name* Printed Title Signature Date* Tax ID * indicates required field #21..
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Microsoft Affiliate
Microsoft Corporation
Signature Printed First and Last Name Printed Title Signature Date (date Microsoft Affiliate countersigns) Agreement Effective Date (may be different than Microsoft’s signature date) Optional 2nd Customer signature or Outsourcer signature (if applicable) Customer
Name of Entity (must be legal entity name)* Signature* Printed First and Last Name* Printed Title Signature Date* * indicates required field Outsourcer
Name of Entity (must be legal entity name)* Signature* Printed First and Last Name* Printed Title Signature Date* * indicates required field If Customer requires additional contacts or is reporting multiple previous Enrollments, include the appropriate form(s) with this signature form.

After this signature form is signed by the Customer, send it and the Contract Documents to Customer’s channel partner or Microsoft account manager, who must submit them to the following address. When the signature form is fully executed by Microsoft, Customer will receive a confirmation copy.

Microsoft Corporation
Dept. 551, Volume Licensing
6880 Sierra Center Parkway
Reno, Nevada 89511
USA
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Server and Cloud Enrollment State and Local
Server and Cloud Enrollment
number
Microsoft to complete
Framework ID
(if applicable) Previous Enrollment number
Reseller to complete This Enrollment must be attached to a signature form to be valid.

This Microsoft Server and Cloud Enrollment is entered into between the entities identified on the signature form as of the effective date. Enrolled Affiliate represents and warrants it is the same Customer, or Customer’s Affiliate, that entered into the Enterprise Agreement identified on the signature form.

This Enrollment consists of: (1) these terms and conditions, (2) the terms of the Enterprise Agreement identified on the signature form, (3) the Product Selection Form, (4) the Product Terms, (5) the Online Services Terms, (6) any Supplemental Contact Information Form, Previous Agreement/Enrollment form, and other forms that may be required, (7) the Online Services Supplemental Terms and Conditions if the Enterprise Agreement is a version 2010 or earlier and Enrolled Affiliate is ordering Online Services, and (8) any order submitted under this Enrollment. By entering into this Enrollment, Enrolled Affiliate agrees to be bound by the terms and conditions of the Enterprise Agreement. If this Enrollment is entered into under an Enterprise Agreement version 2009 or earlier, the terms and conditions of this Enrollment supersede any conflicting terms and conditions in the Enterprise Agreement with respect to Products licensed under this Enrollment.

Effective date. If Enrolled Affiliate is renewing Software Assurance or Subscription Licenses from one or more previous Enrollments or agreements, then the effective date will be the day after the first prior Enrollment or agreement expires or terminates. If this Enrollment is renewed, the effective date of the renewal term will be the day after the Expiration Date of the initial term. Otherwise, the effective date will be the date this Enrollment is accepted by Microsoft. Any reference to “anniversary date” refers to the anniversary of the effective date of the applicable initial or renewal term for each year this Enrollment is in effect.

Term. The initial term of this Enrollment will expire on the last day of the month, 36 full calendar months from the effective date of the initial term. If the Enrollment is renewed, the renewal term will expire on the last day of the month, 36 full calendar months after the effective date of the renewal term.

Prior Enrollment(s). If renewing Software Assurance or Subscription Licenses from another Enrollment or agreement, the previous Enrollment or agreement number must be identified in the appropriate box above. If renewing from multiple Enrollments or agreements, or transferring Software Assurance or MSDN details, the Previous Agreement/Enrollment form must be used.

Terms and Conditions

1. Definitions.

Terms used but not defined in this Enrollment will have the definition in the Enterprise Agreement. The following definitions also apply:
“Additional Product” means any Product identified as such in the Product Terms, excluding any Server and Tools Product, and chosen by Enrolled Affiliate under this Enrollment. #21..
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“Azure Government Services” means one or more of the services or features Microsoft makes available to Enrolled Affiliate under this Enrollment and identified at http://azure.microsoft.com/en-us/regions/#services, which are Government Community Cloud Services. “Baseline Agreements” means all Microsoft license agreements, including, without limitation, volume licensing agreements, OEM licenses and retail licenses, under which any Affiliate in the Enterprise uses the selected Server and Tools Products. Baseline Agreements do not include any Service Provider License Agreements or Independent Software Vendor Royalty License and Distribution Agreements under which the Enterprise has the right to provide software services or unified solutions to unaffiliated end users. “Baseline Licenses” means Existing Baseline Licenses and New Baseline Licenses, collectively. “Community” means the community consisting of one or more of the following: (1) a Government, (2) an Enrolled Affiliate using eligible Government Community Cloud Services to provide solutions to a Government or a qualified member of the Community, or (3) a Customer with Customer Data that is subject to Government regulations for which Customer determines and Microsoft agrees that the use of Government Community Cloud Services is appropriate to meet Customer’s regulatory requirements.

Membership in the Community is ultimately at Microsoft’s discretion, which may vary by Government Community Cloud Service.
“Existing Baseline Licenses” means all Licenses in use by any Affiliate in the Enterprise for the selected Server and Tools Products that were obtained under any Baseline Agreement before this Enrollment. “Expiration Date” means the date upon which the Enrollment expires. “Federal Agency” means a bureau, office, agency, department or other entity of the United States Government.
“Government” means a Federal Agency, State/Local Entity, or Tribal Entity acting in its governmental capacity.
“Government Community Cloud Services” means Microsoft Online Services that are provisioned in Microsoft’s multi-tenant data centers for exclusive use by or for the Community and offered in accordance with the National Institute of Standards and Technology (NIST) Special Publication 800-145. Microsoft Online Services that are Government Community Cloud Services are designated as such in the Use Rights and Product Terms.
“Microsoft Azure Services” means one or more of the Microsoft Azure services or features made available to Enrolled Affiliate under this Enrollment by Microsoft and identified at http://www.windowsazure.com/enus/home/features/overview/, except Microsoft Azure Marketplace (which is governed by separate terms). “New Baseline Licenses” means the quantity of Licenses for Server and Tools Products ordered under this Enrollment in excess of the Existing Baseline Licenses. “Product Family” or “Family” means the group of Products designated as a Product Family on the Product Selection Form.
“Product Selection Form” means the document provided by Microsoft or Enrolled Affiliate’s Reseller that (1) identifies all Baseline Licenses, (2) defines the Product Families, (3) establishes the Enrolled Affiliate’s price levels for each Product pool and (4) specifies the minimum quantity of Licenses that must be ordered to qualify for this Enrollment.
“Reseller” means an entity authorized by Microsoft to resell Licenses under this program and engaged by an Enrolled Affiliate to provide pre- and post-transaction assistance related to this agreement. “Reserved License” means for an Online Service identified as eligible for true-up in the Product Terms, the License reserved by Enrolled Affiliate prior to use and for which Microsoft will make the Online Service available for activation.
“Server and Tools Product” means any Product identified as such in the Product Selection Form and chosen by Enrolled Affiliate to be included under this Enrollment. "State/Local Entity" means (1) any agency of a state or local government in the United States, or (2) any United States county, borough, commonwealth, city, municipality, town, township, special purpose district, #21..
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or other similar type of governmental instrumentality established by the laws of Customer’s state and located within Customer’s state’s jurisdiction and geographic boundaries. “Tribal Entity” means a federally-recognized tribal entity performing tribal governmental functions and eligible for funding and services from the U.S. Department of Interior by virtue of its status as an Indian tribe.
“Use Rights” means, with respect to any licensing program, the use rights or terms of service for each Product and version published for that licensing program at the Volume Licensing Site and updated from time to time. The Use Rights include the Product-Specific License Terms, the License Model terms, the Universal License Terms, the Data Protection Terms, and the Other Legal Terms. The Use Rights supersede the terms of any end user license agreement (on-screen or otherwise) that accompanies a Product.
“Volume Licensing Site” means http://www.microsoft.com/licensing/contracts or a successor site.

2. Product Use Rights and Service Level Agreement.

Enrolled Affiliate and its Enterprise may download, install and use software Products and access and use Online Services ordered under this Enrollment subject to the terms of this Enrollment, the applicable Use Rights and the Product Terms. In addition to applicable use rights terms of the Enterprise Agreement, the following terms apply to this Enrollment:
a. All terms and conditions applicable to Microsoft Azure Services also apply to Azure Government Services, except as otherwise noted in the Use Rights and this Enrollment. b. Use Rights for Server and Tools Products. For Server and Tools Products, if a new Product version has more restrictive use rights than the version that is current at the start of the applicable initial or renewal term of the Enrollment, those more restrictive use rights will not apply to Enrolled Affiliate’s use of that Product during that term.

3. Order requirements.
a. Minimum order requirements.
(i) Server and Tools Products. 1) Existing Baseline Licenses. When ordering a Server and Tools Product other than Microsoft Azure, Enrolled Affiliate must identify all Existing Baseline Licenses for the applicable Server and Tools Product Family. Perpetual Licenses owned by the Enterprise but not identified as Existing Baseline Licenses in the applicable Product Family at the start of this Enrollment may not be used during this Enrollment term. 2) Initial Order. Enrolled Affiliate’s initial order must meet the minimum purchase requirements for at least one Product Family. For every applicable Product Family except Microsoft Azure the initial order must also include the following:

A. Software Assurance on all perpetual Existing Baseline Licenses that have been continuously covered under Software Assurance;
B. License with Software Assurance or Subscription License for each Existing Baseline License that has not been continuously covered under Software Assurance; and
C. License with Software Assurance or Subscription Licenses for all New Baseline Licenses.
3) Effect of Subscription License coverage on Existing Baseline Licenses. If Enrolled Affiliate orders Subscription Licenses for any Existing Baseline Licenses, the following provisions will apply for the duration of this Enrollment, notwithstanding any provisions to the contrary in the Baseline Agreements:
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A. The use rights for those Existing Baseline Licenses will be superseded and replaced by the use rights for the Subscription Licenses.

B. The Existing Baseline Licenses shall be non-transferrable.

C. The Enrolled Affiliate and its Affiliates must continue to perform any obligations under their Baseline Agreement(s), including but not limited to making payments for any of the Existing Baseline Licenses.

D. When this Enrollment expires or is terminated, the Enrolled Affiliate or its Affiliates, as applicable, will have the rights under the Baseline Agreement(s) that it had as of the effective date of this Enrollment, unless it exercises its buy-out option as provided in this Enrollment.
b. Additional Products. Upon satisfying the minimum order requirements above, Enrolled Affiliate may order Additional Products and Services.
c. Country of Usage. Enrolled Affiliate must specify the countries where Licenses will be used on its initial order and on any subsequent orders.
d. Resellers. Enrolled Affiliate must choose and maintain a Reseller authorized in the United States. Enrolled Affiliate will acquire its Licenses through its chosen Reseller. Orders must be submitted to the Reseller who will transmit the order to Microsoft. The Reseller and Enrolled Affiliate determine pricing and payment terms as between them, and Microsoft will invoice the Reseller based on those terms. Throughout this Agreement the term “price” refers to reference price. Resellers and other third parties do not have authority to bind or impose any obligation or liability on Microsoft.
e. Adding Products.
(i) Adding new Products not previously ordered. 1) New Server and Tools Products may be added by contacting a Microsoft Account Manager or Reseller.
2) New Server and Tools Products included in a previously ordered Product Family may be added at any time but must be included in the next annual true-up order. 3) Orders for new Additional Products, other than Online Services, must be placed in the month the Additional Product is first used.
4) Subscription Licenses for new Online Services other than Microsoft Azure Services must be ordered prior to use.
5) Microsoft Azure Services may be added as provided in the Product Terms. (ii) Adding Licenses for previously ordered Products.
1) Additional Licenses for previously ordered Products may be added at any time but must be included in the next annual true-up order.
2) Additional Subscription Licenses for Online Services must be ordered prior to use unless the Online Services are (1) identified as eligible for true-up in the Product Terms or (2) included as part of other Licenses.
f. True-up requirements. Enrolled Affiliate must submit an annual true-up order that accounts for any changes since the initial order or last order. If there are no changes, then an update statement must be submitted instead of a true-up order. (i) Annual order period. A true-up order or update statement must be received by Microsoft between 60 and 30 days prior to each Enrollment anniversary date. The third-year true-up order or update statement is due within 30 days prior to the Expiration Date. Enrolled Affiliate may submit true-up orders more often to account for increases in Product usage, #21..
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but an annual true-up order or update statement must still be received by Microsoft during the annual order period.
(ii) True-up order. Enrolled Affiliate must determine the maximum number of Products used since the latter of the initial order, the last true-up order, or the prior anniversary date and submit a true-up order that accounts for any increase. For Subscription Licenses for Products other than Online Services, the true-up order must indicate the initial use date(s) for each additional Subscription License ordered. For Online Services identified as eligible for true-up in the Product Terms, Enrolled Affiliate may place a reservation order for the additional Licenses prior to use, and payment may be deferred until the next true-up order.

Microsoft will provide a report of Reserved Licenses ordered but not yet invoiced to Enrolled Affiliate and its Reseller. Reserved Licenses will be invoiced retrospectively to the month in which they were ordered.
(iii) Update statement. An update statement must be submitted if there has been no change in the number of Products used within Enrolled Affiliate’s Enterprise since the latter of the initial order, the last true-up order, or the prior anniversary date. This update statement must be signed by Enrolled Affiliate’s authorized representative. (iv) Subscription License reductions. Enrolled Affiliate may reduce the quantity of Subscription Licenses only on the Enrollment anniversary date on a prospective basis if permitted in the Product Terms as follows:
1) For Server and Tools Products available as Subscription Licenses, Licenses may be reduced only as long as the minimum order requirements are maintained. If reducing Subscription Licenses that cover Existing Baseline Licenses, Enrolled Affiliate may not use or transfer those Existing Baseline Licenses for the remainder of the term. 2) For Online Services available as Additional Product Subscription Licenses, Enrolled Affiliate may reduce the Licenses. If the License count is reduced to zero, the applicable Subscription License will be cancelled.

Subscription Licenses added after the initial order may not be reduced on the anniversary date immediately following the order but must remain in effect at least until the subsequent anniversary date. Notwithstanding the foregoing, Microsoft Azure Monetary Commitment added after the initial order may be reduced on any anniversary date.Invoices will be adjusted to reflect any reductions in Subscription Licenses and will be effective as of the Enrollment anniversary date.
(v) Late true-up order. If the annual true-up order is not received when due:
1) Microsoft will invoice Enrolled Affiliate’s Reseller for the following year for the quantity of Subscription Licenses ordered in the prior year; however, such invoice will not constitute a waiver of the annual order requirement;
2) Subscription License reductions will not take effect until the following Enrollment anniversary date (or at Enrollment renewal, as applicable); and 3) Microsoft will invoice Enrolled Affiliate’s Reseller for all Reserved Licenses not previously invoiced.
g. Step-up Licenses. For Licenses eligible for a step-up under this Enrollment, Enrolled Affiliate may step-up to a higher edition or suite as follows:
(i) For step-up Licenses included on an initial order, Enrolled Affiliate may order according to the true-up order process.
(ii) If step-up Licenses are not included on an initial order, Enrolled Affiliate may step-up initially by following the process described in the Section titled “Adding new Products not previously ordered,” then for additional step-up Licenses, by following the true-up order process.
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h. Clerical Errors. Microsoft may correct clerical errors in this Enrollment, and any documents submitted with or under this Enrollment, by providing notice by email and a reasonable opportunity for Enrolled Affiliate to object to the correction. Clerical errors include minor mistakes, unintentional additions and omissions. This provision does not apply to material terms, such as the identity, quantity or price of a Product ordered. i. Verifying compliance. Microsoft may, in its discretion and at its expense, verify compliance with this Enrollment as set forth in the Agreement.

4. Pricing.
a. Price levels. Each Product is assigned to a Product pool as shown on the Product Terms.

Price levels (A, B, C or D) are set separately for each pool. Price levels for the applicable Product pools are set forth in the Product Selection Form. Enrolled Affiliate’s price level for each Product pool under this Enrollment will be Level D. b. Setting prices. Enrolled Affiliate’s prices for each Product or Service will be established by its Reseller. Microsoft’s prices for Resellers for each Product or Service ordered (except for Microsoft Azure Services) are fixed throughout the applicable Enrollment term.

5. Payment terms.
a. License with Software Assurance and Software Assurance. For the initial and any renewal order for License with Software Assurance and Software Assurance, Enrolled Affiliate may pay upfront or elect to spread its payments over the applicable Enrollment term. If an upfront payment is elected, Microsoft will invoice Enrolled Affiliate’s Reseller in full upon acceptance of this Enrollment. If spread payments are elected, Microsoft will invoice Enrolled Affiliate’s Reseller in three equal annual installments unless indicated otherwise. The first installment will be invoiced to Enrolled Affiliate’s Reseller upon Microsoft’s acceptance of this Enrollment and additional installments will be invoiced on each Enrollment anniversary date. Subsequent orders will be invoiced to Enrolled Affiliate’s Reseller upon acceptance of the order and must be paid upfront.
b. Subscription Licenses (except Microsoft Azure Services). Microsoft will invoice Enrolled Affiliate’s Reseller annually in full upon acceptance of each order. Microsoft will invoice Reseller for annual orders on each Enrollment anniversary date. Subsequent orders are invoiced upon acceptance of the order and Enrolled Affiliate may elect to pay annually or upfront. c. Microsoft Azure services. Invoicing for Microsoft Azure Services is described in the Product Terms.

6. End of Enrollment term and termination.
a. General. At the Expiration Date, Enrolled Affiliate must immediately order and pay for Licenses for Products it has used but for which it has not previously submitted an order. b. End of term rights for Server and Tools Products. Provided Enrolled Affiliate has paid for all required Licenses, including any Baseline Licenses, on the Expiration Date Enrolled Affiliate will have the following rights:
(i) Existing Baseline Licenses with continuous Software Assurance. For perpetual Existing Baseline Licenses continuously covered by Software Assurance, Enrolled Affiliate will have perpetual Licenses to use the latest version of the Product available (or any prior version) as of the Expiration Date, provided that the Existing Baseline Licenses are fully paid.
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(ii) New Baseline Licenses. For New Baseline Licenses (excluding Subscription Licenses), Enrolled Affiliate will have perpetual Licenses to use the latest version of the Product available (or any prior version) as of the Expiration Date. c. Renewal option. At the Expiration Date of the initial term, Enrolled Affiliate can renew Products and Services by renewing this Enrollment for one additional 36 full calendar month term or by signing a new Enrollment. Microsoft must receive a Renewal Form, Product Selection Form and renewal order prior to or at the Expiration Date. Microsoft will not unreasonably reject any renewal. Microsoft may make changes to this program that will make it necessary for Enrolled Affiliate to enter into new agreements and Enrollments at renewal. d. If Enrolled Affiliate elects not to renew.
(i) Software Assurance. If Enrolled Affiliate elects not to renew Software Assurance for any Product under its Enrollment, then Enrolled Affiliate will not be permitted to order Software Assurance later without first acquiring a new License with Software Assurance. (ii) Extended Term for eligible Online Services. For Online Services identified as eligible for an Extended Term in the Product Terms, the following options are available at the end of the Enrollment initial or renewal term.
1) Extended Term. Licenses for Online Services will automatically expire in accordance with the terms of the Enrollment. An extended term feature that allows Online Services to continue month-to-month (“Extended Term”) is available. During the Extended Term, Online Services will be invoiced monthly at the then-current published price as of the Expiration Date plus a 3% administrative fee for up to one year. If Enrolled Affiliate wants an Extended Term, Enrolled affiliate must submit a request to Microsoft at least 30 days prior to the Expiration Date.
2) Cancellation during Extended Term. At any time during the first year of the Extended Term, Enrolled Affiliate may terminate the Extended Term by submitting a notice of cancellation to Microsoft for each Online Service. Thereafter, either party may terminate the Extended Term by providing the other with a notice of cancellation for each Online Service. If Enrolled Affiliate does not intend to continue with the Extended Term, Enrolled Affiliate must submit a notice of cancellation for each Online Service. Cancellation will be effective at the end of the month following 30 days after Microsoft has received or issued the notice.
(iii) Subscription Licenses and Online Services without an Extended Term. If Enrolled Affiliate elects not to renew or exercise its buy-out rights for Products eligible for buy-out, Subscription Licenses will be cancelled and will terminate as of the Expiration Date. Any associated software must be uninstalled, media must be destroyed and the Enterprise must discontinue use. Microsoft may request written certification to verify compliance. e. Buy-out option.
(i) For Subscription Licenses. Enrolled Affiliate may buy out active Subscription Licenses acquired under this Enrollment for Products other than Online Services and acquire perpetual Licenses for the latest version of the Product as of the Expiration Date by placing an order for such Licenses.
(ii) Buy-out order date. Microsoft must receive the buy-out order no more than 30 days prior to the Expiration Date. The Expiration Date will be the invoice date for the buy-out order. f. Termination for cause. Any termination for cause of this Enrollment will be subject to the “Termination for cause” Section of the Agreement. In addition, the following will constitute a breach of this Enrollment: (1) Enrolled Affiliate or any Affiliate in the Enterprise fails to timely pay for any existing Baseline License, (2) any existing Baseline Agreement is terminated for cause prior to full payment, or (3) Enrolled Affiliate or any Affiliate in the Enterprise that uses Government Community Cloud Services fails to meet and maintain the conditions of membership in the definition of Community.
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g. Early termination. If Enrolled Affiliate terminates this Enrollment as a result of a breach by Microsoft, or if Microsoft terminates this Enrollment because Enrolled Affiliate has ceased to be Customer’s Affiliate, then Enrolled Affiliate will have the following options for Licenses, excluding Subscription Licenses:
(i) It may immediately pay the total remaining amount due, including all installments, in which case, Enrolled Affiliate will have perpetual rights (1) for Server and Tools Products, as described in the section entitled “End of Term rights for Server and Tools Products” and (2) for Additional Products, for all Licenses (excluding Subscription Licenses) it has ordered (for the latest version of Products ordered under Software Assurance coverage in an initial or renewal term); or
(ii) It may pay only amounts due as of the termination date, in which case Enrolled Affiliate will have perpetual Licenses (for the latest version of Products ordered under Software Assurance coverage in an initial or renewal term) for (1) all copies of Products for which payment has been made in full, and (2) a proportional number of copies of Products it has ordered for which payment has been made.
h. Early termination for Subscription Licenses. Notwithstanding anything to the contrary in any of the documents that collectively constitute the Enterprise Agreement, if an Enrolled Affiliate terminates its Enrollment as a result of a breach by Microsoft, or if Microsoft terminates this Enrollment because Enrolled Affiliate has ceased to be Customer’s Affiliate, then Enrolled Affiliate will have the following options with respect to Subscription Licenses:
(i) Enrolled Affiliate may obtain perpetual Licenses as described in the section entitled “Buyout option,” provided that Microsoft receives the buy-out order for those Licenses within 60 days after Enrolled Affiliate provides notice of termination. (ii) If not exercising the buy-out option, Enrolled Affiliate will receive a credit for any amount paid in advance that would apply after the date of termination. i. Early termination for Online Services. For Online Services, if an Enrolled Affiliate terminates its Enrollment as a result of a breach by Microsoft, or if Microsoft terminates this Enrollment for regulatory reasons or because Enrolled Affiliate has ceased to be Customer’s Affiliate, then Microsoft will issue Reseller a credit for any amount paid in advance for the period after termination.

7. Government Community Cloud.
a. Community requirements. If Enrolled Affiliate purchases Government Community Cloud Services, Enrolled Affiliate certifies that it is a member of the Community and agrees to use Government Community Cloud Services solely in its capacity as a member of the Community and, for eligible Government Community Cloud Services, for the benefit of end users that are members of the Community. Use of Government Community Cloud Services by an entity that is not a member of the Community or to provide services to non-Community members is strictly prohibited and could result in termination of Enrolled Affiliate’s license(s) for Government Community Cloud Services without notice. Enrolled Affiliate acknowledges that only Community members may use Government Community Cloud Services. b. All terms and conditions applicable to non-Government Community Cloud Services also apply to their corresponding Government Community Cloud Services, except as otherwise noted in the Use Rights, Product Terms, and this Enrollment.
c. Enrolled Affiliate may not deploy or use Government Community Cloud Services and corresponding non-Government Community Cloud Services in the same domain. d. Use Rights for Government Community Cloud Services. For Government Community Cloud Services, notwithstanding anything to the contrary in the Use Rights:
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(ii) Additional European Terms, as set forth in the Use Rights, will not apply. (iii) References to geographic areas in the Use Rights with respect to the location of Customer Data at rest, as set forth in the Use Rights, refer only to the United States. #21..
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Enrollment Details

1. Enrolled Affiliate’s Enterprise.
a. Identify which Agency Affiliates are included in the Enterprise. (Required) Enrolled Affiliate’s Enterprise must consist of entire offices, bureaus, agencies, departments or other entities of Enrolled Affiliate, not partial offices, bureaus, agencies, or departments, or other partial entities.

Check only one box in this section. If no boxes are checked, Microsoft will deem the Enterprise to include the Enrolled Affiliate only. If more than one box is checked, Microsoft will deem the Enterprise to include the largest number of Affiliates.

Enrolled Affiliate only
Enrolled Affiliate and the following Affiliate(s) (Only identify specific Affiliates to be included if fewer than all Affiliates are to be included in the Enterprise):

Enrolled Affiliate and all Affiliates, with following Affiliate(s) excluded:
b. Please indicate whether Enrolled Affiliate’s Enterprise will include all new Affiliates acquired after the start of this Enrollment: <Choose One>
If no selection is made, Microsoft will deem the Enterprise to include all future Affiliates.

2. Contact information.

Each party will notify the other in writing if any of the information in the following contact information page(s) changes. The asterisks (*) indicate required fields. By providing contact information, Enrolled Affiliate consents to its use for purposes of administering this Enrollment by Microsoft, its Affiliates, and other parties that help administer this Enrollment. The personal information provided in connection with this Enrollment will be used and protected in accordance with the privacy statement available at https://www.microsoft.com/licensing/servicecenter. a. Primary contact. This contact is the primary contact for the Enrollment from within Enrolled Affiliate’s Enterprise. This contact is also an Online Administrator for the Volume Licensing Service Center and may grant online access to others. The Primary contact will be the default contact for all purposes unless separate contacts are identified for specific purposes.

Name of entity (must be legal entity name)* Contact name: First* Last* Contact email address* Street address* City* #21..
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State/Province* Postal code* - (Please provide the zip + 4, e.g. xxxxx-xxxx) Country* Phone* Tax ID * indicates required field
b. Notices contact and Online Administrator. This contact (1) receives the contractual notices, (2) is the Online Administrator for the Volume Licensing Service Center and may grant online access to others, and (3) is authorized to order Reserved Licenses for eligible Online Services, including adding or reassigning Licenses and stepping-up prior to a true-up order.

Same as primary contact (default if no information is provided below, even if box is not checked)
Name of entity*: Contact name: First* Last* Contact email address* Street address* City* State/Province* Postal code* - (Please provide the zip + 4, e.g. xxxxx-xxxx) Country* Phone* Language preference. Choose the language for notices. English This contact is a third party (not Enrolled Affiliate). Warning: This contact receives personally identifiable information of the Customer and its Affiliates. * indicates required field
c. Online Services Manager. This contact is authorized to manage the Online Services ordered under the Enrollment.

Same as notices contact and Online Administrator (default if no information is provided below, even if box is not checked)
Contact name: First* Last*
Contact email address*
Phone*
This contact is from a third party organization (not the entity). Warning: This contact receives personally identifiable information of the entity. * indicates required field
d. Azure Services Administrator. This contact is authorized to manage the Azure Services ordered under the Enrollment.

Same as notices contact and Online Administrator (default if no information is provided below, even if box is not checked)
Contact name: First* Last*
Contact email address*
Phone
This contact is from a third party organization (not the entity). Warning: This contact receives personally identifiable information of the entity. * indicates required field
e. Reseller information. Reseller’s contact for this Enrollment is:

Reseller company name* Street address (PO boxes will not be accepted)* #21..
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SCE20201EnrGov(US)SLG(ENG)(Oct2019) Page 12 of 12
Document X20-12088
City* State/Province* Postal code* Country* Contact name* Phone* Contact email address* * indicates required field By signing below, the Reseller identified above confirms that all information provided in this Enrollment is correct.

Name of Reseller* Signature*
Printed name* Printed title* Date* * indicates required field Changing a Reseller. If Microsoft or the Reseller chooses to discontinue doing business with each other, Enrolled Affiliate must choose a replacement Reseller. If Enrolled Affiliate or the Reseller intends to terminate their relationship, the initiating party must notify Microsoft and the other party using a form provided by Microsoft at least 90 days prior to the date on which the change is to take effect.
f. If Enrolled Affiliate requires a separate contact for any of the following, attach the Supplemental Contact Information form. Otherwise, the Notices Contact and Online Administrator remains the default.
(i) Additional Notices Contact
(ii) Software Assurance Manager
(iii) Subscriptions Manager
(iv) Customer Support Manager (CSM) contact

3. Financing.

Is a purchase under this Enrollment being financed through MS Financing? Yes, No.

4. Upfront Payment.

Does Enrolled Affiliate wish to pay upfront as allowed in the Payment terms section of this Enrollment? Yes, No.
#21..
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SCEProdSelForm(WW)ExPRC(ENG)(Nov2019) Page 1 of 4
Document X20-12875
Server and Cloud Enrollment
Product Selection Form
This document must be attached to a signature form to be valid.

Terms used but not defined herein will have the meaning provided in the Enrollment.

Price Levels for Server and Tools Products and Additional Products:

Instructions: Include the agreement or enrollment name and number below that qualifies the Enrolled Affiliate for the price levels indicated in this Product Selection Form.

Agreement or Enrollment Name Agreement or Enrollment Number Server Pool Price Level Applications Pool Price Level Systems Pool Price Level
A A A
Instructions: Fill out the Product Selection Form (PSF), and the associated Customer Price Sheet (CPS) according to the table below.

Baseline Licenses at
Enrollment Effective Date Product Selection Form Customer Price Sheet SKUs Licenses with Software
Assurance
Existing Baseline Licenses with
continuous Software Assurance SA
New Subscription Licenses New Subscription Licenses MSU New Licenses New Licenses with Software
Assurance LicSAPk
Determining the number of Licenses and SKUs
Enter the actual number of licenses in the PSF. Some SKUs (SQL and Biztalk) include more than one license. For such SKUs, divide the number of licenses on the PSF by the number of licenses included in each SKU to determine the quantity of SKUs to enter on the Customer Price Sheet. #21..
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SCEProdSelForm(WW)ExPRC(ENG)(Nov2019) Page 2 of 4
Document X20-12875
Product Selection Form
Product selection
Baseline Licenses
Existing Baseline
Licenses New Baseline Licenses
Existing Licenses
with Software
Assurance
New
Subscription
Licenses
New Licenses with
Software
Assurance Product
Family
Server and Tools
Product
SQL Server(1)
SQL Server
Enterprise Per Core SQL Server Standard
Per Core SQL Server Standard
Server
SQL Server CAL BizTalk
Server
BizTalk Server
Enterprise Per Core BizTalk Server
Standard Per Core BizTalk Server Branch
Per Core
Visual Studio
Visual Studio Ultimate
with MSDN N/A(2) N/A N/A
Visual Studio
Premium with MSDN N/A(2) N/A N/A
Visual Studio
Enterprise with MSDN Visual Studio
Enterprise with
GitHub Enterprise
Visual Studio Test
Professional with
MSDN
Azure DevOps Server
CAL
#21..
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SCEProdSelForm(WW)ExPRC(ENG)(Nov2019) Page 3 of 4
Document X20-12875
Product Selection
Baseline Licenses
Existing Baseline
Licenses New Baseline Licenses
Existing Licenses
with Software
Assurance
New
Subscription
Licenses
New Licenses with
Software Assurance Product
Family
Server and Tools
Product
Visual Studio
(Continued)
MSDN Platforms
SharePoint
Server
SharePoint
Server Azure Azure Monetary
Commitment The monetary commitment is tracked on the CPS if applicable Core
Infrastructure
Suite
CIS Datacenter CIS Standard Windows Server
Datacenter (3) N/A N/A
System Center
Datacenter (3) N/A N/A
Windows Server
Standard (3) N/A N/A
System Center
Standard (3) N/A N/A
(1) SQL Server Enterprise Edition Server (non-core) licenses are not required as part of the baseline, however SA renewal is available as an additional product. If customers choose not to renew SA, it cannot be attached later.
(2) Visual Studio Premium with MSDN and Visual Studio Ultimate with MSDN Existing Baseline Licenses should be counted as Visual Studio Enterprise with MSDN Licenses. (3) Quantities of Windows Server and System Center Licenses with continuous Software Assurance can be combined to renew CIS SA as described in the Product Terms, or added to the CPS using the appropriate L+SA CIS w/o SKU where the quantity of each is different. For example, 100 Windows Server and 100 System Center licenses with Software Assurance can be combined as 100 CIS SA renewals (of the equivalent edition). 100 Windows Server and 50 System Center licenses with Software Assurance can be combined as 50 CIS licenses (of the equivalent edition) and 50 L&SA CIS w/o Windows Server.
(4) Quantities of Windows Server and System Center without continuous Software Assurance will be added as full CIS subscriptions.
#21..
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SCEProdSelForm(WW)ExPRC(ENG)(Nov2019) Page 4 of 4
Document X20-12875
Minimum Purchase Requirements
Product Family Minimum Initial Order
SQL Server The quantity of SQL Per Core licenses needed for 50 cores OR 5 SQL Server editions with 250 CALs (SQL Server editions require CALs).

BizTalk Server 24 Cores of any combination of Biztalk Server Editions. The SQL Server product family must be selected in the above table.

Visual Studio
20 Licenses of any combination of: Visual Studio Enterprise with MSDN, Visual Studio Enterprise with GitHub Enterprise and MSDN Platforms. A Baseline License is required for each user of any software licensed through MSDN subscription. Use of MSDN Software includes, but is not limited to, developing and testing programs using the software as well as installing, configuring and managing the software. Examples of users include (but are not limited to):
developers, testers, and other IT employees interacting with application development infrastructure.

SharePoint
Server 5 Servers. The SQL Server product family must be selected in the above table.

Core
Infrastructure
Suites
All licensed Windows Server deployments must be licensed with an appropriate Core Infrastructure Suite SKU. Minimum order is 400 Core Licenses for Core Infrastructure Server Suites Standard or Datacenter (either edition or any combination of both).

Azure Monetary
Commitment
For commercial customers in Argentina, Australia, Austria, Belgium, Canada, Chile, Denmark, Finland, France, Germany, Greece, Iceland, Ireland, Jamaica, Italy, Lichtenstein, Luxemburg, Netherlands, Norway, Portugal, Puerto Rico, South Africa, Spain, Sweden, Switzerland, Trinidad & Tobago, U.K., U.S., and Uruguay, Azure Monetary Commitment is no longer allowed to be purchased as the only Server and Tools Product.

Otherwise, if Azure Monetary Commitment is the only Server and Tools Product selected and the Enrollment is versioned 2016 or later, the Minimum Initial Order for Monetary Commitment is 10 Monetary Commitment units per month.

If Azure Monetary Commitment is not the only Server and Tools Product selected, the Minimum Initial Order for Monetary Commitment is 1 Monetary Commitment unit per month.
#21..
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CITY OF MODESTO

COUNCIL AGENDA REPORT
DATE OF MEETING:

April 11, 2023
Date: March 14, 2023
TO: Mayor and City Council
THROUGH: Joseph P. Lopez, City Manager
FROM: Laurie A. Smith, Director of Parks, Recreation and Neighborhoods Department SUBJECT: First Amendment for On-Call Vegetation Management Services with West Coast Arborists, Inc.

CONTACT: Nathan Houx, Parks Planning and Development Manager, [email protected], 209-571-5526
DESCRIPTION:

Consider approving a First Amendment to the Annual Agreement with West Coast Arborists, Inc., of Anaheim, CA for the furnishing of On-Call Vegetation Management Services for the Parks, Recreation and Neighborhoods Department for a one-time increase of $350,000 to year two of the Agreement, for a year two total of $600,000, and for a total revised amount not to exceed $1,600,000 over the term of the Agreement. (Funding Source: Tuolumne River Regional Park Operations Fund, Measure H)
STRATEGIC PLAN ELEMENT:

This item is consistent with the following 2020-2025 Strategic Plan Area of Focus: Quality of Life and Governance and Service Delivery.

BACKGROUND:

In 2020, the Parks, Recreation and Neighborhoods Department, working in conjunction with other departments, identified a citywide need to establish a comprehensive on-call vegetation management agreement with a professional service provider. The establishment of On-Call Vegetation Management Services Agreements enables the City to better manage vegetation throughout the park system, increase efficiency in response to weather related damage, reduce the risks of vegetation fires and increase public safety throughout the City.

On September 28, 2021, by Resolution 2021-379, Council approved the award of bid to West Coast Arborists, Inc., of Anaheim, CA as the primary contractor for the furnishing of On-Call Vegetation Management Services for an estimated annual amount of $250,000, a total amount not to exceed $1,250,000 over five-years.

DISCUSSION:

Since the approval of the agreement, two key factors have changed that have resulted in an increase in available funding for on-call vegetation management. #22..
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City Council, April 11, 2023
First Amendment for On-Call Vegetation Management Services with West Coast Arborists, Inc.

Page 2 of 3 ends

On February 12, 2023, per Council Resolution 2023-62, Council approved an initial spending plan related to Measure H for fiscal year 2022-2023. From this initial spending plan, $70,000, was allocated for tree trimming at various parks throughout the City.

On February 8, 2023, the Tuolumne River Regional Park (TRRP) Joint Powers Authority Commission approved the TRRP Project Funding Plan, including approximately $280,000 for vegetation management in TRRP.

As a result, staff requests a one-time increase of $350,000 to year two of the current agreement with West Coast Arborists, Inc. for On-Call Vegetation Management Services. The addition of $350,000 will increase year two of the agreement to $600,000 and will increase the five-year total for the agreement to a new not to exceed amount of $1,600,000.

FISCAL IMPACT:

The one-time increase of $350,000 to the agreement will be funded as follows:

TRRP Operating Budget $280,000
Measure H Funding 70,000
$350,000
The $70,000 in Measure H funding was approved by the City Council in January, 2023.

Vegetation management services will be procured through this contract. No additional funding beyond what is currently budgeted is requested at this time.

COMMITTEE RECOMMENDATION:

This item was reviewed by the Safety and Communities Committee on March 13, 2023, and the Committee recommended forwarding the item to Council for approval.

CEQA/NEPA REQUIREMENTS:

Staff has prepared a Statement of Categorical Exemption No. EA/PRN 2021-02 for On-Call Vegetation Management Services. The project is exempt from CEQA due to the fact that it is maintenance of existing landscape and native growth.

RECOMMENDED COUNCIL ACTION:

Staff Recommendations:

Resolution approving a First Amendment to the Annual Agreement with West Coast Arborists, Inc., of Anaheim, CA for the furnishing of On-Call Vegetation Management Services for the Parks, Recreation and Neighborhoods Department for a one-time increase of $350,000 to year two of the Agreement, for a year two total of $600,000, and for a total revised amount not to exceed $1,600,000 over the term of the Agreement and authorizing the City Manager, or his designee, to execute the Amendment.

Approved by:

Laurie A. Smith, Director
Parks, Recreation & Neighborhoods Department
Joseph P. Lopez, City Manager
#22..
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City Council, April 11, 2023
First Amendment for On-Call Vegetation Management Services with West Coast Arborists, Inc.

Page 3 of 3 ends

Attachments:

1. Resolution

2. First Amendment to the West Coast Arborists, Inc. Agreement

3. Original Agreement with West Coast Arborists, Inc.
#22..
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04/11/2023/PRN/NHoux/Item XX 1 2023-XXX

MODESTO CITY COUNCIL
RESOLUTION NO. 2023-

RESOLUTION APPROVING A FIRST AMENDMENT TO THE ANNUAL
AGREEMENT WITH WEST COAST ARBORISTS, INC., OF ANAHEIM, CA FOR THE

FURNISHING OF ON-CALL VEGETATION MANAGEMENT SERVICES FOR THE

PARKS, RECREATION AND NEIGHBORHOODS DEPARTMENT FOR A ONE-TIME INCREASE OF $350,000 TO YEAR TWO OF THE AGREEMENT, FOR A YEAR TWO TOTAL OF $600,000, AND FOR A TOTAL REVISED AMOUNT NOT TO EXCEED $1,600,000 OVER THE TERM OF THE AGREEMENT AND AUTHORIZING THE CITY

MANAGER, OR HIS DESIGNEE, TO EXECUTE THE AMENDMENT
WHEREAS, in 2020, the Parks, Recreation and Neighborhoods Department, working in conjunction with other departments, identified a citywide need to establish a comprehensive oncall vegetation management agreement with a professional service provider; and WHEREAS, on September 28, 2021, by Resolution 2021-379, Council approved the award of bid to West Coast Arborists, Inc., of Anaheim, CA as the primary contractor for the furnishing of On-Call Vegetation Management Services for an estimated annual amount of $250,000, a total amount not to exceed $1,250,000 over five-years; and WHEREAS, since the approval of the agreement, two key factors have changed that have resulted in an increase in available funding for on-call vegetation management; and WHEREAS, on February 12, 2023, per Council Resolution 2023-62, Council approved an initial spending plan related to Measure H for fiscal year 2022-2023, including $70,000 allocated for tree trimming at various parks throughout the City; and WHEREAS, on February 8, 2023, the Tuolumne River Regional Park (TRRP) Joint Powers Authority Commission approved the TRRP Project Funding Plan, including approximately $280,000 for vegetation management in TRRP; and WHEREAS, as a result, staff requests a one-time increase of $350,000 to year two of the current agreement with West Coast Arborists, Inc. for On-Call Vegetation Management Services. #22..
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04/11/2023/PRN/NHoux/Item XX 2 2023-XX
NOW, THEREFORE BE IT RESOLVED, by the Council of the City of Modesto that it hereby approves a first amendment to the Annual Agreement with West Coast Arborists, Inc., of Anaheim, CA for the furnishing of on-call vegetation management services for the Parks, Recreation and Neighborhoods Department for a one-time increase of $350,000 to year two of the agreement for a year two total of $600,000, and for a total revised amount not to exceed $1,600,000 over the term of the Agreement.

BE IT FURTHER RESOLVED that the City Manager, or his designee, is authorized to execute the amended Agreement, in a form approved by the City Attorney.

The foregoing resolution was introduced at a regular meeting of the Council of the City of Modesto held on the day of , 2023, by Councilmember , who moved its adoption, which motion being duly seconded by Councilmember , was upon roll call carried and the resolution adopted by the following vote:

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:

ATTEST: _____________________________

DIANE NAYARES-PEREZ, CMC,
City Clerk
(SEAL)
APPROVED AS TO FORM:

BY: ________________________________
JOSE M. SANCHEZ, City Attorney
#22..
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1 FIRST AMENDMENT TO ANNUAL AGREEMENT FOR ON-CALL VEGETATION

MANAGEMENT SERVICES
THIS FIRST AMENDMENT to the ANNUAL AGREEMENT FOR ON-CALL VEGETATION MANAGEMENT SERVICES (“FIRST AMENDMENT”), made and entered into in the City of Modesto, County of Stanislaus, State of California, this _____ day of , 2023, by and between the CITY OF MODESTO, a
municipal corporation of the State of California ("CITY") and WEST COAST ARBORISTS, INC., Anaheim, CA, hereinafter collectively referred to as "CONTRACTOR".

This FIRST AMENDMENT to AGREEMENT is made with reference to the following recitals:

A. An Annual Agreement for On-Call Vegetation Management Services (“AGREEMENT”) was entered into by and between CITY and CONTRACTOR on the 28TH day of September 2021.

B. CITY and CONTRACTOR desire to amend the provision of the AGREEMENT to increase the annual total maximum compensation for year two from $250,000 to $600,000 and a total not to exceed amount of $1,600,000, to cover additional landscaping.

NOW, THEREFORE, the parties hereto mutually agree to the following:

1. The first sentence of Section 1 (f), “Scope of Work” of the Agreement is deleted and replaced in its entirety to read as follows:
“CONTRACTOR shall furnish said services at the following agreement rates, estimated amount of $250,000 annually, except in year two which will be at the estimated amount of $600,000, for a total not to exceed $1,600,000 over five-years.

2. Except as modified and amended by this FIRST AMENDMENT, all other provisions of the #22..
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2 AGREEMENT, shall remain unchanged and in full force and effect.

IN WITNESS WHEREOF, the CITY, a Municipal Corporation, has authorized the execution of this FIRST AMENDMENT to AGREEMENT by its City Manager and attestation by its City Clerk under authority of Resolution No. , adopted by the Council of the City of Modesto on the ___ day of ___________, 2023, and WEST COAST AROBORISTS, INC., has caused this First Amendment to Agreement to be duly executed. #22..
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1 ANNUAL AGREEMENT
WEST COAST ARBORIST INC.

FOR ON-CALL VEGETATION MANAGEMENT SERVICES
This Agreement, made and entered into in the City of Modesto, State of California, This 28TH day of September, 2021, by and between the City of Modesto, a municipal corporation of the State of California, hereinafter called CITY, and West Coast Arborists, Inc. hereinafter called CONTRACTOR, W I T N E S S E T H:

WHEREAS, the Modesto City Council adopted Resolution No. 2021- authorizing the award of bid and agreement for the ON-CALL VEGETATION MANAGEMENT SERVICES to CONTRACTOR, attached hereto as Exhibit “A” and made a part hereof, and WHEREAS, the CONTRACTOR provided a responsive and responsible bid submittal that best meets the CITY needs, attached hereto as Exhibit “B” and made a part hereof, and WHEREAS, the CITY and CONTRACTOR shall enter into an agreement for the ON-CALL VEGETATION MANAGEMENT SERVICES as described in RFB PPD20-07RB, attached hereto as Exhibit “C” and made a part hereof, and
NOW, THEREFORE, the parties hereto mutually agree as follows:

1. SCOPE OF WORK:
a. CONTRACTOR shall furnish all labor, materials, equipment, fuel, tools, licenses, and insurance necessary to perform and complete the required work as specified in Exhibit “B”, and in strict accordance with the conditions of the complete agreement. b. CONTRACTOR shall do and perform the work contemplated hereby in a good and workmanlike manner under the direction of and to the satisfaction of the City Representative. c. CONTRACTOR shall perform its duties under this agreement in accordance with the standard(s) of care prevailing in its industry.
d. CONTRACTOR shall maintain proper insurance with the CITY for the duration of the agreement.
e. CONTRACTOR shall maintain a CITY business license for the duration of the agreement.
f. CONTRACTOR shall furnish said services at the following agreement rates, estimated amount of $250,000 annually and a total amount not to exceed $1,250,000 over five-years.

DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D 379
#22..
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2 AGREEMENT PRICING

ITEM DESCRIPTION UNIT OF
ISSUE
Payment of Prevailing Wages
Required

UNIT PRICE
1 Hourly Rate Tree Trimming Climber HOUR $95.00____
2 Hourly Rate Tree Trimming Ground Level HOUR $95.00
3 Hourly Rate General HOUR $95.00
4 Hourly Rate Herbicide Application HOUR $95.00
5 Certified Equipment Operator HOUR $95.00
6 Chain Link Fencing, Temporary Tree
Protection Installed LF $20.00
7 Snow Fencing with T-Stakes, Temporary
Tree Protection Installed LF $10.00
8 Tree Removal (dia. <12”) EA $200.00
9 Tree Removal (dia. 12” – 24”) EA $600.00
10 Tree Removal (dia. 24” – 36”) EA $1,500.00
11 Tree Removal (dia. 36” – 48”) EA $2,400.00
12 Tree Removal (dia. 48” – 60”) EA $2,400.00
13 Tree Removal (dia. >60”) EA $2,400.00
14 Tree Stump Grinding (dia. <12”) EA $200.00
15 Tree Stump Grinding (dia. 12” – 24”) EA $400.00
16 Tree Stump Grinding (dia. 24” – 36”) EA $600.00
17 Tree Stump Grinding (dia. 36” – 48”) EA $800.00
18 Tree Stump Grinding (dia. 48” – 60”) EA $800.00
19 Tree Stump Grinding (dia. >60”) EA $800.00
20 Wood Debris Chipping HOUR $190.00
21 Haul-Off Disposal HOUR $95.00
22 Green Waste 30-Yard Bin w/Haul-Off
Disposal EA $250.00
23 Brush Grinding HOUR $200.00
24 Field Mowing ACRE $200.00
25 Field Disking ACRE $200.00
26 Arborist Tree Evaluation (1) Single Tree EA $500.00
27 Arborist Tree Evaluation (5-9) Total Trees EA $400.00 DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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3 28
Arborist Tree Evaluation (10-19) Total
Trees EA $300.00
29 Arborist Tree Evaluation (20+) Total Trees EA $200.00 ADDITIONAL SERVICE(S):
30 Emergency Response Service – Fixed Rate EA $600.00
31 Overtime Rate – Emergency Service work HOUR $150.00
32 Double-time Rate – Emergency Service work HOUR $175.00

2. PREVAILING WAGES:

The payment of prevailing wages is required for maintenance under this agreement and all provisions of Section 7.04 of the General Provisions contained with the City standards shall apply.

DIR Project ID#: 385715

3. CITY REPRESENTATIVE:

City Representative: Nathan Houx, Parks Planning and Development Manager, (209)571-5526 Purchasing Contact: Carol Wattle, Buyer (209) 577-5406
The City Representative is not authorized to commit the CITY to changes in specifications, requirements, or scope of work, changes in price(s), period of performance or delivery date(s) or method of shipment. Changes of a contractual or business nature shall be effective only by written change to the agreement, issued by the City of Modesto, Purchasing Division.

4. TERM OF AGREEMENT:

The term of the agreement shall be for a period of two (2) years, with three (3) one-year extension options at the sole discretion of CITY, for a total of up to five (5) years.

Year 1: October 5, 2021 through October 4, 2022
Year 2: October 5, 2022 through October 4, 2023
Year 3: October 5, 2023 through October 4, 2024
Year 4: October 5, 2024 through October 4, 2025
Year 5: October 5, 2025 through October 4, 2026
Pricing as set forth in Section 1.e. above shall remain firm for the first two (2) years of the agreement.

Price increases for subsequent agreement years, three (3), four (4) and five (5), shall not exceed the Consumer Price Index (CPI) for West Urban Area in any one agreement year, and shall be negotiated DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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4 through the Purchasing Division. Requests for price increases shall be submitted by CONTRACTOR in writing, ninety (90) days prior to the annual anniversary date of the agreement to be effective for the subsequent year.

5. LIABILITY INSURANCE:

The CONTRACTOR shall provide, at its own expense, and maintain at all times the following insurance with insurance companies licensed in the State of California and shall provide evidence of such insurance to the CITY as may be required by the City Clerk of the CITY. The policies or certificates thereof shall provide that, thirty (30) days prior to cancellation or material change in the policy, notices of same shall be given to the Risk Manager of the CITY by registered mail, return receipt requested, for all of the following stated insurance policies.
a) General Liability - insurance with a minimum limit of liability per occurrence of $1,000,000 for bodily injury and property damage and a $2,000,000 aggregate. The insurance shall indicate on the certificate of insurance the following coverage and indicate the policy aggregate limit applying to: premises and operations; broad form contractual; independent CONTRACTOR’S and subcontractors; products and completed operations.
b) Automobile Liability – insurance with a minimum limit of liability per occurrence of $1,000,000 for bodily injury and property damage. This insurance shall cover any automobile for bodily injury and property damage.
c) Workers' Compensation - in compliance with the statutes of the State of California, plus employer's liability with a minimum limit of liability of $1,000,000.

If at any time any of said policies shall be unsatisfactory to the CITY, as to form or substance or if a company issuing such policy shall be unsatisfactory to the CITY, the CONTRACTOR shall promptly obtain a new policy, submit the same to Risk Manager for approval and submit a certificate thereof as hereinabove provided. Upon failure of the CONTRACTOR to furnish, deliver or maintain such insurance and certificates as above provided, this Agreement, at the election of the CITY, may be forthwith declared suspended, or terminated. Failure of the CONTRACTOR to obtain and/or maintain any required insurance shall not relieve the CONTRACTOR from any liability under this Agreement, nor shall the insurance requirements be construed to conflict with or otherwise limit the obligations of the CONTRACTOR concerning indemnification. The CITY, its agents, officers, employees, and volunteers shall be named as an additional insured on all insurance policies required herein, except Workers' Compensation.

The Workers' Compensation insurer shall agree to waive all rights of subrogation against the CITY, its agents, officers, employees, and volunteers for losses arising from work performed by CONTRACTOR for the CITY.

DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
- 519 -
5 The CONTRACTOR’S insurance policy(ices) shall include a provision that the coverage is primary as respects the CITY; shall include no special limitations to coverage provided to additional insured; and, shall be placed with insurer(s) with acceptable Best's rating of A: VII or with approval of the Risk Manager.

For any claims related to this project, the CONTRACTOR’S insurance coverage shall be primary insurance as respects the Entity, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Entity, its officers, officials, employees, or volunteers shall be excess of the Provider’s insurance and shall not contribute with it.

6. PAYMENT:

CONTRACTOR shall invoice CITY at a minimum of a monthly basis. All invoices shall be paid in full within thirty (30) days after completion and acceptance of the services by the CITY, and receipt of a properly prepared invoice, subject to cash discounts allowed and stated in this bid document. The CITY is exempt from payment of Federal Excise Tax, and all invoices shall be exclusive of such excise tax.

Invoice to: City of Modesto
Attn: Accounts Payable
P.O. Box 642
Modesto, CA 95353
Email to: [email protected]
At a minimum, invoices shall state the following:
 Reference Annual Agreement #: 207810
 CITY department/division name and address
 Billing period
 Service hours worked day and week
 Service Location
 Unit price, extended price, sales tax and total

7. INDEMNITY:

The CONTRACTOR shall hold the CITY, its agents, officials, officers, employees, and volunteers, harmless from and save, defend and indemnify them against any and all claims, losses, liabilities, judgments or damages from every cause, including but not limited to injury to person or property or wrongful death, including reasonable costs and expenses of defense of any judicial or administrative action, arising directly or indirectly out of any negligent or intentional act or omission of CONTRACTOR, or its agents, officials, officers, employees, or volunteers relating to or during the performance of its obligations under this agreement.

DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
- 520 -
6 CONTRACTOR’S obligation to defend, indemnify, and hold the CITY, its agents, officials, officers, and employees harmless under the provisions of this paragraph is not limited to or restricted by any requirement in this agreement for CONTRACTOR to procure and maintain a policy of insurance.

8. ARBITRATION:

Any dispute or claim arising or related to this agreement, its performance, breach, or interpretation (including issues about its validity or enforceability), shall be exclusively, (except as approved below) resolved by final binding arbitration before the American Arbitration Association (AAA), utilizing its Commercial Arbitration Rules. One arbitrator shall be selected using AAA procedures. The arbitrator shall use all reasonable efforts to minimize discovery and to complete the arbitration proceedings as expeditiously as possible. The arbitrator shall render a written decision within thirty (30) calendar days of the hearing. The arbitrator will not award attorney’s fees, or punitive, incidental, consequential, treble or other multiple or exemplary damages, and the parties hereby agree to waive and not seek such damages. Either party may seek judicial relief to compel the other party to comply with the provisions of this Section, or injunctive or other equitable relief to protect its intellectual property rights, provided (unless prohibited by applicable law) that the remainder of the dispute or claim is submitted to arbitration. The arbitration shall be held in Modesto California; both parties give their irrevocable consent to jurisdiction of courts of or in the State of California, as well as processes of the AAA in California. Awards shall be final, binding and non-appealable (except on the minimal grounds required under the Federal Arbitration Act or other applicable law). All awards may be filed with one or more courts, state, federal or foreign having jurisdiction over the party against whom such award is rendered or its property, as a basis of judgment and of the issuance of execution for its collection.

9. GOVERNING LAW:

This agreement shall be deemed made in, governed by, performed in, and construed and enforced in accordance with the laws of the State of California, without giving effect to its conflicts of laws provisions or principles.

10. COMMENCEMENT AND COMPLETION OF THE WORK:

The work contemplated herein shall be commenced after the agreement administrator receives and has on file:

Proof of insurance (approved by Risk Management); and
Business License; and
Executed Agreement and all exhibits thereto.

11. TERMINATION OF SERVICES:

Termination by CITY for Default of CONTRACTOR
DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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7 Should CONTRACTOR default in the performance of this agreement or materially breach any of its provisions, at its option, CITY may terminate this agreement by giving written notification to CONTRACTOR. The termination date shall be the effective date of the notice. For the purposes of this section, material breach of this agreement shall include, but not be limited to, any of the following: failure to perform required services or duties, willful destruction of CITY's property by CONTRACTOR, dishonesty or theft.

Termination by CITY for Convenience
The CITY may also terminate the CONTRACTOR’s performance under the agreement, either in whole or in part, at its own discretion, or when conditions encountered during the work make it impossible or impracticable to proceed, or when the CITY is prevented from proceeding with the agreement by act of God, by law, or by official action of a public authority, or upon a determination by the CITY that such termination is in the best interest and convenience of the CITY, or whenever the CITY is prohibited from completing the work for any reason.

The CITY shall provide no less than ten (10) calendar day’s written notice of its intent to terminate the agreement for convenience, and shall endeavor to provide the CONTRACTOR with consultation with the CITY prior to termination.

Post-Termination Procedure
Upon receipt of a written notice of termination pursuant to either of the foregoing paragraphs, the CONTRACTOR shall:
a. Cease its work as directed in the notice of termination as of the termination date and see to it that its employees, subcontractors and agents are notified of such termination and act as specified in the notice of termination; b. Terminate all orders and subcontractors except as necessary to complete any portion of the work that is not terminated;
c. If directed in writing by the CITY to do so, assign all right, title and interest in subcontracts and materials in progress to CITY, in which case the CITY will have the right at its discretion to settle, or pay any or all claims arising out of the termination of such subcontractors but in no event shall recovery by any CONTRACTOR or subcontractor include lost profits for portions of the work not completed or undertaken, including materials not delivered; d. Deliver or otherwise make available to the CITY all data, drawings, specifications, reports, estimates, summaries and such other information and material as may have been accumulated by the CONTRACTOR in performing the DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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8 work whether completed or in process;
e. Settle outstanding liabilities and claims, subject to the approval of CITY; f. Complete performance of such part of the work as has not been terminated; g. Take such other actions as may be necessary, or as may be directed by the CITY for the protection and preservation of the work and/or property related to the work;
h. If CITY so requests, and at CITY's cost, CONTRACTOR shall provide sufficient oral or written status reports to make CITY reasonably aware of the status of CONTRACTOR’S work on the project.
i. The CONTRACTOR understands and agrees that CITY may, in CITY's sole discretion, refuse to pay CONTRACTOR for that portion of CONTRACTOR’S services which were performed by CONTRACTOR on the project prior to the termination date and which remain unacceptable and/or not useful to CITY as of the termination date.

CITY will pay CONTRACTOR an amount based on the percentage of satisfactory work completed in accordance with the notice of termination. The final payment to the CONTRACTOR after termination for convenience shall be limited to amounts due and owing under the Agreement at time of termination, including the following:
a. The cost of settling and paying valid claims arising out of the termination of the work such as subcontractor agreements or contracts for materials; b. The agreement price allocable to the portion of the work properly performed or goods supplied to the work site by the CONTRACTOR as of the date of termination, as determined in accordance with the notice of termination, reduced by any sums previously paid to the CONTRACTOR.

Authorization to Terminate Agreement
Termination of the agreement may be invoked by the City Manager, or his/her designee, subject to the right of the CONTRACTOR to appeal the City Manager, or his/her designee’s, decision to the City Council. The CONTRACTOR shall appeal by notifying the City Clerk in writing within ten (10) calendar days after receipt of written notification from CITY of termination of the agreement. In the event that termination of this agreement is upheld by the City Council, any cessation of payment of delay claims, extended claims, Eichleay claims or any other claims for delay shall be retroactive to the date of termination selected by the City Manager or his/her designee.

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9 12. COMPLIANCE WITH ALL LAWS:

CONTRACTOR hereby agrees that CONTRACTOR and its subcontractors, if any, in the performance of the work described, designated and shown upon the plans herein referred to, will comply with all federal, state, county and municipal laws, rules and regulations which may be applicable to the work herein contracted for, whether now in existence or hereafter adopted.

13. AGREEMENT DOCUMENTS:

The complete agreement between the parties hereto consists of this agreement and the following documents which are incorporated herein by this reference:
a. Exhibit “A” Resolution No. 2021-_______;
b. Exhibit “B” Bid Submittal;
c. Exhibit “C” RFB PPD20-07RB
d. Insurance Certificates,
e. Business License
These documents include important legal requirements, procedures and restrictions and should be reviewed by CONTRACTOR. They are available for review during normal business hours in the Department of Finance, Purchasing Division. All documents specified above are intended to operate so that any work called for in any one and not mentioned in the other, or vice versa, is to be executed the same as if mentioned in all said documents.

14. NOTICES:

Any notice, payment or instrument required or permitted by this agreement to be given or delivered to either party shall be deemed to have been received when personally delivered, or one calendar week following deposit of the same in any United States Post Office, registered or certified mail, postage prepaid, addressed as follows:

CONTRACTOR: Patrick Mahoney
West Coast Arborists, Inc.
3625 E. Stevenson Avenue
Stockton, CA 95205
CITY: City of Modesto
Purchasing Division
P.O. Box 642
Modesto, CA 95353
Each party may change its address for delivery of notice by delivering written notice of such change of address to the other party.

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10 15. SIGNATOR (IES) FOR CONTRACTOR:

The undersigned signature (ies) for CONTRACTOR warrant(s) and represent(s) those he/she/they is/are legally competent to execute the agreement and has/have full authority to execute this agreement.

16. ASSIGNMENT:

Neither this agreement nor any portion thereof shall be subcontracted or assigned without the written consent of the CITY in each and every instance.

17. WAIVER:

The waiver by any party to this agreement of a breach of any provision hereof shall be in writing and shall not operate or be construed as a waiver of any other or subsequent breach hereof unless specifically stated in writing.

18. HEADINGS NOT CONTROLLING:

Headings used in the agreement are for reference purposes only and shall not be considered in construing this agreement.

19. MISCELLANEOUS:

Time is of the essence in every provision of this agreement.

20. ENTIRE AGREEMENT:

This agreement and its exhibits contain the entire understanding between CONTRACTOR and CITY. Additional or new terms contained in this agreement which vary from CONTRACTOR’S proposal are controlling and are deemed accepted by CONTRACTOR by shipment of any article or other commencement of performance hereunder. All previous bids, offers and communications relative to this agreement, whether oral or written, are hereby superseded except to the extent that they have been incorporated into this agreement. No future waiver or exception to any of the terms, conditions, and provisions of this agreement shall be considered valid unless specifically agreed to in writing by all the parties.

21. PARTIAL INVALIDITY:

If any provision in this agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions shall nevertheless continue in full force without being impaired or invalidated in any way.

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11 WITNESS WHEREOF, the CITY OF MODESTO, a municipal corporation, has authorized the execution of this agreement in duplicate by its City Manager and attested by its City Clerk under authority of Resolution No. 2021-_______, adopted by the Council of the City of Modesto on the _____________ day of _____________________, 2021 and _____________________has caused this agreement to be duly executed.

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379 28th
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09/28/2021/PRN/NHoux/Item 16 1 2021-379

MODESTO CITY COUNCIL
RESOLUTION NO. 2021-379

RESOLUTION APPROVING THE AWARD OF BID AND AGREEMENT WITH WEST COAST ARBORISTS, INC., OF ANAHEIM, CA AS THE PRIMARY

CONTRACTOR FOR THE FURNISHING OF ON-CALL VEGETATION

MANAGEMENT SERVICES FOR THE PARKS, RECREATION AND

NEIGHBORHOODS DEPARTMENT FOR AN ESTIMATED ANNUAL
AMOUNT OF $250,000 AND AN AGREEMENT WITH GROVER LANDSCAPE SERVICES, INC., OF MODESTO, CA AS THE SECONDARY CONTRACTOR FOR AN ESTIMATED ANNUAL AMOUNT OF $25,000, FOR AN ESTIMATED COMBINED ANNUAL AMOUNT OF $275,000 AND AUTHORIZING THE

DIRECTOR OF FINANCE, OR DESIGNEE, TO ADJUST THE FINANCIAL

AMOUNTS BETWEEN BOTH PROVIDERS WITH A TOTAL COMBINED
AMOUNT NOT TO EXCEED $1,375,000 OVER FIVE-YEARS AND

AUTHORIZING THE CITY MANAGER, OR HIS DESIGNEE, TO EXECUTE

THE AGREEMENTS
WHEREAS, in recent years, the demand for vegetation management services within the City’s park system has exceeded the City Forestry Division’s available time and resources; and
WHEREAS, the City does not currently have an on-call vegetation management agreement available that provides tree trimming, tree removal, stump grinding, temporary tree protection fencing, herbicide application, wood chipping, vegetation haul-off and disposal, brush grinding, field mowing, field disking, arborist tree evaluations, and emergency service response; and
WHEREAS, in 2020, the Parks, Recreation and Neighborhoods Department, working in conjunction with other departments, identified a citywide need to establish a comprehensive on-call vegetation management agreement with a professional service provider; and
WHEREAS, the establishment of On-Call Vegetation Management Services Agreements will enable the City to better manage vegetation throughout the park system, DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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09/28/2021/PRN/NHoux/Item 16 2 2021-379
increase efficiency in response to weather related damage, reduce the risks of vegetation fires, and increase public safety throughout the City; and WHEREAS, on June 8, 2021, the Purchasing Division issued RFB No. PPD20- 07RB for On-Call Vegetation Management Services, on Planet Bids via the City’s website under various commodity codes and twenty-one (21) companies downloaded the RFB; and
WHEREAS, on June 29, 2021, bids were formally opened by the City Clerk and broadcast via Microsoft Teams Livestream, and three (3) companies responded, of which one (1) was a local vendor; and
WHEREAS, on the basis of providing the lowest responsive and responsible bid, staff recommends awarding the On-Call Vegetation Management Services agreement to West Coast Arborists, Inc., Anaheim, CA, as the primary contractor for an estimated annual amount of $250,000; and
WHEREAS, additionally, staff recommends awarding a secondary agreement to Grover Landscaping Services, Inc., Modesto, CA, for an estimated annual amount of $25,000; and
WHEREAS these two agreements have a combined estimated annual total amount of $275,000 and a five-year not to exceed total of $1,375,000.

NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Modesto that it approves the award of bid and agreement with West Coast Arborists, Inc., of Anaheim, CA as the primary contractor for the furnishing of On-Call Vegetation Management Services for the Parks, Recreation and Neighborhoods Department for an estimated annual amount of $250,000 and an agreement with Grover Landscape Services, DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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Exhibit B
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1 CITY OF MODESTO
REQUEST FOR BID AND SPECIFICATIONS NO. PPD20-07RB
FOR

ON-CALL VEGETATION MANAGEMENT SERVICES

THE PAYMENT OF PREVAILING WAGE IS REQUIRED
BID OPENING: JUNE 29, 2021 at 11:00 A.M.

CITY OF MODESTO CONTACT: Carol Wattle, Buyer
E-MAIL ADDRESS: [email protected]
PHONE: (209) 577-5406
Exhibit C
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2 CITY OF MODESTO
REQUEST FOR BID AND SPECIFICATIONS NO. PPD20-07RB

TABLE OF CONTENTS
Page
. Notice to Bidders ................................................................................................................ 3 . City Contacts ....................................................................................................................... 4 . Calendar of Events .............................................................................................................. 4 . Offer and Acceptance ......................................................................................................... 4 . Covid-19 Response ............................................................................................................. 5 . Submittal Checklist ............................................................................................................. 6 FORMS
. Bid Acknowledgement (Signature Form) ........................................................................ 7 . Pricing Schedule (Signature Form) ............................................................................ 8-10 . Exceptions, Clarifications, Amendments (if applicable) .................................................. 11 . References ................................................................................................................... 12-13 . Financial Interest Disclosure (Signature Form) ...................................................... 14-16 . Support of Local Vendors (if applicable) ......................................................................... 17 . Company History Statement ............................................................................................ 18 . Addenda Acknowledgement Page (if applicable) ........................................................... 19

TECHNICAL REQUIREMENTS
. Scope of Work .................................................................................................................. 20 . General Specifications ................................................................................................ 20-22 . Contractor Responsibilities ......................................................................................... 22-25 . Required Licenses ............................................................................................................. 27 . Insurance ..................................................................................................................... 27-28

GENERAL REQUIREMENTS
. Bid Submittal .................................................................................................................... 29 . Acceptance/Rejection of Irregular Bids ........................................................................... 29 . Complete Bid Document .................................................................................................. 29 . Compliance/Non-Compliance .......................................................................................... 30 . Prevailing Wages .............................................................................................................. 30 . Pricing Format................................................................................................................... 30 . Pricing Schedule ............................................................................................................... 30 . Award of Bid ............................................................................................................... 30-31 . Term of Agreement ........................................................................................................... 31 . Termination of Services .............................................................................................. 31-32 . Quantities .......................................................................................................................... 32 . Funding ............................................................................................................................. 32 . Other Government/Publicly Funded Agencies ................................................................. 32 . Protest and Appeal Procedures ................................................................................... 34-37 . Payment ............................................................................................................................. 38 . Sample Annual Agreement ........................................................................................ 39-49 DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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3 NOTICE TO BIDDERS
NOTICE IS HEREBY GIVEN that the City of Modesto, County of Stanislaus, State of California, will receive at the City Clerk’s office, 1010 Tenth Street, Suite 6600, Modesto, CA 95354 sealed bids for the furnishing of On-Call Vegetation Management Services for the City of Modesto, Parks, Recreation and Neighborhoods Department.

All equipment, materials, and supplies shall be furnished F.O.B. City of Modesto. Bidders are highly recommended to download all documents from the City’s Purchasing website at http://www.modestogov.com/257/Contracting-Bid-Opportunities; such bids shall include all necessary specifications.

Each bid shall be sealed and filed with the City Clerk’s office, 1010 Tenth Street, Suite 6600, Modesto, CA 95354 prior to Tuesday, June 29, 2021 at 11:00 A.M., at which time bids will be opened, read and recorded.

All bids shall be available for review following City Council award approval at the Purchasing Division, 1010 Tenth Street, 5th Floor, Suite 5300, Modesto, CA 95354.

Bids will be received only at the address shown above, and prior to the time indicated. Any bid received at or after said time and/or date, or at a place other than the stated address cannot be considered and will be returned to the bidder unopened.

All bids, whether delivered by an employee of the bidder, U.S. Postal Service, courier or package delivery service must be received and time stamped at the stated address prior to the time designated. The City Clerk’s time stamp shall be considered the official timepiece for the purpose of establishing the actual receipt of bids.

The City of Modesto assumes no responsibility for delay in the delivery of the bid.

On the outside of the bid envelope and courier envelope, if any, the bidder shall indicate the following:

NAME AND ADDRESS OF BIDDER
SPECIFICATION NUMBER PPD20-07RB

ON-CALL VEGETATION MANAGEMENT SERVICES
BID OPENING DATE: JUNE 29, 2021 AT 11:00 A.M.

MAIL TO: CITY CLERK DELIVER/ COURIER TO: CITY CLERK

CITY OF MODESTO CITY OF MODESTO
P.O. BOX 642 1010 10TH STREET, SUITE 6600
MODESTO, CA 95353 MODESTO, CA 95354
The City reserves the right to reject any or all bids or to waive any informalities or minor irregularities in a bid.

No bidder may withdraw his/her bid for a period of ninety (90) days after the date set for the opening thereof.

Note: Deliver or mail bids to the referenced address, only, as indicated in the Notice to Bidders.

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4 CITY CONTACTS
All questions regarding these specifications, terms, and conditions shall be submitted in writing to Carol Wattle, Buyer, via email at: [email protected]
All contact during the bid process shall be through the Purchasing Division. Attempts by the bidder to contact department representatives may result in disqualification of the bidder from the bid process.

CALENDAR OF EVENTS
Event Date
Bid Issued June 8, 2021
Written Questions Due June 15, 2021
Addendum Issued (if required) June 22, 2021 (approximate date) Bid Opening PRIOR 11:00 A.M. on Tuesday, June 29, 2021
Bid Award Approximately October 2021
It is the responsibility of each bidder to be familiar with all of the specifications, terms and conditions and the site condition (if applicable). The bidder agrees and acknowledges all RFB specifications, terms, and conditions and indicates the ability to perform by submission of a bid. By the submission of a bid, the bidder certifies that if awarded an agreement they will make no claim against the City based upon ignorance of conditions or misunderstanding of the specifications.

CALIFORNIA LABOR CODE SECTION 1771.1 (a)
1771.1. (a) A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any agreement for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. It is not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 at the time the agreement is awarded.

OFFER AND ACCEPTANCE:

Seller represents his/her acceptance to provide products and/or services as follows: City's offer to purchase products and/or services is expressly conditioned upon Seller's assent to the terms and conditions set forth in City agreement documents, specifications, supporting data, and these articles. Seller agrees that Seller's Order Acknowledgement terms and conditions received prior to, during, or after order placement by City are hereby rejected. City agreements signed by the City's Purchasing Manager or designated agent and issued to Seller constitutes written notification to Seller of City's rejection of any and all of Seller Order Acknowledgements, counter offers and change to the City's terms and conditions.

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5 REQUEST FOR BID AND SPECIFICATIONS NO. PPD20-07RB

ON-CALL VEGETATION MANAGEMENT SERVICES
COVID-19 RESPONSE
The City of Modesto is doing our part to slow the spread of COVID-19. The City of Modesto will be broadcasting bid openings electronically via Microsoft Teams at 11:00 a.m. PT on Tuesday, June 29, 2021. The City Clerk Record of Bid document will be available on Planet Bids by the end of day, Tuesday, June 29, 2021.

The public bid opening for RFB PPD20-07RB, On-Call Vegetation Management Services, will be available using the URL link, video system or via phone provided below. By submitting your bid for the above-stated RFB you acknowledge, understand, and agree to this modified bid opening procedure.

URL - https://teams.microsoft.com/l/meetupjoin/19%3ameeting_NTI0YzBiMDMtNDQ0Yi00YjNlLWIwZjYtYzg4ZDVjMDdkM2Mz%40thread.v2/0?context=%7 b%22Tid%22%3a%22125ccacf-fc61-463c-9976-189f876ff90b%22%2c%22Oid%22%3a%229715c333-c997- 4dd7-8984-12cd4deaa705%22%7d

JOIN BY PHONE
+1 469-998-7409 United States, Dallas
Conference ID: 961 656 049#
Should you have any questions regarding this, please do not hesitate to contact Carol Wattle, by email at [email protected] or telephone at (209)577-5406.

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6 REQUEST FOR BID AND SPECIFICATIONS NO. PPD20-07RB

ON-CALL VEGETATION MANAGEMENT SERVICES

SUBMITTAL CHECKLIST

BID SUBMITTAL CHECKLIST
The bidder shall provide a complete bid in a sealed envelope before 11:00 A.M. on the bid opening date.

Failure to provide all the required documents may cause the bid to be considered non-responsive.

COMPLETE BID Page No.
. Bid Acknowledgement (Signature Form) ........................................................................ 7 . Pricing Schedule (Signature Form) ............................................................................. 8-10 . Exceptions, Clarifications, Amendments (if applicable) ................................................. 11 . References.................................................................................................................... 12-13 . Financial Interest Disclosure (Signature Form) ....................................................... 14-16 . Support of Local Vendors (if applicable) ......................................................................... 17 . Company History Statement ........................................................................................... 18 . Addenda Acknowledgement Page (if applicable) ........................................................... 19 DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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7 REQUEST FOR BID AND SPECIFICATIONS NO. PPD20-07RB

ON-CALL VEGETATION MANAGEMENT SERVICES

BID ACKNOWLEDGEMENT
The City is soliciting bids from qualified Bidders to furnish its requirements per the specifications, terms and conditions contained in the above referenced bid number. This Bid Acknowledgement must be completed, signed by a responsible officer or employee, dated and submitted with the bid response.

Obligations assumed by such signature must be fulfilled.

1. Preparation of Bids: (a) All prices and notations must be printed in ink or typewritten. No erasures permitted. Errors may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed in ink by person signing the bid. (b) Quote price as specified in bid. No alterations or changes of any kind shall be permitted to the Bid Form. Responses that do not comply shall be subject to rejection in total.

2. Failure to Submit Bid: If you are not submitting a bid but want to remain on the mailing list and receive future bids, complete, sign and return this Bid Acknowledgement and state the reason you are not pricing.

3. Taxes and Freight Charges: (a) unless otherwise required and specified in the RFB, the prices quoted herein do not include Sales, Use or other taxes. (b) No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by City, will be paid by the City unless expressly included and itemized in the bid. (c) Amount paid for transportation of property to the City is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping paper shows the consignee as one (1) of the Agencies; as such papers may be accepted by the carrier as proof of the exempt character of the shipment. (d) Articles sold to the Agencies are exempt from certain Federal excise taxes. The Agencies will furnish an exemption certificate.

4. Award: (a) Unless otherwise specified by the bidder or the RFB gives notice of an all-or-none award, the City may accept any item or group of items of any bid. (b) Bids are subject to acceptance at any time within thirty (30) days of opening, unless otherwise specified in the RFB. (c) A valid, written purchase order mailed, or otherwise furnished, to the successful bidder within the time for acceptance specified results in a binding contract without further action by either party. The contract shall be interpreted, construed and given effect in all respects according to the laws of the State of California.

5. Patent Indemnity: Bidders who do business with the City shall hold the City, its officers, agents and employees, harmless from liability of any nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or un-patented invention, article or appliance furnished or used in connection with the contract or purchase order.

6. Samples: Samples of items, when required, shall be furnished free of expense to the City and if not destroyed by test upon request (made when the sample is furnished), be returned at the bidder’s expense.

7. Rights and Remedies of Agencies for Default: (a) In the event any item furnished by the bidder in the performance of the contract or purchase order should fail to conform to the specifications therefore or to the sample submitted by the bidder with its bid, the City may reject the same, and it shall thereupon become the duty of the bidder to reclaim and remove the same forthwith, without expense to the City, and immediately to replace all such rejected items with others conforming to such specifications or samples; provided that should the bidder fail, neglect or refuse so to do the City shall thereupon have the right to purchase in the open market, in lieu thereof, a corresponding quantity of any such items and to deduct from any moneys due or that may there after come due to vendor the difference between the prices named in the contract or purchase order and the actual cost thereof to the City. In the event that the bidder fails to make prompt delivery as specified for any item, the same conditions as to the rights of the City to purchase in the open market and to reimbursement set forth above shall apply, except when delivery is delayed by fire, strike, freight embargo, or Act of God or the government. (b) Cost of inspection or deliveries or offers for delivery, which do not meet specifications, will be borne by the bidder. (c) The rights and remedies of the Agencies provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract.

8. Discounts: (a) Terms of less than ten (10) days for cash discount will be considered as net. (b) In connection with any discount offered, time will be computed from date of complete, satisfactory delivery of the supplies, equipment or services specified in the RFB, or from date correct invoices are received by the City at the billing address specified, if the latter date is later than the date of delivery. Payment is deemed to be made, for the purpose of earning the discount, on the date of mailing the City’s check.

9. California Government Code Section 4552: In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tender’s final payment to the bidder.

10. No Guarantee or Warranty: The City makes no guarantee or warranty as to the condition, completeness or safety of any material or equipment that may be traded in on this order.

11. Two “Inked” Signed Original Bid Document Requested: Failure to furnish at least one “inked” signed original bid document may result in disqualification.

THE undersigned acknowledges receipt of the referenced RFB and/or Addenda and offers and agrees to furnish the articles and/or services specified on behalf of the bidder indicated below, in accordance with the specifications, terms and conditions of this RFB and Bid Acknowledgement, for the pricing indicated on the Pricing Schedule.

Firm:

Address:

City/State/Zip:

Signature/Title/Date:

DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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8 REQUEST FOR BID AND SPECIFICATIONS NO. PPD20-07RB

ON-CALL VEGETATION MANAGEMENT SERVICES

PRICING SCHEDULE
All labor, equipment, fuel, tools, licenses and insurance necessary to perform the required services shall be included in bid pricing. Bid must be submitted on the Pricing Schedule provided. No alterations should be made to the pricing schedule. Any exceptions, amendments or adjustments should be noted on the “Exception, Clarification, Amendments” section on page 11.

The “Estimated Quantity” shown below is provided as an example of services to be requested for bidding purposes only and does not guarantee a quantity of services to be paid. During the agreement period, at any time, the City reserves the right to increase or decrease the quantity of services paid at its discretion.

ESTIMATED QTY x UNIT PRICE = EXTENDED PRICE
**In case of discrepancy between a unit price and an extended price, the unit price will be presumed to be correct, subject, however, to correction to the same extent and in the same manner. **

ITEM DESCRIPTION ESTIMATED

QUANTITY

UNIT OF

ISSUE UNIT PRICE
Payment of Prevailing Wages
Required

EXTENDED PRICE
LABOR:
1 Hourly Rate Tree Trimming Climber 240 HOUR $________ $________________ 2 Hourly Rate Tree Trimming Ground Level 160 HOUR $________ $ 3 Hourly Rate General 160 HOUR $________ $________________ 4 Hourly Rate Herbicide Application 60 HOUR $________ $________________ 5 Certified Equipment Operator 40 HOUR $________ $________________ TREE/STUMP REMOVAL:
6 Chain Link Fencing, Temporary Tree
Protection Installed 500 LF $________ $________________ 7 Snow Fencing with T-Stakes, Temporary
Tree Protection Installed 500 LF $________ $________________ 8 Tree Removal (dia. <12”) 5 EA $________ $________________ 9 Tree Removal (dia. 12” – 24”) 5 EA $________ $________________ 10 Tree Removal (dia. 24” – 36”) 15 EA $________ $________________ 11 Tree Removal (dia. 36” – 48”) 10 EA $________ $________________ 12 Tree Removal (dia. 48” – 60”) 5 EA $________ $________________ 13 Tree Removal (dia. >60”) 3 EA $________ $________________ 14 Tree Stump Grinding (dia. <12”) 5 EA $________ $________________ 15 Tree Stump Grinding (dia. 12” – 24”) 5 EA $________ $________________ DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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9 16 Tree Stump Grinding (dia. 24” – 36”) 15 EA $________ $________________ 17 Tree Stump Grinding (dia. 36” – 48”) 10 EA $________ $________________ 18 Tree Stump Grinding (dia. 48” – 60”) 5 EA $________ $________________ 19 Tree Stump Grinding (dia. >60”) 3 EA $________ $________________ MATERIAL HANDLING:
20 Wood Debris Chipping 120 HOUR $________ $________________ 21 Haul-Off Disposal 120 HOUR $________ $________________ 22 Green Waste 30-Yard Bin w/Haul-Off
Disposal 10 EA $________ $________________
BRUSH/FIELD MANAGEMENT:
23 Brush Grinding 20 HOUR $________ $__________________ 24 Field Mowing 10 ACRE $________ $________________
25 Field Disking 10 ACRE $________ $________________
ARBORIST EVALUATIONS (Cost Per Tree):
26 Arborist Tree Evaluation (1) Single Tree 5 EA $________ $________________ 27 Arborist Tree Evaluation (5-9) Total Trees 15 EA $________ $________________ 28 Arborist Tree Evaluation (10-19) Total Trees 40 EA $________ $________________ 29 Arborist Tree Evaluation (20+) Total Trees 100 EA $________ $________________ ESTIMATED GRAND TOTAL: $________________
ADDITIONAL SERVICE(S):
30 Emergency Response Service – Fixed Fee 5 EA $ $______________________ 31 Overtime Rate – Emergency Service Work 16 HOUR $ $______________________ 32 Double Time Rate – Emergency Service Work 4 HOUR $ $______________________ DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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10 REQUEST FOR BID AND SPECIFICATIONS NO. PPD20-07RB

ON-CALL VEGETATION MANAGEMENT SERVICES

PRICING SCHEDULE
City Business/Delivery License No. __________ Expiration Date: __________ DIR Registration No. _______________________________ Expiration Date:

Contractor License No. __________ Expiration Date: __________ Contractor shall have at a minimum an active Contractor’s License with Classification C-61/D-49, or C-27 Pesticide Applicators License No. ___________________________ Expiration Date: _________________ Stated pricing is subject to (______ %) cash discount if invoice is paid within ______ days after acceptance of service.

THE PAYMENT OF PREVAILING WAGES IS REQUIRED FOR ALL MAINTENANCE SERVICES.

A City Business License is not required at the time of the bid, however, please note the Business License No. if bidder should already have one. (See Section 1.12 for further details) Does bidder accept the City’s E-pay Payment Program? Please check one: Yes ____ No ____ Information regarding the program is provided in Section 2.25 Payment.

Company Name (Bidder):

By (Person Submitting Bid): (Print)
By (Person Submitting Bid): (Signature)
Title of Person Submitting Bid:

Business Address
(City/State/Zip):

E-Mail Address:

Telephone Number:

Fax Number:

Date:

DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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11 REQUEST FOR BID AND SPECIFICATIONS NO. PPD20-07RB

ON-CALL VEGETATION MANAGEMENT SERVICES

EXCEPTIONS, CLARIFICATIONS, AMENDMENTS
Exceptions, Clarifications, Amendments
List requests for bid clarifications and exceptions below, if any, sign and submit with your bid response.

Item
No.

Reference To: Description
Page No. Paragraph No.

Company Name (Bidder):

DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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12 REQUEST FOR BID AND SPECIFICATIONS NO. PPD20-07RB

ON-CALL VEGETATION MANAGEMENT SERVICES

REFERENCES
All Bidders must provide a list of five (5) current or former clients in the area provided below, identifying prior experience with similar type of services requested by the City under Scope of Work.

References shall have similar volume and requirements to those outlined in these specifications, terms and conditions. Bidders failing to provide references may be deemed as non-responsive.

The City may contact some or all of the references provided in order to determine the bidders’ performance record on work and equipment similar to that described in this bid. The City reserves the right to contact references other than those provided in the response and to use the information gained from them in the award process.

Company Name:

Address:

City, State, Zip Code:

Contact Person:

Email Address:

Telephone Number:

Type of Business:

Date of Service:

Annual Contract Value $
Company Name:

Address:

City, State, Zip Code:

Contact Person:

Email Address:

Telephone Number:

Type of Business:

Date of Service:

Annual Contract Value $
Company Name:

Address:

City, State, Zip Code
Contact Person:

Email Address:

Telephone Number:

Type of Business:

Date of Service:

Annual Contract Value $
DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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13 REQUEST FOR BID AND SPECIFICATIONS NO. PPD20-07RB

ON-CALL VEGETATION MANAGEMENT SERVICES

REFERENCES - CONTINUED
Company Name:

Address:

City, State, Zip Code
Contact Person:

Email Address:

Telephone Number:

Type of Business:

Date of Service:

Annual Contract Value $
Company Name:

Address:

City, State, Zip Code
Contact Person:

Email Address:

Telephone Number:

Type of Business:

Date of Service:

Annual Contract Value $
Company Name (Bidder):

DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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14 REQUEST FOR BID AND SPECIFICATIONS NO. PPD20-07RB

ON-CALL VEGETATION MANAGEMENT SERVICES

FINANCIAL INTEREST DISCLOSURE

REQUIRED DISCLOSURE BEGINNING THE COUNCIL MEETING
OF JANUARY 7, 2003
The ordinance requiring financial interest disclosure by all parties having a direct or indirect interest of $2,000 or more (except for certain publicly traded companies) will be effective at the Council meeting of January 7, 2003. This means that any Council action on a contract, agreement or development right must be accompanied by a FINANCIAL INTEREST DISCLOSURE FORM listing by name all parties that have a material financial interest in the agreement, contract or development right.

PLEASE NOTE, any Council action that requires a FINANCIAL INTEREST DISCLOSURE cannot be considered by the City Council until the required reporting is made. That means that Agenda Items without the DISCLOSURE will be removed from the Council Agenda.

FinDisclosure12-19
DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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15 REQUEST FOR BID AND SPECIFICATIONS NO. PPD20-07RB

ON-CALL VEGETATION MANAGEMENT SERVICES

FINANCIAL INTEREST DISCLOSURE FORM
All persons included within the meaning of either of the following tests have a material financial interest in an agreement, or application for development rights, submitted for approval or disapproval by the City Council, and shall be identified by the applicant, by name, on page 15.

Tests of Materiality:

1. Whether it is foreseeable to a reasonable person that the value of their interest in property available for use by an applicant, or their interest in the applicant itself, may increase or decrease by an amount greater than $2,000.00 as a direct or indirect result of Council action on the applicant’s agreement or application for development rights.

2. Whether it is foreseeable to a reasonable person that the person’s gross income from the applicant may increase or decrease by a sum greater than $2,000.00 as a direct or indirect result of Council action on the agreement or application for development rights.

It is the legal obligation of all applicants for approval of an agreement or of an application for development rights to verify in writing, under penalty of perjury, that the identity of each person having a material financial interest in the agreement or application or development rights is true, correct and complete.

By signing below, the applicant understands that this information is provided under penalty of perjury, and that intentionally supplying misinformation or deception may result in either invalidation of the agreement or application, or criminal prosecution for misdemeanor violation of the Modesto Municipal Code, or both.

Negligent provision of misinformation shall be grounds for invalidation. In accordance with the Modesto Municipal Code, each applicant has a continuing obligation to maintain the truth, accuracy and completeness of the financial interest disclosure information provided below until after final consideration by the City Council of any matter arising out of or relating to the agreement or application.

By signing this document, I agree to the information contained within.

COMPANY NAME: ____________________________________________________

__________________________________
APPLICANT’S NAME (SIGNATURE):

__________________________________
APPLICANT’S NAME/TITLE (PRINT):
__________________________________
DATE: ____________________________
Applicable Names: (if any, use page 15)
Questions concerning the application of either test to particular facts should be resolved in advance of Council action by agreement with the department head recommending approval of its agreement/application.

DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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16 REQUEST FOR BID AND SPECIFICATIONS NO. PPD20-07RB

ON-CALL VEGETATION MANAGEMENT SERVICES

FINANCIAL INTEREST DISCLOSURE FORM
COMPANY NAME: __________________________________________ NAMES
Signature / Print:

Signature / Print:

DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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17 REQUEST FOR BID AND SPECIFICATIONS NO. PPD20-07RB

ON-CALL VEGETATION MANAGEMENT SERVICES

SUPPORT OF LOCAL VENDORS

REQUEST FOR DECLARATION
Of

LOCAL BUSINESS
Should the bidder that submits the lowest responsive bid or quote and would otherwise normally qualify to receive the bid pursuant to Sections 8-3.203 and 8-3.204 of the Modesto Municipal Code (MMC) not be a local business as defined herein, the lowest bid or quote submitted by a local business that is within five percent (5%) of the lowest bid or quote, whether or not that bidder is the second lowest bidder, may be deemed to be the lowest bidder if the local bidder agrees to reduce its bid to match the bid or quote of the lowest bidder in writing within five (5) business days after notification by City Purchasing staff, provided that said local bidder is deemed to be a responsible bidder as determined by the Purchasing Manager.

To qualify as a local bidder, the bidder must have a physical business location within the City of Modesto and a current City of Modesto business license.

This document is only required should the bidder request to be considered for the Support of Local Vendor preference, and meets the criteria noted above.

I declare I am a local business per the above criteria

SUPPORT OF LOCAL VENDORS

DECLARATION OF ELIGIBILITY
Company Name:

Street Address:

Telephone Number:

Business License Number:

Under penalty of perjury, The Undersigned declares that the foregoing information is true and correct:

Print/Type Name:

Title:

Signature:

Date:

DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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18 REQUEST FOR BID AND SPECIFICATIONS NO. PPD20-07RB

ON-CALL VEGETATION MANAGEMENT SERVICES

COMPANY HISTORY STATEMENT
Your company shall have been in business for a minimum of three (3) continuous years (immediately prior to the time of the RFB submittal date) providing the types of services requested herein.

The company history statement shall be prepared on company letterhead and provided with the bid submittal.

DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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19 REQUEST FOR BID AND SPECIFICATIONS NO. PPD20-07RB

ON-CALL VEGETATION MANAGEMENT SERVICES

ADDENDA ACKNOWLEDGEMENT
The bidder shall check the RFB listing on the City’s Planet-Bid website, periodically, and in any event, no later than the day prior to bid opening to obtain any addenda information. The changes identified in the addenda modify this request for bid and specifications. The addenda now become a part of this request for bid and specifications. Signing the Bid on the signature portion thereof, the bidder is acknowledging that the bidder has confirmed that he or she has received all addenda issued for this request for bid and specifications, and has included costs for such in the bid submitted. Failure to list and acknowledge all addenda numbers may cause the bid to be considered nonresponsive. Do not attach any of the addenda to this sheet nor include them with the bid.

This document is only required to be returned should addenda have been issued.

The Bid is submitted with respect to the changes to the request for bid and specifications included in addenda numbers:

LIST ALL ADDENDA NUMBERS: _____________________________________________________ Company Name (Bidder):

DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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20 REQUEST FOR BID AND SPECIFICATIONS NO. PPD20-07RB

ON-CALL VEGETATION MANAGEMENT SERVICES

TECHNICAL SPECIFICATIONS AND REQUIREMENTS

1.1 SCOPE OF WORK:

The City of Modesto, Parks, Recreation and Neighborhoods Department are seeking a qualified contractor for the furnishing of On-Call Vegetation Management Services for the management of green organic waste for various locations throughout the City of Modesto on an “as needed” basis throughout the year.

The successful contractor shall submit pricing for hourly labor, tree removal, stump grinding, tree trimming, material handling, brush and field management, arborist evaluations and additional services with reasonable access to conduct work. Shall access be determined by the City to have limited accessibility, alternative accommodations will be provided. Pricing shall include all labor, materials, equipment, tools, fuel, and insurance necessary to do the work listed.

1.2 GENERAL SPECIFICATIONS:

HOURLY LABOR RATE REQUIREMENTS:

The successful contractor rates shall include all equipment, fuel, mileage and vehicles used to conduct work, full compensation to be paid for labor hours worked. All work shall be done per the International Society of Arboriculture (ISA) tree protection and pruning requirements. https://www.isa-arbor.com/ A. Hourly Rate Tree Trimming, Climber (Bid Line Item #1): A laborer trained and skilled in tree trimming work. A person whom primarily works from an elevated position such as a bucket-lift, or a tree climber, commonly with use of small power tools such as a chainsaw.

B. Hourly Rate Tree Trimming, Ground Level (Bid Line Item #2): A laborer trained and skilled in tree trimming work. A person whom primarily works from a non-elevated position, at ground level, commonly with use of hand tool or small power tools such as pruners or a chainsaw.

C. Hourly Rate General (Bid Line Item #3): A laborer whom works on general tasks such as debris chipping, clean-up, or driving.

D. Hourly Rate Herbicide Application (Bid Line Item #4): A laborer trained and skilled in the application of herbicide. Pesticide applicators license required.

E. Certified Equipment Operator (Bid Line Item #5): A laborer whom is trained and skilled in driving light duty or heavy machinery such as a skid-steer, front loader, backhoe, stump grinder and chip truck.

TREE/STUMP REMOVAL REQUIREMENTS:

The successful contractor shall install temporary fencing to protect vegetation, endangered species and trees that are located in the surrounding area of work being performed. The contractor to install 8.5” x 11” laminated/waterproof signage at minimum every 8’ linear feet. Signage to state; “Vegetation Protect Area, Please Keep Out”. All trees or vegetation to be retained shall be temporarily fenced with temporary 6’ rigid chain link construction fence or temporary 4’ orange snow fencing at the dripline of tree or vegetation to remain, as determined by the City. Locations of trees or vegetation to remain shall be marked on-site or identified in writing by City Representative.

DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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21 F. Chain Link Fencing Temporary Tree Protection Installed (Bid Line Item #6): Contractor to install a temporary rigid 6’chain link fence. The chain link construction fence shall be installed as deemed necessary by the City Representative. The temporary construction fencing shall be in good condition, staked into ground wherever possible, and installed with a top tension wire. The fence posts shall be two-inch (2”) diameter galvanized steel. The fence fabric shall be 11-gauge, with knuckled barbs on the top edges. Temporary chain link fencing to be removed immediately once work is complete.

G. Snow Fencing with T-Stakes Temporary Tree Protection Installed (Bid Line Item #7): Contractor to install a temporary 4’ orange snow fence. The orange snow fencing shall be installed as deemed necessary by the City Representative. The snow fencing shall be in new or very good condition, attached to 6’ long metal t-stakes driven 24” into the soil. Attachment should be done with heavy duty black zip-ties, at least three zip-ties per post. T-stake post shall have a maximum spacing of 8’.

Temporary orange snow fencing to be removed immediately once tree trimming or removal work is completed.

The Contractor shall cut tree stumps within 6” of finished grade. Full compensation for price to be paid per each tree removed.

H. Tree Removal (Bid Line Items #8-#13): Contractor to completely remove and legally dispose of trees off-site with the trunk from less than 12” to greater than 60” at breast height (DBH). In the case of a multi-trunk specimen the communitive diameter of all trunks at (DBH) should be used.

The Contractor shall grind an existing tree stump measured at 6” above the existing grade and backfilled with soil or chipping materials to completely fill the void and make flush with surrounding grade. Stump shall be ground to below grade and work shall include site material clean-up and debris haul-off.

I. Tree Stump Grinding (Bid Line Items #14-#19): Contractor to complete grinding of an existing tree stump.

MATERIAL HANDLING REQUIREMENTS:

J. Wood Debris Chipping (Bid Line Item #20): The Contractor to complete chipping of woody green waste materials to be stockpiled in place on-site for future use as chipped mulch material. Chipped material pieces not to exceed 6” in length. Piles of debris and logs will vary in size due to variable site conditions. Debris to be chipped not to exceed 12” in diameter.

K. Haul-Off Disposal (Bid Line Item #21): The Contractor to complete loading and haul-off of woody green waste materials which are designated to be removed and legally disposed of off-site. Any incurred debris haul-off dump fees paid by Contractor to be reimbursed at disposal invoice cost, plus 10%.

L. Green Waste 30-Yard Bin, w/Haul-Off Disposal (Bid Line Item #22): The Contractor to delivery an empty 30-yard green waste bin to a project site for use to fill with green waste materials of various sizes and density by others. The contractor to removal and legal disposal of, off-site, green waste materials placed in bin. Any incurred debris haul-off dumps fees paid by Contractor to be reimbursed at disposal invoice cost, plus 10%.

DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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22 BRUSH/FIELD MANAGEMENT REQUIREMENTS:

M. Brush Grinding (Bid Line Item #23): The Contractor to grind down shrubbery, and sapling trees (less than 2” DBH) to within 2” of finish grade. Removal of roots is not required.

The Contractor shall take care to protect all native trees and shrubs from damage. On each occurrence total area to be field mowed and field disking shall be greater than one (1) acre.

N. Field Mowing (Bid Line Item #24): The Contractor, with use of mechanical equipment, to weed-eat and/or mow down grassland to within 3” of finish grade. The City anticipates 10% or less of the task to consist of weed-eating.

O. Field Disking (Bid Line Item #25): The Contractor, with use of mechanical equipment, to disc grassland in areas identified by City to create fire breaks and/or till soil to overall reduce fire risk.

ARBORIST EVALUATION REQUIREMENTS:

P. Arborist Evaluation (Bid Line Items #26-#29): The Contractor to complete a written professional arborist evaluation report providing at minimum a tree’s current health status, recommendations for any actions which should be taken to improve a trees health, including any necessary trimming to improve safety, estimated number of healthy years likely remaining in the tree’s life and if the tree could jeopardize any capital investments such as playgrounds, buildings, sidewalks, roads, fencing, lighting, personal property or other installed City infrastructure.

ADDITIONAL SERVICES:

Q. Emergency Response Service – Fixed Rate (Bid Line Item #30): Upon the City’s written request for Emergency Response Service, the Contractor shall begin Emergency Response Service work within (24) hours of written request provided by the City. The Contractor shall promptly remedy any immediate safety hazards or concerns presented to the Contractor by the City, full compensation to be paid for each occurrence the City requests Emergency Response Service work. The fixed rate shall be paid in addition to the unit price paid on Bid Line Items #1-#25, #31, #32.

R. Overtime Rate – Emergency Service Work (Bid Line Item #31): Rate per labor hour worked by any Contractor employee identified on Bid Line Items #1-#5 whom is specifically directed by the City to work more than (8) hours per work day, (40) hours within a work week, or (6) consecutive days within a work week. As part of the City’s request for Emergency Response Services work, full compensation to be paid for labor hours worked. Overtime Rate shall override rates listed for Bid Line Items #1-#5.

S. Double Time Rate - Emergency Service Work (Bid Line Item #32): Rate per labor hour worked by any Contractor employee identified on Bid Line Items #1-#5 whom is specifically directed by the City to work more than (12) hours per work day, or (8) hours on the seventh consecutive work day within a work week, or any hour on a Federal listed holiday. As part of the City’s request for Emergency Response Services work, full compensation to be paid for labor hours worked. Double Time Rate shall override rates listed for Bid Line Items #1-#5.

1.3 CONTRACTOR RESPONSIBILITIES:

A. Until the formal acceptance of the work by the City Representative, the Contractor shall be responsible for and have care, custody, and control of the work and of the parts, materials and equipment to be used DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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23 therein, including parts, materials and equipment delivered to the work site. The Contractor shall bear full risk of loss, injury or damage to any part of the work and parts, material or equipment by action of the elements, or from any other cause, whether arising from the execution or non-execution of the work.

The Contractor shall rebuild, repair, restore and make whole, all loss or damage to any portion of the work, parts or materials, before final acceptance, and shall bear the expense thereof, except for such loss or damage caused by the acts of the City, State, or Federal Government, or by an act of God as defined in Section 4150 of the California Government Code.

B. Project Delays: Suspension of work for any cause whatsoever shall not relieve the Contractor of their responsibility for the work or parts and materials as specified on the work request. The Contractor shall be responsible for and remedy all defects arising from faulty, improper or inferior workmanship.

C. The Contractor shall be responsible for and remedy all defects arising from faulty, improper or inferior workmanship, or parts and materials discovered in any part of the work, during one-year after the acceptance of the work.

D. The Contractor shall be responsible for any damage his/her activities cause to adjacent public or private property. The Contractor shall be responsible to correct any damage done as the result of their work at the Contractor’s solo expense. The Contractor shall take all measures necessary to protect the surrounding area from debris or other damage resultant from the project activities.

E. Site Inspection: Prior to all work, the Contractor shall carefully inspect the entire site and all objects required to be removed. Locate all existing active utility lines traversing the project and site; and determine the requirements for their protection.

F. Underground Service Alert: As necessary, Contractor to evaluate and obtain an Underground Service Alert prior to start of work. Call number #811.

G. Damages Resulting from Work Activity: The Contractor shall be responsible for any damage their activities cause to adjacent public or private property. The Contractor shall take all measures necessary to protect the surrounding area from debris or other damage resultant from the tree trimming or vegetation management activities. Contractor shall repair any landscape, soft-scape or hard-scape area damaged during the course of the tree trimming and/or vegetation management work.

Prevent movement and settlement of adjacent structures. Install temporary barriers, fences, bracing, planking, barricades, lights, warning signs and other protections required to protect structures, utilities, landscaping and other items that are to remain in place.

H. Equipment: Contractor must be experienced and certified to either own or have immediate access to equipment necessary to do complete all of tree trimming and vegetation management duties indicated.

I. Green and Organic Waste Disposal:

1. Per the State of California regulations SB1383 (https://www.calrecycle.ca.gov/climate/slcp) and AB901 (https://www.calrecycle.ca.gov/laws/rulemaking/archive/2019/ab901reporting) cities and businesses must comply with mandated organic recycling and material reporting (tonnages) requirements which establish methane emissions reduction targets both locally and statewide. To achieve those reduction targets, organics (yard waste, grass, leaves, brush, leaves, trees and tree trimmings, etc., paper waste and food scraps) must be diverted out of landfills into permitted DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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24 recycling facilities. In compliance to the regulatory requirements, cities must ensure that all garbage, recycling, landfills and transfer facilities, landscape companies, material haulers, etc. are bound to the law and transfer the organic materials collected within the City of Modesto to a permitted recycling facility.

2. The Contractor shall dispose of all green waste and organic matter collected as part of this Vegetation Management Services Agreement to the City of Modesto Compost Facility located at 7001 Jennings Road, Modesto, CA 95358; contact telephone number (209) 571-5144 – will receive the organic materials (scale in and weigh) and report the collection tonnages to the City’s Solid Waste administrative offices and to Cal-Recycle on a quarterly and annual basis. The Contractor shall provide invoices/receipts to the City’s Parks Planning and Development Division on a monthly basis for Contractor reimbursement, as applicable.

3. The City of Modesto Compost Facility will charge a receiving tip fee – currently (as of October 2020) $30.35 (within city limits) and $60.00 per ton (outside city limits) - to receive and recycle the organics into compost. The Contractor shall respect the rights of property owners and not enter private property without first obtaining permission from the property owner. Some line sections will be located in easements that may be difficult to access and will require the Contractor to enter private property.

J. The Contractor shall keep complete, accurate records of each day’s operation. Records shall show date of work, type work conducted and any other pertinent information. Log sheets shall be submitted with each invoice.

K. Barricades: The Contractor shall provide and place barricades and/or safety ribbon as necessary to restrict access to the work areas. The Contractor shall be responsible for maintaining access control of the work areas from the time work starts until the time the work site is returned to its pre-project condition, including cleanup.

L. Additional and Emergency Protection: Whenever, in the opinion of the City Representative, the Contractor has not taken sufficient precautions for the safety of the public, or property and structures adjacent to the work area, the City Representative may require immediate action taken and the placement of additional protections.

M. Access and Storage: Prior to commencement of work, the Contractor shall confer with the City for the purposes of determining the exact scope of work. At no time shall materials, soil or equipment be stored or placed within the "dripline" of existing trees to be preserved. At no time shall vehicles be parked within the “dripline” of an existing tree to be preserved.

N. Coordination and Scheduling of Work: All work shall be scheduled and conducted in a cooperative manner in order to give the least possible interference with other work which may be taking place.

O. Stump Grinding: Stumps shall be ground below grade, minimum 12” below grade for stumps up to 24” in diameter, minimum 24” below grade for stumps greater than 24” in diameter.

P. Selective Pruning: Pruning consists of reducing the overall foliage and their branches by no more than 20% to 30% of the total tree canopy in order to trim canopy up for visibility and safety of vehicle and pedestrian traffic. Pruning is to be performed by a method called “drop crotch” pruning which permits the preservation of a natural appearing foliage margin and retains the character of the tree. At no time shall the leader of any tree be pruned or removed. Thinning of trees shall include DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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25 “safety trim”. This involves the removal of all dead branches over 1-1/2 inches in diameter, the removal of broken branches and the removal of over-burdened or conflicting branches as deemed necessary by the City’s Representative.

Cutting tools and saws shall be kept sharpened to a condition that will permit leaving an unabraised cambium edge on final cuts and bark tracings.

Q. Final Pruning: Cuts shall be made without leaving a stub. They shall be made in a manner to favor the earliest possible covering of the wound by callus growth. This requires that the wound be as small as practicable, the cut be within the shoulder ring area, and that the cambial tissues at the edge of the cut be alive and healthy. Extremely flush cuts that produce large wounds and weaken the tree at the cut cannot be made.

R. Cleanup: Prior to requesting a final inspection, the Contractor shall carefully clean up and remove all surplus materials and/or debris of any type resulting from the Contractor’s work from the work area, and shall dispose of all of the materials and debris in a proper legal manner. The work area shall be left clean and neat.

S. Disposal of Materials: All trimmings, stumps, roots, logs, grass clipping or any other form of debris resulting from this work or any work resulting from said operation shall be cleaned up and removed from the site by the Contractor as directed by the City Representative. The Contractor shall certify that any materials and debris removed from the site shall be disposed of in accordance with applicable Federal, State and Local laws, regulations or ordinances.

T. Chemical Spills: Should any chemical spill on the ground, the chemical and affected soil shall be removed and safely and legally disposed of. The area shall be restored to its original condition before the spill. Any damage to the vegetation resulting from misuse or accidental issue of the chemical shall be the responsibility of the Contractor to correct and make whole.

U. Chemical Mixing: Filling of chemical mixing tanks shall be done with an air gap or reduced-pressurezone backflow prevention device, approved by the City prior to use. The Contractor may only draw water from public water supplies when approved in writing by the City.

V. Chemical Reports: The Contractor shall submit chemical “usage reports” reports as required by State law to the Stanislaus County Ag Commissioner.

1.4 CHARACTER OF WORKERS:

If any person employed by the Contractor fails or refuses to carry out the direction of the City Representative or appears to be incompetent or acts in a disorderly or improper manner, that person shall be discharged immediately from the job on the request of the City Representative or Purchasing Manager, and such person shall not again work on any City job.

1.5 LABOR FORCE AND SUPERVISION:

The City requires tree trimming work to be overseen by an ISA Certified Tree Worker / Certified Arborist. The Contractor shall provide sufficient labor at all times to carry out the work properly and shall ensure that competent workers who are skilled in the type of work required are employed. The Contractor shall ensure that supervision is provided at all times while any work under this agreement is being performed. If, in the judgment of the City, any person is incompetent or disorderly, Contractor shall promptly remove such person from the work for the duration of the agreement.

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26 1.6 DELAYS BY THE CITY:

Any act or omission of any kind by the City of Modesto, its officers, agents or employees, which causes the Contractor delay in the completion of the work shall be grounds for extension of time on the part of the Contractor to complete the work, but shall give the Contractor no damages for such delay.

1.7 CITY RESPONSIBILITIES:

A. The City shall provide written direction for work to be performed.

B. The City shall assist the Contractor with entering private lands, public lands or right-of-ways.

1.8 REPORTS:

Upon completion of the work, reports shall accompany the invoice, or whenever requested to by the City, the Contractor shall submit electronic copies of log sheets and reports in Excel or other acceptable database format, which show, as a minimum, the following information:

A. The report date(s)
B. Name of site work was completed
C. The date the work was completed
D. Special conditions found by the Contractor’s crew
E. Any reasons for not completing the work as requested

1.9 WORK SCHEDULE:

Services shall be performed Monday through Friday, between the hours from 7:00 A.M. to 5:00 P.M., excluding all major holidays and furlough days. The Contractor may request alternative working days in writing for City review and consideration of acceptance, such as weekends. Service work outside of normal business hours is not required. Unless accepted by the City in writing prior to conducting work, no additional pay will be provided for alternative working days. The City to provide a minimum three (3) business days notice of any service work to be completed by the Contractor. Once service work is requested by the City, the Contractor shall acknowledge the City’s request within three (3) business days and provide an agreeable service work timeline within seven (7) business days. Service work requested to be completed within an agreed time between the City and Contractor prior to start of work.

No On-Call Vegetation Management Service shall be performed until the City has provided a written “Notice to Proceed” to the Contractor for each on-call service task requested by the City. The Contractor shall have the ability to respond to all emergency service calls within twenty-four (24) hours, seven (7) days per week, including holidays.

1.10 CITY REPRESENTATIVE:

Work under any resulting agreement shall be performed under the general technical guidance and direction of the "City Representative". The City Representative is not authorized to commit the City to changes in specifications, requirements, or scope of work, changes in price(s), period of performance or delivery date(s) or method of shipment. Changes of a contractual or business nature shall be affected only by written change to the agreement, issued by the City of Modesto, Purchasing Division.

1.11 CALIFORNIA LABOR CODE SECTION 1771.1 (a)
1771.1. (a) A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any agreement for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. It is not a violation of this section for an unregistered contractor to submit a bid that DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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27 is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 at the time the agreement is awarded.

Workers must be paid no less than the prevailing wage rate as published by the DIR, and Contractor shall maintain certified payroll. For additional information regarding Prevailing Wages, please contact the DIR at www.dir.ca.gov, or call the DIR, Labor Research and Statistics Unit, Prevailing Wage Unit at (415)-703-4774.

1.12 REQUIRED LICENSES:

Prior to beginning any service that shall be furnished under this specification, the bidder shall secure the appropriate Business/Delivery license from the City of Modesto. Business/Delivery license information may be obtained by calling (209) 577-5389.

If the bidder is furnishing any labor or service including installation or maintenance, the bidder shall possess the appropriate California Contractor's license(s) at the time the bid is submitted. An agreement shall not be awarded to a bidder that does not possess the appropriate Contractor's license(s). The appropriate Contractor's license(s) is that specified in this request, or if not specified, that which is otherwise required by law, and qualifies the Contractor to do business in the State of California.

1.13 INSURANCE:

A. General Liability - insurance with a minimum limit of liability per occurrence of $1,000,000 for bodily injury and property damage and $2,000,000 aggregate. The insurance shall indicate on the certificate of insurance the following coverage and indicate the policy aggregate limit applying to:
premises and operations; broad form contractual; independent contractors and subcontractors; products and completed operations.

B. Automobile Liability – insurance with a minimum limit of liability per occurrence of $1,000,000 for bodily injury and property damage. This insurance shall cover any automobile for bodily injury and property damage.

C. Workers' Compensation - in compliance with the statutes of the State of California, plus employer's liability with a minimum limit of liability of $1,000,000.

If at any time any of said policies shall be unsatisfactory to the CITY, as to form or substance or if a company issuing such policy shall be unsatisfactory to the CITY, the CONTRACTOR shall promptly obtain a new policy, submit the same to Risk Management via PINS for approval and submit a certificate thereof as hereinabove provided. Upon failure of the CONTRACTOR to furnish, deliver or maintain such insurance and certificates as above provided, this Agreement, at the election of the CITY, may be forthwith declared suspended, or terminated. Failure of the CONTRACTOR to obtain and/or maintain any required insurance shall not relieve the CONTRACTOR from any liability under this Agreement, nor shall the insurance requirements be construed to conflict with or otherwise limit the obligations of the CONTRACTOR concerning indemnification. The CITY, its agents, officers, officials, employees, and DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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28 volunteers shall be named as an additional insured on all insurance policies required herein, except Workers' Compensation.

The Workers' Compensation insurer shall agree to waive all rights of subrogation against the CITY, its agents, officers, officials, employees, and volunteers for losses arising from work performed by CONTRACTOR for the CITY.

The CONTRACTOR's insurance policy(ices) shall include a provision that the coverage is primary as respects the CITY; shall include no special limitations to coverage provided to additional insured; and, shall be placed with insurer(s) with acceptable Best's rating of A: VII or with approval of the Risk Manager.

For any claims related to this project, the CONTRACTOR’s insurance coverage shall be primary insurance as respects the Entity, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Entity, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.

CONTRACTOR shall either require any subcontractor to procure and to maintain during the term of the subcontract all insurance in the amounts specified above, or shall insure the activities of subcontractors in the policy specified above. The limits of liability required may vary, depending on the type of permit or agreement.

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29 REQUEST FOR BID AND SPECIFICATIONS NO. PPD20-07RB

ON-CALL VEGETATION MANAGEMENT SERVICES

GENERAL TERMS AND CONDITIONS

2.1 BID SUBMITTAL:

Bidders should submit two (2) “inked” (preferably blue ink) signed original bid document, plus two (2) copies of the signed original bid document, and one (1) electronic copy submitted via USB. The original bid document shall be clearly marked. Photocopies do not constitute an original bid.

FAILURE TO FURNISH AT LEAST ONE “INKED” SIGNED ORIGINAL BID DOCUMENT MAY RESULT IN DISQUALIFICATION.

It is the responsibility of the bidders to identify information in their bid responses that they consider to be confidential under the California Public Records Act. To the extent that the City agrees with that designation, such information will be held in confidence whenever possible. All other information will be considered public.

All costs associated with the preparation of this bid shall be borne by the bidder.

All exceptions taken to these specifications shall be specifically and clearly identified on Exceptions, Clarifications and Amendments form. Failure to comply with this provision may deem the bid as nonresponsive.

Please review the Sample Annual Agreement and make note on the Exceptions, Clarifications, and Amendments form for any changes.

Exceptions taken shall not affect the overall performance and quality of equipment, materials and/or services required by the City. The Purchasing Manager or designated agent shall make the final decision regarding the acceptability of equipment, materials and/or services with exceptions.

2.1.1 ACCEPTANCE/REJECTION OF IRREGULAR BIDS:

An agreement shall be awarded to the bidder whose bid most closely satisfies the needs of the City and is deemed the most advantageous to the City. The City reserves the right to reject any or all bids or to waive any informalities or minor irregularities in a bid.

2.1.2 COMPLETE BID DOCUMENT:

The following forms constitute the makeup of a complete bid document:
 Bid Acknowledgement (Signature Form)
 Pricing Schedule (Signature Form)
 Exceptions, Clarifications, Amendments (if applicable)  References
 Financial Interest Disclosure Form (Signature Form)
 Support of Local Vendors (if applicable)
 Company History Statement
 Addenda Acknowledgement Page (if applicable)
Failure to furnish any of these documents may result in disqualification.

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30 2.1.3 BID PRESENTATION:

Bid submittals should be presented in the order as listed in Section 2.1.2 Complete Bid Document.

2.2 COMPLIANCE:

Bidders are required to sign the “Pricing Schedule, Bid Acknowledgement and Financial Interest Disclosure Form” of this bid document, thereby acknowledging they are in full compliance with all requirements of Bid No. PPD20-07RB, and any addendum to such bid. Failure to comply may result in disqualification.

The bidder guarantees that the offered equipment, material or services meet all safety requirements applicable in accordance with Cal-OSHA regulations and any other rule or regulation required by the City of Modesto.

All permits and licenses necessary for the prosecution of the scope of work shall be secured and paid for by the Contractor, except those secured by the City and so noted.

2.3 NON-COMPLIANCE:

If you cannot comply with a specification requirement, note on the Exception, Clarifications, Amendments page of the specification paragraph, your exception, and your recommendation. The Purchasing Manager will evaluate your recommendation. If after evaluation it is determined that the bidder is not in compliance with the specification, the bid may be rejected.

2.4 PREVAILING WAGES:

The payment of prevailing wages is required for maintenance under this agreement and all provisions of Section

7.04 of the General Provisions contained within the City standards shall apply.

City Standards Website: https://www.modestogov.com/ArchiveCenter/ViewFile/Item/1120

2.5 PRICING FORMAT:

All labor, equipment, fuel, tools, licenses and insurance necessary to perform the required services shall be included in bid pricing.

Unless otherwise stated, the bidder agrees that, in the event of a price decline, the benefit of such lower pricing shall be extended to the City.

The City of Modesto shall not pay mileage charges or travel time from the Contractor’s place of business to the job site, or from site to site, or for the Contractor’s travel time to pickup materials.

2.6 PRICING SCHEDULE:

Bidders shall use the pricing schedule provided in this document to present bid pricing. No other form or format shall be accepted. Bid must be submitted on the Pricing Schedule provided. No alterations should be made to the pricing schedule. Any exceptions, amendments or adjustments should be noted on the “Exception, Clarification, Amendments” section on page 11.

2.7 AWARD OF BID:

Award shall be based on providing the lowest responsive and responsible bid meeting the RFB specifications.

Agreements may be awarded to more than one company in order to provide for backup, or in case the “primary” contractor is unable to meet the City’s needs. The City may elect to award by line item, by group, or by all items.

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31 The City reserves the right to decline to award an agreement if it is determined that the proposed pricing is not competitively priced based on similar agreements with public agencies within the State of California.

The City reserves the right to select that bid, which best suits the City’s needs. Regardless of City staff’s recommendation, the City Council reserves the right to award an agreement to the bidder that best suits the City’s needs as determined by the City Council whether or not said award is consistent with City staff’s recommendation for award.

2.8 INSPECTION AND ACCEPTANCE:

Whenever the product or service provided by the supplier has been delivered to the Modesto, California, delivery point, the designated agent shall make the final inspection and acceptance.

If upon initial inspection the product or service is found to be defective in its construction or deficient in any of the requirements of this specification, the supplier shall remedy or remove said product in an acceptable manner at the supplier's expense. No compensation shall be allowed for such correction of product, labor, or transportation of product.

2.9 SUPPORT OF LOCAL VENDORS:

Should the bidder that submits the lowest responsive bid or quote and would otherwise normally qualify to receive the bid pursuant to Sections 8-3.203 and 8-3.204 of the Modesto Municipal Code (MMC) not be a local business as defined herein, the lowest bid or quote submitted by a local business that is within five percent (5%) of the lowest bid or quote, whether or not that bidder is the second lowest bidder, may be deemed to be the lowest bidder if the local bidder agrees to reduce its bid to match the bid or quote of the lowest bidder in writing within five (5) business days after notification by City Purchasing staff, provided that said local bidder is deemed to be a responsible bidder as determined by the Purchasing Manager. To qualify as a local bidder, the bidder must have a physical business location within the City of Modesto and a current City of Modesto business license.

2.10 TERM OF AGREEMENT:

The term of the agreement shall be for a period of two (2) years, with three (3) one-year extension options at the sole discretion of the City, for a total of up to five (5) years.

A. Pricing shall remain firm for the first two (2) years of any agreement, which may be awarded pursuant to this RFB.

B. Price increases for subsequent agreement years, three (3), four (4) and five (5), shall not exceed the Consumer Price Index (CPI) for West Urban Area in any one (1) agreement year, and shall be negotiated through the Purchasing Division. Requests for price increases shall be submitted by The Contractor(s) in writing, ninety (90) days prior to the annual anniversary date of the agreement to be effective for the subsequent year.

2.11 TERMINATION OF SERVICES:

The City reserves the right to discontinue services with the provider upon failure to meet contractual expectations and/or obligations, as recommended by the site supervisor or his/her agent. Cancellation of services shall be determined by the collaborative efforts of the Purchasing Manager, or designee, and using department after reviewing the incident(s) of failure to perform.

The City reserves the right to review the service providers’ performance at any time with or without the knowledge or consent of the provider.

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32 The City may terminate the agreement at any time with or without cause.

2.12 QUANTITIES:

No minimum or maximum is guaranteed or implied.

2.13 FUNDING:

All annual extensions are based upon continuous funding for that purpose by the City Council. Failure to fund any annual extension shall result in an immediate termination of the agreement without redress.

2.14 OTHER GOVERNMENT/PUBLICLY FUNDED AGENCIES:

If mutually agreeable to all parties, the issuance of any resultant agreement/purchase order referencing these specifications and modified by mutual agreement between all parties may be extended to other government or publicly funded agencies. It shall be understood that all terms and conditions as specified herein shall apply.

2.15 NON-DISCRIMINATION:

A. During the performance of this agreement, The Contractor and its subcontractors shall not unlawfully discriminate against any employee or applicant for employment because of race, color, ancestry, religion, sex, national origin, marital status, age, medical condition (cancer related), physical handicap (including AIDS), or sexual orientation. Equal employment opportunity extends, but is not limited to recruitment, compensation, benefits, layoff, termination, and all other conditions of employment. The Contractor and subcontractors shall ensure that the evaluation and treatment of their employees and applicants for employment are free of such discrimination. The Contractor and subcontractors shall comply with the provisions of the Fair Employment and Housing Act (Government Code, Section 12900 et seq.) and the applicable regulations promulgated thereunder (California Administrative Code, Title 2, and Section 7285.0 et seq.). The applicable regulations of the Fair Employment and Housing Commission implementing Government Code, Section 12900, set forth in Chapter 5 of Division 4 of Title 2 of the California Administrative Code are incorporated into this contract by reference and made a part hereof as if set forth in full.

B. The Contractor and its subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement.

C. The Contractor shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under the contract.

D. The Contractor shall permit access by representatives of the Department of Fair Employment and Housing and the City upon reasonable notice at any time during the normal business hours, but in no case less than twenty-four (24) hours notice, to such of its books, records, accounts, other sources of information and its facilities as said Department or City shall require to ascertain compliance with this clause.

2.16 NON-DISCRIMINATION OF THE HANDICAPPED:

CERTIFICATION OF BIDDER REGARDING NON-DISCRIMINATION OF THE HANDICAPPED By executing this agreement, the bidder hereby certifies that he/she is following and in compliance with the Americans with Disabilities Act of 1990, the applicable administrative requirements promulgated in response thereto, and any other applicable Federal laws and regulations relating to handicap discrimination and participation, and will continue to do so for at least the duration of the agreement and any extensions thereof.

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33 2.17 DRUG FREE WORKPLACE:

Bidder/Contractor certifies that he/she is following and in compliance with Sections 8350 - 8355 of Chapter 5.5 of the Government Code, Drug Free Workplace Act. Every person or organization awarded an agreement/purchase order or grant for the procurement of any property or service from any state agency (city) shall certify to the contracting or granting agency that it will provide a drug free workplace.

2.18 INDEMNITY:

The Contractor shall hold the city, its agents, officers, employees, and volunteers, harmless from and save, defend and indemnify them against any and all claims, losses, liabilities, judgements or damages from every cause, including but not limited to injury to person or property or wrongful death, including reasonable costs and expenses of defense of any judicial or administrative action, arising directly or indirectly out of any negligent or intentional act or omission of Contractor, or its agents, officers, employees, or volunteers relating to or during the performance of its obligations under this bid. Contractor’s obligation to defend, indemnify, and hold the city, its agents, officers, and employees harmless under the provisions of this paragraph is not limited to or restricted by any requirement in this bid for Contractor to procure and maintain a policy of insurance. In the indemnity clause contained herein Contractor agrees to defend, indemnify and hold city harmless from the negligence of its employees, among other risks. With reference to the foregoing, the parties agree that all risk of loss, including but not limited to damages, property losses and defense of third-party suits, arising out of or relation to the operation of city owned vehicles by Contractor’s employees is apportioned to Contractor in accordance with the provisions contained in indemnity.

2.19 ASSIGNMENT OF RIGHTS:

CONTRACTOR offers and agrees, and will require all subcontractors and suppliers to agree, to assign to the CITY all rights, title, and interest in and to all causes of action it and they may have under Section 4 of the Clayton Act (15 United States code, Section 15) or under the Cartwright Act (Business and Professions Code, Section 16700 et seq.), arising from the purchase of goods, services, or materials pursuant to this agreement or any sub-agreement. The assignment made by CONTRACTOR and all assignments made by subcontractors and suppliers shall be made and become effective at the time the CITY tender’s final payment to CONTRACTOR, without further acknowledgment by the parties (Government Code, Sections 4550-4554).

2.20 CITY PROCESS/PROCEDURE APPROVALS:

CITY approval of any process or procedure shall not relieve the bidder of his/her responsibility to furnish the required items and service meeting all specifications contained herein.

2.21 BIDDER/SELLER REPRESENTATION:

The bidder/seller represents that:

A. He/She has had an opportunity to examine and has examined any and all of the documents, including specifications, any resultant purchase order and supporting data, and that he/she has, from the information contained in such documents, specifications, and data, fully acquainted him/her with all conditions relevant to the work.

B. He/She has made all reasonable investigations essential to a full understanding of the difficulties, which may be encountered in performing the work.

C. He/She will complete the work for the compensation stated above.

D. He/She assumes full and complete responsibility for all conditions relevant to the work and all risks in connection therewith.

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34 E. In addition, thereto, the bidder/seller represents that he/she is fully qualified to do the work in accordance with the terms of any Purchase Order or agreement issued within the time specified in it.

2.22 FAILURE TO PERFORM SATISFACTORY:

It is agreed and understood that if the CONTRACTOR fails to perform the work as specified herein, CITY's representative may (1) consent to accept such unsatisfactory service with an appropriate adjustment in agreement price, based on established cost factors, (2) have such required work done by CITY forces or otherwise, and charge the cost thereof to the CONTRACTOR, or (3) recommend termination of agreement between said CONTRACTOR and the City of Modesto. Those discrepancies and deficiencies in the work that remains uncorrected after the date set for correction may be the necessary justification for a billing adjustment in the month following the occurrence. Unless otherwise negotiated, billing adjustments for this incomplete or uncorrected work shall be permanent retention of 100% of the estimated monthly cost for the work not corrected or completed.

2.23 CONTRACTOR'S RESPONSIBILITY FOR DAMAGES:

If CONTRACTOR damages any property belonging to the CITY or private property by the Contractor or his employees or agents, the Contractor will be required to make repairs immediately. The CITY may either retain from the money due to CONTRACTOR an amount sufficient to repair the damage or require CONTRACTOR to repair the damage to the satisfaction of the CITY at CONTRACTOR's expense.

2.24 PROTEST AND APPEAL PROCEDURES:

Potential offerors, bidders, contractors, and subcontractors wishing to protest or appeal procurement or contracting decision by the City of Modesto must follow the procedures provided by the section. Protests or appeals which are not submitted in accordance with these procedures will not be reviewed.

DEFINITIONS
For the purposes of this procedure: "Days" means working days in which City Hall is open for business, excluding holidays and weekends.
"Filing Date" or "Submission Date" means the date of receipt by the City Clerk’s office of the City of Modesto. "Interested Party" means an actual or prospective bidder or offeror, or any contractor or subcontractor identified by name in any bid or proposal.
"Bid" includes the term "offer" or "proposal" as used in the context of formal, informal, or negotiated procurements.
"Announced Decision" includes the term “Notice of Intent to Award Letter”. Once the City has issued an Announced Decision, the date noted will begin the time that an Interested Party may lodge a protest.

Procurements valued at $50,000 or less normally will not have an Announced Decision.

A. PROTEST PROCEDURES

1. Any interested party may lodge a written protest to an Announced Decision with the City of Modesto's Purchasing Manager no later than ten (10) days after the Announced Decision.

2. The protest shall be delivered or sent by registered mail and postmarked by the deadline, or protest will be automatically rejected. Protestors who choose to be represented by legal counsel are responsible for the associated expenses.

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35 3. The protest shall be accompanied by a certified or cashier's check in the amount of $300.00, (EXCEPT FOR PROTESTS OF FEDERALLY FUNDED PROJECTS) or in such other sum as the City may establish, made payable to the Clerk of the City of Modesto. Protests filed without the requisite fee will be rejected without any additional review.

4. The protest filed with the Purchasing Manager shall:
a. Include the name, address, and business telephone number of the protestor; b. Identify the project under protest by name, Request for Bid (RFB)/Request for Proposal (RFP) number, and bid/RFP date;
c. Contain a concise statement of the grounds for protest; d. Include all supporting documentation, if any. Documentation submitted after filing deadline will not be reviewed.

All protests shall either be delivered to:

City Clerk’s Office
Attn: Purchasing Manager
1010 Tenth St. Suite 6600
Modesto CA 95354
Or mailed to:

City Clerk’s Office
Attn: Purchasing Manager
PO Box 642
Modesto CA 95353
B. PROTEST REVIEW (ANNOUNCED DECISION)

1. Protest to Purchasing Manager
Upon receipt of a complete and timely protest, the Purchasing Manager shall review all the submitted materials and shall create and retain a written record of the review. The Purchasing Manager shall respond at least generally to each material issue raised in the protest not later than ten (10) days after receipt of the protest. Notice of the Purchasing Manager's decision may be given by letter mailed through U.S. Postal Service.

2. Appeal to Deputy City Manager
The Purchasing Manager's decision may be appealed in writing to the City of Modesto's Deputy City Manager(s) no later than ten (10) days after the date of the Purchasing Manager’s Decision.

The scope of the appeal shall be limited by the issues raised in the initial protest to the Purchasing Manager. The Deputy City Manager shall not be permitted to review any newly raised issues. The Deputy City Manager shall review the appeal, accompanying supporting documents, if any and the written record of the protest review by the Purchasing Manager.

A written record of the Deputy City Manager's review shall be created and maintained. The Deputy City Manager shall give notice of his or her decision to the protestor within ten (10) days after receipt of appeal.

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36 All protest appeals shall either be delivered to:

City Clerk’s Office
Attn: Deputy City Manager
1010 Tenth St. Suite 6600
Modesto CA 95354
Or mailed to:

City Clerk’s Office
Attn: Deputy City Manager
PO Box 642
Modesto CA 95353

3. Appeal to City Council
Any protestor seeking to appeal to the decision of the Deputy City Manager may appeal in writing to the City Council by filing with the City Clerk a written notice of such appeal not later than fifteen (15) business days after the date of the Deputy City Manager's decision.

The City Clerk will calendar the protest for Council hearing and give notice of the time and place of the hearing as provided in Modesto Municipal Code Sections 1-4.01 through 1-4.05.

The City Council is the highest authority of the City of Modesto. It is possible that the City Council may reverse the decision of any City staff member at the hearing, or provide other direction to staff. In such cases, staff cannot reverse a City Council decision.

All protests shall either be delivered to:

City Clerk’s Office
Attn: City Council
1010 Tenth St. Suite 6600
Modesto CA 95354
Or mailed to:

City Clerk’s Office
Attn: City Council
PO Box 642
Modesto CA 95353
C. PROTESTS OF PROCUREMENTS EXCEEDING $250,000.00
Interested parties protesting procurements exceeding $250,000.00 shall comply with the procedures contained herein, except that in lieu of appeal to the Deputy City Manager, a protestor may request that the protest be heard and decided at an administrative hearing.

A written request for administrative hearing shall be accompanied by a certified or cashier's check in the amount of $1,500.00, (EXCEPT FOR PROTESTS OF FEDERALLY FUNDED PROJECTS; Refer to Purchasing Procedures Manual for the Transit Division and Federal Transit Administration Funded Purchases, Chapter 14) payable to the City of Modesto, and shall be received by the Purchasing Manager not later than fifteen (15) days after dispatch of the Purchasing Manager's decision. The request for hearing shall include the specific grounds of the appeal.

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37 The City of Modesto shall select and engage an impartial and qualified person to act as hearing officer in the pending protest. The protestor shall have the right to twice reject the selected hearing officer, provided that the City is notified of such rejection within three (3) days of notice to protestor of the name of the hearing officer.

The protest shall be heard not later than twenty (20) days after receipt of protestor's request for hearing and the selection of a hearing officer. Protests not heard in a timely manner shall be deemed withdrawn, unless the City and the protestor mutually agree otherwise in writing. The protestor’s failure to accept a hearing officer after the third attempt by City staff to identify an impartial hearing officer shall be deemed a withdrawal of the protest.

The costs of the hearing officer and expenses of the protest shall be borne by the protestor. The sums deposited with the request for hearing shall be credited to the costs of the hearing officer and other hearing expenses.

The decision of the hearing officer shall be deemed as the final decision of the City, and no other appeal to City Staff or body shall be permitted.

D. PROCUREMENTS OBTAINED WITH FEDERAL FUNDS

1. If the protested procurement involves federal funds, e.g., from the Federal Transit Administration (FTA) of the United States, the Deputy City Manager, City Council, or hearing officer shall give notice, accompanying their respective decisions, to the protestor that he or she has the right to appeal to the appropriate federal agency, for which an agency name, contact (where available) and address shall be provided by City staff. Such an appeal shall be filed with the appropriate agency within seven (7) business days of the dispatch or rejection notices to the protestor. Federal agencies may entertain protests alleging that the City has failed to adopt written protest procedures or has failed to follow such procedures. Appeals to the Federal Transit Administration (FTA) shall comply with FTA Circular 4220.1E and the amendments and supplements thereto. Additional information regarding protesting procurements obtained with Federal Funds can be found in the Purchasing Procedures Manual for the Transit Division and Federal Transit Administration Funded Purchases, Chapter 14.

2. The City Council is the highest authority of the City of Modesto. It is possible that the City Council may reverse the decision of any City staff member at the hearing before Council on the procurement at hand. In such cases, no internal appeal is possible since staff may in no case reverse a City Council decision. In such an event, a disappointed transit bidder or a contract involving expenditures of Federal funds shall have the right to appeal the City Council decision directly to the Federal Transit Administration.

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38 2.25 PAYMENT:
 Paper Payment Method:

All invoices shall be paid in full within thirty (30) days after completion and acceptance of the services by the City, and receipt of a properly prepared invoice in duplicate, subject to cash discounts allowed and stated in this bid document.
 Electronic Payment Method:

The City of Modesto provides an Epay Program which involves payment of invoices by a secure Visa account number assigned to the supplier after award of bid or contract. Notification of payments and required invoice information are issued to the supplier’s designed Accounts Receivable contact by email remittance advice at time of payment.

During the bid evaluation process preference may be shown to bidders that agree to accept Epay for payment of invoices. Please indicate on the Pricing Schedule whether or not your company will accept the City’s Epay Program.

Invoice to: City of Modesto
Attn: Accounts Payable
P.O. Box 642
Modesto, CA 95353
Email to: [email protected]

2.26 SAMPLE ANNUAL AGREEMENT:

Please review the Sample Annual Agreement. This Agreement may be modified and subject to change.

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39 SAMPLE ANNUAL AGREEMENT
This Agreement, made and entered into in the City of Modesto, State of California, this ____ day of _________, 2021, by and between the City of Modesto, a municipal corporation of the State of California, hereinafter called CITY, and Contractor, hereinafter called CONTRACTOR, W I T N E S S E T H:

WHEREAS, the Modesto City Council adopted Resolution No. 2021-xx authorizing the award of bid and agreement for the ON-CALL VEGETATION MANAGEMENT SERVICES to CONTRACTOR, attached hereto as Exhibit “A” and made a part hereof, and WHEREAS, the CONTRACTOR provided a responsive and responsible bid submittal that best meets the CITY needs, attached hereto as Exhibit “B” and made a part hereof, and WHEREAS, the CITY and CONTRACTOR shall enter into an agreement for the ON-CALL VEGETATION MANAGEMENT SERVICES as described in RFB PPD20-07RB, attached hereto as Exhibit “C” and made a part hereof, and
NOW, THEREFORE, the parties hereto mutually agree as follows:

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40 AGREEMENT PRICING

ITEM DESCRIPTION UNIT OF
ISSUE
Payment of Prevailing Wages
Required

UNIT PRICE
1 Hourly Rate Tree Trimming Climber HOUR $_________________________ 2 Hourly Rate Tree Trimming Ground Level HOUR $_________________________ 3 Hourly Rate General HOUR $_________________________
4 Hourly Rate Herbicide Application HOUR $_________________________ 5 Certified Equipment Operator HOUR $_________________________ 6 Chain Link Fencing, Temporary Tree
Protection Installed LF $_________________________
7 Snow Fencing with T-Stakes, Temporary
Tree Protection Installed LF $_________________________ 8 Tree Removal (dia. <12”) EA $_________________________ 9 Tree Removal (dia. 12” – 24”) EA $_________________________ 10 Tree Removal (dia. 24” – 36”) EA $_________________________ 11 Tree Removal (dia. 36” – 48”) EA $_________________________ 12 Tree Removal (dia. 48” – 60”) EA $_________________________ 13 Tree Removal (dia. >60”) EA $_________________________ 14 Tree Stump Grinding (dia. <12”) EA $_________________________ 15 Tree Stump Grinding (dia. 12” – 24”) EA $_________________________ 16 Tree Stump Grinding (dia. 24” – 36”) EA $_________________________ 17 Tree Stump Grinding (dia. 36” – 48”) EA $_________________________ 18 Tree Stump Grinding (dia. 48” – 60”) EA $_________________________ 19 Tree Stump Grinding (dia. >60”) EA $_________________________ 20 Wood Debris Chipping HOUR $_________________________ 21 Haul-Off Disposal HOUR $_________________________
22 Green Waste 30-Yard Bin w/Haul-Off
Disposal EA $_________________________
23 Brush Grinding HOUR $_________________________
24 Field Mowing ACRE $_________________________
25 Field Disking ACRE $_________________________
26 Arborist Tree Evaluation (1) Single Tree EA $_________________________ 27 Arborist Tree Evaluation (5-9) Total Trees EA $_______________________________ DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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41 28 Arborist Tree Evaluation (10-19) Total Trees EA $__________________________ 29 Arborist Tree Evaluation (20+) Total Trees EA $__________________________ ADDITIONAL SERVICE(S):
30 Emergency Response Service – Fixed Rate EA $_____________________________ 31 Overtime Rate – Emergency Service work HOUR $______________________ 32 Double-time Rate – Emergency Service work HOUR $______________________

2. PREVAILING WAGES:

The payment of prevailing wages is required for maintenance under this agreement and all provisions of Section 7.04 of the General Provisions contained with the City standards shall apply.

DIR Project ID#: _________________

3. CITY REPRESENTATIVE:

City Representative is: ________________________ ________________________ Purchasing Contact: Carol Wattle, Buyer (209)-577-5406
The City Representative is not authorized to commit the CITY to changes in specifications, requirements, or scope of work, changes in price(s), period of performance or delivery date(s) or method of shipment. Changes of a contractual or business nature shall be effective only by written change to the agreement, issued by the City of Modesto, Purchasing Division.

4. TERM OF AGREEMENT:

The term of the agreement shall be for a period of two (2) years, with three (3) one-year extension options at the sole discretion of CITY, for a total of up to five (5) years.

Year 1: 2021 through 2022
Year 2: 2022 through 2023
Year 3: 2023 through 2024
Year 4: 2024 through 2025
Year 5: 2025 through 2026
Pricing as set forth in Section 1.e. above shall remain firm for the first two (2) years of the agreement.

Price increases for subsequent agreement years, three (3), four (4) and five (5), shall not exceed the Consumer Price Index (CPI) for West Urban Area in any one agreement year, and shall be negotiated DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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42 through the Purchasing Division. Requests for price increases shall be submitted by CONTRACTOR in writing, ninety (90) days prior to the annual anniversary date of the agreement to be effective for the subsequent year.

5. LIABILITY INSURANCE:

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43 The CONTRACTOR’S insurance policy(ices) shall include a provision that the coverage is primary as respects the CITY; shall include no special limitations to coverage provided to additional insured; and, shall be placed with insurer(s) with acceptable Best's rating of A: VII or with approval of the Risk Manager.

6. PAYMENT:

Invoice to: City of Modesto
Attn: Accounts Payable
P.O. Box 642
Modesto, CA 95353
Email to: [email protected]
At a minimum, invoices shall state the following:
 Reference Annual Agreement #: _______________
 CITY department/division name and address
 Billing period
 Service hours worked day and week
 Service Location
 Unit price, extended price, sales tax and total

7. INDEMNITY:

The CONTRACTOR shall hold the CITY, its agents, officials, officers, employees, and volunteers, harmless from and save, defend and indemnify them against any and all claims, losses, liabilities, judgments or damages from every cause, including but not limited to injury to person or property or wrongful death, including reasonable costs and expenses of defense of any judicial or administrative action, arising DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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44 directly or indirectly out of any negligent or intentional act or omission of CONTRACTOR, or its agents, officials, officers, employees, or volunteers relating to or during the performance of its obligations under this agreement.

CONTRACTOR’S obligation to defend, indemnify, and hold the CITY, its agents, officials, officers, and employees harmless under the provisions of this paragraph is not limited to or restricted by any requirement in this agreement for CONTRACTOR to procure and maintain a policy of insurance.

8. ARBITRATION:

9. GOVERNING LAW:

10. COMMENCEMENT AND COMPLETION OF THE WORK:

The work contemplated herein shall be commenced after the agreement administrator receives and has on file:

Proof of insurance (approved by Risk Management); and
Business License; and
Executed Agreement and all exhibits thereto.

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45 11. TERMINATION OF SERVICES:

Termination by CITY for Default of CONTRACTOR
Should CONTRACTOR default in the performance of this agreement or materially breach any of its provisions, at its option, CITY may terminate this agreement by giving written notification to CONTRACTOR. The termination date shall be the effective date of the notice. For the purposes of this section, material breach of this agreement shall include, but not be limited to, any of the following: failure to perform required services or duties, willful destruction of CITY's property by CONTRACTOR, dishonesty or theft.

Post-Termination Procedure
Upon receipt of a written notice of termination pursuant to either of the foregoing paragraphs, the CONTRACTOR shall:
a. Cease its work as directed in the notice of termination as of the termination date and see to it that its employees, subcontractors and agents are notified of such termination and act as specified in the notice of termination; b. Terminate all orders and subcontractors except as necessary to complete any portion of the work that is not terminated;
c. If directed in writing by the CITY to do so, assign all right, title and interest in subcontracts and materials in progress to CITY, in which case the CITY will have the right at its discretion to settle, or pay any or all claims arising out of the termination of such subcontractors but in no event shall recovery by any CONTRACTOR or subcontractor include lost profits for portions of the work not completed or undertaken, including materials not delivered; d. Deliver or otherwise make available to the CITY all data, drawings, DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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46 specifications, reports, estimates, summaries and such other information and material as may have been accumulated by the CONTRACTOR in performing the work whether completed or in process;
e. Settle outstanding liabilities and claims, subject to the approval of CITY; f. Complete performance of such part of the work as has not been terminated; g. Take such other actions as may be necessary, or as may be directed by the CITY for the protection and preservation of the work and/or property related to the work;
h. If CITY so requests, and at CITY's cost, CONTRACTOR shall provide sufficient oral or written status reports to make CITY reasonably aware of the status of CONTRACTOR’S work on the project.
i. The CONTRACTOR understands and agrees that CITY may, in CITY's sole discretion, refuse to pay CONTRACTOR for that portion of CONTRACTOR’S services which were performed by CONTRACTOR on the project prior to the termination date and which remain unacceptable and/or not useful to CITY as of the termination date.

Authorization to Terminate Agreement
Termination of the agreement may be invoked by the City Manager, or his/her designee, subject to the right of the CONTRACTOR to appeal the City Manager, or his/her designee’s, decision to the City Council. The CONTRACTOR shall appeal by notifying the City Clerk in writing within ten (10) calendar days after
receipt of written notification from CITY of termination of the agreement. In the event that termination of this agreement is upheld by the City Council, any cessation of payment of delay claims, extended claims, Eichleay DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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47 claims or any other claims for delay shall be retroactive to the date of termination selected by the City Manager or his/her designee.

12. COMPLIANCE WITH ALL LAWS:

13. AGREEMENT DOCUMENTS:

The complete agreement between the parties hereto consists of this agreement and the following documents which are incorporated herein by this reference:
a. Exhibit “A” Resolution No. 2021-_______;
b. Exhibit “B” Bid Submittal;
c. Exhibit “C” RFB
d. Insurance Certificates,
These documents include important legal requirements, procedures and restrictions and should be reviewed by CONTRACTOR. They are available for review during normal business hours in the Department of Finance, Purchasing Division. All documents specified above are intended to operate so that any work called for in any one and not mentioned in the other, or vice versa, is to be executed the same as if mentioned in all said documents.

14. NOTICES:

CONTRACTOR: __________________
__________________
__________________
CITY: City of Modesto
Purchasing Division
P.O. Box 642
Modesto, CA 95353
Each party may change its address for delivery of notice by delivering written notice of such change of address to the other party.

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48 15. SIGNATOR (IES) FOR CONTRACTOR:

The undersigned signature (ies) for CONTRACTOR warrant(s) and represent(s) those he/she/they is/are legally competent to execute the agreement and has/have full authority to execute this agreement.

16. ASSIGNMENT:

Neither this agreement nor any portion thereof shall be subcontracted or assigned without the written consent of the CITY in each and every instance.

17. WAIVER:

18. HEADINGS NOT CONTROLLING:

Headings used in the agreement are for reference purposes only and shall not be considered in construing this agreement.

19. MISCELLANEOUS:

Time is of the essence in every provision of this agreement.

20. ENTIRE AGREEMENT:

21. PARTIAL INVALIDITY:

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49 WITNESS WHEREOF, the CITY OF MODESTO, a municipal corporation, has authorized the execution of this agreement in duplicate by its City Manager and attested by its City Clerk under authority of Resolution No. 2021-_______, adopted by the Council of the City of Modesto on the _____________ day of _____________________, 2021 and _____________________has caused this agreement to be duly executed.

CITY OF MODESTO, CONTRACTOR
A municipal corporation
By: __________________________ By: _________________________________ JOSEPH P. LOPEZ, (Signature)
City Manager
By: _________________________________
(Name & Title)
ATTEST: Date: _______________________________
By: __________________________ By: _________________________________ STEPHANIE LOPEZ, (Signature)
City Clerk
By: _________________________________
(SEAL) (Name & Title)

Date: _______________________________
APPROVED AS TO FORM:

By: ____________________________
JOSE M. SANCHEZ,
City Attorney

By: ____________________________

JILES SMITH II,
Risk Manager
Signature Requirements
Corporation:

1. Signature of two (2) officers
Or

2. Signature of one (1) officer plus the
Corporate seal.

Partnership: Signature of one partner
Sole Proprietorship: Signature of proprietor
DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D #22..
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CITY OF MODESTO,
a municipal corporation
BY: ____________________________
JOSEPH P. LOPEZ, City Manager
ATTEST:
(Seal)
BY: ____________________________
FOR: STEPHANIE LOPEZ, City Clerk

CONSULTANT,
________________________________
BY: ____________________________
By _____________________________
Name Title
BY: ____________________________
By _____________________________
Name Title
APPROVED AS TO FORM:

BY: ____________________________
JOSE M. SANCHEZ, City Attorney
APPROVED AS TO FORM:

BY: ____________________________
JILES SMITH II, Risk Manager
Consultant’s Federal ID # ___________
* Corporations - signature of two (2) officers
required or one (1) officer plus corporate seal.

Partnership - signature of a partner required Sole
Proprietorship - signature of proprietor
required
DocuSign Envelope ID: 921A6E97-456D-47E2-B81E-CD9774EADE4D West Coast Arborist
Patrick Mahoney President
95-3250682
Richard Mahoney Secretary
10/1/2021
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CITY OF MODESTO

COUNCIL AGENDA REPORT
DATE OF MEETING:

April 11, 2023
Date: March 21, 2023
TO: Mayor and City Council
THROUGH: Joseph P. Lopez, City Manager
FROM: Laurie A. Smith, Director of Parks, Recreation and Neighborhoods Department SUBJECT: Local Transportation Funds FY 2022/2023 for non-motorized and other purposes CONTACT: Nathan Houx, Parks Planning and Development Manager, [email protected], 209-571-5526
DESCRIPTION:

Consider approving the submission of the City’s Local Transportation Funds Fiscal Year 2022-2023 Claim for Non-Motorized and Other Purposes (bike lanes and pedestrian pathways) in the amount of $297,316 to the Stanislaus Council of Governments (StanCOG) to be used for Virginia Corridor Phase VII. (Funding Source: Local Transportation Funds)
STRATEGIC PLAN ELEMENT:

This item is consistent with the following 2020-2025 Strategic Plan Area of Focus: Quality of Life and Governance and Service Delivery.

BACKGROUND:

Local Transportation Funds (LTF) for non-motorized purposes is an important source of revenue for bike trail construction and bike lane striping projects. These funds are derived from ¼ cent of the sales tax. They have been used in the past as a local match for Federal funds and to support the development for the following bicycle and pedestrian projects:
100692 – Bike Lane Striping
100813 – Virginia Corridor Phase VII
101232 – TRRP Riverwalk Trail: Gateway to Legion
When preparing the Fiscal Year 2022-2023 claim, it was noted that $369,066 in funding, accumulated in prior Fiscal Years, had not been budgeted to projects. The proposed budget adjustment will align the project budgets with the funding held in deferred revenue.

DISCUSSION:
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City Council, April, 11, 2023
Local Transportation Funds FY 2022/23 for other purposes

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Modesto City CouncilApril 11, 2023

Modesto City Council
April 11, 2023