Richmond City Council
November 4, 2025

INTRODUCTION
The City of Richmond’s Police Department is currently soliciting proposals to conduct and administer onsite promotional testing for Police Sergeants, Police Lieutenants and Police Captains.

This request for proposal (RFP) describes the project, the required scope of services, the consultant selection process, and the minimum information that must be included in the proposal. Failure to submit information in accordance with the RFP requirements and procedures may be cause for disqualification. The anticipated term of this contract will be for a period of three (3) years.

Vendors are required to read and understand all information contained within this entire Proposal package. By responding to this RFP, the vendor agrees to read and understand these documents.

PROJECT BACKGROUND / DESCRIPTION
The City of Richmond Police Department is seeking an experience firm to manage and administer promotional testing and examination process.

The scope of work will include:
 Project planning, job analysis and examination plan development. o Meet with Police Department Management to define examination process.
o Analyzing existing qualifications and make recommendations. o Creation of examination plan
 Written examination development, administration, and scoring. o Develop written exam based on examination plan.
o Administer and score exam.
o Provide process on appeal for review, challenges, errors, and omissions.  Assessment center development.
o Research and develop customized job-related exercise based on the Police Departments mission statement.
o Develop an orientation process for Police Sergeants, Police Lieutenants and Police Captains.
o Administer the assessment center.
 Scoring metrics, compilation, and ranking.
o Compile and provide candidate scores based on examination plan. o Provide feedback for candidates.
o Solicit feedback from candidates.
o Assistance with scoring error and omissions.

Vendor staff may have access to confidential and sensitive data files and may be subject to a Department of Justice and Criminal History background check. Failure to pass the background check shall exclude any employees of the vendor from access to confidential and sensitive files. All employees of vendor who will participate at the level described above in the project will be required to provide a valid issued driver’s license or equivalent photo identification before they will be permitted to begin work on the project. 3216

Respondent data storage and any system used in conjunction with this project must be in full compliance (i.e., Microsoft Azure Government Cloud) with California Law Enforcement Telecommunications System (CLETS) CJIS requirements. (Please see oag.ca.gov for latest updates)

PROPOSAL FORMAT GUIDELINES
The proposal should be concise, well organized, and demonstrate the proposer’s qualifications and experience applicable to the Project.

The following proposal sections are to be included in the Vendor’s response:

A. Vendor Cover Letter
A cover letter should summarize key elements of the proposal and shall:
 Confirm that all elements of this RFP have been reviewed and understood.  Include a statement of intent to perform the services as outlined.  Stipulate that the proposal price will be valid for the duration of the contract.  Identify a single person for contact during the RFP review process; and  Cover letter shall be signed by an authorized official of the company.  Details of prior experience with administering and proxying law enforcement promotional exam and testing (preferably in the Contra Costa County area, or nearby county).

B. Background and Project Summary Section
Proposer must have the qualifications and skills necessary to perform the services described in this RFP in a competent and professional manner without the advice or direction from the Police Department.

C. Scope of Services
As outlined in Project Background/Description section of the RFP.

D. Cost Information
Provide a comprehensive fee schedule for all the services the Respondent will provide to the Police Department. All cost and pricing data, including documents showing indirect costs and direct labor rates should be included in the proposal.

Proposers will be paid at the same rates set forth in their cost proposal unless further negotiated in writing and agreed to by the Police Department.

E. Contractor Assignment of Sub-Contract
The resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written approval of the Police Department. If Offerors intend to subcontract any portion of the resulting contract, they must describe their process for selecting such subcontractor(s) and the quality control measures that the Offeror will employ to ensure that any subcontractor complies with the provisions of Offeror’s contract with the Department.
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F. Exceptions to this Request for Proposals
The proposer shall state whether it takes exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment 1). If the proposer does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to sections of City of Richmond’s Standard Services Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language.

Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted. Failure to make exceptions to the RFP or Standard Services Agreement within the proposal will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process.

G. Statement of Impartiality and Disclosure
This proposal shall include a statement declaring that the proposer’s and subconsultants are not currently, and will not, during the performance of these services, participate in any other similar work involving a third-party with interests currently in conflict or likely to conflict with City of Richmond’s interests.

Additionally, proposer is required to disclose any pending or active investigations or litigation that may affect the reputation or ability of the proposer to carry out the Project.

H. Sanctuary City Contracting and Investment Ordinance 12-18NS_2018, and Resolution 86-21 (Disclosure Statement of Limited Liability Companies Form The City of Richmond’s Sanctuary Contracting Ordinance certification requires the City to refrain from doing business with vendors who provide Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). In addition, City of Richmond Resolution 86-21 requires disclosure of beneficial and responsible owners of Limited Liabilities Corporation (LLC).

PROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
Please do not contact staff directly regarding this Proposal. Electronic Proposals shall be submitted via the City’s secure online bidding system. All required sections of the proposal must be submitted via the website. Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late proposals and no exceptions shall be made. Contractors will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those proposals that were transmitted successfully.

Proposals must be received no later than August 17, 2023, 1700 hours.

All questions must be submitted via the electronic BidsOnline system on the Q&A tab no later than August 4, 2023, 5:00pm PST. The City of Richmond reserves the right to waive inconsequential irregularities. If the City finds it necessary to issue an addendum, prospective Offerors will receive e-mail notification of addendum. It is the proposer’s 3218

responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/ bids for any possible Addenda to the RFP that may have been posted.

Any party submitting a proposal shall not contact or lobby any City Council member, City officials, employee (except those specified for contact) or agent regarding the RFP. Any party attempting to influence or circumvent the RFP, bid submittal, and review process may have their proposal rejected for violating this provision of the RFP.

Interested parties may download copies of the above-mentioned proposal by visiting the City's web site, to download RFP, new vendors will be required to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the RFP.

Submission of Proposals
Please submit your proposal via the City of Richmond's BidsOnline system. Proposals submitted by facsimile or e-mail are not acceptable and will not be considered.

The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.

Proposer is responsible for submitting its entire proposal package with all required submittal documents and any modifications or revisions, to reach the City of Richmond’s office as designated in the RFP by the time specified below. Any proposal, modification, or revision received by the City of Richmond after the exact time specified for receipt of proposals is “late” and will not be considered.

The City of Richmond reserves the right to waive inconsequential irregularities.

GENERAL GUIDELINES
This RFP does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP, or to procure or contract for work. The City of Richmond may reject a proposal without providing the reason(s) underlying the declination. A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause of action against the City of Richmond.

The City shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract. The City may investigate the qualifications of any respondent under consideration, require confirmation of information furnished by the respondent, and require additional evidence or qualifications to perform the Services described in this RFP.

The City reserves the right to:

1. Reject any or all proposals.

2. Issue subsequent Requests for Proposal.

3. Postpone opening for its own convenience.

4. Remedy technical errors in the Request for Proposal process.

5. Negotiate with any, all, or none of the Respondents.

6. Solicit best and final offers from all or some of the Respondents.

7. Select one or more Respondents.
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8. Accept other than the lowest proposed fees.

9. Waive informalities and irregularities in proposals.

Public Records
All proposals submitted in response to this RFP become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at the time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.

Insurance Requirements
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in RFP Attachment 2. The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the Project.

Business Licenses
The successful Contractor and all subcontractors used in the work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived.

Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance (Richmond Municipal Code (RMC) Chapter 2.28), Business Opportunity Ordinance (RMC Chapter 2.50), Local Employment Program Ordinance (RMC Chapter 2.56), Living Wage Ordinance (RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) (RMC Chapter

2.65), which are incorporated into the Contract Documents by this reference.

Collusion
By submitting a proposal, each respondent represents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the respondent has not directly or indirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from submitting a proposal; and that the respondent has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.

Withdrawal of Proposals
A respondent may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the Finance Department a written request for withdrawal signed by, or on behalf of, the respondent.

Ownership of Documents
All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems, and any other materials produced for the Project shall be the sole and exclusive 3220

property of the City. No such materials or properties produced in whole or in part for the Project shall be subject to private use, copyrights, or patent rights by Respondent in the United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publish, disclose (except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright, or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this project.

PROPOSAL EVALUATION AND SELECTION PROCESS
All proposals shall be reviewed to verify that the Respondent has met the minimum requirements. Proposals that have not complied with requirements, do not meet minimum content and quality standards, or take unacceptable exceptions to the General Terms and Conditions of the Service Agreement, will be eliminated from further consideration.

Proposals will be reviewed and evaluated by an evaluation committee comprised of City of Richmond personnel.

The City reserves the right to reject any or all proposals, or to make no award. The City also reserves the right to require modifications follow-up with requests for additional information, including, but not limited to, follow-up interviews. The City may request Best and Final offers based upon improved understanding of the offers or changed scope of service. The City will negotiate with that vendor to determine final pricing, and contract form. Because this proposal is negotiable, all pricing data will remain confidential until after award is made, and there will be no public opening and reading of Proposals. Overall responsiveness to the RFP is an important factor in the evaluation process.

Vendors that meet the minimum qualifications may be invited to a “Phase II” meeting/demonstration for the evaluation committee for further clarification and consideration. The criteria upon which the evaluation of the proposals will be based include, but are not limited to, the following:

Vendor Background - 50%
Proposal/Scope of Services – 25%
Cost – 25%
Selection may be made without further discussion, negotiations, or Offeror’s presentations; therefore, Offeror shall offer the most favorable terms in response to this RFP. Offeror must demonstrate an understanding of the scope of service to be provided and the ability to accomplish the tasks set forth. Offeror shall include information that will enable the City to determine the Offeror’s overall qualifications.

The City reserves the right to request additional information or clarification on any matter included in the proposal response, to enable the City to arrive at the final award decision.

Award
When the Review Panel has completed its work, Police Department personnel will then work with the Respondent to complete the administrative paperwork. 3221
Donnoe & Associates’ Proposal to the
City of Richmond for Promotional Testing for
Police Sergeants, Police Lieutenants, and Police Captains __________________________
Michael Donnoe, President August 8, 2023
10940 Fair Oaks Blvd, Suite 700, Fair Oaks, CA 95628 • Email: [email protected] Phone: (916) 928-4911 • Toll-Free: (877) 22-EXAMS • Website: www.donnoe.com 3222
Donnoe & Associates’ Proposal to the
City of Richmond for Promotional Testing for
Police Sergeants, Police Lieutenants, and Police Captains Table of Contents
Background and Project Summary: Qualifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Our Work with Richmond . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Our Examination Expertise for the Public Sector . . . . . . . . . . . . . . . . . . . . . . . . 2 Key Staff . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Scope of Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Professionalism . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Teamwork With Richmond . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Documentation, Reports, and Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Test Validity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Post-Exam Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Proposed Services for all Ranks: PROJECT PLANNING. . . . . . . . . . . . . . . . . . 7 Proposed Services for all Ranks: WRITTEN TESTS . . . . . . . . . . . . . . . . . . . . 11 Proposed Services for all Ranks: ASSESSMENT CENTERS . . . . . . . . . . . . . 12 Proposed Services for all Ranks: SCORING, METRICS, COMPILATION, AND RANKING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Cost Information / Fees for Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Business Information for Donnoe & Associates, Inc. . . . . . . . . . . . . . . . . . . . . 24 Professional Business Insurance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 References for Related Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Donnoe & Associates’ Clients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 3223
Background and Project Summary: Qualifications
Donnoe & Associates was established in 1987. Since that time, we have provided human resource selection services for public agencies throughout the United States.

Our mission is to provide reliable and valid exams that help agencies select and promote the most qualified candidates. To accomplish this we have adopted the following values:

EXCELLENCE - Our performance demonstrates a commitment to and recognition of quality, dedication and innovation. We believe that the quality of our services is of utmost importance to our clients; we will not sacrifice quality for expediency.

FAIRNESS - Our exams use a standardized approach, which provides a fair and impartial assessment of candidates. We treat all people with dignity, respect and consideration.

SERVICE - We believe that the services we provide should enhance the mission of the client we are serving. We take pride in providing outstanding attention to every client agency we assist.

Our services include:
• Written Tests
• Online Exams
• Assessment Centers
• Oral Exams
• Performance Tests
• Job Analysis
• Exam Scoring
• Merit System + Exam-Related
Program Evaluation
Our clients include:
• Cities
• Counties
• Law Enforcement Agencies
• Prisons and Jails
• Fire Departments
• State and Federal Government
Agencies
• Universities
• Special Districts and School
Districts
Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 1 3224
Our Work with Richmond
Donnoe & Associates has been working with the City of Richmond to provide testing and assessment services for the past 30 years. In this time, we have provided the following open and promotional recruitment, testing and assessment services:

Police Department (listed in rank order
and year order)
• Police Sergeant 2004, 2014, 2016,
2018, 2021 (cancelled by client),
and 2022
• Police Lieutenant, 2014, 2021
(cancelled by client), and 2022
• Police Captain, 2002
• Police Chief, 1999
General Municipal Positions (listed in
alphabetical order and year order)
• Accountant, 2021, 2022
• Accounting Assistant, 2017, 2019,
2021, 2023
• Assistant / Associate
Administrative Analyst, 2020
• Clerical - File Clerk, 2023
• City Clerk, 2018
• Human Resources Technician,
2017, 2022, 2023
• Maintenance Worker, 2019, 2020
• Office Specialist, 2018, 2022
• Office Assistant, Library Assistant
I/II, 2017, 2018, 2021
• Payroll Coordinator, 2022
• Senior Clerical / Executive
Assistant, 2021, 2022
• Utility Worker, 2015
Fire Department (listed in rank order and
year order)
• Fire Engineer, 2017, 2018, 2019
• Fire Captain, 1996, 2018
• Fire Battalion Chief, 1995
• Fire Chief, 2004
• Fire Inspector, 2019
• Fire Marshal, 1994
Our Examination Expertise for the Public Sector
Since its inception, Donnoe & Associates has successfully completed thousands of examination projects for public agencies throughout the United States, including over 3,000 Law Enforcement examinations (Entry Peace Officer through Chief of Police recruitments) and 3,000 Fire Service Examinations (Entry Firefighter through Fire Chief recruitments). This includes approximately 1,500+ assessment centers, and 4,000+ written tests. We have worked with most major cities in California, and on the West Coast to provide law enforcement exam services.

For non-safety jobs, we have provided written tests and assessment services for a full range of job titles – such as Heavy Equipment Operator, Administrative Analyst, Accountant, and Clerical jobs. We have also completed hundreds of written tests, online iAHQ Exams (internet-based Achievement History Questionnaires), and oral exams for general municipal jobs.

Donnoe & Associates’ Proposal to the City of Richmond
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Key Staff
Donnoe & Associates has the staff, and the corporate capability, to provide the requested exam services for the City of Richmond. Following is a listing of our key staff.

For this project we do not anticipate the need to use any subcontractors.

MICHAEL DONNOE
President, and Principal Consultant
As President, Michael manages the company and directs all assessment projects for Donnoe & Associates, Inc., including assessment centers, performance exams, and oral exams.

Michael has worked with Donnoe & Associates, Inc. since 1995, and he has been working in a leadership role since 2001.

Michael holds a Master’s degree in Counseling Psychology and a Bachelor’s degree in Organizational Behavior, both from the University of San Francisco.

DR. WILLIAM DONNOE
Vice President / Industrial Psychologist
Bill has over 40 years of experience in personnel selection. Bill develops new examinations and assessment systems, and provides program evaluation and research services for clients.

Bill completed his doctorate in Education, with an emphasis in Organizational Leadership, from the University of San Francisco. He also holds Master’s and Bachelor’s degrees in Psychology from California State University in Sacramento. He is a licensed Industrial Psychologist in California (PSY 11341R), and a recognized expert in federal court on matters related to employment testing.

Unique Law Enforcement Experience (for both Bill Donnoe and the Company) • Assisted in development of California POST Hiring Interview Guidelines for Entry Peace Officer.
• Project Psychologist / Consultant for the City of Sacramento, one of five agencies contributing to / participating in the U.S. Department of Justice project: Hiring in the Spirit of Service. As part of this project Donnoe developed the following: Entry Peace Officer Pre-Employment Psychological Evaluation Guidelines, Entry Peace Officer Oral Interview Guidelines, Entry Peace Officer Writing Skills Assessment, and Police Officer Evaluation Process.

Donnoe & Associates’ Proposal to the City of Richmond
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LINDSAY TZUR
Test Services Manager
Lindsay manages written test rental services for clients of Donnoe & Associates.

This includes test assembly and production of Stock Tests, Build-A-Tests, and Custom Written Tests.

Lindsay additionally provides business logistical support for the company. She holds a Bachelor of Fine Arts degree from the Academy of Art University, in San Francisco.

DIANE DONNOE
Chief Financial Officer
Diane manages accounting, contracts, and the day-to-day administrative aspects of the business. Diane has been a key part of the business since 1987.

Diane holds a Bachelor’s degree in Organizational Behavior from the University of San Francisco.

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Scope of Services
Donnoe & Associates (Donnoe) is proposing to provide promotional exam services for Police Sergeant, Police Lieutenant, and Police Captain. Our proposed scope of work shown below follows the Scope of Services outlined in the RFP.

For all of these examinations the following will apply to our proposed work:

Professionalism
Our approach will meet or exceed all relevant regularity and professional guidelines for exam development, administration, scoring, and validation (i.e., Principles for the Validation and Use of Personnel Selection Procedures . 5th Edition, 2018, SIOP; and The Uniform Guidelines on Employee Selection Procedures, 1978); City policies; and any current labor contract specifications related to employment testing.

For Police examinations our work will also adhere to current California Commission of Peace Officer Standards and Training (CA-POST) guidelines for testing (e.g., requirement for agencies to address de-escalation during all promotional testing).

Teamwork With Richmond
We will work in partnership with the City of Richmond for all of our services. This will include careful planning of dates, analyses to be completed, subject matter expert (SMES) review of materials, content of exam bulletins, etc.

Documentation, Reports, and Statistics
Donnoe & Associates’ interactions with clients is electronically documented and preserved in our client histories. This will include key decisions, progress notes, any issues or problems encountered, and dates for important events. We will provide complete technical reports, as specified by professional guidelines and agency policy, and upon request from the City.

We are capable of producing relevant statistics on all exam elements, including test performance data, candidate / applicant flow, and test outcomes.

Donnoe & Associates’ Proposal to the City of Richmond
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Test Validity
Most of our exam products including Stock Written Tests, Build-A-Test and Custom Written Tests, iAHQ Exams, as well as oral exams, performance exams and assessment centers involve measurement of job knowledge or ability and/or experience and achievements. These types of tests are best supported by content validity. For these Police Promotional Examinations we work closely with you, our client, to ensure that the content of the test is based on the jobs (job analysis, consultation on test assembly, and exam review by your subject matter experts). We will oversee / manage test administration and test scoring, as well as consultation on test score interpretation and passing scores. These steps ensure that the examinations provided to Richmond are valid and administered in a fair and consistent manner.

Post-Exam Support
Donnoe & Associates’ exam development services include support to the agency in the event of a challenge to exam validity. This includes written test protests by candidates. Additionally, exam administration services include support in the event of a challenge to exam administration.

All such challenges are also limited by the policies of the agency related to timing, format, and content of protests or complaints about the outcome of an exam. We will fully support the City with protest analyses, recommendations, and reports.

Dr. William Donnoe is a qualified expert witness in Federal Court on matters related to testing.

Donnoe & Associates’ Proposal to the City of Richmond
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Proposed Services for all Ranks: PROJECT PLANNING
We will begin project planning, job analysis and examination plan development by meeting with Police Department Management, and assigned subject matter experts (SMEs). This will 1) define the examination process for each rank, 2) define the reading lists to be associated with each written test, and 3) to ensure a balance of qualifications, exam steps, exam content, and requirements for each rank and across these three ranks.

As part of our job analysis we will analyze the existing qualification requirements by rank, and make recommendations. We will work from our job analysis across the ranks of Sergeant, Lieutenant, and Captain to ensure a balance in m inimum qualification requirements and desirable qualifications – across the ranks.

We will work closely with the City to create job-related examination plans for each rank.

These exam plans will be based on job analysis results, input from RPD SMEs, and organizational considerations including factors such as expected / current vacancies and use of the eligibility lists (Patrol, Administration, Investigations, etc.).

Job Analysis
We would like to begin by completing a job analysis of the three ranks at the same time, before the first exam is conducted. This ensures that there will be a balance across the ranks in terms of how job tasks are specified, and how the knowledge, skill and ability (KSA) requirements of the jobs are specified, reading lists, etc. This further allows tasks and KSAs to build as the jobs change from Officer to Sergeant, Sergeant to Lieutenant, and Lieutenant to Captain.

The job analysis components of our work should be considered a non-confidential process, and the results of these analyses should be available for anyone in the Police Department to view, study, and prepare from for any upcoming testing opportunities.

Our job analysis process for all ranks includes the following steps:
• Review of existing job class specifications, organizations charts, and policies and procedures of the department.
• Consideration of past job analyses, completed by Donnoe & Associates for Sergeant and Lieutenant in the Richmond Police Department in 2014 and 2021.

Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 7 3230
• Construction of new job analysis questionnaires for each rank. These will be in electronic format and can be completed on-line by respondents (incumbents and supervisors of each rank to be analyzed).
• Compiling and interpretation of the on-line job analysis questionnaire results by Donnoe & Associates.
• Presentation of a draft report for each job analysis to Police Department Management. Once these reports are approved we will provide the language needed for exam bulletins; to be published by Richmond Human Resources. • The job analysis results will also identify the source documents that will be used in construction of the written tests.

The exam plans based on our job analyses will identify tasks and KSAs in order of priority for exam development. For example, tasks and KSAs will be similar to what is shown below.

TASK ANALYSIS 1
Priority 1 Tasks: The following tasks will be directly measured within the exam plan. Tasks within this group may be combined to formulate one or more assessment exercises.

Sample Tasks:
• Supervise a group of officers assigned to a unit or function in the Police Department.
• Provide on-the-job instructions and advice to officers in relation to specific policing or technical problems in the field or during investigations.
• At the scene of an emergency incident or field situation, take command and direct/request resources.
1 Tasks and KSAs shown here are taken directly from Donnoe & Associates’ job analysis of the Richmond Police Sergeant job, as part of the 2014 and 2021 promotional examinations.

Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 8 3231
Priority 2 Tasks: The following tasks should be directly measured within the exam plan. Tasks within this group may be combined with Priority 1 tasks, to further provide an operational definition of an assessment problem.

Sample Tasks:
• Respond to and investigate officer-involved accidents, shootings and other use of force incidents.
• Meet with citizens to hear complaints.
• Conduct formal and informal counseling sessions with assigned personnel in order to correct work deficiencies and develop work skills.

Priority 3 Tasks: The following tasks may be measured within the exam plan.

Tasks within this group are more likely to represent individual written test questions, of individual oral questions in the assessment.

Sample Tasks:
• Plan, and assist in the execution of, high-risk warrants, raids/police actions, etc.
• Direct and participate in the routine gathering of evidence, questioning of witnesses, and apprehension and interrogation of suspects.

Priority 4 Tasks: The following tasks will not be used to build the exam plan.

Sample Tasks:
• Supervise the custody and care of prisoners.
• Supervise civilians performing administrative and support service duties.

KSA ANALYSIS
Priority 1 KSAs. These will be the foundation of assessment dimensions. These KSAs are measured in the written test and assessment center.

Sample KSAs:
• Knowledge of state and federal criminal law.
• Ability to take command in disorderly situations.
• Ability to effectively work with, and provide services for, citizens in a diverse community.

Donnoe & Associates’ Proposal to the City of Richmond
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Priority 2 KSAs. These will be the part of assessment dimensions – with secondary emphasis behind the Priority 1 KSAs. These KSAs should measured in the written test and assessment center.

Sample KSAs:
• Knowledge of the Richmond community, including demographics, issues impacting crime and safety, and resources available. • Ability to recognize performance problems and training needs in assigned personnel and take effective corrective action.

Priority 3 KSAs. These may be indirectly tested.

Sample KSAs:
• Knowledge of labor contracts for those supervised.
• Ability to effectively utilize computers, software, and communications systems in all aspects of the job.

Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 10 3233
Proposed Services for all Ranks: WRITTEN TESTS
Written test development based on examination plan
The job analysis will provide the specific knowledge statements, and priorities, for testing. Additionally the job analysis process will result in identification of the sources or reference materials that will be used in construction of the written tests.

The exam bulletin will specify the scope of the exam plan. The tests that are developed for each rank will follow the bulletin and the job analysis reports.

Donnoe staff will develop all written test materials and present these to Police Department SMEs for review and validation.

Written test administration
We will work closely with the City of Richmond to provide the City’s written test proctors with guidance, training and oversight for written test administration. Test administration will be very straight-forward, and for a 100 item test the time frame is generally set at two hours.

Written test scoring
Candidates will provide answers to the written tests on Scantron answer forms. Donnoe will score the written tests using Scantron software and hardware.

Written test appeals
We will promptly address any appeals filed by candidates regarding written test items.

This must include conformance of the appeal to established rules of the City.

For any such appeal we will provide an analysis that is based on the source materials that support the test item. We will provide recommendations regarding each such appeal, and we will ask that RPD SMEs weigh-in on these recommendations where an interpretation or opinion is needed.

Following resolution of these appeals, scoring for that test element will be completed.

Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 11 3234
Proposed Services for all Ranks: ASSESSMENT CENTERS
Assessment center development
Exam Development Steps. We will work with Police Department SMEs to identify the requirements of the job (job analysis), and the emerging issues in the agency. From our job analysis foundation Donnoe & Associates will develop all exam materials. This includes exam questions, instructions to candidates and raters, and exercise-specific grading considerations. All materials are then reviewed and approved by agency SMEs for exam administration.

We do not ask SMEs to develop exam questions and problem sets; this can reduce the overall security of the exam, and place an undue burden on the involved parties. We are experts in job analysis and test construction; we need to rely on the agency SMEs for exam review – they are experts in how the job is used by the agency.

Our Approach. Donnoe & Associates’ approach to assessment center examinations is to build new exam exercises and problem sets for an agency and job, directly from job analysis information and SME input. Our assessment problem sets are job-related, at the difficulty and complexity level of the job, and to the extent feasible represent job simulation problems.

Our assessment exercises never allow candidates to perform in front of each other or in response to each other (e.g., no leaderless groups).

Typical Assessments for Police. For Police assessment center examinations, by rank, our assessments typically include the types of exercises or problem sets shown in the table below. For a typical assessment center we work with Police Department SMEs to select the problem sets that best reflect the needs of the agency, the rank, and are not touching on sensitive topics (e.g., a topic that could point to individuals in the department or the community).

We generally have three or four such assessment problem sets in an examination (for Police Sergeant, Police Lieutenant, or Police Captain).

Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 12 3235
Sample Assessment Center Exam Outlines for
Police Sergeant, Police Lieutenant, and Police Captain
Police Sergeant
Sample Assessment
Exercises
Police Lieutenant
Sample Assessment
Exercises
Police Captain
Sample Assessment
Exercises
Critical incident scene
supervision
Post use of force scene
supervision
Roll call briefing on an
assigned topic
Role play with subordinate
Personnel development
exercise
One or more interview
panels: Assessment of
qualifications and
Understanding of the job
requirements
Incident command at a
complex emergency event
Internal personnel
investigation
Policy development
exercise
Project management
exercise
Problem analysis exercise
One or more interview
panels: Assessment of
qualifications and
Understanding of the job
requirements
Policy and executive level
management exercise
Budget management
exercise
Community partnership
exercise
Operations plan exercise
One or more interview
panels: Assessment of
qualifications and
Understanding of the job
requirements
This table lists types of exercises which are also mixed with optional exercise formats that include such elements as:
• Formal oral presentations
• Written reports
• Question-and-answer interviews
• Face-to-face role play meetings with individuals
• Role play meetings with groups (e.g., simulated community meeting) • Problem sets preceded by preparation at the exam site • Problem sets preceded by preparation by the candidate days before the exam (i.e., take-home prep)
• Problem sets with no prep; these problem sets unfold in the exam room (e.g., escalating emergency situation, including optional branching exam tracks based on candidate actions)
Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 13 3236
Exam Review by SMEs. All exam materials will be reviewed by Police Department SMEs. We will advise the agency on the constitution of the SME panel to maximize validity and minimize the possibility of a successful candidate appeal.

As descried above, Donnoe develops all test materials then has these materials reviewed and approved by agency SMEs.

This SME review process includes our multiple choice written test questions as well as the assessment exercises and grading considerations.

Research and develop customized job-related exercise based on the Police Departments mission statement
Exam development will draw heavily on the job analysis. Knowledge of the Police Departments mission statement will be part of this job analysis, and will be incorporated into the assessment plans.

Orientation process for candidates
Prior to the first exam element (written test or assessment center), candidates will be provided with an internet link to our standardized exam orientation process. This is a video based link that should answer candidate’s questions about how the exams were developed, how to prepare for a promotional exam, what to expect, and how they will be evaluated. This generally goes to candidates by email, sent by agency Human Resources staff, well before the first exam element is administered. Candidates may view the orientation video repeated times if they wish to do so.

Administration of the assessment centers 2
Rater Training. Raters will receive a link to our on-line rater training portal prior to an exam. This will be completed by raters individually before the exam day. The focus of this training is how to rate candidates, documentation of observations; and how to keep the process fair for candidates. The training is self-administered and takes up to one hour to complete. Raters, as well as agency personnel who complete this training, will receive a Certificate of Training after the exam process. 2 The exam administration model described here is the same approach that we took for the last / 2021 Police Sergeant and Police Lieutenant assessment centers for the City of Richmond. Those exams were very well received by the City, Police Management, the Union, and candidates. Additionally, there were no protests or complaints from candidates in any of those examinations.

Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 14 3237
On the day of the assessment center, raters are greeted by the agency staff to briefly discuss the agency and the job. Next all raters will meet Donnoe staff through a Zoom or MS Teams connection. Questions will be answered from individual raters. Then teams or panels of raters breakout and go over their specific exercise, unique rating forms, and breakup assigned questions before meeting with candidates.

Exam Administration. With Donnoe & Associates’ assessment center administration the following occurs:
• Raters will complete an on-line self-administered training process prior to exam day.
• On exam day raters meet with Donnoe staff over Zoom or MS Teams to discuss the assigned exam exercises, review the process, and have their questions answered. Donnoe staff will manage this remotely (i.e., we will remain in our offices in Northern California).
• Donnoe & Associates will remotely monitor each exam panel, the schedule, and the process of rating candidates through our digital system. • Confidentiality and exam security will be maintained. • Raters will score candidates using Donnoe & Associates’ proprietary digital rating system. Rating forms are completed independently by raters immediately after examining a candidate. Raters cannot go to the next candidate until all ratings and documentation has been completed for the candidate just examined. • As e-ratings are completed, these are submitted directly to Donnoe & Associates electronically. Raters cannot go back and change ratings once submitted.

Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 15 3238
Proposed Services for all Ranks: SCORING, METRICS, COMPILATION, AND

RANKING
Scoring metrics, compilation, and ranking.

Written Tests will be machine-scored by Donnoe & Associates. We use Scantron test forms, hardware, and software. All questions will be 4-option multiple choice, with one correct answer. Written test results are compiled and reported by reference or source document.

In addition to raw score tabulation we can provide detailed test item analyses, and overall test performance statistics (e.g., central tendency, variability, reliability, etc.).

Assessment Centers will be scored by trained raters. These raters will use Donnoe electronic rating forms that are completed independently by each rater, for each candidate, in every exam exercise. These rating forms collect ratings by such scoring elements as Key actions, or Rating dimensions. Each rating for must be accompanied by a written rationale that summarizes and describes why a candidate was cored in a particular manner (e.g., High, Medium, Low or Fail). This is in effect a validation statement that justifies ratings in terms of the requirements of the job (as measured by the exercise), the established grading criteria / metrics, and the actions taken, or failed, by the candidate.

For each scoring element in the assessment centers, the rating scale to be used by raters will be limited to the passing values: 100, 95, 90, 85, 80, 75, 70, and the single failing value of 60. This rating scale is shown below in Figure 1.

Score Compilation will strictly follow the language in each exam bulletin. A complete score report will be developed for each candidate that displays 1) every rating, in all exercises and summaries across raters, such as the average rating for the exercise; 2) exam weights by element; 3) summary of the weighted scores by exercises in terms of points earned; and, 4) a composite score that will be the basis of the rankings.

A sample score report for one candidate in the 2014 Richmond Police Sergeant promotional exam is shown in Figure 2. The candidate identity for this sample is protected.

Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 16 3239
Figure 1. Donnoe & Associates’ Assessment Center Rating Scale 3 Rating Scale

HIGH MEDIUM LOW FAIL
100 95 90 85 80 75 70 60
Typical observations by rating category are listed.

Excellent
G The candidate’s
response to the
problem set and
questions is
excellent.

G The candidate may
have omitted minor
details, but has not
otherwise made
mistakes.

G Clearly
understands the
problem
G Has thorough and
organized
response to the
problem
Very Good
G The candidate has
done a very good
job and has
generally exceeded
rater's
expectations.

G The candidate may
have omitted some
minor required
actions, may have
made minor
technical or
procedural
mistakes.

G The candidate’s
responses may be
somewhat
disorganized
Minimally Acceptable
G The candidate has
minimally met
rater’s expectations
G The candidate may
have omitted some
of the expected or
required actions
G May have
presented a less
effective or less
organized
response than
desired
G Minor mistakes
may have been
observed
G The candidate has
provided an
acceptable but
weak response
G The candidate’s
responses may
have been very
brief
Not Acceptable
G This candidate may
need further
development.

G The candidate has
not demonstrated
that he/she can
safely and/or
effectively perform
the job, as
measured by this
exercise
G The candidate has
made major
mistakes in
response to this
exam problem, with
regard to life safety
or Agency policies
and procedures
G The candidate did
not understand the
problem
G The candidate’s
responses did not
make sense
G The candidate’s
actions may reflect
very negatively on
the Agency
G This is a failing
grade
3 This is a standardized and validated rating scale. Donnoe & Associates developed this rating system and has been successfully using this scoring model for over 35 years.

Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 17 3240
Figure 2. Sample Score Report 4
Richmond Police Department
2014 Police Sergeant Promotional Exam Results
Candidate Name:

Written Test Results Questions Percent Points
Reference in Test Correct Score Weight Earned
Group Violence Intervention 10 4 62.00% 25% 15.50
California Criminal Investigations 20 9
RPD Policy Manual 20 14
Police Crime Control Strategies 10 6
Leadership on the Line 10 6
Racial Reconciliation 5 4
Summary of Findings – APD 2 1
The Leadership Challenge 13 10
Stronger, Safer Communities 5 4
Emotional Intelligence 5 4
Panel A. Take-Home Research Problem Points
Rating Dimension Rater 1 Rater 2 Average Weight Earned
Written Communication Skills 85 75 88.13 25% 22.03
Oral Communication Skills 90 85
Leadership Skills 95 90
Policing Skills / Richmond 95 90
Panel B. Supervision + Leadership Exercise Points
Rating Dimension Rater 3 Rater 4 Average Weight Earned
Problem Analysis + Decision Making 100 100 100.00 25% 25.00 Communication Skills 100 100
Leadership Skills 100 100
Supervision Skills 100 100
Panel C. Critical Incident Exercise Points
Rating Dimension Rater 5 Rater 6 Average Weight Earned
Problem Analysis + Decision Making 75 75 81.50 25% 20.38 Command and Control Skills 85 85
Leadership Skills 85 85
Supervision Skills 80 85
Policing Skills / Richmond 80 80
Overall Assessment Center Score = 89.88
Overall Exam Score (WT + AC) = 82.91
4 This is for one actual candidate in the Richmond Police Sergeant promotional examination of 2014.

Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 18 3241
Compile and provide candidate scores.

Scores will be based on the examination plan, and will follow the exam bulletin directly in terms of exam elements and weights. Donnoe & Associates will have the completed score reports available and presented to the City within five working days of exam completion. This will include a rank-ordered score report based on final weighted examination scores.

We will also advise the City on entering our exam scores into applicant tracking software to avoid non-planned software changes to scores and ranks (e.g., z-scores).

Feedback from candidates
As candidates complete the assessment center process for each rank, they will be requested to provide feedback through a questionnaire.

This questionnaire will ask about each person’s personal experience in terms of jobrelatedness of the test components, clarify of verbal and written instructions provided during the test, and their feelings about how they were treated by raters and staff throughout the exam process. This occurs at the exam site while the experience is very fresh for the candidates, and well prior to receipt of their score reports, feedback reports, and rankings.

The results of this post-exam candidate questionnaire will be compiled into a report for Human Resource staff and Police Department Management.

Assistance with scoring errors and omissions
We will provide assistance to the City throughout the contract to ensure that errors are minimized, materials are accurate, and that a professional image is presented.

Our scoring system minimizes errors in the following ways:
• Written tests are machine-scored.
• Assessment scoring is completed by raters using our proprietary on-line digital rating forms; raters enter scores, not our staff.
• During the assessment scoring process our staff continually evaluate rater’s use of the digital rating forms, and their adherence to our instructions. • When the exam is finished the score reports are built by cutting and pasting data from raters into a spreadsheet. We double-check this before finalizing score reports.
• When our score reports are provided to our client we ask them to double check that the weights and components align with their interpretation of policy and exam bulletin language.

Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 19 3242
If an error is observed we will acknowledge this and correct it immediately.

We will also work with the City to make sure that exam scores are accurately entered into the City’s applicant tracking system.
5 For example, some tracking systems will
“standardize or normalize” scores and apply weights other than as intended. We will work with the City to ensure that this type of error does not occur.

Feedback to candidates
After the score reports have been validated as error free, final score reports are provided to the City. At this time we will additionally provide feedback reports for each candidate. These feedback reports speak for themselves and do not have to be verbally explained to candidates. Such verbal explanations can result in mis-interpretation of data by either a candidate or the person providing the explanations. Our candidate feedback reports include the following elements:
• A brief description of each exercise in the assessment center. • A copy of the rating dimensions, as defined for the raters. • A complete candidate-specific score report (the same candidate score report as provided to the City).
• A score interpretation / feedback guide is provided with the feedback report. A copy of our standardized score interpretation is shown below in Figure 3 (Guide to Understanding Your Assessment Center Ratings).
• A copy of all rater comments, by exercise. These comments are typed by raters during the exam (i.e., rater’s validation statement) and are not edited, retyped, or interpreted by Donnoe staff.
• A copy of the rating scale.
5 Some applicant tracking systems are known to convert pre-weighted ratings to z-scores then weight again, and set a new non-valid cutoff to the distribution.

Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 20 3243
Figure 3. Guide to Understanding Your Assessment Center Ratings If your ratings for an exam part / dimension are in the range of:
95 to 100 (EXCELLENT) 80 to 90 (VERY GOOD)
Feedback: Your performance has exceeded
assessors’ expectations. For this exercise
your performance was excellent, in relation to
the requirements of the job. This means you
responded better than expected, and
addressed most or all of the important rating
criteria in your response.

Suggestions for improvement:
• Keep up the good work.

Feedback: Your performance overall is good
and has met the requirements of the job; or,
your performance was very good, but also
included some minor technical or procedural
mistakes (such mistakes could include a
somewhat incorrect response or a lack of
detail in your response).

This means you responded as expected in
relation to the requirements of the job, and
addressed important rating criteria in your
response (i.e., there is room for
improvement).

Suggestions for improvement: This is area in
which improvement can occur with:
• pre-exam practice and rehearsal,
and/or
• pre-exam review of policies and
procedures, and/or
• be aware that minor deviations from
verbal or written instructions in the
exam can decrease your ratings.

Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 21 3244
If your ratings for an exam part / dimension are in the range of:
70 to 75 (MINIMALLY ACCEPTABLE) 60 (FAIL / NOT ACCEPTABLE) Feedback: Your performance is acceptable,
and reflects both a minimally safe and
effective performance, but it could have been
much better. It is important to note that this
rating can correspond to a number of
different types of response patterns,
including any or all of the following:
• you may have performed very well
throughout the exercise, but you also
made one or more important errors
(this could be because you did
something wrong or you failed to do
something that was very important);
or,
• your individual strengths are not in
areas assessed by this problem (i.e.,
it was a tough problem for you, based
on your experience and preparation);
or,
• you may have simply not been very
prepared for this problem, including
misinterpretation of written or verbal
instructions.

Suggestions for improvement: This is area in
which improvement can occur with:
• pre-exam practice and rehearsal,
and/or
• pre-exam review of policies and
procedures,
• a clear understanding of the role of
the job being tested and the
responsibilities of this job in situations
reflected by the exam part / exercise /
questions, and/or
• be aware that deviations from verbal
or written instructions in the exam can
decrease your ratings.

Feedback: Your performance is below
assessor’s expectations. You may have
generally met the assessor's expectations on
some parts of this exercise. However,
negative behaviors and errors have been
observed in relation to this assessment
dimension, especially concerning major
elements of the exam part / exercise. In this
exam part, you have not demonstrated the
Knowledge, Skills, and Abilities needed to
safely or effectively perform the job.

Suggestions for improvement: This is clearly
an area where you can improve.

Improvement can occur with:
• pre-exam practice and rehearsal,
and/or pre-exam review of policies
and procedures,
• a clear understanding of the role and
responsibilities of this job in situations
reflected by the assessment exercise,
and/or
• close adherence to verbal or written
instructions in the examination.

Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 22 3245
Cost Information / Fees for Services
Fees shown are by rank. These are flat fees.

Fees are not dependent upon the number of candidates or the number of days needed for exam administration.

We do not charge for our travel, overhead, or other project expenses.

Invoicing occurs immediately prior to test administration. We do not ask for funding to get started.

Fees shown below are the same fees that we proposed and applied in the 2021 exams for the City of Richmond.

Fees by Rank
Police Sergeant promotional exam, as described above: $13,500 Police Lieutenant promotional exam, as described above: $12,500 Police Captain promotional exam, as described above: $12,500 Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 23 3246
Business Information for Donnoe & Associates, Inc.

Shipping Address / Office Location
Donnoe & Associates, Inc.
10940 Fair Oaks Blvd.

Suite 700
Fair Oaks, CA 95628
Phones
Phone (916) 928-4911
Toll Free (877) 22-EXAMS
Fax (916) 928-0911
Web Address and Email
www.donnoe.com
[email protected]
Incorporated in California. Corporate Officers include:

1. Michael Donnoe, President

2. Dr. William Donnoe, Vice President / Industrial Psychologist

3. Diane E. Donnoe, Chief Financial Officer
Tax ID Number: 68-0427030
State of CA Certified MicroBusiness, ID Number 55257. Current certification is valid through 11/30/23.

Professional Business Insurance
Donnoe & Associates, Inc maintains all of the required insurance, specified in the RFP, including:

1. Commercial General Liability coverage

2. Office Automobile Liability coverage

3. Workers’ Compensation Insurance

4. Professional Liability or Errors & Omissions Liability Insurance Accord policies / documentation will be provided upon request, or upon contract.

Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 24 3247
References for Related Work
Agency Name Contact Person
Alhambra Police Department, CA Garrett Kennedy, Chief of Police (626) 570-5151 [email protected]
Bernalillo County Sheriff, NM John Allen, Sheriff (505) 468-7100 [email protected]
Fairfield Police Department, CA Angela Broaddus, HR Mgr (707) 428-7396 [email protected]
Or:

Dan Marshall, Chief of Police
(707) 428-7374
Fresno Police Department, CA Sandra Chavez-Martin, HR Manager (559) 621-6988
[email protected]
Inglewood Police Department, CA Jose Cortes, Human Resources Director [email protected]
(310) 412-5368
Or:

Mark Fronterotta, Chief of Police
(310) 412-5200
Laguna Beach Police Department, CA Aggie Nesh, HR/Risk Mgr (949) 497-0311 [email protected]
Los Altos Police Department, CA Angela Averiett, Chief of Police (650) 947-2770 [email protected]
Multnomah County Sheriff, OR Jennifer Ott, Human Resources Director (503) 988-4437 [email protected]
Santa Fe Police Department, NM Ben Valdez, Deputy Chief of Police (505) 955-5040 [email protected]
Woodland Police Department, CA Rachael Smith, Senior HR Analyst (530) 661-5809
[email protected]
Additional clients are listed on the following pages. Upon request, information can be provided about any of these references and exam projects.

Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 25 3248
Donnoe & Associates’ Clients
Our clients are in the
green states.

References are shown on the required forms for the RFP. Additional references and exam project descriptions will be provided for any of clients upon request.

A partial listing of our clients includes:
• Addison, IL
• Albany, OR
• Albuquerque, NM
• Alhambra, CA
• Allied Technology Group, CA
• American River Fire District, CA
• Anaheim, CA
• Anchorage, AK
• Arcadia, CA
• Aurora, CO
• Arcata, CA
• Arcata Fire Protection District, CA
• Aubrey Fire Department, TX
• Auburn, ME
• Avon, CO
• Azusa, CA
• Bakersfield, CA
• Baldwin Park, CA
• Banning, CA
• Bay Area Rapid Transit Dist, CA
• Bell Gardens, CA
• Bellflower, CA
• Bellingham, WA
• Benton County Fire Dist, WA
• Berkeley, CA
• Bernalillo County Deputy Sheriff’s
Association, NM
• Bernalillo County Fire Department,
NM
• Bernalillo County Sheriff, NM
• Bernalillo County Detention Center
(MDC), NM
• Beverly Hills, CA
• Bingen-White Salmon Civil Service,
WA
• Bothell, WA
• Boulder, CO
• Brea, CA
Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 26 3249
• Bremerton, WA
• Brighton Fire Rescue District, CO
• Buda, TX
• Burbank, CA
• Burlington, WA
• CA Dept of Consumer Affairs,
• Board of Behavioral Sciences
• Board of Geologists and
Geophysicists
• Bureau of Automotive Repair
• Contractor's State License Board
• Structural Pest Control Board
• CA Department of Corrections and
Rehabilitation / Youth Authority
• CA Department of Personnel
Administration
• CA Emergency Medical Services
Authority
• CA Highway Patrol
• CA State Personnel Board
• CA State University, Channel Islands
• CA State University, San Bernardino
• CA Water Resource Control Board
• Cal Poly Pomona Police
Department, CA
• California Water Environment
Association, Oakland, CA
• Cambria Community Services
District, CA
• Carlinville, IL
• Carlsbad, CA
• Carpinteria, CA
• Carson, CA
• Cass County Sheriff's Office, NE
• Central Fire Protection District, CA
• Central Kitsap Fire & Rescue, WA
• Chardon, OH
• Cheyenne, WY
• Chicago Water Reclamation, IL
• Chico, CA
• Chula Vista, CA
• Clark County, WA
• Clarksville Police Department, TN
• Clarksville-Montgomery County
E-911, TN
• Clovis, CA
• Colton, CA
• Compton, CA
• Concord, CA
• Consumnes Community Services
Dist, CA
• Contra Costa Water District, CA
• Corona, CA
• Coronado, CA
• Corpus Christi, TX
• Corte Madera, CA
• Corvallis, OR
• Costa Mesa, CA
• Culver City, CA
• Cypress, CA
• Dearborn Heights, MI
• Del Mar, CA
• Denver, CO
• Des Plaines, IL
• Dixon, CA
• Douglas, AZ
• Douglas County, NV
• Douglas County Fire District #2, WA
• Downey, CA
• East Bay Regional Park District, CA
• East Contra Costa Fire, CA
• East Diablo Fire District, CA
• El Cajon, CA
• El Cerrito, CA
• El Dorado County, CA
• El Dorado Emergency Services, CA
• El Dorado Hills Fire Department, CA
• Elma, WA
• El Monte, CA
• El Segundo, CA
• Emeryville, CA
• Encinitas, CA
• Englewood, CO
• Escalon Fire Protection District, CA
• Escondido, CA
• Estes Park, CO
• Eureka, CA
Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 27 3250
• Evanston, IL
• Everett, WA
• Fairfax County, VA
• Fairfield, OH
• Fallbrook Public Utility District, CA
• Federal Way, WA
• Ferguson, MO
• Fontana, CA
• Foresthill Fire Protection District, CA
• Fort Collins, CO
• Fort Mojave Mesa Fire Dist, AZ
• Fort Osage Fire Protection District,
MO
• Fountain Valley, CA
• Frankfort Fire & EMS, KY
• Frederick-Firestone Fire District, CO
• Fremont, CA
• French Camp McKinley Fire District,
CA
• Fresno, CA
• Fresno County, CA
• Fullerton, CA
• Gallup, NM
• Galt, CA
• Gardena, CA
• Gig Harbor, WA
• Glendale, CA
• Glendora, CA
• Golden Gate Bridge, Highway &
Transportation District
• Golden One Credit Union, CA
• Grass Valley, CA
• Greater Los Angeles County Vector
Control Dist, CA
• Gustine, CA
• Harrisonville, MO
• Hawthorne, CA
• Hays County Sheriff's Office, TX
• Henderson, NV
• Hercules, CA
• Hermosa Beach, CA
• Hollister Fire Dept, CA
• Huntington Beach, CA
• Imperial Beach, CA
• Independence MO
• Inland Empire Utilities Agency, CA
• Irvine, CA
• Inglewood, CA
• Jackson County Fire District 3, OR
• Keene Police Department, NH
• Kern High School District Police
Department, CA
• Kern County, CA
• Kilgore, TX
• King County Sheriff, WA
• King County 911 Office, WA
• Kings County, CA
• Kittitas County Fire District 2, WA
• Klein, TX
• Klickitat County, WA
• Knightdale, NC
• Laguna Beach, CA
• Lake Hills Fire Dept, IN
• Lakewood, WA
• La Mirada, CA
• Lancaster, CA
• LaPuente Valley ROP, CA
• Las Cruces, NM
• Las Vegas, NV
• Las Vegas Valley Water, NV
• Lathrop, CA
• Lathrop-Manteca Fire District, CA
• LaVerne, CA
• Lawndale, CA
• Lincoln, NE
• Lincoln City, OR
• Livermore, CA
• Livermore-Pleasanton Fire, CA
• Lodi, CA
• Loma Linda, CA
• Long Beach, CA
• Longmont, CO
• Longview Fire Department, TX
• Los Alamitos PD, CA
• Los Alamos County, NM
• Los Angeles County, CA
• Lower Moreland Township School
District, PA
Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 28 3251
• Lynden, WA
• Lynnwood, WA
• Madera County, CA
• Mammoth Lakes Police Dept, CA
• Mandan, ND
• Manhattan Beach, CA
• Manteca, CA
• Marshfield Fire Protection District,
MO
• Marysville, WA
• McFarland, CA
• Meeks Bay Fire Protection District,
CA
• Menifee, CA
• Merced, CA
• Mesa Water District, CA
• Metro Park Dist of Tacoma, WA
• Mid-Carmel Valley Fire Dist, CA
• Mill Creek, WA
• Milpitas, CA
• Minneapolis, MN
• Mission Viejo, CA
• Modesto, CA
• Modesto Irrigation District, CA
• Mohave County, AZ
• Mono County Sheriff's Office, CA
• Montebello, CA
• Montecito Fire District, CA
• Monterey County Regional Fire
District, CA
• Monterey Park, CA
• Montgomery County Fire/EMS, KY
• Montgomery County E-911, TN
• Moraga-Orinda Fire, CA
• Mountain View, CA
• Mukilteo Police Department, WA
• Multnomah County Sheriff, OR
• Murrieta Fire Department, CA
• Nacogdoches, TX
• Napa, CA
• National City, CA
• New Hope, MN
• New Mexico State University Fire
Department, NM
• Newark, CA
• Newport Beach, CA
• NORCOM, WA
• North Central Fire Protection District,
CA
• North County Fire District, CA
• North Kansas City Fire Department,
MO
• North Star Fire Dept, CA
• North Washington Fire Dist, CO
• Oakdale Police Department, CA
• Oakland, CA
• Oakland Housing Authority, CA
• Oakley, CA
• Oak Park, IL
• Oceanside, CA
• Olympia, WA
• Olympic Valley Fire Department, CA
• Ontario, CA
• Orange, CA
• Orange County, CA
• Orange County Fire Authority, CA
• Orange County Sanitation District,
CA
• Oxnard, CA
• Pacific Grove, CA
• Pacifica, CA
• Palm Springs, CA
• Palo Alto, CA
• Palomar College, CA
• Palos Verdes Estates, CA
• Parker, CO
• Pasadena, CA
• Pasco, WA
• Patterson, CA
• Pendleton Fire Dept, OR
• Penryn Fire District, CA
• Pico Rivera, CA
• Piedmont, CA
• Pierce County Sheriff, WA
• Pittsburg, CA
• Placer Hills Fire District, CA
• Pleasant Hill, CA
• Plumas County, CA
Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 29 3252
• Pomona, CA
• Portland Fire Bureau, OR
• Portland Police Bureau, OR
• Portsmouth, RI
• Police Foundation, DC
• Port Hueneme, CA
• Port of Long Beach, CA
• Port of Seattle Police Dept, WA
• Portage, MI
• Poway, CA
• Prince William County, VA
• Provo City, UT
• Poudre Fire Authority, CO
• Puget Sound Regional Fire
Authority, WA
• Puyallup, WA
• Rathdrum, ID
• Redondo Beach, CA
• Renton, WA
• Rention Regional Fire Authority, WA
• Rialto, CA
• Richmond, CA
• Riverside, CA
• Rocklin, CA
• Rocky Mountain Fire Protect Dist,
CO
• Rohnert Park, CA
• Rolla Fire and Rescue, MO
• Rolla Rural Fire Protection District,
MO
• Sacramento, CA
• Sacramento Housing &
Redevelopment Agency, CA
• Sacramento Metro Fire Dist, CA
• Sacramento Municipal Utility District,
CA
• Sacramento Regional Transit, CA
• San Bernardino, CA
• San Bernardino County Employees’
Retirement Association, CA
• San Buena Ventura, CA
• San Diego, CA
• San Diego County Water Authority,
CA
• San Francisco, CA
• San Francisco Housing Authority,
CA
• San Gabriel, CA
• San Jose, CA
• San Luis Obispo, CA
• San Marcos Fire Department, TX
• San Marino, CA
• San Ramon Valley Fire, CA
• Sandy, UT
• Sanger, CA
• Santa Ana, CA
• Santa Ana Watershed Project
Authority, CA
• Santa Barbara, CA
• Santa Barbara County, CA
• Santa Clara Valley Transportation
Authority, CA
• Santa Clara Valley Water District,
CA
• Santa Cruz County, CA
• Santa Cruz County, AZ
• Santa Fe, NM
• Santa Fe County, NM
• Santa Fe Regional Communications
Center, NM
• Santa Fe Springs, CA
• Santa Monica, CA
• Santa Rosa, CA
• Santee, CA
• Scotts Bluff 911 Center, NB
• Scottsdale, AZ
• Seal Beach, CA
• Seaside, CA
• Seatac, WA
• Seattle, WA
• Selma Fire Dept., CA
• Sierra County Sheriff, CA
• Sierra Madre, CA
• Signal Hill PD, CA
• Snohomish County, WA
• Solana Beach, CA
• Solano County, CA
• Sonora, CA
Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 30 3253
• South Coast Air Quality Mgmt
District, CA
• South Gate, CA
• South Lake Tahoe, CA
• South Metro Fire District, CO
• South Pasadena, CA
• South San Francisco, CA
• Southern CA Regional Rail Authority,
CA
• Sparks, NV
• Spring Fire Dept, TX
• St. Clair Fire Protection District, MO
• St. Johns Fire Department, IN
• Stanislaus County, CA
• Stockton, CA
• Streamwood, IL
• Superstition Fire & Medical, AZ
• Sweetwater Authority, CA
• Syracuse, UT
• Tacoma, WA
• Taft, CA
• Tehachapi, CA
• Texarkana, TX
• Thurston County, WA
• Torrance, CA
• Torrington, CT
• Tracy, CA
• Truckee Fire District, CA
• Truckee Meadows Fire, NV
• Truckee Meadows Regional
Planning Agency, NV
• Tulare County, CA
• Tustin,CA
• UC Davis Fire Dept., CA
• Ukiah, CA
• Upland, CA
• U.S.Dept of Justice – COPS,
Washington DC
• US West Communications, CO
• Vacaville, CA
• Vallejo, CA
• Valley Communications Center, WA
• Vancouver, WA
• Ventura County Sheriff's Office, CA
• Vernon, CA
• Vista, CA
• Walnut Creek, CA
• Washington County Sheriff's Office,
NE
• Washoe County, NV
• Water Reclamation District of
Greater Chicago, IL
• Waterloo Morada Rural Fire
Protection District, CA
• Wausau, WI
• Websters Grove, MO
• Wentzville Fire Protection District,
MO
• West Carrollton, OH
• West Covina, CA
• West Des Moines, IA
• West Metro Fire District, CO
• West Muskingum School District, OH
• West Sacramento, CA
• West Valley City, UT
• Westminster, CA
• Westminster, CO
• Whiteside County Sheriff's Office, IL
• Whittier, CA
• Winchester Fire & Rescue, VA
• Woodbridge Fire District, CA
• Woodland, CA
• Woodlands Fire Department, TX
• Wyoming Natl Guard, WY
• Xenia, OH
• Yocha Dehe Fire Dept., CA
• Yolo County, CA
• Yuba City, CA
• Yuma, AZ
• Yuma County Sheriff, AZ
Donnoe & Associates’ Proposal to the City of Richmond
for Promotional Testing for Police Sergeants, Police Lieutenants, and Police Captains 31 3254

November 4, 2025
Police Department
DATE: November 4, 2025
TO: Mayor Martinez and Members of the City Council
FROM: Bisa French, Chief of Police
Subject: Purchase from Pacific Fitness Products LLC for Gym and Fitness Equipment
FINANCIAL IMPACT: The proposed $55,000 expenditure is funded by the Officer Mental Health and Wellness grant and is included within the approved fiscal year 2025-2026 Police
Department budget (Account String: 10691021-400603-
19G09). No City match funding is required for this grant.

PREVIOUS COUNCIL
ACTION:

None.

STATEMENT OF THE
ISSUE:

The City of Richmond Police Department received mental
health and wellness grant funds to be used to support the well-being of sworn police officers. Police Department
staff have identified replacing the old and worn gym
equipment as a justified expenditure.

RECOMMENDED ACTION: APPROVE the purchase of gym equipment from Pacific Fitness Products LLC for a total amount not to exceed
$55,000, which includes a 2.2 percent contingency to
cover unexpected costs – Police Department (Chief Bisa
French 510-621-1802).

DISCUSSION:

AGENDA
REPORT
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November 4, 2025
Richmond Police Department (RPD) staff endeavors to maintain the industry standard for physical fitness and gym equipment by replacing damaged, dangerous, and broken equipment. By updating and replacing the old equipment, RPD staff aim to promote the wellbeing of their officers both mentally and physically. RPD staff believe having updated equipment will help promote gym use by its sworn officers and help to reduce the number of injuries sustained by officers on the job and assist in the quick return to work in the event an officer is injured.

The RPD staff is employing a piggyback justification to procure equipment from Pacific Fitness LLC, a designated distributor for Precor Fitness products (Attachment 1). This procurement is facilitated through an approved contract listed on the Sourcewell cooperative agreement site utilized by the City of Richmond (Attachment 2). According to Richmond Municipal Code 2.52.330, piggyback procurements are permissible if certain conditions are fulfilled, such as obtaining the same pricing and ensuring the solicitation remains current. The RPD staff is in a unique position where limited personnel can initiate formal solicitations. Given that many staff members are currently working overtime or on leave, it has been determined that utilizing the piggyback procurement process is in the best interest of the City for the aforementioned reasons, thereby conserving staff time and resources.

On December 21, 2022, the City of Richmond Police Department staff received notice that funding from the Board of State and Community Corrections would be forthcoming and can be used for purchases of products and/or services that would help support the well-being and mental health of sworn police officers. Council approved the acceptance of grant funds on April 18, 2023, which allowed police department staff to purchase wellness items. The City has purchased various items used throughout the building to support the well-being of officers and create a culture of support and teamwork (including a relaxation room, physical therapy equipment, and a shared outdoor cooking area for team events).

RPD staff recommend approval of this purchase by City Council to approve the purchase of this equipment before the grant cut-off date, December 1, 2025 (Attachment 3). Originally, RPD staff had identified a service that would supposedly support the physical wellness of its officers, but the services provided by the vendor fell short of the expectations of staff and was cancelled, leaving the purchase of new gym equipment as the most viable option, which will be used for many years.

DOCUMENTS ATTACHED:

Attachment 1 – Piggyback Justification
Attachment 2 – Pacific Fitness Quote
Attachment 3 – Precor Contract
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10/2/2025 Steven Linderman
10/15/25
Emily Combs
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Solicitation Number: RFP #052324

CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and Precor Inc., 20031 142nd Ave. NE, Woodinville, WA 98072 (Supplier).

Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.

Sourcewell issued a public solicitation for Fitness Equipment with Related Accessories and Services from which Supplier was awarded a contract.

Supplier desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).

1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.

EXPIRATION DATE AND EXTENSION. This Contract expires July 29, 2028, unless it is cancelled sooner pursuant to Article 22. This Contract allows up to three additional one-year extensions upon the request of Sourcewell and written agreement by Supplier. Sourcewell retains the right to consider additional extensions beyond seven years as required under exceptional circumstances.

B. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all payment obligations incurred prior to expiration or termination will survive, as will the following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All other rights will cease upon expiration or termination of this Contract.

2. EQUIPMENT, PRODUCTS, OR SERVICES











 
 



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A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.

Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.

All Equipment and Products provided under this Contract must be new and the current model.

Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.

This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.

B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship.

In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Supplier’s dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that extends beyond the expiration of the Supplier’s warranty will be passed on to the Participating Entity.

C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout the Contract term, Supplier must provide to Sourcewell a current means to validate or authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment, Products, and Services offered under this Contract, which will be incorporated into this Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most current information.

3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price stated in Supplier’s Proposal.

When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.

Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase. 










 
 



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A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Supplier must permit the Equipment and Products to be returned within a reasonable time at no cost to Sourcewell or its Participating Entities.

Participating Entities reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and the Supplier will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.

Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally delivers substandard or inferior Equipment or Products.

B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid taxexemption certification(s). When ordering, a Participating Entity must indicate if it is a taxexempt entity.

C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.

When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.

Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.

4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Supplier Development Administrator. This approved form is available from the assigned Sourcewell Supplier Development Administrator.

At a minimum, the request must:
x Identify the applicable Sourcewell contract number;











 
 



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x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change; x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.

A fully executed Sourcewell Price and Product Change Request Form will become an amendment to this Contract and will be incorporated by reference.

5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS

A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.

The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Supplier understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.

Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.

B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at governmentowned facilities, including schools. Supplier’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.

6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized 










 
 



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subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell contract number. All Participating Entity orders under this Contract must be issued prior to expiration or cancellation of this Contract; however, Supplier performance, Participating Entity payment obligations, and any applicable warranty periods or other Supplier or Participating Entity obligations may extend beyond the term of this Contract.

Supplier’s acceptable forms of payment are included in its attached Proposal. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.

B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Supplier, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entities may require the use of a Participating Addendum, the terms of which will be negotiated directly between the Participating Entity and the Supplier or its authorized dealers, distributors, or resellers, as applicable. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.

C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements not addressed in this Contract (such as ecommerce specifications, specialized delivery requirements, or other specifications and requirements), the Participating Entity and the Supplier may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.

D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Supplier in the event of any of the following events:

1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the equipment, products, or services to be purchased; or

2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements.

E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.

7. CUSTOMER SERVICE











 
 



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A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:

x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.

B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, sales data reports, performance issues, supply issues, customer issues, and any other necessary information.

8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a contract sales activity report (Report) to the Sourcewell Supplier Development Administrator assigned to this Contract. Reports are due no later than 45 days after the end of each calendar quarter. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were made).

The Report must contain the following fields:
x Participating Entity Name (e.g., City of Staples Highway Department); x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Participating Entity Contact Name;
x Participating Entity Contact Email Address;
x Participating Entity Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.

B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Supplier may not charge Participating Entities more than the contracted 










 
 



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price to offset the Administrative Fee.

The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased by Participating Entities under this Contract during each calendar quarter. Payments should note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.

Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.

In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.

9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.

Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If Supplier’s Authorized Representative changes at any time during this Contract, Supplier must promptly notify Sourcewell in writing.

10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant to this Contract are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract.

B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under this Contract without the prior written consent of the other party and a fully executed assignment agreement. Such consent will not be unreasonably withheld. Any prohibited assignment will be invalid.

C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been duly executed by the parties.











 
 



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D. WAIVER. Failure by either party to take action or assert any right under this Contract will not be deemed a waiver of such right in the event of the continuation or repetition of the circumstances giving rise to such right. Any such waiver must be in writing and signed by the parties.

E. CONTRACT COMPLETE. This Contract represents the complete agreement between the parties. No other understanding regarding this Contract, whether written or oral, may be used to bind either party. For any conflict between the attached Proposal and the terms set out in Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.

F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.

11. INDEMNITY AND HOLD HARMLESS

Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees incurred by Sourcewell or its Participating Entities, arising out of any act or omission in the performance of this Contract by the Supplier or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications. Sourcewell’s responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.

12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, maintained, or disseminated by the Supplier under this Contract.

13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT A. INTELLECTUAL PROPERTY

1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and license to use the trademark(s) provided to Supplier by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Supplier.











 
 



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b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Supplier’s trademarks in advertising and promotional materials for the purpose of marketing Supplier’s relationship with Sourcewell.

2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to their respective subsidiaries, distributors, dealers, resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article. Each party will be responsible for any breach of this Article by any of their respective sublicensees.

3. Use; Quality Control.
a. Neither party may alter the other party’s trademarks from the form provided and must comply with removal requests as to specific uses of its trademarks or logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s trademarks only in good faith and in a dignified manner consistent with such party’s use of the trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.

4. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of suppliers which may be used until the next printing). Supplier must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.

B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Supplier individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.

C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development Administrator assigned to this Contract.

D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment, Products, or Services.











 
 



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14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.

15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.

16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal, unenforceable, or void then both parties will be relieved from all obligations arising from that provision. If the remainder of this Contract is capable of being performed, it will not be affected by such determination or finding and must be fully performed.

17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:

1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Supplier will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.

2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher level of management. The Supplier will have 30 calendar days to cure an outstanding issue.

3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Supplier must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Supplier fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, the Supplier will bear any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed.

B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:

1. Nonperformance of contractual requirements, or

2. A material breach of any term or condition of this Contract. 










 
 



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The party claiming default must provide written notice of the default, with 30 calendar days to cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.

18. INSURANCE

A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:

1. Workers’ Compensation and Employer’s Liability.

Workers’ Compensation: As required by any applicable law or regulation.

Employer's Liability Insurance: must be provided in amounts not less than listed below:

Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease

2. Commercial General Liability Insurance. Supplier will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.

Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for products liability-completed operations $2,000,000 general aggregate

3. Commercial Automobile Liability Insurance. During the term of this Contract, Supplier will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms 










 
 



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no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.

Minimum Limits:
$1,000,000 each accident, combined single limit

4. Umbrella Insurance. During the term of this Contract, Supplier will maintain umbrella coverage over Employer’s Liability, Commercial General Liability, and Commercial Automobile.

Minimum Limits:
$2,000,000

5. Professional/Technical, Errors and Omissions, and/or Miscellaneous Professional Liability. During the term of this Contract, Supplier will maintain coverage for all claims the Supplier may become legally obligated to pay resulting from any actual or alleged negligent act, error, or omission related to Supplier’s professional services required under this Contract.

Minimum Limits:
$2,000,000 per claim or event
$2,000,000 – annual aggregate

6. Network Security and Privacy Liability Insurance. During the term of this Contract, Supplier will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Supplier’s security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service.

Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.

B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf. 










 
 



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Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in this Contract.

C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Supplier’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Supplier, and products and completed operations of Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.

D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Supplier or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self-insured retention.

19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.

B. LICENSES. Supplier must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Supplier conducts with Sourcewell and Participating Entities.

20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in writing.











 
 



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Supplier certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Supplier certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Supplier further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.

21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER

UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional requirements based on specific funding source terms or conditions. Within this Article, all references to “federal” should be interpreted to mean the United States federal government.

The following list only applies when a Participating Entity accesses Supplier’s Equipment, Products, or Services with United States federal funds.

A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-

1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.

B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by nonfederal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with 










 
 



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the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Supplier must be in compliance with all applicable Davis-Bacon Act provisions.

C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).

Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). 










 
 



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Supplier certifies that during the term of this Contract will comply with applicable requirements as referenced above.

F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file any required certifications. Suppliers must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Suppliers must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).

H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.

I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.

K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and 










 
 



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records of Supplier that are directly pertinent to Supplier’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Supplier’s personnel for the purpose of interview and discussion relating to such documents.

L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier cannot use the seal(s), logos, crests, or reproductions of flags or likenesses of Federal agency officials without specific pre-approval.

N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to this Contract or any purchase by a Participating Entity and is not subject to any obligations or liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter resulting from the Contract or any purchase by an authorized user.

O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and Statements) applies to the Supplier’s actions pertaining to this Contract or any purchase by a Participating Entity.

P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowance, and benefit overpayments.

Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services, Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to the anticipated work under this Contract raises an actual or potential conflict of interest (as described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and Participating Entity are able to assess the actual or potential conflict; and provide any additional information as necessary or requested.











 
 



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R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S.

Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources and support to individuals and organizations associated with terrorism.

S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it will comply with applicable requirements of 2 C.F.R. § 200.216.

T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies that during the term of this Contract will comply with applicable requirements of 2 C.F.R. § 200.322.

22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Supplier’s Proposal. Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.

Sourcewell Precor Inc.

By: __________________________ By: __________________________ Jeremy Schwartz Dave Elton
Title: Chief Procurement Officer Title: Global Hospitality Manager Date: ________________________ Date: ________________________ 










 
 











 







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3296
Rev. 3/2022 Sourcewell RFP #052324
Fitness Equipment with Related Accessories and Services

RFP #052324

REQUEST FOR PROPOSALS
for
Fitness Equipment with Related Accessories and Services Proposal Due Date: May 23, 2024, 4:30 p.m., Central Time Sourcewell, a State of Minnesota local government unit and service cooperative, is requesting proposals for Fitness Equipment with Related Accessories and Services to result in a contracting solution for use by its Participating Entities. Sourcewell Participating Entities include thousands of governmental, higher education, K-12 education, nonprofit, tribal government, and other public agencies located in the United States and Canada. A full copy of the Request for Proposals can be found on the Sourcewell Procurement Portal [https://proportal.sourcewell-mn.gov]. Only proposals submitted through the Sourcewell Procurement Portal will be considered. Proposals are due no later than May 23, 2024, at 4:30 p.m. Central Time, and late proposals will not be considered.

SOLICITATION SCHEDULE
Public Notice of RFP Published: April 4, 2024
Pre-proposal Conference: May 3, 2024, 10:00 a.m., Central Time Question Submission Deadline: May 15, 2024, 4:30 p.m., Central Time Proposal Due Date: May 23, 2024, 4:30 p.m., Central Time Late responses will not be considered.

Opening: May 23, 2024, 4:30 p.m., Central Time
See RFP Section V.G. “Opening”
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I. ABOUT SOURCEWELL
A. SOURCEWELL

Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that facilitates a competitive public solicitation and contract award process for the benefit of its 50,000+ participating entities across the United States and Canada. Sourcewell’s solicitation process complies with State of Minnesota law and policies, conforms to Canadian trade agreements (including Canadian Free Trade Agreement, Ontario-Quebec Trade and Cooperation Agreement, and Canada-European Union Comprehensive Economic and Trade Agreement, as applicable), and results in cooperative purchasing solutions from which Sourcewell’s Participating Entities procure equipment, products, and services.

Cooperative purchasing provides participating entities and suppliers increased administrative efficiencies and the power of combined purchasing volume that result in overall cost savings. At times, Sourcewell also partners with other purchasing cooperatives to combine the purchasing volume of their membership into a single solicitation and contract expanding the reach of contracted suppliers’ potential pool of end users.

Sourcewell uses a website-based platform, the Sourcewell Procurement Portal, through which all proposals to this RFP must be submitted.

B. USE OF RESULTING CONTRACTS
In the United States, Sourcewell’s contracts are available for use by:
• Federal and state government entities1;
• Cities, towns, and counties/parishes;
• Education service cooperatives;
• K-12 and higher education entities;
• Tribal government entities;
• Some nonprofit entities; and
• Other public entities.

In Canada, Sourcewell’s contracts are available for use by:
• Provincial and territorial government departments, ministries, agencies, boards, councils, committees, commissions, and similar agencies; • Indigenous self-governing bodies;
• Regional, local, district, and other forms of municipal government, municipal organizations, school boards, and publicly funded academic, health, and social service 1 Pursuant to HAR §3-128-2, the State of Hawaii, Department of Accounting and General Services, State Procurement Office, on behalf of the State of Hawaii and participating jurisdictions, has provided notice of its Intent to Participate in the solicitation as a participating entity.

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entities referred to as MASH sector (this should be construed to include but not be limited to the Cities of Calgary, Edmonton, Toronto, Ottawa, and Winnipeg), as well as any corporation or entity owned or controlled by one or more of the preceding entities; • Crown corporations, government enterprises, and other entities that are owned or controlled by these entities through ownership interest; and • Members of the Canoe procurement group of Canada, and their partner associations:

Canoe members are regional, local, district or other forms of municipal government, school boards, publicly-funded academic, health and social service entities in Alberta and across Canada, as well as any corporation or entity owned or controlled by one or more of the preceding entities – as well as partner associations, including Saskatchewan Association of Rural Municipalities, Association of Manitoba Municipalities, Local Authorities Services/Association of Municipalities Ontario, Nova Scotia Federation of Municipalities, Federation of Prince Edward Island Municipalities, Municipalities Newfoundland Labrador, Union of New Brunswick Municipalities, North West Territories Association of Communities, CivicInfo BC, and their members.

For a listing of current United States and Canadian Participating Entities visit Sourcewell’s website (note: there is a tab for each country): https://www.sourcewell-mn.gov/sourcewell-forvendors/agency-locator.

Participating Entities typically access contracted equipment, products, or services through a purchase order issued directly to the contracted supplier. A Participating Entity may request additional terms or conditions related to a purchase. Use of Sourcewell contracts is voluntary and Participating Entities retain the right to obtain similar equipment, products, or services from other sources.

To meet Participating Entities’ needs, Sourcewell broadly publishes public notice of all solicitation opportunities, including this RFP. In addition, where applicable, other purchasing cooperatives and procurement officials receive notice and are encouraged to re-post the solicitation opportunity.

Proof of publication will be available at the conclusion of the solicitation process.

II. SOLICITATION DETAILS
A. SOLUTIONS-BASED SOLICITATION
This RFP and contract award process is a solutions-based solicitation; meaning that Sourcewell is seeking equipment, products, or services that meet the general requirements of the scope of this RFP and that are commonly desired or are required by law or industry standards. 3299
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B. REQUESTED EQUIPMENT, PRODUCTS, OR SERVICES
It is expected that proposers will offer a wide array of equipment, products, or services at lower prices and with better value than what they would ordinarily offer to a single government entity, a school district, or a regional cooperative.

1. Sourcewell is seeking proposals for Fitness Equipment with Related Accessories and Services, including, but not to be limited to:
a. Equipment and related accessories of commercial grade (or better) used in fitness center or gym settings such as:
i. Individual or group cardio training equipment and related accessories; ii. Individual or group strength, agility, and mobility training equipment and related accessories; and,
iii. Equipment and related accessories for vocational and exercise/sports rehabilitation or therapy of joint and muscle injuries.
b. Proposers may include technology and online or virtual programming related to the equipment and accessories described in 1. a. i. – iii. above, such as integrated devices, subscription services, and fitness programming.
c. Services related to the equipment described in 1.a. i. – iii. above, including training, testing or calibrating, maintenance or repair, installation, design, and warranty programs.

However, this solicitation should NOT be construed to include “service-only” solutions.

Proposers may include related services to the extent that these solutions are complementary to the equipment and accessories being proposed.

2. This solicitation does not include those equipment, products, or services covered under categories included in pending or planned Sourcewell solicitations, or in contracts currently maintained by Sourcewell, identified below:
a. Playground and Water Play Equipment with Related Accessories and Services (RFP #010521);
b. Outdoor Fitness Equipment with Related Accessories and Services (RFP #010721); c. Technology Products and Services with Related Solutions (RFP #121923); d. Athletic and Physical Education Equipment with Related Supplies (RFP #050924).

Generally, the solutions for Participating Entities are turn-key solutions, providing a combination of equipment, products and services, delivery, and installation to a properly operating status. However, equipment-only or products-only solutions may be appropriate for situations where Participating Entities possess the ability, either in-house or through local thirdparty contractors, to properly install and bring to operation the equipment or products being proposed.
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Fitness Equipment with Related Accessories and Services

Sourcewell prefers suppliers that provide a sole source of responsibility for the equipment, products, and services provided under a resulting contract. If proposer is including the equipment, products, and services of its subsidiary entities, the proposer must also identify all included subsidiaries in its proposal. If proposer requires the use of distributors, dealers, resellers, or subcontractors to provide the equipment, products, or services, the proposal must address how the equipment, products or services will be provided to Participating Entities, and describe the network of distributors, dealers, resellers, and/or subcontractors that will be available to serve Participating Entities under a resulting contract.

Sourcewell encourages suppliers to offer the broadest possible selection of equipment, products, and services being proposed over the largest possible geographic area and to the largest possible cross-section of Sourcewell current and future Participating Entities.

C. REQUIREMENTS
It is expected that proposers have knowledge of all applicable industry standards, laws, and regulations and possess an ability to market and distribute the equipment, products, or services to Participating Entities.

1. Safety Requirements. All items proposed must comply with current applicable safety or regulatory standards or codes.

2. Deviation from Industry Standard. Deviations from industry standards must be identified with an explanation of how the equipment, products, and services will provide equivalent function, coverage, performance, and/or related services.

3. New Equipment and Products. Proposed equipment and products must be for new, current model; however, proposer may offer certain close-out equipment or products if it is specifically noted in the Pricing proposal.

4. Delivered and operational. Unless clearly noted in the proposal, equipment and products must be delivered to the Participating Entity as operational.

5. Warranty. All equipment, products, supplies, and services must be covered by a warranty that is the industry standard or better.

D. PROSPECTIVE CONTRACT TERM
The term of any resulting contract(s) awarded by Sourcewell under this solicitation will be four years. Sourcewell and supplier may agree to up to three additional one-year extensions based on the best interests of Sourcewell and its Participating Entities. Sourcewell retains the right to consider additional extensions beyond seven years as required under exceptional circumstances.

E. ESTIMATED CONTRACT VALUE AND USAGE
Based on past volume of similar contracts, the estimated annual value of all transactions from contracts resulting from this RFP are anticipated to be USD $30 Million; therefore, proposers 3301
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Fitness Equipment with Related Accessories and Services

are expected to propose volume pricing. Sourcewell anticipates considerable activity under the contract(s) awarded from this RFP; however, sales and sales volume from any resulting contract are not guaranteed.

F. MARKETING PLAN
Proposer’s sales force will be the primary source of communication with Participating Entities.

The proposer’s Marketing Plan should demonstrate proposer’s ability to deploy a sales force or dealer network to Participating Entities, as well as proposer’s sales and service capabilities. It is expected that proposer will promote and market any contract award.

G. ADDITIONAL CONSIDERATIONS

1. Contracts will be awarded to proposers able to best meet the need of Participating Entities. Proposers should submit their complete line of equipment, products, or services that are applicable to the scope of this RFP.

2. A proposer may submit only one proposal. If related, affiliated, or subsidiary entities elect to submit separate proposals, rather than a single parent-entity proposal, each such proposal must be prepared independently and without cooperation, collaboration, or collusion.

3. If a proposer works with a consultant on its proposal, the consultant (an individual or company) may not assist any other entity with a proposal for this solicitation.

4. Proposers should include all relevant information in its proposal, since Sourcewell cannot consider information that is not included in the proposal. Sourcewell reserves the right to verify proposer’s information and may request clarification from a proposer, including samples of the proposed equipment or products.

5. Depending upon the responses received in a given category, Sourcewell may need to organize responses into subcategories in order to provide the broadest coverage of the requested equipment, products, or services to Participating Entities. Awards may be based on a subcategory.

6. A proposer’s documented negative past performance with Sourcewell or its Participating Entities occurring under a previously awarded Sourcewell contract may be considered in the evaluation of a proposal.

III. PRICING
A. REQUIREMENTS
All proposed pricing must be:

1. Either Line-Item Pricing or Percentage Discount from Catalog Pricing, or a combination of these:
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Rev. 3/2022 Sourcewell RFP #052324
Fitness Equipment with Related Accessories and Services

a. Line-item Pricing is pricing based on each individual product or services. Each line must indicate the proposer’s published “List Price,” as well as the “Contract Price.” b. Percentage Discount from Catalog or Category is based on a percentage discount from a catalog or list price, defined as a published Manufacturer’s Suggested Retail Price (MSRP) for the products or services. Individualized percentage discounts can be applied to any number of defined product groupings. Proposers will be responsible for providing and maintaining current published MSRP with Sourcewell, and this pricing must be included in its proposal and provided throughout the term of any contract resulting from this RFP.

2. The proposer’s not to exceed price. A not to exceed price is the highest price for which equipment, products, or services may be billed to a Participating Entity. However, it is permissible for suppliers to sell at a price that is lower than the contracted price.

3. Stated in U.S. and Canadian dollars (as applicable).

4. Clearly understandable, complete, and fully describe the total cost of acquisition (e.g., the cost of the proposed equipment, products, and services delivered and operational for its intended purpose in the Participating Entity’s location).

Proposers should clearly identify any costs that are NOT included in the proposed product or service pricing. This may include items such as installation, set up, mandatory training, or initial inspection. Include identification of any parties that impose such costs and their relationship to the proposer. Additionally, proposers should clearly describe any unique distribution and/or delivery methods or options offered in the proposal.

B. ADMINISTRATIVE FEES
Proposers awarded a contract are expected to pay to Sourcewell an administrative fee in exchange for Sourcewell facilitating the resulting contracts. The administrative fee is normally calculated as a percentage of the total sales to Participating Entitiesfor all contracted equipment, products, or services made during a calendar quarter, and is typically one percent (1%) to two percent (2%). In some categories, a flat fee may be an acceptable alternative.

IV. CONTRACT
Proposers awarded a contract will be required to execute a contract with Sourcewell (see attached template). Only those modifications the proposer indicates in its proposal will be available for discussion. Much of the language in the Contract reflects Minnesota legal requirements and cannot be altered. Numerous and/or onerous exceptions that contradict Minnesota law may result in the proposal being disqualified from further review and evaluation.

To identify any exception, or to request any modification, to Sourcewell’s standard Contract terms, conditions, or specifications, a proposer must submit the proposed exception(s) or requested modification(s) via redline in the Contract Template provided in the “Documents” section of the “Bid Details” page on the Sourcewell Procurement Portal and uploaded as part of 3303
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Fitness Equipment with Related Accessories and Services

its response. Only those exceptions noted at the time of the proposal submission will be considered.

Exceptions must:

1. Clearly identify the affected article and section.

2. Clearly note the requested modification; and as applicable, provide requested alternative language.

Unclear requests will be automatically denied.

Only those exceptions that have been accepted by Sourcewell will be included in the contract document provided to the awarded supplier for signature.

If a proposer receives a contract award resulting from this solicitation it will have up to 30 days to sign and return the contract. After that time, at Sourcewell’s sole discretion, the contract award may be revoked.

V. RFP PROCESS
A. PRE-PROPOSAL CONFERENCE
Sourcewell will hold an optional, non-mandatory pre-proposal conference via webcast on the date and time noted in the Solicitation Schedule for this RFP and on the Sourcewell Procurement Portal. The purpose of this conference is to allow potential proposers to ask questions regarding this RFP and Sourcewell’s competitive contracting process. Information about the webcast will be sent to all entities that have registered for this solicitation opportunity through their Sourcewell Procurement Portal Vendor Account. Pre-proposal conference attendance is optional.

B. QUESTIONS REGARDING THIS RFP AND ORAL COMMUNICATION
All questions regarding this RFP must be submitted through the Sourcewell Procurement Portal.

The deadline for submission of questions is found in the Solicitation Schedule and on the Sourcewell Procurement Portal. Answers to questions will be issued through an addendum to this RFP. Repetitive questions will be summarized into a single answer and identifying information will be removed from the submitted questions.

All questions, whether specific to a proposer or generally related to the RFP, must be submitted using this process. Do not contact individual Sourcewell staff to ask questions or request information as this may disqualify the proposer from responding to this RFP. Sourcewell will not respond to questions submitted after the deadline.

C. ADDENDA
Sourcewell may modify this RFP at any time prior to the proposal due date by issuing an addendum. Addenda issued by Sourcewell become a part of the RFP and will be delivered to 3304
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Fitness Equipment with Related Accessories and Services

potential proposers through the Sourcewell Procurement Portal. Sourcewell accepts no liability in connection with the delivery of any addenda.

Before a proposal will be accepted through the Sourcewell Procurement Portal, all addenda, if any, must be acknowledged by the proposer by checking the box for each addendum. It is the responsibility of the proposer to check for any addenda that may have been issued up to the solicitation due date and time.

If an addendum is issued after a proposer submitted its proposal, the Sourcewell Procurement Portal will WITHDRAW the submission and change the proposer’s proposal status to INCOMPLETE. The proposer can view this status change in the “MY BIDS” section of the Sourcewell Procurement Portal Vendor Account. The proposer is solely responsible to check the “MY BIDS” section of the Sourcewell Procurement Portal Vendor Account periodically after submitting its proposal (and up to the Proposal Due Date). If the proposer’s proposal status has changed to INCOMPLETE, the proposer is solely responsible to:
i) make any required adjustments to its proposal;
ii) acknowledge the addenda; and
iii) ensure the re-submitted proposal is received through the Sourcewell Procurement Portal no later than the Proposal Due Date and time shown in the Solicitation Schedule above.

D. PROPOSAL SUBMISSION
Proposer’s complete proposal must be submitted through the Sourcewell Procurement Portal no later than the date and time specified in the Solicitation Schedule. Any other form of proposal submission, whether electronic, paper, or otherwise, will not be considered by Sourcewell. Late proposals will not be considered. It is the proposer’s sole responsibility to ensure that the proposal is received on time.

It is recommended that proposers allow sufficient time to upload the proposal and to resolve any issues that may arise. The time and date that a proposal is received by Sourcewell is solely determined by the Sourcewell Procurement Portal web clock.

In the event of problems with the Sourcewell Procurement Portal, follow the instructions for technical support posted in the portal. It may take up to 24 hours to respond to certain issues.

Upon successful submission of a proposal, the Sourcewell Procurement Portal will automatically generate a confirmation email to the proposer. If the proposer does not receive a confirmation email, contact Sourcewell’s support provider at [email protected].

To ensure receipt of the latest information and updates via email regarding this solicitation, or if the proposer has obtained this solicitation document from a third party, the onus is on the proposer to create a Sourcewell Procurement Portal Vendor Account and register for this solicitation opportunity.
3305
Rev. 3/2022 Sourcewell RFP #052324
Fitness Equipment with Related Accessories and Services

Within the Sourcewell Procurement Portal, all proposals must be digitally acknowledged by an authorized representative of the proposer attesting that the information contained in in the proposal is true and accurate. By submitting a proposal, proposer warrants that the information provided is true, correct, and reliable for purposes of evaluation for potential contract award.

The submission of inaccurate, misleading, or false information is grounds for disqualification from a contract award and may subject the proposer to remedies available by law.

E. GENERAL PROPOSAL REQUIREMENTS
Proposals must be:
• In substantial compliance with the requirements of this RFP or it will be considered nonresponsive and be rejected.
• Complete. A proposal will be rejected if it is conditional or incomplete. • Submitted in English.
• Valid and irrevocable for 90 days following the Proposal Due Date.

Any and all costs incurred in responding to this RFP will be borne by the proposer.

F. PROPOSAL WITHDRAWAL
Prior to the proposal deadline, a proposer may withdraw its proposal.

G. OPENING
The Opening of proposals will be conducted in the Sourcewell Procurement Portal immediately following the proposal due date and time. To view the list of proposers resulting from the opening, verify that the Sourcewell Procurement Portal opportunities list search is set to “All” or “Closed.”
Members of the public may attend the Opening at Sourcewell’s office located at 202 12th Street NE, Staples, MN to hear the results.

VI. EVALUATION AND AWARD
A. EVALUATION
It is the intent of Sourcewell to award one or more contracts to responsive and responsible proposers offering the best overall quality, selection of equipment, products, and services, and price that meet the commonly requested specifications of Sourcewell and its Participating Entities. The award(s) will be limited to the number of proposers that Sourcewell determines is necessary to meet the needs of its Participating Entities.

Factors to be considered in determining the number of contracts to be awarded in any category may include the following:
3306
Rev. 3/2022 Sourcewell RFP #052324
Fitness Equipment with Related Accessories and Services

• Total evaluation scores (giving consideration to natural breaks in the scoring of responsive proposals);
• The number and geographic location of highest-scoring proposers that offer:
o A comprehensive selection of the requested equipment, products, or services; o A sales and service network ensuring availability and coverage for Participating Entities’ use; and
o Other attributes of the proposer or contents of its proposal that assist Participating Entities in achieving environmental and social requirements, and goals.

Information submitted as part of a proposal should be as specific as possible when responding to the RFP. Do not assume Sourcewell has any knowledge about a specific supplier or product.

B. AWARD(S)
Award(s) will be made to the highest-scoring proposer(s) whose proposal conforms to all conditions and requirements of the RFP, and consistent with the award criteria defined in this RFP.

Sourcewell may request written clarification of a proposal at any time during the evaluation process.

Proposal evaluation will be based on the following scoring criteria and the Sourcewell Evaluator Scoring Guide (a copy is available in the Sourcewell Procurement Portal):

Conformance to RFP Requirements 50
Financial Viability and Marketplace Success 75
Ability to Sell and Deliver Service 100
Marketing Plan 50
Value Added Attributes 75
Warranty 50
Depth and Breadth of Offered Equipment, Products, or Services 200 Pricing 400
TOTAL POINTS 1000
C. PROTESTS OF AWARDS
Any protest made under this RFP by a proposer must be in writing, addressed to Sourcewell’s Executive Director, and delivered to the Sourcewell office located at 202 12th Street NE, P.O.

Box 219, Staples, MN 56479. All documents that comprise the complete protest package must be received, and time stamped at the Sourcewell office by 4:30 p.m., Central Time, no later than 10 calendar days following Sourcewell’s notice of contract award(s) or non-award. A protest must allege a procedural, technical, or legal defect, with supporting documentation. A protest that merely requests a re-evaluation of a proposal’s content will not be entertained 3307
Rev. 3/2022 Sourcewell RFP #052324
Fitness Equipment with Related Accessories and Services

A protest must include the following items:
• The name, address, and telephone number of the protester; • Identification of the solicitation by RFP number;
• A precise statement of the relevant facts;
• Identification of the alleged procedural, technical, or legal defect; • Analysis of the basis for the protest;
• Any additional supporting documentation;
• The original signature of the protester or its representative; and • Protest bond in the amount of $20,000 (except where prohibited by law or treaty).

Protests that do not address these elements will not be reviewed.

D. RIGHTS RESERVED
This RFP does not commit Sourcewell to award any contract, and a proposal may be rejected if it is nonresponsive, conditional, incomplete, conflicting, or misleading. Proposals that contain false statements or do not support an attribute or condition stated by the proposer may be rejected.

Sourcewell reserves the right to:
• Modify or cancel this RFP at any time;
• Reject any and all proposals received;
• Reject proposals that do not comply with the provisions of this RFP; • Select, for contracts or for discussion, a proposal other than that with the lowest cost; • Independently verify any information provided in a proposal; • Disqualify any proposer that does not meet the requirements of this RFP, is debarred or suspended by the United States or Canada, State of Minnesota, Participating Entity’s state or province; has an officer, or other key personnel, who have been charged with a serious crime; or is bankrupt, insolvent, or where bankruptcy or insolvency are a reasonable prospect;
• Waive or modify any informalities, irregularities, or inconsistencies in the proposals received;
• Clarify any part of a proposal and discuss any aspect of the proposal with any proposer; and negotiate with more than one proposer;
• Award a contract if only one responsive proposal is received if it is in the best interest of Participating Entities; and
• Award a contract to one or more proposers if it is in the best interest of Participating Entities.

E. DISPOSITION OF PROPOSALS
All materials submitted in response to this RFP will become property of Sourcewell and will become public record in accordance with Minnesota Statutes Section 13.591, after negotiations 3308
Rev. 3/2022 Sourcewell RFP #052324
Fitness Equipment with Related Accessories and Services

are complete. Sourcewell considers that negotiations are complete upon execution of a resulting contract. It is the proposer’s responsibility to clearly identify any data submitted that it considers to be protected. Proposer must also include a justification for the classification citing the applicable Minnesota law. Sourcewell may reject proposals that are marked confidential or nonpublic, either substantially or in their entirety.

Sourcewell will not consider the prices submitted by the proposer to be confidential, proprietary, or trade secret materials. Financial information, including financial statements, provided by a proposer is not considered trade secret under the statutory definition. 3309
04/11/2024
Addendum No. 1
Solicitation Number: RFP 052324
Solicitation Name: Fitness Equipment with Related Accessories and Services Consider the following Question and Answer to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.

Question 1:

Is a manufactures dealer representative that sell and services across the entire USA and Canada able to submit a bid and be considered to hold a contract with Sourcewell? Answer 1:

Refer to RFP Section II. B. – Requested Equipment, Products, or Services – “If proposer requires the use of distributors, dealers, resellers, or subcontractors to provide the equipment, products, or services, the proposal must address how the equipment, products or services will be provided to Participating Entities, and describe the network of distributors, dealers, resellers, and/or subcontractors that will be available to serve Participating Entities under a resulting contract.” Proposals are evaluated based on the criteria stated in the RFP.

End of Addendum
Acknowledgement of this Addendum to RFP 052324 posted to the Sourcewell Procurement Portal on 04/11/2024, is required at the time of proposal submittal. 3310
04/17/2024
Addendum No. 2
Solicitation Number: RFP 052324
Solicitation Name: Fitness Equipment with Related Accessories and Services Consider the following Question and Answer to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.

Question 1:

Will you accept a DUNs number in lieu of a CAGE code or Unique Entity Identifier (SAM) or should we put N/A?
Answer 1:

A CAGE or Unique Entity Identifier (SAM) code is not required to be considered for, or awarded, a Sourcewell contract. Proposals are evaluated based on the criteria as stated in the RFP.

Refer to the General Instructions above Questionnaire Table 1. Respond “N/A” if a question does not apply (preferably with an explanation).

End of Addendum
Acknowledgement of this Addendum to RFP 052324 posted to the Sourcewell Procurement Portal on 04/17/2024, is required at the time of proposal submittal. 3311
05/06/2024
Addendum No. 3
Solicitation Number: RFP 052324
Solicitation Name: Fitness Equipment with Related Accessories and Services Consider the following Questions and Answers to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.

Question 1:

Do we add a MSRP Discount as a Line Item Discount or as a Strength/Cardio category Discount?
Answer 1:

It is left to the discretion of each proposer to articulate and propose the pricing approach that aligns with its business methods and satisfies the requirements of RFP Section III. – Pricing. Proposals are evaluated based on the criteria stated in the RFP.

Question 2:

Do we need to add individual prices on the RFP?
Answer 2:

Refer to Answer #1.

Question 3:

Do we need to enter our Cage Code on the RFP?
Answer 3:

A CAGE or Unique Entity Identifier (SAM) code is not required to be considered for or awarded a Sourcewell contract. Proposals are evaluated based on the criteria as stated in the RFP.
3312
Question 4:

How do we add/remove new/discontinued product to our contract? Answer 4:

For guidance on the process for pricing changes during the contract term refer to Section 4. – Product and Pricing Change Requests in the Sourcewell template contract.

Question 5:

Any limitations on the number of changes during the contact timeframe? Answer 5:

Refer to Answer #4.

End of Addendum
Acknowledgement of this Addendum to RFP 052324 posted to the Sourcewell Procurement Portal on 05/06/2024, is required at the time of proposal submittal. 3313
05/09/2024
Addendum No. 4
Solicitation Number: RFP 052324
Solicitation Name: Fitness Equipment with Related Accessories and Services Consider the following Questions and Answers to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.

Question 1:

Are clarifications or exceptions to the terms and conditions of the Bid Documents permitted?
Answer 1:

Refer to Table 15 of the proposer questionnaire as part of the submission process. “To identify any exception, or to request any modification, to Sourcewell standard Contract terms, conditions, or specifications, a Proposer must submit the proposed exception(s) or requested modification(s) via redline in the Contract Template provided in the “Bid Documents” section. Proposer must upload the redline in the “Requested Exceptions” upload field. All exceptions and/or proposed modifications are subject to review and approval by Sourcewell and will not automatically be included in the Contract.” Question 2:

Will Sourcewell waive compliance with any special sourcing and/or manufacturing requirements including, but not limited to, Buy America, Buy American, U.S. Steel, FAR clauses, minority / disadvantaged supplier requirements or similar federal and/or state procurement laws?
Answer 2:

Refer to Answer #1.

Question 3:

Will Sourcewell agree to a minimum of net 30-day payment terms from date of invoice? 3314
Answer 3:

Refer to Section 6. B. – “Additional Terms and Conditions/Participating Addendum of the Sourcewell contract template. “Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Supplier, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements.” Sourcewell does not intend to collect any data in the administration of benefits from any resulting contract on a participating entity’s behalf.

Question 4:

Will Sourcewell agree that payments not made by a Buyer on or before the due date shall bear interest at three percent (3%) per month or the maximum rate permitted by law, whichever is less?
Answer 4:

Refer to Answer #3.

Question 5:

Will Sourcewell agree to risk of loss passing to Buyer at the time the products and/or parts leave Vendor’s designated plant, distribution center or warehouse? Answer 5:

Refer to Answer #3.

Question 6:

Will Sourcewell accept FOB Shipping Point?
Answer 6:

Refer to Answer #3.

Question 7:

Will the Sourcewell add a mutual waiver of consequential damages clause? Answer 7:

Refer to Answer #3.

Question 8:

Will the Sourcewell agree to limit any indemnity and hold harmless provision to bodily injury and tangible property damage to the extent caused by Vendor’s negligence and 3315
Vendor’s defense obligation, if any, if caused solely by a defect in design or manufacturing of the equipment or the sole negligence of the Vendor? Answer 8:

Refer to Answer #1.

Question 9:

Will Sourcewell agree with a force majeure clause whereby Vendor shall not be responsible for events outside of its control.

Answer 9:

Refer to Answer #1.

Question 10:

If the event of a force majeure event, is Vendor entitled to additional costs or expenses resulting from the force majeure event?
Answer 10:

Refer to contract template Section 15. Force Majeure.

Question 11:

Will Sourcewell accept the manufacturer’s standard warranty located on our website, in lieu of the Sourcewell’s warranty requirement?
Answer 11:

Refer to RFP Section II. C. 5. – Warranty. In the competitive process, Sourcewell will not advise a proposer on the content of the proposal. It is left to the discretion of each proposer to describe the warranty provisions and coverages that apply to the equipment, products, or services proposed, and satisfies the requirements of RFP.

Proposals are evaluated based on the criteria stated in the RFP.

Question 12:

If there is a requirement to provide $5,000 medical payment coverage, will Sourcewell remove it since this is not applicable to Vendor’s services? Answer 12:

Refer to Answer #1.
3316
Question 13:

If there a requirement to provide professional liability coverage, will Sourcewell remove it since this is not applicable to Vendor’s services?
Answer 13:

Refer to Answer #1.

Question 14:

Will Sourcewell accept Vendor’s standard certificate of insurance in order to satisfy all insurance requirements for the Bid?
Answer 14:

Refer to the template contract Section 18. Insurance.

Question 15:

Will Sourcewell remove any requirement to provide ISO or endorsement forms? Answer 15:

Refer to Answer #1.

Question 16:

If there is a requirement to provide a copy of Vendor’s insurance policy, will Sourcewell agree to remove it?
Answer 16:

Refer to Answer #1.

Question 17:

Will Sourcewell agree with a price escalation clause allowing Vendor to increase the price annually if there are increases in input costs as well as periodically if such increases are significant?
3317
Answer 17:

Refer to Contract Template, section 4. Product and Pricing Change Requests, “Supplier may request Equipment, Product, or Service changes, additions, or deletions at any time.”
Question 18:

Will Sourcewell agree with a price escalation clause allowing Vendor to increase the price periodically if such increases are significant (i.e. greater than 5%)? Answer 18:

Refer to Answer #1.

Question 19:

Will the Sourcewell agree to allow Vendor to adjust its freight and installation costs within 60 days of order placement to reflect increases in costs imposed by freight carriers and/or directly related to performing the installation? Answer 19:

Refer to Answer #1.

Question 20:

Will the Sourcewell agree to allow Vendor to adjust its prices if the delivery date is changed to more than nine (9) months from the original mutually agreed upon requested delivery date due to Buyer’s factors?
Answer 20:

Refer to Answer #3.

Question 21:

If Buyer cancels the order within 60 days of the requested delivery date, refuses a shipped order or cancels an order after shipment or production begins for Built-to-Order products, will Sourcewell agree to a 20% restocking fee? Answer 21:

Refer to Answer #3.
3318
Question 22:

Will the Sourcewell agree to pay return shipping and handling for all returned products which are returned for the Buyer’s convenience and not due to over shipment, damage in delivery and/or shipment or a manufacturing defect.

Answer 22:

Refer to the template contract Section 3. – Pricing.

Question 23:

Can Vendor assign the contract without notice or consent in the event of merger, acquisition or sale of Vendor’s business?
Answer 23:

Refer to Contract Template, section 10. Audit, Assignment, Amendments, Waiver, and Contract Complete, B. Assignment, “Neither party may assign or otherwise transfer its rights or obligations under this Contract without the prior written consent of the other party and a fully executed assignment agreement. Such consent will not be unreasonably withheld. Any prohibited assignment will be invalid.” End of Addendum
Acknowledgement of this Addendum to RFP 052324 posted to the Sourcewell Procurement Portal on 05/09/2024, is required at the time of proposal submittal. 3319






















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3320
Remit To:

Pacific Fitness Products LLC
12326 Beverly Park Rd #101
Lynnwood WA 98087-1506
425.338.2008, Fax 425.338.3538
[email protected]
Proposal
Date
9/30/2025
Proposal #
55010
Prepared By:

Betsy Jasny
[email protected]
(415) 722-5895
1 of 5
Bill To
Richmond Police Department
1701 Regatta Boulevard
Richmond CA 94804
United States
Ship To
Richmond Police Department
1701 Regatta Boulevard
Richmond CA 94804
United States
Order Primary Contact On-Site Point of Contact
Proposal Expires
10/30/2025
Terms
50% down, 50% Net 30
PO # Ship Method
KAL Fitness Direct
Delivery Date
10/28/2025
Qty Item Description List
Price
Our
Price Amount Tax

SOURCEWELL CONTRACT PRICING
CITY OF RICHMOND MEMBER ACCOUNT 34770
PRECOR CONTRACT 05234-PCR

MODULAR

17.5" LONG
8 STATIONS WITH CROSS BAR
LAT, ROW, CHIN DIP, HIGH LOW PULLEY ON EACH 4 STACK
2 EPICW302RMS-BP Precor Low Row w/Black Upholstery, BP Frame (Unless adding to modular, also order RMS901 Tower)
3,650.00 2,547.44 5,094.88 Yes
2 EPICW304RMS-BP Precor 304 Lat Pulldown w/Black Upholstery, BP Frame. (Unless adding to modular, also order RMS901 Tower)
3,210.00 2,241.03 4,482.06 Yes
2 EPICW320RMS-BP Precor DipChin Assist w/Black Upholstery, BP Frame.   4,950.00 3,455.13 6,910.26 Yes (Unless adding to modular, also order Tower EPICW901RMS-BP) 1 EPICW900RMS-BP Precor Crossover Connector Bar, BP Frame  490.00 342.31 342.31 Yes 2 EPICW904RMS-BP Precor Quad Tower, BP Frame  1,740.00 1,214.10 2,428.20 Yes 2 EPICW905RMS-BP Precor Adjustable Pulley w/Black Upholstery, BP Frame  3,100.00 2,164.10 4,328.20 Yes (Unless adding to modular, also order RMS901 Tower and RMS902 stability arms)

HALF RACK
1 EYB-53009 York Barbell STS Half Rack - Black  2,952.00 1,892.31 1,892.31 Yes

BENCHES
1 EPIC-D-119DBR-BP Precor Discovery Multi-Adjustable Bench Model 119, Black Pearl Frame  1,450.00 1,006.41 1,006.41 Yes CARDIO
2 EPRCTRM-731-P31-BG Precor Experience 731 Treadmill w/ P31 Console w/ Advanced LED Display, Black Pearl Frame
9,490.00 5,961.54 11,923.08 Yes
NEW DB SET 5-75
1 EYB-34093 York Barbell 5 - 75 Rubber Hex Dumbbell Set  2,496.00 1,835.29 1,835.29 Yes 3321
Remit To:

Pacific Fitness Products LLC
12326 Beverly Park Rd #101
Lynnwood WA 98087-1506
425.338.2008, Fax 425.338.3538
[email protected]
Proposal
Date
9/30/2025
Proposal #
55010
Prepared By:

Betsy Jasny
[email protected]
(415) 722-5895
2 of 5
Qty Item Description List
Price
Our
Price Amount Tax
3 Move/Relocate-Cardio Move/Relocate - Cardio Equipment, per unit charge  150.00 0.00 0.00 Yes MOVE 2 TREADMILLS & GLIDE DUAL ADJUSTABLE PULLEY TO THE BAY

NO CHARGE
3 Remove/Recycle-Strength Remove/Recycle - Strength Equipment, Single Stack unit.   150.00 0.00 0.00 Yes

WHITE HOIST CHIN DIP, LAT ROW, VKR

NO CHARGE
1 Delivery & Setup Delivery & Setup charges  4,596.00 4,596.00 Yes Ground Floor
Single Door into fitness room
Truck can park adjacent
1 Shipping & Handling Incoming Freight, Shipping & Handling charges  4,200.00 4,200.00 Yes Your Total Savings is $19,425.00
Additional Notes: HALF RACK
Pacific Fitness Products schedules delivery dates 3 weeks in advance. I acknowledge and understand that additional charges may occur due to the lack of readiness, resulting in scheduling conflicts or cancellations. Please refer to the Terms and Conditions documentation for further details.

Date: _________________________
Authorized Signature:_________________________________
Print:___________________________________
Prices reflect payment via check or ACH. Please make checks payable to PACIFIC FITNESS PRODUCTS and remit to the Lynnwood address above. Credit Card payment is accepted at the link.

Subtotal
Tax (AVATAX

9.75%)
Total
$49,039.00
$4,781.30
$53,820.30
3322
Remit To:

Pacific Fitness Products LLC
12326 Beverly Park Rd #101
Lynnwood WA 98087-1506
425.338.2008, Fax 425.338.3538
[email protected]
Proposal
Date
9/30/2025
Proposal #
55010
Prepared By:

Betsy Jasny
[email protected]
(415) 722-5895
3 of 5

PACIFIC FITNESS PRODUCTS LLC

STANDARD TERMS & CONDITIONS

1. AGREEMENT: The terms and conditions of sale shall constitute a Sale Agreement between Pacific Fitness Products LLC. (hereinafter referred to as PFP) and Customer for all products and services to be provided by PFP to Customer, and no other terms and conditions and no modifications or amendments thereof shall be binding upon the parties unless consented in writing by PFP. Customer will review and sign a Sales Proposal to initiate orders for products and services, however any terms and conditions on such form which are in addition to or inconsistent with the terms and conditions of this Agreement shall be deemed to have been stricken for such orders.

2. DELIVERY: PFP will use its best efforts in the ordinary course of its business to effect deliveries as specified, however in no event, shall PFP be liable for any damages, consequential or otherwise, arising from any failure of PFP to meet any delivery date. Unless otherwise requested by Customer, delivery will be made by PFP’s Delivery Team or an authorized 3rd Party Delivery Company selected by PFP or in the case of drop ship orders, a common carrier selected by PFP. Delivery of equipment will take place only if the original sales proposal has been signed by an authorized representative of the Customer. The Customer agrees to accept delivery of goods on a mutually agreed upon date, based on product availability and location readiness. In the event customer is unable or unwilling to accept installation within the time frame agreed upon above, customer agrees to arrange to store goods and remit payment as per the terms of this agreement. If PFP is willing to provide assistance in storage of equipment, the same shall be stored at prevailing market rates. PFP will make its best effort to accommodate customer's needs once a new timetable for delivery is established, however cannot guarantee reschedule date availability. In no event will PFP be liable for any loss, damage, or expense due to late delivery or damage caused by contracted delivery companies or carriers. Customer’s notice of delivery schedule cancellation must be received by PFP no less than three (3) workdays prior to the confirmed delivery date and time.

Detailed Terms of Delivery
Pacific Fitness Products delivery fees include one (1) trip for delivery, installation, product placement, testing and trash removal.

Entertainment Programming, 1 return trip No Fee - each additional return trip will be $200.00.

The following utilities: electric, internet, cable, must be functioning at the time of delivery to avoid additional return visits.

Pacific Fitness Products schedules deliveries 3 weeks in advance. If a rescheduled delivery is canceled anytime within the 3-week period before the scheduled date, the next delivery date maybe a minimum of 3 weeks from the date of reschedule.

The following additional fees may occur due to the lack readiness if resulting in scheduling conflicts or cancellations.

Late cancellation with less than 3 days notice for delivery: $150 If a confirmed scheduled delivery is canceled the day before or day of, due to lack of facility readiness there will be additional fees for redelivery and storage of equipment.

Re-delivery/return visit rates due to lack readiness start at $395.

Storage rates after 30 days: $2.50/per day per pallet

3. PARTIAL SHIPMENT: PFP reserves the right to make partial shipments of products ordered by Customer as such products become available for shipment and may invoice separately for each shipment. Partial shipment of products shall not relieve Customer from Customer’s obligation hereunder to accept shipments of the remainder of the order.

4. RISK OF LOSS: Title and risk of loss shall pass to Customer upon PFP’s delivery of the equipment to a common carrier, authorized 3rd party delivery firm or to Customer.

5. PAYMENT: Unless otherwise indicated, the terms of payment are as they appear on the signed sales proposal and or sales order documents. PFP reserves the right to require full or partial payment in advance of all or any part of the purchase price of any product or service listed on accepted proposal/order. PFP shall invoice Customer for the purchase price of each of the products shipped and services pursuant to this Agreement, which invoice may also reflect charges for freight, handling, taxes, delivery and other amounts payable to PFP hereunder. All amounts specified in any such invoice shall be paid by Customer to PFP within thirty (30) days from the date of the invoice or as indicated on the original proposal or sales order. Any amounts due hereunder from Customer and not paid within thirty (30) days or agreed upon due date thereon shall bear interest at the lesser of the rate of one and one-half percent (1 ½ %) per month or the maximum rate permitted by applicable law. Such interest shall be in addition to and without limitation of any other rights or remedies which PFP may have under this Agreement or at law or in equity. PFP shall have the right and option to withhold service and parts. Customer agrees to pay any attorney’s fees and costs incurred by PFP in the collection of any delinquent amounts due under this Agreement. Customer shall be responsible for all taxes arising out of or related to the provision of products and services ordered, including but not limited to sales, use and excise taxes, unless proper tax-exempt paperwork is provided during the proposal period. Such taxes shall be in addition to the sales price unless otherwise provided.
3323
Remit To:

Pacific Fitness Products LLC
12326 Beverly Park Rd #101
Lynnwood WA 98087-1506
425.338.2008, Fax 425.338.3538
[email protected]
Proposal
Date
9/30/2025
Proposal #
55010
Prepared By:

Betsy Jasny
[email protected]
(415) 722-5895
4 of 5

6. SECURITY INTEREST IN GOODS
Customer hereby grants PFP (“Seller”) a purchase money security interest (“PMSI”) in all goods, equipment, and related accessories sold or leased by Seller to Customer (the “Collateral”), whether now or hereafter acquired, including all proceeds thereof. This security interest secures the prompt and full payment of all amounts owed by Customer to Seller, including the purchase price, finance charges, late fees, costs of repossession, attorneys’ fees, and any other obligations arising under this Agreement.

Default
Customer will be in default if it fails to pay any amount when due, breaches any term of this Agreement, or becomes insolvent or subject to bankruptcy proceedings.

Seller’s Remedies
Upon default, Seller may, to the extent permitted by law, exercise any and all remedies available under the Uniform Commercial Code (UCC), including but not limited to:

1. Repossessing the Collateral, with or without judicial process, provided such repossession is conducted without breach of the peace;

2. Requiring immediate payment of all outstanding obligations;

3. Selling, leasing, or otherwise disposing of the Collateral in a commercially reasonable manner, applying the proceeds against the Customer’s obligations, and pursuing any deficiency balance; and

4. Seeking any other remedies available at law or in equity.

Customer Cooperation
Customer agrees to execute any documents and take any actions reasonably requested by Seller to perfect, maintain, and enforce Seller’s security interest, including the filing of UCC-1 financing statements.

7. GOVERNING LAW: This Agreement shall be governed by and construed in accordance with the laws of the State of Washington and the exclusive forums for the resolution of any disputes hereunder shall be Washington state courts in the County of Snohomish, or federal courts in the State of Washington.

8. RETURNS: New, unused Finished Goods/Product currently sold by PFP may, but only with prior written authorization be returned. In no case is any equipment to be returned without a proper Return Authorization (RA). RA’s must be assigned and approved. They can be obtained by contacting your Sales Representative or by calling our corporate office at 800-495-2008, hours of operation are 8:00 AM- 4:00 PM Pacific Time.

PFP assumes no responsibility for damage caused by shipping or improper packaging, and all items being returned must be received by PFP in the same condition as when it was originally shipped/delivered to the Customer. Items being returned from the Customers site will be handled by the original delivery company and will be prepaid by the Customer. Each returned item is subject to a 10% to 30% restocking fee of the purchase price of such product. Orders canceled after shipment from the vendor to PFP or after production begins for built to order product are subject to a 20% restocking fee of the purchase price. Any purchase orders in progress including without limitation, all costs, expenses and liabilities (including cancellation charges) incurred by PFP as a result of such termination.

9. ACCEPTANCE BY CUSTOMER: The products shall be deemed accepted by Customer as of the date of receipt of the products by the Customer and signed acceptance of the Sales Order documents at the completion of the delivery and set up. IF within Ten (10) days after such date Customer gives PFP written notice that the products are not accepted and specifies in detail the reasons thereof. PFP may then, at its sole discretion, proceed to make necessary corrections, in which case such corrective action by PFP shall be Customers sole remedy for non-acceptance of a product. Upon completion and acceptance of such corrections, the products will be deemed accepted by Customer. Under no circumstances shall Customer be entitled to revoke Customer’s acceptance of the products.

10. WARRANTY: Each product shall have its own Limited Warranty. Such Warranty shall be the original Customers sole and exclusive remedy for any breach of the Warranty. PFP makes no warranties, express or implied with respect to the equipment and expressly disclaims any implied warranty of merchantability and any implied warranty of fitness for purpose. Any warranty obligations are maintained between the original equipment manufacturer and the Customer and shall be governed by the requirements of the manufacturer's warranty requirements and specifications.

11. ASSUMPTION OF RISK/LIMITATION OF LIABILTY: The Customer and each user of the equipment are solely responsible for the proper use thereof. Improper use may result in personal injury. PFP will not be liable for any direct, special, indirect, or consequential damages arising out of the improper use of the equipment. The purchase of this equipment signifies acceptance of all responsibility and liability of monitoring member's usage and liability of training at own risk. In no event will PFP be liable for any special, punitive, indirect, or consequential damages (including lost profits) resulting from the use or loss of use of the equipment, even if it has been advised of the possibility of such damage. This includes a) any improper or incomplete installation performed by the customer, b) installations that have been compromised after professional installation by PFP c) any misuse of the equipment by the end user. nor will PFP’s 's liability to Customer (under contract, tort or otherwise) exceed the amount by Customer under this agreement for the relevant equipment or service.

12. FORCE MAJEURE: Delay in or failure to carry out the duties imposed upon either party (except Customer’s duty to make invoiced payments to PFP) under this Agreement shall not constitute default hereunder or give rise to any claim for damages if such delay or failure results directly or indirectly from acts of God, acts of any civil or military authority, civil disturbances, war, strikes, or other labor disputes , shortages of labor or materials, fire, transportation contingencies, laws, regulations, acts or order or any government or agency or official thereof, other catastrophes or any other similar occurrences beyond such party’s control, all of the aforesaid being herein for convenience referred to as “events of force majeure”. In the event that PFP’s work is delayed, impeded or rendered more costly to PFP by any event of force majeure, the price to the Customer hereunder shall be increased accordingly, upon at least thirty (30) days prior written notice to Customer, to reflect such increase in the cost to PFP, including without limitation, its increase in costs occasioned by the indirect effects of such event. Force majeure delays shall also extend the estimated delivery date on a day by day basis.

13. TERMINATION: Either party may terminate this Agreement at any time on fifteen (15) days written notice without cause. In the event of termination, Customer and PFP shall be relieved of all further obligations hereunder except Customers obligation to pay PFP the total of PFP’s outstanding invoices as of the date of termination and invoices on all orders.

14. WAIVER: No waiver of any provision of this Agreement or any rights or obligations of either party hereunder shall be effective or a continuing waiver, except pursuant to a written instrument signed by the party or parties waiving compliance. Any such waiver shall be effective only in the specific instance and the specific purpose stated in such written document. 3324
Remit To:

Pacific Fitness Products LLC
12326 Beverly Park Rd #101
Lynnwood WA 98087-1506
425.338.2008, Fax 425.338.3538
[email protected]
Proposal
Date
9/30/2025
Proposal #
55010
Prepared By:

Betsy Jasny
[email protected]
(415) 722-5895
5 of 5

15. SEVERABILITY OF PROVISIONS: No modification may be made to these Terms and Conditions unless the same is in writing, signed by an authorized corporate representative of PFP. These Terms and Conditions represent the entire understanding between PFP and Customer and there are no oral understandings. These Terms and Conditions supersede any prior discussions, understandings, or agreements between Customer and PFP.

Without limiting the foregoing, it is expressly understood and agreed that every provision of this agreement which provides for a limitation of liability, disclaimer of warranties or exclusion of damages is intended by the parties to be severable and independent of any other such provision and to be enforced as such. Further, it is expressly understood and agreed that in the event any remedy hereunder is determined to have failed of its essential purpose, all limitations of liability and exclusion of damages set forth herein shall remain in full force and effect.

In the event that any provision hereof is found invalid or unenforceable pursuant to judicial decree, the remainder of the Agreement shall remain valid and enforceable according to its terms.
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Solicitation Number: RFP #052324

CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and Precor Inc., 20031 142nd Ave. NE, Woodinville, WA 98072 (Supplier).

Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.

Sourcewell issued a public solicitation for Fitness Equipment with Related Accessories and Services from which Supplier was awarded a contract.

Supplier desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).

1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.

EXPIRATION DATE AND EXTENSION. This Contract expires July 29, 2028, unless it is cancelled sooner pursuant to Article 22. This Contract allows up to three additional one-year extensions upon the request of Sourcewell and written agreement by Supplier. Sourcewell retains the right to consider additional extensions beyond seven years as required under exceptional circumstances.

B. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all payment obligations incurred prior to expiration or termination will survive, as will the following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All other rights will cease upon expiration or termination of this Contract.

2. EQUIPMENT, PRODUCTS, OR SERVICES











 
 



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A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.

Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.

All Equipment and Products provided under this Contract must be new and the current model.

Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.

This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.

B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship.

In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Supplier’s dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that extends beyond the expiration of the Supplier’s warranty will be passed on to the Participating Entity.

C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout the Contract term, Supplier must provide to Sourcewell a current means to validate or authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment, Products, and Services offered under this Contract, which will be incorporated into this Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most current information.

3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price stated in Supplier’s Proposal.

When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.

Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase. 










 
 



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A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Supplier must permit the Equipment and Products to be returned within a reasonable time at no cost to Sourcewell or its Participating Entities.

Participating Entities reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and the Supplier will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.

Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally delivers substandard or inferior Equipment or Products.

B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid taxexemption certification(s). When ordering, a Participating Entity must indicate if it is a taxexempt entity.

C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.

When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.

Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.

4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Supplier Development Administrator. This approved form is available from the assigned Sourcewell Supplier Development Administrator.

At a minimum, the request must:
x Identify the applicable Sourcewell contract number;











 
 



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x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change; x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.

A fully executed Sourcewell Price and Product Change Request Form will become an amendment to this Contract and will be incorporated by reference.

5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS

A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.

The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Supplier understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.

Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.

B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at governmentowned facilities, including schools. Supplier’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.

6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized 










 
 



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subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell contract number. All Participating Entity orders under this Contract must be issued prior to expiration or cancellation of this Contract; however, Supplier performance, Participating Entity payment obligations, and any applicable warranty periods or other Supplier or Participating Entity obligations may extend beyond the term of this Contract.

Supplier’s acceptable forms of payment are included in its attached Proposal. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.

B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Supplier, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entities may require the use of a Participating Addendum, the terms of which will be negotiated directly between the Participating Entity and the Supplier or its authorized dealers, distributors, or resellers, as applicable. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.

C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements not addressed in this Contract (such as ecommerce specifications, specialized delivery requirements, or other specifications and requirements), the Participating Entity and the Supplier may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.

D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Supplier in the event of any of the following events:

1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the equipment, products, or services to be purchased; or

2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements.

E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.

7. CUSTOMER SERVICE











 
 



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A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:

x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.

B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, sales data reports, performance issues, supply issues, customer issues, and any other necessary information.

8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a contract sales activity report (Report) to the Sourcewell Supplier Development Administrator assigned to this Contract. Reports are due no later than 45 days after the end of each calendar quarter. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were made).

The Report must contain the following fields:
x Participating Entity Name (e.g., City of Staples Highway Department); x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Participating Entity Contact Name;
x Participating Entity Contact Email Address;
x Participating Entity Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.

B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Supplier may not charge Participating Entities more than the contracted 










 
 



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price to offset the Administrative Fee.

The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased by Participating Entities under this Contract during each calendar quarter. Payments should note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.

Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.

In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.

9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.

Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If Supplier’s Authorized Representative changes at any time during this Contract, Supplier must promptly notify Sourcewell in writing.

10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant to this Contract are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract.

B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under this Contract without the prior written consent of the other party and a fully executed assignment agreement. Such consent will not be unreasonably withheld. Any prohibited assignment will be invalid.

C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been duly executed by the parties.











 
 



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D. WAIVER. Failure by either party to take action or assert any right under this Contract will not be deemed a waiver of such right in the event of the continuation or repetition of the circumstances giving rise to such right. Any such waiver must be in writing and signed by the parties.

E. CONTRACT COMPLETE. This Contract represents the complete agreement between the parties. No other understanding regarding this Contract, whether written or oral, may be used to bind either party. For any conflict between the attached Proposal and the terms set out in Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.

F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.

11. INDEMNITY AND HOLD HARMLESS

Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees incurred by Sourcewell or its Participating Entities, arising out of any act or omission in the performance of this Contract by the Supplier or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications. Sourcewell’s responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.

12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, maintained, or disseminated by the Supplier under this Contract.

13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT A. INTELLECTUAL PROPERTY

1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and license to use the trademark(s) provided to Supplier by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Supplier.











 
 



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b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Supplier’s trademarks in advertising and promotional materials for the purpose of marketing Supplier’s relationship with Sourcewell.

2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to their respective subsidiaries, distributors, dealers, resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article. Each party will be responsible for any breach of this Article by any of their respective sublicensees.

3. Use; Quality Control.
a. Neither party may alter the other party’s trademarks from the form provided and must comply with removal requests as to specific uses of its trademarks or logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s trademarks only in good faith and in a dignified manner consistent with such party’s use of the trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.

4. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of suppliers which may be used until the next printing). Supplier must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.

B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Supplier individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.

C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development Administrator assigned to this Contract.

D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment, Products, or Services.











 
 



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14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.

15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.

16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal, unenforceable, or void then both parties will be relieved from all obligations arising from that provision. If the remainder of this Contract is capable of being performed, it will not be affected by such determination or finding and must be fully performed.

17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:

1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Supplier will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.

2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher level of management. The Supplier will have 30 calendar days to cure an outstanding issue.

3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Supplier must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Supplier fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, the Supplier will bear any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed.

B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:

1. Nonperformance of contractual requirements, or

2. A material breach of any term or condition of this Contract. 










 
 



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The party claiming default must provide written notice of the default, with 30 calendar days to cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.

18. INSURANCE

A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:

1. Workers’ Compensation and Employer’s Liability.

Workers’ Compensation: As required by any applicable law or regulation.

Employer's Liability Insurance: must be provided in amounts not less than listed below:

Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease

2. Commercial General Liability Insurance. Supplier will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.

Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for products liability-completed operations $2,000,000 general aggregate

3. Commercial Automobile Liability Insurance. During the term of this Contract, Supplier will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms 










 
 



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no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.

Minimum Limits:
$1,000,000 each accident, combined single limit

4. Umbrella Insurance. During the term of this Contract, Supplier will maintain umbrella coverage over Employer’s Liability, Commercial General Liability, and Commercial Automobile.

Minimum Limits:
$2,000,000

5. Professional/Technical, Errors and Omissions, and/or Miscellaneous Professional Liability. During the term of this Contract, Supplier will maintain coverage for all claims the Supplier may become legally obligated to pay resulting from any actual or alleged negligent act, error, or omission related to Supplier’s professional services required under this Contract.

Minimum Limits:
$2,000,000 per claim or event
$2,000,000 – annual aggregate

6. Network Security and Privacy Liability Insurance. During the term of this Contract, Supplier will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Supplier’s security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service.

Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.

B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf. 










 
 



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Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in this Contract.

C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Supplier’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Supplier, and products and completed operations of Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.

D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Supplier or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self-insured retention.

19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.

B. LICENSES. Supplier must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Supplier conducts with Sourcewell and Participating Entities.

20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in writing.











 
 



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Supplier certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Supplier certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Supplier further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.

21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER

UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional requirements based on specific funding source terms or conditions. Within this Article, all references to “federal” should be interpreted to mean the United States federal government.

The following list only applies when a Participating Entity accesses Supplier’s Equipment, Products, or Services with United States federal funds.

A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-

1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.

B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by nonfederal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with 










 
 



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the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Supplier must be in compliance with all applicable Davis-Bacon Act provisions.

C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).

Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). 










 
 



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Supplier certifies that during the term of this Contract will comply with applicable requirements as referenced above.

F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file any required certifications. Suppliers must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Suppliers must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).

H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.

I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.

K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and 










 
 



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records of Supplier that are directly pertinent to Supplier’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Supplier’s personnel for the purpose of interview and discussion relating to such documents.

L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier cannot use the seal(s), logos, crests, or reproductions of flags or likenesses of Federal agency officials without specific pre-approval.

N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to this Contract or any purchase by a Participating Entity and is not subject to any obligations or liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter resulting from the Contract or any purchase by an authorized user.

O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and Statements) applies to the Supplier’s actions pertaining to this Contract or any purchase by a Participating Entity.

P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowance, and benefit overpayments.

Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services, Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to the anticipated work under this Contract raises an actual or potential conflict of interest (as described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and Participating Entity are able to assess the actual or potential conflict; and provide any additional information as necessary or requested.











 
 



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R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S.

Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources and support to individuals and organizations associated with terrorism.

S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it will comply with applicable requirements of 2 C.F.R. § 200.216.

T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies that during the term of this Contract will comply with applicable requirements of 2 C.F.R. § 200.322.

22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Supplier’s Proposal. Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.

Sourcewell Precor Inc.

By: __________________________ By: __________________________ Jeremy Schwartz Dave Elton
Title: Chief Procurement Officer Title: Global Hospitality Manager Date: ________________________ Date: ________________________ 










 
 











 







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