SERVICES AGREEMENT ( PROFESSIONAL SERVICES)
Enterprise Resource Planning ( EERP) Support
CityAgreementNo. W250- ^ On
City Budget Code: 40LANDMGMT- SERVICES- 63012210- 53210 This Services Agreement ( Professional Services) for EERP Support (" Agreement") by and between the City of Napa, a California charter city (" City"), and Koa Hills Consulting LLC, a Limited Liability Corporation Consultant"), is effective on the date last signed by the City, which is identifiedon the signature page as the Effective Date."
RECITALS
A. The City desires to obtain the services more particularly described in this Agreement and Exhibit "A," and generally including Enterprise Permitting & Licensing ( EPL) Implementation, analyst on demand hours for financial support and project management.
B. . Koa Hills Consulting LLC are experts in Financial Software Consulting with dozens of years of experience with ERP and EPL solutions. Koa Hills was the consulting fine used for the transition to an on - premises server with the transition from our prior Financial System IFAS to Tyler Munis. Koa Hills has an established relationship with the city and dedicated project staff and are familiar with our current environment and processes.
NOW, THEREFORE, the City and the Consultant, for the mutual consideration described herein, agree as follows:
1. SCOPE OF SERVICES.
1.1. Services. Consultant, acting in its capacity as a professional, licensed and in good standing under California law, will perform the services described in the Scope of Services and Schedule of Performance, attached hereto as Exhibit " A" and incorporated herein by reference (" Services"), in accordance with the terms and conditions of this Agreement and to the satisfaction of the City' s authorized representative, Scott Nielsen, Information Technology Manager (" City' s Authorized Representative").
1.2. Standard of Care. In performing the Services, Consultant will meet or exceed the applicable standard of care for, and exercise the degree of skill and diligence ordinarily used by reputable professionals within the greater San Francisco Bay Area who provide the same or similar type of professional services as the Services required under this Agreement. Consultant will require and ensure that all of its employees, subconsultants, or agents performingor contributingto the Services willcomply with the requirements of this Agreement.
1.3. Independent Contractor. Consultant will control the manner and means for performing the Services, acting as an independent contractor and not as an employee of the City. Consultant will not be entitled to any of the benefits that the City provides to its employees, including, but not limited to, health or retirement benefits.
1.4. Subcontracting. IfConsultant subcontracts with a subconsultant to perform any of the Services, the City is deemed an intended beneficiary of that subcontract and the subconsultant willowe a duty of due care to the City. City reserves the right to approve or reject any proposed subconsultant, based on the subconsuftant' s qualifications, relevant experience, or reputation.
1.5. Third Party Beneficiaries. Except to the extent expressly stated herein, this Agreement will not Services Agreement ( Professional Services) Page 1 of 13 Form 2. 1. 2 ( 2024-08-29) Enterprise Resource Planning ( EERP) Support
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be construed to create any rights in third parties.
1. 6. Time for Performance. Time is of the essence for the performance of all Services and duties under this Agreement. Consultant will commence and complete all Services by the date and within any timeframes set forth in Exhibit " A." Services for which times for performance are not specified in this Agreement will be commenced and completed by Consultant in a reasonably prompt and timely manner based upon the circumstances and direction from the City's Authorized Representative. Consultant will submit all requests for extensions of time to the City in writing no later than ten days after the start of the circumstances or events giving rise to the delay, and no later than the time by which performance is due.
The City' s approval of any extension of time for performance of the Services will not operate to waive the City's rights or remedies with respect to damages caused by Consultant' s delay.
1. 7. Errors and Omissions. Consultant is solely responsible for costs arising from its errors and omissions, including increased construction costs or delay costs. Upon City' s request, Consultant will promptly correct its errors and omissions, at no cost to the City.
1. 8. Unsatisfactory Services. Upon written notice from the City that any of the Services are unsatisfactory or fail to comply with the requirements of this Agreement ( collectively, "Unsatisfactory Services"), Consultant will promptly correct or cure any such Unsatisfactory Services as specified in the City's written notice. Consultant will not be entitled to any additional compensation or extension of time to correct or cure the Unsatisfactory Services. Consultant' s correction or cure of Unsatisfactory Services will not operate to waive the City's rights or remedies with respect to any damages caused by the Unsatisfactory Services, the cost of which may be recovered by the City as an offset from payment otherwise due or to become due to Consultant.
2. COMPENSATION.
2. 1. Payment. The City willpay Consultant for Consultant' s time and authorized expenses necessary to perform the Services, at the rates and charges set forth in the Compensation Rates and Charges attached hereto as Exhibit " B" and incorporated herein by reference, as compensation in full for Services satisfactorily performed in compliance with this Agreement. Consultant' s total compensation for performing the Services may not exceed $ 150,000 without prior written authorization from the City. Ifthe City authorizes Consultant to perform services in addition to the Scope of Services set forth in Exhibit " A," Consultant will be compensated in accordance with the rates and charges in Exhibit " B." Consultant will not be entitled to any compensation for additional services performed without the City' s prior written consent, or which exceed the scope of the City' s written consent.
2. 2. Invoices. Consultant will submit a monthly itemized invoice to the City's Authorized Representativeforthe Services providedduringthe precedingmonth. Ata minimum, the invoicewillidentify the Services performed, the hours spent performingthe Services, the applicable hourlyrate(s), and any authorized expenses based on the rates and charges authorized in Exhibit " B." The City will pay the Consultant within 30 days after approval of each invoice, with the exception of any disputed amounts.
3. AUTHORIZED REPRESENTATIVE. Consultant hereby assigns Mike Monroe, CEO, or another Koa Hills representative as needed to serve as the Consultant' s authorized representative (" Consultant' s Authorized Representative"), to personally participate in and manage the Services provided under this Agreement, and to serve as the primarypointof contact forallmatters pertainingto this Agreement.
3. 1. Substitutions. As a materialinducementto enteringintothisAgreement, the Cityhas reliedupon Consultant' s representations regarding Consultant' s qualifications ( including the qualifications of Consultant's Authorized Representative, its personnel, and its subconsultants, if any, as identifiedon Exhibits " A" and " B"). Consultant will not replace Consultant' s Authorized Representative ( or any of its personnel or its subconsultants, ifany, as identifiedon Exhibits "A" and "B") withoutthe City's priorwritten consent.
4. NOTICES. Allnotices or requests required or contemplated by this Agreement willbe inwritingand Services Agreement ( Professional Services) Page 2 of 13 Form 2. 1. 2 ( 2024- 08- 29) Enterprise Resource Planning (EERP) Support
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delivered to the other party' s Authorized Representative by personal delivery, U.S. Mail, nationwide overnight delivery service, email, or as otherwise specified herein. Delivery is deemed effective upon the first to occur of: ( a) actual receipt by a party' s Authorized Representative, ( b) actual receipt at the address identified below, or ( c) three business days following deposit in the U.S. Mail of registered or certified mail sent to the address identified below. A party's contact information, below, may be changed by providing written notice of any change to the other party.
TO CITY: Scott Nielsen, Information Technology Manager
CITY OF NAPA
P. O. Box 660
NAPA, CA 94559- 0660
snielsen( @-citvofnapa. org
TO CONSULTANT: John Schwartz, COO
PO BOX 58
Reno, NV 89504
john@koahills. com
5. TERM. The term of this Agreement begins on the Effective Date, and ends upon Consultant' s completion of the Services required by this Agreement, unless terminated earlier as provided herein. The following provisions will survive expiration or termination of this Agreement: Section 7.2 ( Dispute Resolution), Section 8. 1 ( Confidentiality), Section 8. 4 ( Records of Performance), Section 10 Indemnification), Section 11. 4 ( Professional Liability), Section 13. 3 ( Taxes), and Section 14 ( General Provisions).
6. CITY' S RIGHT TO TERMINATE. The City may terminate this Agreement for convenience ( with or without cause) by providing written notice of termination to Consultant, effective upon the date stated in the notice, within ten days of the notice. If the City terminates the Agreement it will pay Consultant for all Services satisfactorily performed up to and including the effective date of the termination, subject to the provisions of Sections 2 and 8. 2.
7. DEFAULT AND DISPUTE RESOLUTION.
7. 1. Default. Consultant will be deemed in default of this Agreement if Consultant is not complying with the terms of this Agreement, or the City has reason to believe that Consultant' s ability to perform the Services has been or willbe impaired. Ifeitherofthese circumstancesexist, the Citymaygivewrittennotice of default to Consultant and demand that the default be cured or corrected within ten days of the notice, unless the City determines that additional time is reasonably necessary to cure the default. If Consultant fails to cure the default within of the time specified in the notice, and the Consultant fails to give adequate written assurance of due performance within the specified time, then the City may terminate this Agreement in accordance with Section 6, or the City may pursue dispute resolution in accordance with Section 7.2.
7. 2. Dispute Resolution. If any dispute arises between the parties in relation to this Agreement, the AuthorizedRepresentativesforeach partywillmeet, in person, as soon as practicable, to engage ina good faitheffortto resolvethe disputeinformally. Ifthe parties are unableto resolvethe dispute, inwholeor in part, throughinformaldiscussions, the partiesagree to participateinmediation. Notwithstandingthe existenceof a dispute, the Consultant willcontinue providingthe Services during the course of any dispute, unless otherwise directed by the City.
7. 2. 1. Either parry may give written notice to the other party of a request to submit a dispute to mediation, and a mediation session willtake place within60 days of the date that such notice is given, or sooner ifreasonably practicable. The parties willjointly appoint a mutuallyacceptable mediator. The parties willshare equallythe costs ofthe mediator; however, each partywillpay its owncosts ofpreparingforand participating in the mediation, including any legal costs.
7. 2. 2. Good faith participation in mediation pursuant to this Section is a condition precedent to Services Agreement ( Professional Services) Page 3 of 13 Form 2. 1. 2 ( 2024- 08- 29) Enterprise Resource Planning (EERP) Support
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either parry commencing litigation in relation to the dispute. In addition, any claims by Consultant arising from or related to this Agreement, are subject to the claim presentment requirements in the Government Claims Act ( Government Code section 900 et seq.).
8. INFORMATION AND RECORDS.
8. 1. Confidentiality. Consultant will not disclose any information or records related to the performance of this Agreement, including information and records received from the City, as well as information and records created by the Consultant, to any person other than a City employee, unless and only to the extent that the City provides the Consultant with prior written consent to make a disclosure. Consultant will notify the City' s Authorized Representative of any request for disclosure of information, or any actual or potential disclosure of information, under this Agreement. Consultant' s obligations under this section will survive the termination of this Agreement.
8. 2. Title to Records. All original documents or records (" work product"), whether paper or electronic, required by this Agreement to be prepared by Consultant ( including its employees and subconsultants), whether complete or in progress, are the property of the City. Consultant will promptly deliver all such work product to the City at the completion of the Services, upon termination, or upon demand by the City. However, Consultant may make and keep copies of the work product.
8. 3. Contract Cost Disclosure. For any document or report prepared in whole or in part by Consultant pursuant to this Agreement, Consultant will include the numbers and dollar amounts of related contracts or subcontracts as further specified by Government Code Section 7550.
8. 4. Records of Performance. Consultant will maintain adequate records of performance under this Agreement ( including Services provided, invoices for payment, and payments received) and make these records available to the City for inspection, audit, and copying, during the term of this Agreement and until four years after the Agreement has expired or been terminated.
8. 5. Electronic Communications. Consultant will use reasonable good faith efforts to avoid transmitting electronic viruses or other damaging coding, and will promptly advise the City if Consultant discovers that an electronic virus or similar destructive coding may have been transmitted to the City.
8. 6. Copyrights/ Patents. In performing the Services under this Agreement, Consultant will not unlawfullyinfringe on any copyrighted or patented work. Consultant is solely responsible for the cost of any authorizations necessary to use any copyrighted or patented work.
9. ACCIDENT REPORT. If any death, personal injury, or property damage occurs in connection with the performance of the Services, Consultant will promptly submit to the City Clerk' s Office a written notice of the incident of damage with the following information:
9. 1. A description of the damage including date, time, and location, and whether any City property was involved;
9. 2. Name and contact information of any witness;
9. 3. Name and address of the injured or deceased person( s); and
9. 4. Name and address of Consultant' s insurance company.
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10. INDEMNIFICATION. To the full extent permitted by law, Consultant will indemnify, hold harmless, release, and defend the City ( including its officers, elected or appointed officials, employees, volunteers, and agents) from and against any andall liability or claims ( including actions, demands, damages, injuries, settlements, losses, or costs [ including legal costs and attorney' s fees]) ( collectively, " Liability") of any nature, arising out of, pertaining to, or relating to Consultant' s or its subconsultants' negligence, recklessness, or willful misconduct in the performance of the Services under this Agreement. Consistent with CivilCode Section 2782, Consultant willnot be obligated to indemnify City for the proportionate share of the Liability caused by the City' s active negligence, sole negligence, or willful misconduct. To the extent that Services are " design professional services," as defined by Civil Code Section 2782. 8, the cost to defend charged to the Consultant will not exceed the Consultant' s proportionate percentage of fault. Consultant' s indemnification obligations under this Agreement are not limited by any limitations of any insurance held by Consultant, including, but not limited to, workers' compensation insurance.
11. INSURANCE. Consultant will not perform Services under this Agreement until Consultant has obtained all insurance required under Section 11 and such insurance has been approved by the City Attorney as to form and the Risk Manager as to carrier and sufficiency. The City of Napa is now utilizing an online insurance verification system called PINS Advantage. After being selected for an agreement with the City, Consultant/ Contractor will receive an email with instructions to log into the PINS Advantage System. Consultant/ Contractor shall upon receiving the email noted above, log into the system and upload Certificates of Insurance and any endorsements required by this Agreement. For questions or issues with setting up your PINS Advantage account, please contact insurancecertsecitvofnapa. orq. All requirements provided in this Section must appear either in the body of the insurance policies or as endorsements and must specifically bind the insurance carrier.
11. 1. Policies and Limits. Without limiting Consultant' s indemnification obligations in Section 10, Consultant will procure and maintain throughout the period of this Agreement, the following policies of insurance and endorsements from insurers ( if other than the State Compensation Fund) with a current A. M.
Best rating of no less than A:VIIor its equivalent against injury/death to persons or damage to property which may arise from or in connection with the activities hereunder of Consultant, its agents, employees or subconsultants:
11. 1.1. Commercial General Liability Policy. Consultant must procure and maintain Commercial General Liability Insurance ( CGL) at least as broad as CG 00 01 ( occurrence form), with minimum limits of no less than $ 1,000,000 per occurrence and $ 2,000, 000 in the aggregate for bodily injury, personal injury, property damage, products and completed operations, and contractual liability.
11.1.2. Automobile LiabilityPolicy. Consultant must procure and maintain Automobile Liability Insurance at least as broad as ISO Form number CA 0001, Code 1 (any auto), covering use of all owned, non -owned, and hired automobiles and all vehicles used in the performance of this Agreement with minimum limits not less than $ 1,000,000 per accident, combined single limitfor bodily injury and property damage liability.
11. 1.3. Workers' Compensation. Consultant must procure and maintain Workers' Compensation in such amounts as willfully comply with the laws of the State of California and which willindemnify, insure and provide legal defense for both Consultant and City against any loss, claim or damage arising from any injuries or occupational diseases occurring to any worker employed by or any persons retained by Consultant in the course of carrying out the Services and Employer's Liabilitywith minimum limits of 1,000, 000 per accident for bodily injury or disease. If Consultant is not subject to California Workers' Compensation requirements, Consultant must file a completed certificate of exemption form which may be obtained from the City prior to commencing any activity authorized hereunder.
11.1.4. Professional Liability. Consultant must procure and maintain Professional Liability Insurance appropriate to the Consultant' s profession covering liabilityimposed by law or contract arising out of an error, omission or negligent act in the performance, or lack thereof, of the Services and any physical property damage, bodily injury or death resulting therefrom, with limits not less than $ 2, 000, 000 combined single limit per occurrence and in the aggregate. The insurance must include a vicarious Services Agreement ( Professional Services) Page 5 of 13 Form 2. 1. 2 ( 2024- 08-29) Enterprise Resource Planning ( EERP) Support
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liabilityendorsement to indemnify, defend, and hold harmless the City for claims arising out of the Consultant' s Services and an extended reporting endorsement, for a period of not less than four years from the date of completion of those Services. The policy inception date or retroactive date must coincide with or precede the Effective Date of this Agreement ( including subsequent policies purchased as renewals or replacements).
11. 2. Endorsements.
11.2. 1. The CGL and automobile liabilitypolicies must contain an endorsement naming the City, its officers, elected or appointed officials, employees, volunteers, and agents as covered parties for liability arising out of the operations performed by or on behalf of Consultant. The coverage will contain no special limitations on the scope of protection afforded to the City, its officers, officials, employees, volunteers, and agents.
11.2. 2. All policies of insurance provided by Consultant pursuant to this Agreement will be primary and non- contributory to any coverage maintained by the City. Any insurance carried by City will not contribute to, or be excess of insurance maintained by Consultant, nor in any way provide benefit to Consultant, its subconsultants, affiliates, officers, directors, employees, subsidiaries, parent company, or agents, if any.
11. 2. 3. The inclusion of more than one insured will not operate to impair or limit the rights of one insured against another, and the coverage will apply as though separate policies have been issued to each insured. Additionally, ifthe CGL insurance or other form of insurance with a general aggregate limit is used, either the general aggregate limit will apply separately to this Agreement or the general aggregate will be twice the required occurrence limit.
11. 3. All Policies.
11. 3. 1. For all insurance policies required under this Agreement, each certificate of insurance will state that the coverage afforded by the policy or policies will not be reduced, cancelled, or allowed to expire without at least 30 days written notice to City, unless due to non- payment of premiums, in which case at least 10 days written notice is required. Notice required under this subsection will be sent by certified mail. Each required policy willinclude an endorsement providing that the insurer agrees to waive any right of subrogation it may have against the City. The endorsements willbe on forms provided by City or as approved by City' s Risk Manager.
11.3.2. Any deductible or self -insured retention willbe disclosed to the City priorto the City's execution of this Agreement and is subject to approval by the City.
11.3.3. IfConsultant does not keep all required insurance policies in fullforce and effect, the City may, in addition to other remedies under this Agreement, terminate or suspend this Agreement.
11.3.4. The coverage types and limitsrequired pursuant to this Agreement willin noway limitthe liability of Consultant.
12. CONFLICTS OF INTEREST. Consultant warrants that as of the Effective Date of this Agreement it has no interest and will not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of the Services. Consultant further warrants that in the performance of the Services, Consultant will not employ or enter into a subcontract with any person or entity having any such conflict of interest.
12.1. Financial Interest. Consultant willnot make or participate in making or in any way attempt to use Consultant' s position to influence a City decision in which Consultant knows, or has reason to know, Consultant has a financial interest other than the compensation promised by this Agreement. Consultant represents that it has diligently conducted a search and inventory of its financial interests, as defined in the regulations promulgated by the Fair Political Practices Commission, and has determined that Consultant Services Agreement ( Professional Services) Page 6 of 13 Form 2. 1. 2 ( 2024- 08- 29) Enterprise Resource Planning (EERP) Support
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does not, to the best of Consultant' s knowledge, have a financial interest that would conflict with Consultant' s duties under this Agreement. Consultant willimmediately notifythe City in writing ifConsultant learns of a financial interest that may conflict with Consultant' s obligations under this Agreement.
12. 2. Covenant Against Contingent Fees. Consultant warrants that it has not employed, retained, or entered into a contract with any person or entity, other than a bona fide employee working for the Consultant, to solicit or secure this Agreement; and that it has not paid or agreed to pay any person or entity, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration, contingent upon or resulting from the making of this Agreement. For breach or violation of this warranty, the City may void this Agreement without liability or any further obligation to Consultant, or, alternatively, may elect to deduct from payments due or to become due to Consultant, the full amount of such fee, commission, percentage, brokerage fee, gift, or other consideration.
12. 3. Statement of Economic Interest. If the City determines Consultant ( or any of its employees or subconsultants) is subject to disclosure requirements under the Political Reform Act ( Government Code section 87100 et seq.), Consultant ( including any required employees or subconsultants) will complete and file a " Statement of Economic Interest" ( Form 700) with the City Clerk' s Office disclosing Consultant' s financial interests.
12. 4. Subsequent Contracts. Unless otherwise specified in Exhibit " A," Consultant' s duties and Services under this Agreement do not include preparing or assisting the City with any portion of the City's preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the City. The City will at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Unless otherwise specified in Exhibit ' A," Consultant' s participation in the planning, discussions, or drawing of project plans or specifications will be limited to conceptual, preliminary, or initial plans or specifications. Consultant will cooperate with the City to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by Consultant pursuant to this Agreement, if any.
13. COMPLIANCE WITH LAW.
13.1. Legal and Licensing Compliance. Consultant will comply with all applicable federal, state and local laws, rules, and regulations related to the Services under this Agreement. Consultant represents and warrants to City that Consultant has and will keep in effect during the term of this Agreement all licenses including, but not limited to, the City of Napa business license), permits, qualifications, and approvals of whatsoever nature which are legally required for Consultant to practice Consultant' s profession or perform the Services.
13.2. Nondiscrimination. At all times during the term of this Agreement, Consultant willcomply with all applicable federal, state, and local laws, rules, and regulations prohibiting discrimination based on race, ethnicity, color, national origin, religion, marital status, age, sex, sexual orientation, disability (including any physical or mental impairment that substantially limits a major life activity), medical condition, or any protected class.
13.3. Taxes. Consultant willfiletax returns as required by law and pay all applicable taxes on amounts paid pursuant to this Agreement. Consultant will be solely liable and responsible to pay such taxes and other obligations, including, but not limited to, state and federal income and FICA taxes.
13.4. Provisions Deemed Inserted. Every provision of law required to be inserted or referenced in this Agreement will be deemed to be inserted or referenced.
14. GENERAL PROVISIONS.
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14. 1. Headings. The heading titles for each section of this Agreement are included only as a guide to the contents and are not to be considered as controlling, enlarging, or restricting the interpretation of the Agreement.
14.2. Severability. If any term of this Agreement ( including any phrase, provision, covenant, or condition) is held by a court of competent jurisdiction to be invalid or unenforceable, the Agreement will be construed as not containing that term, and the remainder of this Agreement will remain in full force and effect; provided, however, this section will not be applied to the extent that it would result in a frustration of the parties' intent under this Agreement.
14. 3. Governing Law, Jurisdiction. and Venue. The interpretation, validity, and enforcement of this Agreement will be governed and interpreted in accordance with the laws of the State of California. Any suit, claim, or legal proceeding of any kind related to this Agreement will be filed and heard in a court of competent jurisdiction in the County of Napa.
14. 4. Attorney' s Fees. If any litigation is commenced to enforce or interpret this Agreement, the prevailing party is entitled to reasonable attorney' s fees, costs, and expenses incurred.
14. 5. Assignment and Delegation. This Agreement will not be assigned or transferred in whole or in part, nor will any of the Consultant' s duties be delegated, without the City' s prior written consent. Any attempt to assign, transfer, or delegate this Agreement, in whole or any part, without the City' s prior written consent will be void and of no force or effect. Any consent by the City to one assignment, transfer, or delegation will not be deemed to be consent to any subsequent assignment, transfer, or delegation.
14. 6. Modifications. This Agreement may not be amended or modified orally. No amendment or modification of this Agreement is binding unless it is in a writing signed by both parties.
14.7. Waivers. No waiver of a breach, default, or duty under this Agreement willbe effective unless it is in writing and signed by the party waiving the breach, default, or duty. Waiver of a breach, default, or duty under this Agreement will not constitute a continuing waiver or a waiver of any subsequent breach, default, or duty under this Agreement.
14.8. Entire Agreement. This Agreement, including all documents incorporated herein by reference, comprises the entire integrated understanding between the parties concerning the Services. This Agreement supersedes all prior negotiations, agreements, and understandings regarding this matter, whether written or oral. The documents incorporated by reference into this Agreement are complementary; what is called for in one is binding as if called for in all. If any provision in any document attached or incorporated into this Agreement conflicts or is inconsistent with a provision in the body of this Agreement, the provisions in the body of this Agreement willcontrol over any such conflicting or inconsistent provisions.
14.9. Interpretation. Each party to this Agreement has had an opportunity to review the Agreement, and to consult with its respective legal counsel regarding the meaning of the Agreement. Accordingly, Civil Code Section 1654 willnot apply to interpret any uncertainty in the meaning of the Agreement.
15. SIGNATURES.
15. 1. Counterparts. This Agreement may be executed in counterparts, each one of which is deemed an original, but all of which together constitute a single instrument.
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15.2. Signatures: Electronic Signatures. The individuals executing this Agreement represent and warrant that they have the right, power, legal capacity, and authority to enter into and to execute this Agreement on behalf of the respective legal entities of the Consultant and the City. The parties agree that this Agreement may be executed and transmitted electronically and that electronic signatures shall have the same force and effect as original signatures in accordance with the Electronic Signatures in Global and National Commerce Act, 15 U.S. C. 7001 et seq.; the California Uniform Electronic Transactions Act, Civil Code Section 1633. 1 at seq. and California Government Code Section 16. 5.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement to be effective on the Effective Date set forth below.
CITY:
CITY OF NARQ aIH is cGrter city
By:
LiYR9flirk,AosistantCityManager
Date: k-J
EffectN Dat )
9GUVTERSIGNED:
Erika Leahy, City Auditor
APP D A FORM:
per Diaz, I m CftyAttomey
CONSULTANT:
Koa Hills Consulting, LLC, a limited liability
corporation -)
BY _ ziz ,
John SchvGarz, COO
i/
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EXHIBIT " A"
SCOPE OF SERVICES AND SCHEDULE OF PERFORMANCE
1.0. SCOPE OF SERVICES. Consultant will perform the Services described in this Exhibit "A," in accordance with the terms of the Agreement.
Introduction
This Statement of Work (" SOW) between the City of Napa, hereby known as " Customer, and Koa Hills Consulting, hereby known as " Koa Hills", describes tasks and initiatives relating to the needs at the City of Napa.
This document outlines the following:
Scope of services
Period of performance
Project assumptions
Acceptance criteria
Change control
Project Costs
Scope of Services
Initiatives or tasks not described in this SOW are agreed to be outof- soope and not included in the SOW.
Either party may communicate change requests to the other party through the Change Control Process defined in section 6. The scope for this SOW is defined below.
2. 1 Organizational Scope
The organizational scope includes all Customer departments, divisions, or other functional areas that use the current ERP solution.
2. 2 Geography and Language Scope
The geographical scope includes the United: States and the City of Napa. Koa Hills will schedule team members either to be onsite or to be available remotely, as appropriate.
2. 3 User Scope
The user scope includes all of the Customer' s active users of the current ERP solution. 2A EP& L Implementation - 420 hours
Koa HillsConsulting willcontinue to support the implementationof Napa's EP&Lsystem (go livein July 2025).
Key tasks to be performed by Koa Hills include:
o System setup
o Conversion assistance
o Workflow development
o Training
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2. 5 Analyst On Demand - 250 hours
The Analyst on Demand service allows the Customer to request ad hoc services from Koa Hills Consulting, including:
o SSRS report development
o Financials and HRIPayroll consultation
o Dashboard/ Hubs development
o Security configuration
o Workflow configuration
o New feature consultation
2. 6 Project Management - 50 hours
Koa Hills will provide project management related to the consultation services noted above.
Key tasks to be performed by Koa Hills include:
Monitoring and reporting on project status
Schedule and manage Koa Hills resources
Ensure that Koa Hillsproject deliverables are fulfilled Monitor the progress of project tasks
Track the project budget
Serve as the initial escalation point for all project issues Manage project change requests
Period of Performance
The estimated Period of Performance of this project will begin on 2117/2025 and end on 613012025. 4 Project Assumptions
Assumptions are factors that are considered to be known as true by the Customer and Koa Hills when planning for this project. The list of assumptions made for this project are as follows:
The Customer has the will and the authority to enter into the project.
Adequate funding will be available to complete the project.
The Customer will provide required resources and fulfill Customer' s project responsibilities.
The Customer will continue to provide strong, effective executive sponsorship for the project.
The Customer will provide adequate, qualified staff resources to complete the project.
The Customer will furnish and maintain the necessary infrastructure for the project to Koa Hills and to the Customer' s users, including but notlimited to:
o Remote and local network access
o Connectivity to all ERP servers and applications
Acceptance Criteria
Customer and Koa Hillswillfollowbest practices throughout the project and mutuallyidentifycriteriafor completion of the project. The overall scope of work will be considered complete when one or more of the following criteria are met:
Koa Hills has delivered the agreed - upon hours
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Change Control
In the event that either Koa Hills or the Customer identifies an activity or objective that is beyond the scope set forth in this SOW, the parties agree to take the followingsteps:
1. Notificationshould be providedto the other party that documents the change requested. The following details should be provided as part of an official Change Request:
Channe requested - Description of the scope change needed, including details on how the change relates to project objectives and the impact to the project ifthe change is not applied.
Estimated oMact imnad - Estimated impact of the change to the project, including work effort, deliverables,' and impact to the overall project timeline.
Estimated cost - Consolidated estimate which identifies additional costs to implement the change, including labor, hardware, software, or other expenses.
2. If the Change Request is acceptable to all parties, it should be executed by representatives for Koa Hills and the Customer. Once this is complete, work on the Change Request can be started. Any additional costs will be billed according to rates established in section 7.
Services Agreement ( Professional Services) Page 12 of 13 Form 2. 1. 2 ( 2024- 08- 29) Enterprise Resource Planning ( EERP) Support
ATTACHMENT 4
EXHIBIT " B"
COMPENSATION RATES AND CHARGES
1. AUTHORIZED EXPENSES AND RATES:
Consultant willbe reimbursed for costs incurred to provide the Services only as followsand subject to the not - to - exceed limit in Section 2. 1 of the Agreement:
Twk Dtaatptlgn Nase Rt11a cost
jEPBL Implementation Consurbiton 420 200 84. 000
Analyst On Demand 250 200 50. 000
project Management so 200 10. 0oo
SubtoW 720 s200 1111"' 000
per Trip
Estimated Cost of Travel Expenses ( Optional)
Estimated Cost of project with Optional Items
Quotation Notes:
This quote is valid for 90 Days
Blued as mcurred.
The hours Iisled on the quote are an estimate based on current information. If during the project we forecast Me hours will be exceeded the client will be notified and a change order will be completed.
Services Agreement ( Professional Services) Page 13 of 13 Form 2. 1. 2 ( 2024- 08- 29) Enterprise Resource Planning ( EERP) Support
ATTACHMENT 4