ATTACHMENT C
SAM.GOV DEBARMENT AND SUSPENSION VERIFICATION
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SAM.GOV DEBARMENT AND SUSPENSION VERIFICATION
ATTACHMENT D
FEE SCHEDULE
City of West Covina Request for Proposals
City of West Covina Request for Proposals
ATTACHMENT E
SCOPE OF SERVICES
City of West Covina Request for Proposals
SCOPE OF SERVICES
The purpose of the State of the City event is to reflect on the City’s achievements over the past year, reaffirm its commitment to public service, celebrate the contributions of outstanding City employees, and present the vision that will guide West Covina into a future defined by progress, resilience, and unity.
The event will feature formal presentations, dinner service, and opportunities for civic engagement in a setting that aligns with the City’s professional and community-driven values.
The City is committed to delivering a high quality event and is seeking a professional, fully equipped, and experienced catering vendor to deliver full-service dining and beverage service for approximately 550 guests.
The scope of services for the selected catering vendor shall include, but is not limited to, the following:
1. Catering and Meal Service
• Full-service dinner for approximately 550 guests
• Two appetizer stations for cocktail hour service prior to dinner with a variety of options
• Minimum of two main entrée options and one vegetarian option • Minimum of two side dishes to complement entrees
• Fresh dinner salad
• Two dessert stations with elegant presentation and a variety of dessert options • Two non-alcoholic beverage stations (e.g., water, tea, coffee, lemonade, soda) • Optional: Ability to host two full-service bars including:
o A minimum of one signature drink named and selected by City staff o Licensed Bartenders
o ABC Special Event Permit
2. Staffing and Service
• Adequate number of professional servers/waitstaff to ensure timely and efficient service
• Waiters must serve guests (buffet-style service is not acceptable) • Setup, service, and cleanup must be included
• Uniformed staff representing the caterer in a professional manner
3. Equipment and Rentals
• Caterer must be self-sustained and fully equipped
• Caterer must provide all necessary:
o Cooking and warming equipment
o Serving utensils and chafing dishes
o Plates, silverware, glassware, and flutes
o Tables and chairs for food service prep areas
o Any other required materials for food prep, service, and sanitation
4. Setup and Breakdown
• Timely delivery, setup, and breakdown of all food service equipment and stations • Coordination with City event staff to ensure smooth operations and compliance with event timelines.
The awarded contractor selected caterer must comply with all local health and safety regulations, possess a valid business licenses, and carry appropriate insurance as required by the City. All aspects of food safety, sanitation, and professionalism are expected to be of the highest standard.
TENTATIVE EVENT TIMELINE
12 – 4:30 PM Vendor Arrival and Setup: Delivery of equipment, installation of food service areas, staging of bars and stations, etc.
4:30 PM Final Preparations: Staff on-site, food/bar stations stocked, servers and bartenders in uniform and ready for service.
5 PM All setup and staffing must be fully complete and ready for guest arrival.
5:30 PM Cocktail Hour: Two appetizer stations open, non-alcoholic beverages available, optional full-service bars open with signature drink. 6:30 – 7:30 PM Dinner Service: Seated dinner begins with two entrée options, sides, and salad. Waitstaff are required to serve all guests.
7:30 PM Dessert Stations Open: Two self-serve dessert stations available to guests. Bars remain open.
7:30 – 9 PM Partial Breakdown: Non-essential service items may be cleared, discreet packing of equipment and materials begins.
9 PM Final Breakdown: Complete teardown and removal of all catering equipment, rentals, trash, food waste, and materials. Venue returned to original condition.
ATTACHMENT F
CERTIFICATE OF INSURANCE
(AS OUTLINED IN ATTACHMENT H, SECTION 5, INSURANCE)
CERTIFICATE OF INSURANCE
ATTACHMENT G
W-9
City of West Covina Request for Proposals
ATTACHMENT H
SAMPLE AGREEMENT
Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
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Form Revised October 2024
SAMPLE
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
CITY OF WEST COVINA
AND
_____________________________
FOR
_____________________________
THIS PROFESSIONAL SERVICES AGREEMENT is made and entered into this __ day of _____, 20__ (“Effective Date”), by and between the CITY OF WEST COVINA, a municipal corporation (“City”), and ___________, a [the state where incorporation/organization occurred] [type of organization (corporation, limited liability company, limited partnership, etc.)] (“Contractor”).
RECITALS
A. City proposes to utilize the services of Contractor as an independent contractor to City to ______________, as more fully described herein; and B. Contractor represents that it has that degree of specialized expertise necessary and holds all necessary licenses to practice and perform the services herein contemplated; and C. City and Contractor desire to contract for the specific services described in Exhibit “A” and desire to set forth their rights, duties and liabilities in connection with the services to be performed; and
D. No official or employee of City has a financial interest, within the provisions of Sections 1090-1092 of the California Government Code, in the subject matter of this Agreement; and
E. Contractor responded to the City’s Request for Proposals dated ___________, incorporated via this reference as if fully set forth herein, and Contractor’s response to the Request for Proposals was a material inducement to the City ultimately entering into this agreement.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows:
1.0. SERVICES PROVIDED BY CONTRACTOR
1.1. Scope of Services. Contractor shall provide the professional services described in the Scope of Services, attached hereto as Exhibit “A” and incorporated herein.
1.2. Professional Practices. All professional services to be provided by Contractor pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by professional contractors in similar fields and circumstances in accordance with sound professional practices. Contractor also warrants that it is familiar with all laws that may affect its performance Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
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Form Revised October 2024
of this Agreement and shall advise City of any changes in any laws that may affect Contractor’s performance of this Agreement. Contractor shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. Contractor shall at all times observe and comply with all such laws and regulations. City officers and employees shall not be liable at law or in equity for any claims or damages occurring as a result of failure of Contractor to comply with this section.
1.3. Performance to Satisfaction of City. Contractor agrees to perform all the work to the reasonable satisfaction of the City. Evaluations of the work will be conducted by the City Manager or his or her designee. If the quality of work is not satisfactory, City in its discretion has the right to:
(a) Meet with Contractor to review the quality of the work and resolve the matters of concern;
(b) Require Contractor to repeat the work at no additional fee until it is satisfactory; and/or
(c) Terminate the Agreement as hereinafter set forth.
1.4. Warranty. Contractor warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws, including, but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers’ compensation; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement.
1.5. Non-Discrimination. In performing this Agreement, Contractor shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decisionmaking, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or veteran or military status, except as permitted pursuant to Section 12940 of the California Government Code.
1.6. Non-Exclusive Agreement. Contractor acknowledges that City may enter into agreements with other contractors for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement.
1.7. Public Records Act Disclosure. Contractor has been advised and is aware that this Agreement and all reports, documents, information and data furnished or prepared by Contractor, or any of its subcontractors, pursuant to this Agreement and provided to City may be subject to public disclosure as required by the California Public Records Act (California Government Code Section 7920.000 et seq.). Exceptions to public disclosure may be those documents or information that qualify as trade secrets, as that term is defined in California Government Code Section 7924.510, and of which Contractor informs City of such trade secret. The City will endeavor to maintain as confidential all information obtained by it that is designated as a trade secret. The City shall not, in any way, be liable or responsible for the disclosure of any trade secret including, without limitation, those records so marked if disclosure is deemed to be required by law or by order of the court.
Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
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Form Revised October 2024
2.0. COMPENSATION AND BILLING
2.1. Compensation. Contractor shall be paid in accordance with the fee schedule set forth in Exhibit “B,” attached hereto and made a part of this Agreement (the “Fee Schedule”).
Contractor’s total compensation shall not exceed _______ Dollars ($ _____.00).
2.2. Additional Services. Contractor shall not receive compensation for any services provided outside the scope of services specified in Contractor’s Proposal unless the City, prior to Contractor performing the additional services, approves such additional services in writing. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are unenforceable. Should the City request in writing additional services that increase the Scope of Services, an additional fee based upon Contractor’s standard hourly rates shall be paid to Contractor for such additional services.
2.3. Method of Billing. Contractor may submit invoices to the City for approval on a progress basis, but no more often than once a month. Said invoice shall be based on the total of all Contractor’s services which have been completed to City’s sole satisfaction. City shall pay Contractor’s invoice within forty-five (45) days from the date City receives said invoice. Each invoice shall describe in detail the services performed, the date of performance, and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices.
2.4. Records and Audits. Records of Contractor’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit at mutually convenient times from the Effective Date until three (3) years after the termination or expiration of this Agreement.
3.0. TIME OF PERFORMANCE
3.1. Time of Essence. Time is of the essence in the performance of this Agreement.
3.2. Schedule of Performance. Contractor shall perform the services in accordance with the schedule of performance agreed to by City and Contractor.
3.3. Excusable Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party. If a delay beyond the control of Contractor is encountered, a time extension may be mutually agreed upon in writing by the City and Contractor. Contractor shall present documentation satisfactory to the City to substantiate any request for a time extension.
4.0. TERM AND TERMINATION
4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of ______ months, ending on __________, 20__, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties. [Optional language if extensions permitted: Thereafter, this Agreement may be extended for a maximum of [spell out number (#) Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
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Form Revised October 2024
] successive one (1) year periods. Such extensions, if any, will be evidenced by a written amendment to this Agreement.]
4.2. Notice of Termination. City may terminate this Agreement at any time, with or without cause, by providing written notice to Contractor.
5.0. INSURANCE
5.1. Minimum Scope and Limits of Insurance. Contractor shall obtain, maintain, and keep in full force and effect during the life of this Agreement all of the following minimum scope of insurance coverages with an insurance company authorized to do business in California, with a current A.M. Best’s rating of no less than A:VII, and approved by City:
(a) Commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than Two Million Dollars ($2,000,000.00) per occurrence, Four Million Dollars ($4,000,000.00) general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.
(b) Automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of Contractor arising out of or in connection with work to be performed under this Agreement, including coverage for any owned, hired, non-owned, or rented vehicles, in an amount not less than One Million Dollars ($1,000,000.00) combined single limit for each accident. (c) Workers’ compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with a limit of no less than One Million Dollars ($1,000,000.00) per accident for bodily injury or disease. Contractor agrees to waive, and to obtain endorsements from its workers’ compensation insurer waiving subrogation rights under its workers’ compensation insurance policy against the City, its officers, agents, employees, and volunteers for losses arising from work performed by Contractor for the City and to require each of its subcontractors, if any, to do likewise under their workers’ compensation insurance policies.
By execution of this Agreement, Contractor certifies as follows:
I am aware of, and will comply with, Section 3700 of the California Labor Code, requiring every employer to be insured against liability of Workers’ Compensation or to undertake self-insurance before commencing any of the work.
Contractor shall also comply with Section 3800 of the California Labor Code by securing, paying for and maintaining in full force and effect for the duration of this Agreement, complete Workers’ Compensation Insurance, and shall furnish a Certificate of Insurance to the City before execution of this Agreement by the City. The City, its officers and employees shall not Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
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Form Revised October 2024
be responsible for any claims in law or equity occasioned by failure of Contractor to comply with this section.
If Contractor maintains higher limits or has broader coverage than the minimums shown above, the City requires and shall be entitled to all coverage, and to the higher limits maintained by Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
5.2. Endorsements. The insurance policies are to contain, or be endorsed to contain, the following provisions:
(a) Additional Insureds: The City of West Covina and its elected and appointed boards, officers, officials, agents, employees, and volunteers are additional insureds with respect to: liability arising out of activities performed by or on behalf of Contractor pursuant to its contract with the City; products and completed operations of Contractor; premises owned, occupied or used by Contractor; automobiles owned, leased, hired, or borrowed by Contractor. (b) Notice of Cancelation: Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City. (c) Primary Coverage: Contractor’s insurance coverage shall be primary insurance as respects the City of West Covina, its officers, officials, agents, employees, and volunteers. Any other insurance maintained by the City of West Covina shall be excess and not contributing with the insurance provided by this policy.
(d) Waiver of Subrogation: Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance.
Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
(e) Coverage Not Affected: Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the City of West Covina, its officers, officials, agents, employees, and volunteers. (f) Coverage Applies Separately: Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.
5.3. Deductible or Self-Insured Retention. If any of such policies provide for a deductible or self-insured retention to provide such coverage, the amount of such deductible or self-insured retention shall be approved in advance by City. The City may require Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City.
Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
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Form Revised October 2024
5.4. Certificates of Insurance. Contractor shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.
5.5. Non-limiting. Nothing in this Section shall be construed as limiting in any way the indemnification provision contained in this Agreement.
6.0. GENERAL PROVISIONS
6.1. Entire Agreement. This Agreement constitutes the entire agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing, and signed by the parties in interest at the time of such modification.
6.2. Representatives. The City Manager or his or her designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement.
Contractor shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Contractor called for by this Agreement, except as otherwise expressly provided in this Agreement.
6.3. Notices. Any notices, documents, correspondence or other communications concerning this Agreement or the work hereunder may be provided by personal delivery, Email or by U.S. mail. If by U.S. mail, it shall be addressed as set forth below and placed in a sealed envelope, postage prepaid, and deposited in the United States Postal Service. Such communication shall be deemed served or delivered: (a) at the time of delivery if such communication is sent by personal delivery; (b) one (1) business day after the Email is sent if such communication is sent by Email, provided that no delivery failure notification has been received; and (c) 72 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail.
IF TO CONSULTANT: IF TO CITY:
_________________
_________________
_________________
City of West Covina
1444 West Garvey Ave. South
West Covina, CA 91790
Tel: _________________ Tel: _________________
Email: _________________
Attn: ________________
Email: _________________
Attn: _______________
6.4. Attorneys’ Fees. If litigation is brought by any party in connection with this Agreement against another party, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys’ fees, incurred by the Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
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Form Revised October 2024
prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof.
6.5. Governing Law. This Agreement shall be governed by and construed under the laws of the State of California without giving effect to that body of laws pertaining to conflict of laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be a court of competent jurisdiction located in Los Angeles County, California.
6.6. Assignment. Contractor shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Contractor’s interest in this Agreement without City’s prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement.
Regardless of City’s consent, no subletting or assignment shall release Contractor of Contractor’s obligation to perform all other obligations to be performed by Contractor hereunder for the term of this Agreement.
6.7. Indemnification and Hold Harmless. Contractor agrees to defend, with counsel of City’s choosing, indemnify, and hold free and harmless the City, its elected and appointed officials, officers, agents and employees, at Contractor’s sole expense, from and against any and all claims, demands, actions, suits or other legal proceedings brought against the City, its elected and appointed officials, officers, agents and employees arising out of the performance of Contractor, its employees, and/or authorized subcontractors, of the work undertaken pursuant to this Agreement. The defense obligation provided for hereunder shall apply without any advance showing of negligence or wrongdoing by Contractor, its employees, and/or authorized subcontractors, but shall be required whenever any claim, action, complaint, or suit asserts as its basis the negligence, errors, omissions or misconduct of Contractor, its employees, and/or authorized subcontractors, and/or whenever any claim, action, complaint or suit asserts liability against the City, its elected and appointed officials, officers, agents and employees based upon the work performed by Contractor, its employees, and/or authorized subcontractors under this Agreement, whether or not Contractor, its employees, and/or authorized subcontractors are specifically named or otherwise asserted to be liable. Notwithstanding the foregoing, Contractor shall not be liable for the defense or indemnification of the City for claims, actions, complaints or suits arising out of the sole active negligence or willful misconduct of the City. This provision shall supersede and replace all other indemnity provisions contained either in the City’s specifications or Contractor’s Proposal, which shall be of no force and effect.
6.8. Independent Contractor. Contractor is and shall be acting at all times as an independent contractor and not as an employee of City. Contractor shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent.
Neither City nor any of its agents shall have control over the conduct of Contractor or any of Contractor’s employees, except as set forth in this Agreement. Contractor shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of City. Contractor shall secure, at its sole expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Contractor and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. Contractor shall indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Contractor further agrees to Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
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Form Revised October 2024
indemnify and hold City harmless from any failure of Contractor to comply with the applicable worker’s compensation laws. City shall have the right to offset against the amount of any fees due to Contractor under this Agreement any amount due to City from Contractor as a result of Contractor’s failure to promptly pay to City any reimbursement or indemnification arising under this paragraph.
6.9. PERS Eligibility Indemnification. In the event that Contractor or any employee, agent, or subcontractor of Contractor providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Contractor shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.
Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Contractor and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits.
6.10. Cooperation. In the event any claim or action is brought against City relating to Contractor’s performance or services rendered under this Agreement, Contractor shall render any reasonable assistance and cooperation which City might require.
6.11. Prohibited Employment. Contractor will not employ any regular employee of City while this Agreement is in effect.
6.12. Order of Precedence. In the event of an inconsistency in this Agreement and any of the attached Exhibits, the terms set forth in this Agreement shall prevail. If, and to the extent this Agreement incorporates by reference any provision of any document, such provision shall be deemed a part of this Agreement. Nevertheless, if there is any conflict among the terms and conditions of this Agreement and those of any such provision or provisions so incorporated by reference, this Agreement shall govern over the document referenced.
6.13. Costs. Each party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein.
6.14. No Third Party Beneficiary Rights. This Agreement is entered into for the sole benefit of City and Contractor and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this Agreement.
6.15. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement.
Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
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Form Revised October 2024
6.16. Construction. The parties have participated jointly in the negotiation and drafting of this Agreement and have had an adequate opportunity to review each and every provision of the Agreement and submit the same to counsel or other consultants for review and comment. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement.
6.17. Amendments. Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement.
6.18. Waiver. The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.
6.19. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party, is materially impaired, which determination made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.
6.20. Counterparts and Electronic Signatures. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original, and may be executed by electronic signatures. All counterparts shall be construed together and shall constitute one agreement. Delivery of an executed counterpart of this Agreement by a .pdf data file or other scanned executed counterpart by email shall be equally as effective as delivery of a manually executed counterpart of this Agreement. Each duplicate and counterpart shall be equally admissible in evidence, and each shall fully bind each party who has executed it. The parties waive all right to challenge the admissibility or authenticity of this Agreement in a court of law based solely on the absence of an original signature.
6.21. Corporate Authority. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so the parties hereto are formally bound to the provisions of this Agreement.
6.22. Taxpayer Identification Number. Contractor shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W9, as issued by the Internal Revenue Service.
Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
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Form Revised October 2024
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written.
CITY OF WEST COVINA,
A municipal corporation
__________________________________ Date: __________________________ [Name]
[Mayor or City Manager]
CONTRACTOR
__________________________________ Date: __________________________ Signature
__________________________________
Name and Title
ATTEST:
__________________________________
Lisa Sherrick
Assistant City Clerk
APPROVED AS TO FORM:
__________________________________
Thomas P. Duarte
City Attorney
APPROVED AS TO INSURANCE:
__________________________________
Carmelita Underwood
Risk Management
AGENDA ITEM NO. 7
AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: August 19, 2025
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF PURCHASING REPORT AND REJECTION OF UNAWARDED BIDS
RECOMMENDATION:
It is recommended that the City Council take the following actions:
Receive and file the listing of all contracts and purchase orders that have been awarded by the City Manager from February 1, 2025 to June 30, 2025.
1. 2. Reject the unawarded bids detailed within the staff report.
BACKGROUND:
Sections 2-337 and 2-356 of the West Covina Municipal Code require that a report be presented to the City Council on a semi-annual basis listing all contracts and purchase orders that have been awarded by the City Manager pursuant to the City Manager's authority during the preceding six months. The report must include a description of the materials or services or public project performed, the vendor/contractor name and the amount of the expenditure. The last report was submitted to the City Council at the February 18, 2025 City Council meeting.
DISCUSSION:
Staff is submitting a Purchasing Report (Attachment No. 1) that provides a list of all purchase orders entered into under the Purchasing Officer's and City Manager's authority during the period of February 1, 2025 through June 30, 2025.
During this process, staff identified a request for bids (RFB) that was posted and opened but not awarded. The RFB is listed in Table 1 below. Per West Covina Municipal Code Sections 2-334, 2-354, and 2-355, the City Council may reject any and all bids or proposals presented. Staff is presenting the RFB listed below for formal rejection by the City Council. The scope for RFB No. 2025-05 was revised and re-issued as RFB No. 2025-18 (Vehicles).
RFP/RFB Description RFP/RFB # Posted Bid Closed
(4) Ford F150 Veh and (1) 2025 Explorer St Veh for
WC Street Sweeping Enforcement 2025-05 April 9, 2025 April 24, 2025 LEGAL REVIEW:
The City Attorney's Office has reviewed this staff report.
Prepared by: Jazmin Hernandez, Purchasing Manager
Fiscal Impact
FISCAL IMPACT:
This is strictly an administrative item, therefore, there is no fiscal impact associated with this action.
Attachments
Attachment No. 1 - Purchases within CM Authority
CITY COUNCIL GOALS & OBJECTIVES: Achieve Fiscal Sustainability and Financial Stability ATTACHMENT NO. 1
City of West Covina
Contracts & Purchase Orders Issued under Sections 2-337 and 2-356 of the Municipal Code February 1, 2025 to June 30, 2025
Vendor Name Item Description Amount FYE2025
10-8 RETROFIT INC Vehicle mounted equipment $28,553.35
BE DAZZLE MY EVENTS Spring Festival Seating Area/Lighting $5,660.00 DELL COMPUTERS Purchase Computers And Monitors $7,003.11 Workstations For Public Works $6,943.98
Palo Alto Pa-3220 Subscription $43,513.78
DOOLEY ENTERPRISES I 107 Cases Of 1000 Rounds $27,599.79 50 Cases Of 1000 Rounds $22,150.00
FC AND SONS ROOFING Cortez Park Snack Bar Roof Repair $60,000.00 FORTRESS SECURITY & Repair Of Fire Alarm System $17,792.18 GMT INC Fiber Optic Cable At Wcpd Round $10,262.11
HUNTINGTON BEACH MOT Two (2) New 2024 Honda Xl750 Tra $19,991.06 INTIME SOLUTIONS INC Intime Scheduling Software Service $13,020.00 JGL MECHANICAL INC Hvac Ductwork, Relocation, Wcpd $44,864.00 LANCET CONTRACTING I Demo, Drywall, Insulation Etc. $16,550.00 LEADSONLINE PARENT Cellhawk Tier 3 Subscription $8,894.00 MITY-LITE INC Purchase Of Chairs For Shadow Oa $25,202.08 MULTI W SYSTEMS INC Quail Valley - Replace Non Func $15,473.35 NEOGOV CORP Online Svcs - Gov Jobs.Com Fy25 $14,497.38
PRYME INFIL Pryme Infil Software, 50 Users, $16,000.00
SEQUOIA ENGINEERING Methane Sensors Failed At The S $10,199.24 SIKKEMA, STEPHANIE Financial Consultant $20,000.00
SOLAR THINGS INC Solar Led 36" Flashing Stop Sign $11,920.00 SPORTS FACILITIES GR Replacement Of The Height Adjust $6,313.66 SUN ENVIROMENTAL ENG Service West Covina Pd Shooting $12,885.00 SUNSET ELECTRICAL CO Sunset Audito/Visual Projector C $19,494.28 TECH 10 GROUP, THE Sound/Lighting For Spring Festiv $16,000.00 Grand Total $500,782.35
AGENDA ITEM NO. 8
AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: August 19, 2025
TO: Mayor and City Council
FROM: Thomas P. Duarte, City Attorney
SUBJECT: CONSIDERATION OF MONTHLY SALARY FOR ACTING CITY MANAGER RECOMMENDATION:
It is recommended that the City Council approve the Acting City Manager's request to be paid a monthly salary of one dollar ($1.00) more than the highest paid subordinate supervised by the Acting City Manager, effective as of May 24, 2025.
BACKGROUND:
Article VI of the Department Head Salary and Benefits Schedule outlines provisions for Acting Pay Assignments. Specifically, it states that Department Heads serving in an acting capacity may receive acting pay at a rate of five percent (5%) above their base salary after completing thirty (30) calendar days in the acting position, contingent upon City Council approval.
This provision is designed to provide temporary compensation adjustments for interim assignments but does not fully address scenarios in which a Department Head assumes significantly broader responsibilities, such as the role of Acting City Manager.
DISCUSSION:
The Acting City Manager is requesting a monthly salary of one dollar ($1.00) more than the highest paid subordinate supervised by the Acting City Manager, effective May 24, 2025. The requested salary reflects the level of executive oversight, responsibility, and high-level decision-making associated with the City Manager position. It is in the City’s best interest to ensure stability in leadership and effective management during this transitional period.
The request for one dollar ($1.00) more than the highest paid subordinate supervised by the Acting City Manager would result in a monthly salary of $17,415. The requested salary is necessary to maintain appropriate internal equity. To ensure the City's compensation structure reflects the hierarchy of responsibility and maintains organizational fairness, it is appropriate to authorize this minimal increase over the subordinate's pay. This adjustment affirms the Acting City Manager’s executive role and aligns with best practices in compensation management.
LEGAL REVIEW:
The City Attorney's Office has reviewed this staff report.
OPTIONS:
The City Council has the following options:
1. Approve staff's recommendations; or
2. Provide alternate direction.
Prepared by: Carmelita Underwood, HR/Risk Director
Fiscal Impact
FISCAL IMPACT:
The fiscal impact associated with this request is the difference between the base salary of the Acting City Manager's underlying position of $13,649 and the proposed Acting City Manager salary of $17,415 per month. The added $3,766 per month will be paid as Acting pay. There is sufficient funding for the City Manager position in the Fiscal Year 2025-26 Budget.
AGENDA ITEM NO. 9
AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: August 19, 2025
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF A MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN
THE CITY AND THE CITY OF WEST COVINA POLICE MANAGEMENT
ASSOCIATION (WCPMA)
RECOMMENDATION:
It is recommended that the City Council adopt the following resolution:
RESOLUTION NO. 2025-70 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST
COVINA, CALIFORNIA, APPROVING THE MEMORANDUM OF UNDERSTANDING BETWEEN
THE CITY AND THE WEST COVINA POLICE MANAGEMENT ASSOCIATION (WCPMA) FOR THE PERIOD OF JANUARY 1, 2025 THROUGH DECEMBER 31, 2027 BACKGROUND:
Under California law, the Meyers-Milias-Brown Act (MMBA) of 1968 established collective bargaining for California municipalities. Collective bargaining is the process by which workers, through their associations, and employers negotiate contracts to determine terms of employment, including pay, benefits, hours, leave, and job health & safety policies. MMBA is a formalized union-management consultation and bargaining procedure.
The Memorandum of Understanding between the City and the City of West Covina Police Management Association (WCPMA) expired on December 31, 2024. City Management and representatives for the WCPMA have met and conferred in accordance with the MMBA regarding terms and conditions of employment, including wages, benefits and hours, and have reached an agreement on a comprehensive Memorandum of Understanding.
DISCUSSION:
The comprehensive Memorandum of Understanding (MOU) is attached to this report as Exhibit A to Attachment No. 1 and covers the period of January 1, 2025 through December 31, 2027.
The City and WCPMA have agreed upon the following changes to the existing labor agreement to be incorporated into the successor agreement, which would become effective upon approval of the MOU by the City Council. All other provisions from the existing agreement are proposed to remain in the agreement without changes.
1. 3-Year Contract: January 1, 2025 - December 31, 2027
2. Salary Administration:
2. Salary Administration:
Salary Range
a. Four percent (4.0%) increase effective the first full pay period following Council approval b. Four percent (4.0%) increase effective the first full pay period after January 1, 2026 c. Three percent (3.0%) increase effective the first full pay period after January 1, 2027 Holiday Pay: The City will provide holiday credit at the rate of 5.54 hours per pay period for a total of 144 hours each calendar year for employees assigned to patrol only.
3. Seniority Pay: bargaining unit members shall receive:
One hundred dollars ($100)/month total after twelve (12) months of consecutive service in the bargaining unit;
a.
Two hundred dollars ($200)/month total after twenty-four (24) months of consecutive service in the bargaining unit;
b.
Three hundred dollars ($300)/month total after thirty-six (36) months of consecutive service in the bargaining unit;
c.
Four hundred dollars ($400)/month total after forty-eight (48) months of consecutive service in the bargaining unit;
d.
Five hundred dollars ($500)/month total after sixty (60) months of consecutive service in the bargaining unit
e.
4. For purposes of CalPERS reporting, only the longevity pay received after the completion of sixty (60) months of service, as described in 4.e, qualifies as special compensation under Government Code § 20636(c). Sections 4.a through 4.d are not reportable as they fall below the minimum service threshold.
Implementation: Current members of the WCPMA bargaining unit as of the date of Council approval of the successor MOU will be credited with their current months of consecutive service in the bargaining unit for purposes of calculating their seniority pay.
Skill Compensation
5. Management Incentive Pay: Police Captains, Administrative and Detective Bureau Lieutenants, or Lieutenants not assigned to patrol shall receive Police Management Incentive pay at the rate of
5.54 hours per pay period (equivalent to 144 hours each calendar year, in recognition of the unique nature of their jobs (specific operational and supervisory duties associated with these assignments).
Such compensation shall not be used as time off and shall be paid at the employee's base pay.
Special Compensation Calculations
For compensation reported to California Public Employees Retirement System (CalPERS), mentioned under Skill Compensation (Management Incentive), is calculated on an employee's base pay.
Staff recommends that the City Council adopt the proposed resolution, approving the MOU and authorizing the Acting City Manager to execute the agreement.
LEGAL REVIEW:
The City Attorney's Office has reviewed the resolution and approved it as to form. The City's labor counsel has reviewed and approved the MOU.
Prepared by: Carmelita Underwood, Director of Human Resources/Risk Management Department
Additional Approval: Roxanne E. Lerma, Assistant City Manager Fiscal Impact
FISCAL IMPACT:
The overall estimated fiscal impact is approximately $300,000 over the three years. We anticipate The overall estimated fiscal impact is approximately $300,000 over the three years. We anticipate development impact fees to be higher than the estimates included in FY 2025-26 Annual Budget. Thus, the City can absorb the increase. If approved, these adjustments are proposed to be included in the next quarterly budget amendment.
Fiscal Impact of City Proposal Year 1 (4%) Year 2 (4%) Year 3 (3%) Total Estimate Fiscal Impact $102,000 $106,000 $83,000 $291,000
*The fiscal impact does not include the impact on the City's unfunded accrued liability (UAL). CalPERS assumes a 2.8% growth in payroll. While this contract includes a 4% increase. However, due to the lag in actuarial reporting, the impact of these increases will not be realized in the current or next fiscal year.
Attachments
Attachment No. 1 - Resolution No. 2025-70
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
Achieve Fiscal Sustainability and Financial Stability
Enhance City Image and Effectiveness
RESOLUTION NO. 2025-70
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WEST COVINA, CALIFORNIA, APPROVING THE
MEMORANDUM OF UNDERSTANDING BETWEEN THE
CITY AND THE WEST COVINA POLICE MANAGEMENT
ASSOCIATION (WCPMA) FOR THE PERIOD OF JANUARY
1, 2025 THROUGH DECEMBER 31, 2027
The City Council of the City of West Covina hereby finds and declares as follows:
WHEREAS, the current Memorandum of Understanding between the City of West Covina (the “City”) and the West Covina Police Management Association (WCPMA) expired on December 31, 2024; and
WHEREAS, the City and the WCPMA have met and conferred regarding wages, hours, and other terms and conditions of employment for a successor Memorandum of Understanding in accordance with the provisions of the Meyer-Millias-Brown Act (California Government Code section 3500 et seq.); and
WHEREAS, the City and WCPMA have reached an agreement and memorialized their agreement regarding wages, benefits, hours and other terms and conditions of employment in the Memorandum of Understanding for the period of January 1, 2025 through December 31, 2027, which is attached hereto as Exhibit “A”.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The Memorandum of Understanding between the City and West Covina Police Management Association (WCPMA), attached hereto as Exhibit “A”, is hereby approved.
SECTION 2. The Acting City Manager is authorized to execute the Memorandum of Understanding on behalf of the City, in substantially the form as attached and in such final form a approved by the City Attorney.
SECTION 3. The City Clerk shall certify to the adoption of this resolution and shall enter the same in the book of original resolutions and it shall become effective immediately.
APPROVED AND ADOPTED this 19th day of August, 2025.
Tony Wu
Mayor
ATTACHMENT NO. 1
APPROVED AS TO FORM ATTEST
Thomas P. Duarte Monique S. De La Rosa
City Attorney Deputy City Clerk
I, MONIQUE S. DE LA ROSA, DEPUTY CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2025-70 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 19th day of August, 2025, by the following vote of the City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
Monique S. De La Rosa
Deputy City Clerk
MEMORANDUM OF UNDERSTANDING
BETWEEN THE REPRESENTATIVES OF
MANAGEMENT FOR THE CITY OF WEST COVINA
AND
CITY OF WEST COVINA
POLICE MANAGEMENT ASSOCIATION (WCPMA)
EFFECTIVE
JANUARY 1, 2025 THROUGH DECEMBER 31, 2027
EXHIBIT A
2 WE020\065\9916467.v2
MEMORANDUM OF UNDERSTANDING
THE CITY OF WEST COVINA
AND
THE WEST COVINA POLICE MANAGEMENT ASSOCIATION
PREMABLE
The Meyers-Milias-Brown Act (MMBA) governs labor-management relationships within California local governments. Under MMBA the wages, hours and other conditions of employment are contained in a written memorandum of understanding. It also requires the City of West Covina (“City”) and its employee associations to meet and confer regarding these wages, hours and other conditions of employment. The City and the West Covina Police Management Association (“Association”) have been negotiating a successor memorandum of understanding and an agreement has been reached for the period of January 1, 2025 through December 31, 2027.
THEREFORE, the City and the Association agree as follows:
SECTION 1. COMPENSATION
A. Salary Schedule
Police Management Association Members shall be paid according to the attached salary schedule (Attachment A-1). The salary schedule replaces all prior forms of compensation including uniform allowance, education incentive, senior officer pay and overtime compensation.
Effective the first full pay period following City Council approval of the MOU and not earlier, the base salary shall increase by four percent (4%); effective the first full pay period following January 1, 2026, the base salary shall increase by four percent (4%); effective the first full pay period following January 1, 2027, the base salary shall increase by three percent (3%).
B. Seniority/Longevity Pay
Bargaining unit members shall receive one hundred dollars ($100) per month seniority pay after twelve (12) months of consecutive service in the bargaining unit, which is not reportable to CalPERS.
Bargaining unit members shall receive two hundred dollars ($200) per month seniority pay after twenty-four (24) months of consecutive service in the bargaining unit, which is not reportable to CalPERS.
Bargaining unit members shall receive three hundred dollars ($300) per month seniority pay after thirty-six (36) months of consecutive service in the bargaining unit, 3 WE020\065\9916467.v2
which is not reportable to CalPERS.
Bargaining unit members shall receive four hundred dollars ($400) per month seniority pay after forty-eight (48) months of consecutive service in the bargaining unit, which is not reportable to CalPERS.
Bargaining unit members shall receive five hundred dollars ($500) per month longevity pay after sixty (60) months of consecutive service in the bargaining unit, which is reportable to CalPERS
Implementation: current members of the PMA bargaining unit as of the date of City Council approval of this MOU will be credited with their current months of consecutive service in the PMA bargaining unit for purposes of calculating their seniority/longevity pay.
C. Skill Compensation / Management Incentive Pay
All Police Captains, Administrative and Detective Bureau Lieutenants, or Lieutenants not assigned to patrol shall receive Police Management Incentive pay the rate of 5.54 hours per pay period equivalent to 144 hours each calendar year, in recognition of the unique nature of their jobs (specific operational and supervisory duties associated with these assignments). Such compensation shall not be used as time off and shall be paid at the bargaining unit member’s base pay.
SECTION 2. PERS RETIREMENT BENEFITS
The contract between the City and Public Employees’ Retirement System (PERS) shall provide the following benefits for unit employees:
A. 3% at Age 50 (Employees Hired Prior to December 19, 2012) Unit members hired by the City of West Covina prior to December 19, 2012, shall participate in the PERS 3% at age 50 PERS retirement benefit plan. Each employee 4 WE020\065\9916467.v2
shall pay the full employee cost of nine percent (9%) and an additional three percent (3%) of compensation earnable towards the employer contribution pursuant to cost sharing for a total contribution of twelve percent (12%). Effective the first full pay period after January 1, 2024, each employee shall pay an additional three percent (3%) of compensation earnable towards the employer contribution pursuant to cost sharing for a total contribution of fifteen percent (15%) (9% employee paid member contribution, 6% cost sharing). Such contribution shall be made on a pre-tax basis.
Retirement benefits under the 3.0% at age 50 formula shall be computed using the One-Year Final Compensation Option (per the city's contract with CalPERS).
B. 3% at Age 55 (Classic PERS Members)
Unit members hired between December 19, 2012 and January 1, 2013 or having reciprocity with another PERS agency ("classic member") shall participate in the 3% at age 55 PERS retirement benefit plan. Each employee shall pay the full employee cost of nine percent (9%) and an additional three percent (3%) of compensation earnable towards the employer contribution pursuant to cost sharing for a total contribution of twelve percent (12%). Effective the first full pay period after January 1, 2024, each employee shall pay an additional three percent (3%) of compensation earnable towards the employer contribution pursuant to cost sharing for a total contribution of fifteen percent (15%) (9% employee paid member contribution, 6% cost sharing). Such contribution shall be made on a pre-tax basis.
Retirement benefits under the 3.0% at Age 55 formula shall be computed using the One-Year Final Compensation Option (per the City’s contract with CalPERS) C. 2.7% at Age 57 (New PERS Members)
Unit members classified as "new safety members," as defined by the Public Employees' Pension Reform Act of 2013, hired on or after January 1, 2013 shall participate in the 2.7% at age 57 PERS retirement benefit plan, with their final compensation based upon the average of their highest annual compensation earned over a three (3) year period.
New Member (PEPRA) employees shall pay 50% of the applicable normal cost as their member contribution (California Government Code Section 7522.30(c)). In the event that 50% of the applicable normal cost member contribution falls below twelve percent (12%) of compensation earnable, the New Member Employee shall pay the difference between 12% of compensation earnable and 50% of the applicable normal cost member contribution. Effective the first full pay period following January 1, 2024, the New Member Employee shall pay the difference between fifteen percent (15%) of compensation earnable and 50% of the applicable normal cost member contribution.
The Parties agree that should the MOU expire without a successor agreement in place, the cost sharing as described above shall continue. 5 WE020\065\9916467.v2
D. Additional Retirement Benefits:
In additional, the following benefits will remain in place for unit members, unless deemed ineligible by PERS under the Public Employees’ Pension Reform Act of 2013. 4
th Level Survivor Benefits
Level IV of 1959 Survivor Benefits pursuant to Government Code Section 21574.
Military Buy Back
Military service credit as public service credit pursuant to Government Code Section 21024.
Post-Retirement Survivor Allowance
Post-Retirement Survivor Continuance benefit pursuant to Government Code Section 21624.
Pre-Retirement Optional Settlement 2 Death Benefit
Pre-Retirement Optional Settlement 2 Death Benefit pursuant to Government Code Section 21548.
Pre-Retirement Death Benefit After Remarriage of Survivor Pre-Retirement Death Benefit after Remarriage of Survivor pursuant to Government Code Section 21551.
Credit For Unused Sick Leave
Credit for Unused Sick Leave pursuant to Government Code Section 20965. Other PERS Benefits
Any other PERS Benefit Programs that are provided to the West Covina Police Officers Association shall be provided to the Police Management Association SECTION 3. PARS SUPPLEMENTAL RETIREMENT PLAN:
The PARS plan will pay a retirement amount for all years of service to those unit employees retiring from the City based on 0.89% of PERSable compensation. At the time of retirement, the employee can make a one-time election to receive either an ongoing monthly stipend or a lump sum amount at the time of retirement based on an actuarially determined net present value of the annual stipends. The monthly stipends will contain the same benefit options as the City’s PERS plan including 2% annual COLA’s and survivor benefits. This plan will be available to all future retirees, and any past retirees who retired after July 1, 2004 who can provide documentation to the City that the 0.89% of compensation was disallowed by CalPERS in determining their retirement stipend. 6 WE020\065\9916467.v2
Effective July 1, 2012, employees must be employed as a Police Management employee with the City of West Covina for a minimum of three (3) years to be eligible to receive this benefit.
The City retains the responsibility to fund this plan with actuarially determined contributions.
SECTION 4. CAFETERIA PLAN
City contributions for Medical, Dental, and Vision Insurance will be provided as set forth below for all bargaining unit members.
To comply with the Public Employees' Hospital and Medical Care Act (PEMCHA), the City will contribute the statutory minimum amount for the provision of medical insurance. In addition, the City will contribute an additional amount for current bargaining unit members into a cafeteria plan in accordance with IRS Code Section 125. These additional amounts will be as follows:
A. Health Insurance
An amount that when added to the PEHMCA statutory minimum amount is up to the Kaiser Full Family premium rate. If an employee chooses a plan that is less than Kaiser Full Family premium rate (e.g., Blue Shield two party), the amount provided for health insurance through the cafeteria plan will be the PERS statutory minimum plus the additional amount to pay for Blue shield two-party premium rate.
If an employee chooses a plan that is more than Kaiser Full Family premium rate (e.g., PERS Care Family), the amount provided for health insurance through the cafeteria plan will be the PERS statutory minimum plus the additional amount to pay Kaiser Full Family premium rate. The employee would pay the additional amount for the PERS Care Family plan premium through a payroll deduction.
Effective January 1, 2018, the City’s medical contributions will be based on the coverage tier (single, two-party or family) as follows:
Effective January 1, 2018, the City's medical contributions will be based on the coverage tier (single, two-party or family) as follows:
An employee who selects an Employee Only medical plan will receive a City contribution in an amount that when added to the PEMCHA statutory minimum amount equals the monthly Los Angeles region Kaiser Employee Only medical premium.
An employee who selects an Employee plus One medical plan will receive a City contribution in an amount that when added to the PEMCHA statutory minimum amount equals the monthly Los Angeles region Kaiser 2-party medical premium. 7 WE020\065\9916467.v2
An employee who selects an Employee plus Two or More (Family) medical plan will receive a City contribution in an amount that when added to the PEMCHA statutory minimum amount equals the monthly Los Angeles region Kaiser Family medical premium.
In the event the Police Officers Association agrees to cap the City medical contribution; such a cap shall also apply to the Police Management Association.
An employee who selects a single party plan with a monthly premium of less than $600, will receive the difference between the amount of that premium and $600 in cash. An employee who does not take the City's health insurance and can demonstrate that he/she has health insurance from another source will receive $600.00 per month. Under either of these two scenarios, that amount can be received as cash, placed in the employee's deferred compensation account or used to purchase dental or vision insurance above the amounts provided through the cafeteria plan as described below.
B. Dental Insurance
In addition to the above amount for medical, the cafeteria amount shall also include up to $53.28 monthly for dental insurance for member and eligible dependents. If the dental insurance plan chosen by the member is less than $53.28, the amount shall be the cost of the dental insurance chosen. If the dental insurance plan chosen by the member is equal to or more than $53.28 per month, the amount shall be $53.28.
C. Vision Insurance:
In addition to the above amounts for medical and dental, the cafeteria amount shall also include up to $40.04 monthly for vision insurance for member and eligible dependents. If the vision insurance plan chosen by the member is less than $40.04, the amount shall be the cost of the vision insurance chosen. If the vision insurance plan chosen by the member is equal to or more than $40.04 per month, the amount shall be $40.04.
SECTION 5. RETIREE HEALTH BENEFIT
The City contracts with CalPERS for the provision of health insurance. To comply with the Public Employees' Hospital and Medical Care Act, the City will contribute the statutory minimum amount for the provision of retiree medical insurance for all retirees in the bargaining unit.
In addition to the provision of the statutory minimum amount for all retirees, to comply with PEHMCA, the City will provide a retiree longevity stipend to offset the cost of retiree medical benefits as follows:
1. Tier 1 Employees:
8 WE020\065\9916467.v2
For employees hired prior to July 1, 2012 with a minimum of five years sworn service with the West Covina Police Department, when they retire from the City, each month the City will contribute up to nine hundred thirty-one dollars and twenty six cents ($931.26) minus the PERS statutory minimum for that year into a qualified Health Reimbursement Account (HRA). The City will cover all administrative costs associated with the HRA and benefits will not be reduced to retirees as a result of administrative fees/costs. The money placed into the HRA by the City on behalf of the retiree will be available to be used to purchase health insurance. For retirees that do not use PERS Medical, the amount placed into the HRA will not be reduced by the PERS statutory minimum.
If the retiree chooses a plan that is less $931.26, the amount the City will contribute into the HRA per month will be the amount of the plan chosen minus the PERS statutory minimum for that year. For retirees that do not use PERS Medical, the amount placed into the HRA will not be reduced by the PERS statutory minimum.
If the retiree chooses a plan that is $931.26 or more, the amount the City will contribute into the HRA per month will be $931.26 minus the PERS statutory minimum for that year. For retirees that do not use PERS Medical, the amount placed into the HRA will not be reduced by the PERS statutory minimum.
Effective January 1, 2013, for employees hired prior to July 1, 2012 with a minimum of five years sworn service with the West Covina Police Department, when they retire from the City, each month the City will contribute up to one thousand four dollars and eighty cents ($1,004.80) minus the PERS statutory minimum for that year into a qualified Health Reimbursement Account (HRA). The City will cover all administrative costs associated with the HRA and benefits will not be reduced to retirees as a result of administrative fees/costs. The money placed into the HRA by the City on behalf of the retiree will be available to be used to purchase health insurance. For retirees that do not use PERS Medical, the amount placed into the HRA will not be reduced by the PERS statutory minimum.
Effective January 1, 2013, if the retiree chooses a plan that is less $1,004.80, the amount the City will contribute into the HRA per month will be the amount of the plan chosen minus the PERS statutory minimum for that year. If the retiree chooses a plan that is $1,004.80 or more, the amount the City will contribute into the HRA per month will be $1,004.80 minus the PERS statutory minimum for that year.
Employees hired prior to July 1, 2012 with less than five years sworn service with the West Covina Police Department are not eligible for the retiree longevity stipend.
The term “employee”, as it relates to Tier 1 health benefits, includes all prior retirees, current employees and future retirees, with the exception of Tier 2 employees.
9 WE020\065\9916467.v2
2. Tier 2 Employees:
Employees hired between July 1, 2012 and December 31, 2016 are only eligible for the retiree longevity stipend described above for Tier 1 employees if they retire from the City of West Covina with a minimum of 20 years of sworn service, five of which were with the City of West Covina Police Department. A Tier 2 employee who does not meet this eligibility criteria will not receive the retiree longevity stipend, but like all retirees of the City, as set forth above, the City will contribute the PERS statutory minimum amount on the retiree's behalf.
The City affirms that the provision of retiree health benefits for Tier 1 and Tier 2 Police Management Members as described above, will not be revoked by the City during that member's lifetime (defined as until member's death). Further, the City will reimburse, to the extent applicable, all yearly Medicare premiums once a retired employee or a retired employee's spouse enroll in Medicare.
Upon death of a Tier 1 or Tier 2 retiree, the City shall continue to reimburse the cost of the healthcare premiums for a surviving spouse. This benefit will cease if the spouse remarries. This benefit is only available to a spouse married to a retiree at the time of retirement.
3. Tier 3 Employees:
Employees hired on or after January 1, 2017 are not eligible for the retiree longevity stipend. Those employees will receive a $200 per month City contribution to a RHS plan. For example, a member of the Police Officers Association who was first hired by the City on or after January 1, 2017 would not be eligible for the retiree longevity stipend but would receive a $200 per-month City RHS contribution.
SECTION 6. LIFE INSURANCE
A. Policies
The City shall provide all unit employees a term life insurance policy in the amount of $100,000 and an additional insurance benefit of $100,000 life insurance if killed in the line of duty.
B. Retired Employee Term Life Insurance
The City shall provide all unit employees who retire from the City a term life insurance in the amount of ten thousand ($10,000) dollars. It is understood there shall be no reduction in benefits based on age.
SECTION 7. TUITION REIMBURSEMENT
10 WE020\065\9916467.v2
Effective July 1, 2020, the Tuition Reimbursement Program described below is suspended for the term of this Agreement, through June 30, 2022.
A. Maximum Reimbursement
Unit employees' tuition reimbursement (including books) shall be paid up to the equivalent of yearly costs for seven (7) units of the California State University Los Angeles (CSULA) cost.
B. Administrative Policy
The specific details of the Tuition Reimbursement Program is set forth in the City's Administrative Policy approved on August 13, 1992, and amended thereafter.
SECTION 8. HOURS OF WORK
Daily hours of work or shifts of employees within departments shall be assigned by the Chief of Police as required to meet the operational requirements of the department.
Effective May 6, 2017, the Police Lieutenants shall transition from FLSA Non-exempt to exempt status. The intent of this change is to move Police Lieutenants to a fixed salary and eliminate the overtime benefit (Section 14. Overtime) agreed to in the prior memoranda of understanding. Therefore, the Association has agreed to adopt the "Patrol Lieutenant Deployment Strategy" (Attachment B) which was presented to the Police Chief for approval.
SWAT Lieutenant Call Back Overtime – The SWAT Lieutenant shall be eligible to receive overtime pay for call back time only. Such overtime work must be pre-approved by a Police Captain.
A. Patrol Division
Lieutenants assigned to the Patrol Division shall work a 3/12.50 work schedule.
Salary is based upon a 40-hour workweek with the condition that at the end of the month the employee will owe the City 10 hours to be reconciled in the form of a scheduled payback.
B. Non-Patrol
All other non-patrol police management employees are assigned to a 4/10 work schedule that begins on Saturday at 12:00 A.M. and ends on Friday at 11:59 P.M.
SECTION 9. COMPENSATORY TIME
Prior to the salary adjustment all compensatory time shall be cashed out at the member's hourly pay rate as of May 2, 2017. Also, in the event a City employee is promoted from 11 WE020\065\9916467.v2
another bargaining group (e.g. Police Officers' Association), all compensatory time must be cashed out at the employee's rate of pay prior to the effective date of the promotion.
SECTION 10. VACATION
It is the policy of the City that whenever possible, vacation be taken annually in the year earned. The time during the year at which an employee may take vacation shall be determined by the appointing authority of such employee with due regard for the wishes of the employee and particular regard for the needs of the service.
Eligible employees shall earn and accumulate to a maximum vacation leave as follows:
Months
Service
Hours
Per Pay Period
Hours
Per Month
Maximum
Accruals
1— 60* 3.08 6.67 320
61 — 108 4.62 10.00 360
109 —120 4.92 10.67 368
121 — 132 5.23 11.33 376
133 —144 5.54 12.00 384
145 —156 5.85 12.67 392
157 + 6.15 13.33 400
* After completion of 60 months of service, forty (40) additional hours vacation shall be granted.
A. Limitation – Vacation Leave Accrual
1. Employees shall not be allowed to accrue vacation leave beyond the stated maximums.
2. No employee shall lose earned vacation leave because of work urgency as approved by management. Work urgency is defined as the department's need to have the employee at work to perform duty assignments for a specified period of time.
3. If an employee has reached the maximum allowed unused vacation leave balance, and is unable to take vacation leave due to work urgency, industrial injury, extended medical leave, special or pre-scheduled leave as authorized by management, the Human Resources Director will approve a waiver of the maximum allowed unused balance for a period not to exceed six (6) months per fiscal year.
B. Vacation Accrual of Holidays
12 WE020\065\9916467.v2
If a holiday falls within a scheduled vacation period, vacation shall be granted based on the employees' regular work schedule (e.g. 12.5 hours for patrol and 10 hours for non-patrol).
C. Payment for Unused Vacation
1. Upon separation of employment the 100% of the employee accrued vacation benefits shall be contributed to the Police Management Association's 401 (A) deferred retirement account.
2. Upon request of the employee and the department head and with approval of the City Manager, in order to address unusual or emergency conditions, an employee may be paid the straight time daily equivalent of his/her salary in lieu of vacation time off. Such payment shall be for no more than 40 hours in any one calendar year, except as otherwise provided herein.
D. Advance Payment of Vacation
Any employee who is authorized to take 40 or more hours of vacation with pay at one time may apply for the payment of salary in advance for any pay period occurring during the period of the employee's authorized vacation. The application must be approved by the employee's Department Head and filed with the Finance Director at least seven (7) days before the vacation period for which the salary advance is requested. In cases of extreme emergency where the employee is unable to give the required notice, approval for an advance vacation check may be given where such request can be justified to, and approved by, the Department Head, and Finance Director.
E. Payment-in-lieu of Vacation
Employees with less than five years of City service may receive payment in lieu of up to 80 hours of accumulated vacation time in any calendar year upon filing a written request with the Finance Department at least five days prior to requested date of issuance of the check, upon approval of Department Head. Employees with five or more years of service may receive payment in lieu of up to 120 hours.
SECTION 11. POLICE MANAGEMENT ADMINISTRATIVE LEAVE
Administrative Leave is provided to Police Management employees for the attendance at City Council meetings, community events, special events and the management of police services.
A. Management Leave Time for Lieutenants
Effective January 1 of each year, Lieutenants will receive one hundred twenty-five ( 125) hours of police management leave (pro-rata based upon date of appointment).
Lieutenants will not be
13 WE020\065\9916467.v2
allowed to cash out or carry over any unused police management leave. Any unused leave will expire at the end of each calendar year.
Effective January 1 of each year, Captains will receive one hundred twenty-five (125) hours of Administrative Leave (pro-rata based upon date of appointment). Captains may submit a request to the City Manager or designee to carry over a maximum of forty (40) hours of unused Administrative leave to the next calendar year, which must be used within six (6) months. Approval of such requests is at the sole, non-grievable discretion of the City Manager or designee..
SECTION 12. SICK LEAVE
To aid in reducing illness, the parties shall work in unison to educate and emphasize to employee members the importance of proper diet, sleep, exercise and other pertinent practices in maintaining a healthy condition.
A. Allowance/Accumulation
City employees shall accrue 96 hours of sick leave per year. Following completion of thirty (30) calendar days of continuous full-time service, each City employee shall accrue 3.69 hours per pay period of sick leave pay. Thereafter for each calendar month of service in which the employee has worked or has been paid for more than two-thirds (2/3) of the actual number of working days of such month, he/she shall be allowed eight hours of credit for sick leave with pay. Sick leave may be used by new employees following thirty calendar days of employment. Unused sick leave may be accumulated without limit.
B. Use of Sick Leave
No more than 48 hours of sick leave within any calendar year may be granted to an employee for the care or attendance upon members of his/her immediate family, and not more than 48 hours of sick leave within any calendar year may be granted to an employee each absence due to death of his/her immediate family. The phrase "immediate family" is defined as spouse, domestic partner, mother, mother-in-law, father, father-in-law, brother, brother-in-law, sister, sister-in-law, child, and a grandparent or grandchild, if residing within the home or within the same place of residence of the employee.
C. Reinstatement of Sick Leave
Upon reemployment, an employee who was terminated due to layoff will have sick leave time reinstated in that amount accumulated at the time of layoff up to a maximum of 320 hours. In the event that through the course of continued employment 14 WE020\065\9916467.v2
accumulated sick leave exceeds 320 hours, payoff for such excess accumulations shall be in accordance with the payoff provisions of the program, but in no case shall the aggregate of such amount(s) exceed that provided by the policy.
D. Sick Leave Annual Payoff Program
Employees shall be able to cash out up to sixty (60) hours of sick leave pursuant to the annual payoff program, which shall be administered as follows:
1. By November of each calendar year, the City will determine the amount of unused sick leave for the calendar year that shall begin on the 25th biweekly pay period of each year through the 24th biweekly pay period of the following year for purposes of this provision. The specific dates between these pay periods vary from year to year and shall be provided to the employees in November of each year for the following year.
2. The maximum amount of sick leave hours cashed each calendar year at the employee's hourly rate is sixty (60) hours
3. Each employee must carry over to a sick leave "bank" a minimum of 36 current year unused hours per year in December, and may request cash payment for any hours above 36 current year unused hours or may add it to the sick leave bank
4. The sick leave payoff shall be based upon the pay rate of the employee as of the cutoff date of the above defined sick leave calendar year.
5. If 36 hours per calendar year of unused sick leave are not available, the number of unused hours must be carried over to the sick leave bank.
6. Employees shall not be allowed to change sick leave to other forms of paid leave upon return to work.
The current payoff programs at termination or retirement, as detailed in the Personnel Rules, remain unchanged.
E. Sick Leave to Service Credit Upon Retirement
The City shall contract with CalPERS for the Credit for the Unused Sick Leave option under Government Code section 20965. Employees, upon retirement, may elect to convert all accumulated and unused sick leave to CalPERS service credit.
F. Physician’s Certificate on Use of Sick Leave
The Department Head may require evidence in the form of a physician's certificate, or written statement, as to adequacy of reason for any employee's absence of three (3) or more consecutive working days for which sick leave was requested or management 15 WE020\065\9916467.v2
suspects an abuse of sick leave. A failure to supply or provide said certificate or written statement maybe grounds for denial of sick leave pay and the imposition of such disciplinary action as may be deemed appropriate.
Any employee absent from work for a period of three (3) or more consecutive working days, due to illness or accident, may be required to submit to and successfully complete a physical examination before returning to active duty. The physical examination will be conducted by a physician of the City's choice, with all costs to be paid by the City.
SECTION 13. HOLIDAYS
A. Fixed Holidays
The City will recognize the following days as official City fixed holidays: New Year's Day, Presidents' Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve, and Christmas Day.
Each fixed holiday granted to employees shall be a full shift of up to ten (10) hours of time off with pay. Any additional time taken off above ten hours per each fixed holiday must be deducted from the employee's other leaves, such as vacation.
B. Observation of Saturday and Sunday Holidays
For those employees whose normal work week is Monday through Friday, when a holiday falls on a Sunday, the following Monday shall be deemed to be the holiday in lieu of the day observed. When a holiday falls on a Saturday, the preceding Friday shall be deemed the holiday in lieu of the day observed.
C. Holiday Accrual on Flex Day Off or Workday
For all other employees, when a holiday falls on a regularly scheduled day off, the employee shall be entitled to straight time compensation for the holiday. This compensation can be taken either as compensatory time or pay, at the discretion of the employee. When a holiday falls on a regularly scheduled workday, employees assigned to Patrol shall accrue eight hours of holiday time in addition to being paid for time worked.
D. Holiday Pay
The City will provide holiday credit at the rate of 5.54 hours per pay period for a total of one hundred forty-four (144) hours each calendar year for bargaining unit members assigned to patrol only.
SECTION 14. BEREAVEMENT LEAVE
Bereavement - 40 hours of said leave per calendar year will be available to an employee 16 WE020\065\9916467.v2
in the event of the death of said employee's grandparent, parent, spouse, domestic partner, child, stepchild, brother, or sister. The program is supplemental to the current sick leave program.
SECTION 15. VEHICLE ASSIGNMENT
Police Management Members shall be assigned vehicles. Vehicles must be used in accordance with Lexipol standards and guidelines.
SECTION 16. DISABILITY DISCRIMINATION
The City's policy shall be to make such efforts as are consistent with federal and state laws to place physically or mentally disabled employees in such positions that can be made available in the City service where their disabilities will not affect the performance of their duties. This policy will extend to all terms, conditions and privileges of employment.
The Americans with Disabilities Act (ADA) requires accommodation for individuals on a case by case basis. Prior to the City providing an accommodation, which would be contrary to negotiated agreements, the City shall provide written notice of intent to disregard provisions and shall meet and confer over options prior to implementation.
The City has a legal obligation to meet with individual employees as necessary to discuss possible accommodation before any adjustments are made to working conditions. The Association shall be notified prior to the implementation of proposed accommodations by the City, which affects an employee or group of employees within their respective bargaining unit. Accommodations provided to an individual protected by the ADA shall not establish a past practice, nor shall it be cited or used as evidence of past practice in any grievance process.
No employee shall hold any position in a class where such individual poses a risk to the health or safety of the individual or others.
SECTION 17. GRIEVANCE PROCEDURE
Refer to Personnel Rule XV, Grievance and Complaint Procedure, Sections 15.1-15.6.
SECTION 18. EMPLOYEE AND EMPLOYER RIGHTS
The parties hereto agree that this MOU does not in any manner abridge, modify or restrict the rights and prerogatives of employees and the City as set forth in Chapter 2 of the West Covina Municipal Code. It is understood that said rights and prerogatives of the City include, but are not limited to, determinations as to the levels of service, manning requirements, work schedules, transfers, number and location of work stations, nature of work to be performed, contracting for any work or operations, employee performance standards, discipline and discharge, and reasonable work and safety rules and regulations in order to maintain the efficiency and economy desirable, in the performance of City services. It is further agreed that the City agrees to meet and confer with the 17 WE020\065\9916467.v2
recognized bargaining representatives regarding the impact of such management decisions on matters within the scope of representation.
SECTION 19. OTHER PROVISIONS NOT COVERED HERE
It is understood that all other items relating to employee salaries and benefits not covered in this MOU, are covered by existing ordinances, resolutions, and policies of the City Council, as well as the Personnel Rules and Regulations presently in effect.
SECTION 20. MASTER MOU
The Association and the City have met and conferred in good faith to achieve this Memorandum of Understanding which replaces and superseded all previous Memorandum of Understandings.
SECTION 21. SEVERABILITY
It is understood and agreed that this MOU is subject to all present and future federal and state laws and regulations and the provisions hereof shall be effective and implemented only to the extent permitted by such laws and regulations. If any part of this MOU is in conflict or inconsistent with such applicable provisions of federal or state laws or regulations, or otherwise held to be invalid or unenforceable by a tribunal of competent jurisdiction, such part of provision shall be suspended and superseded by such applicable laws and regulations and the remainder of this MOU shall not be affected thereby and shall remain in full force and effect.
SECTION 22. RATIFICATION AND IMPLEMENTATION
A. Acknowledgement
The City and Association acknowledge that this Memorandum of Understanding shall not be in full force and effect until ratified by those Association members voting who are in classifications represented by the Association set forth in this Agreement and adopted in the form of a resolution by the City Council.
B. Mutual Recommendation
This Agreement constitutes a mutual recommendation by the parties hereto, to the City council, that one or more ordinances and/or resolutions be adopted accepting its provisions and effecting the changes enumerated herein relating to wages, hours, fringe benefits, and other terms and conditions of employment for unit employees represented by the Association.
C. Ratification
Subject to the foregoing, this Memorandum of Understanding is hereby ratified by the authorized representatives of the City and the Association and entered into on this 18th day of January 2022.
18 WE020\065\9916467.v2
D. Term of Memorandum of Understanding
The term of this Memorandum of Understanding shall be for the period commencing on January 1, 2025 and terminating after December 31, 2027.
PARTIES TO AGREEMENT
West Covina Police Management City of West Covina
___________________________ ___________________________ Tim Rodgers Milan Mrakich
Police Management Association Acting City Manager
___________________________
Brandon Karmann
Police Management Association
19 WE020\065\9916467.v2
ATTACHEMENT A
West Covina Police Management Association
Authorized Salary Ranges
Per Resolution No. 2025-27 Adopted by City Council on August 19, 2025 Position Title Grade Code Step 1 Step 2 Step 3 Step 4 Step 5 POLICE LIEUTENANT PM01 16,384 $ 17,477 $ 18,669 $
POLICE CAPTAIN PM02 17,390 $ 19,998 $
Position Title Grade Code Step 1 Step 2 Step 3 Step 4 Step 5 POLICE LIEUTENANT PM01 17,039 $ 18,176 $ 19,416 $
POLICE CAPTAIN PM02 18,086 $ 20,798 $
Position Title Grade Code Step 1 Step 2 Step 3 Step 4 Step 5 POLICE LIEUTENANT PM01 17,550 $ 18,721 $ 19,998 $
POLICE CAPTAIN PM02 18,629 $ 21,422 $
Effective First Full Pay Period Following January 1, 2027 (3% increase) Effective First Full Pay Period Following Council Approval (4% increase) Effective First Full Pay Period Following January 1, 2026 (4% increase) 20 WE020\065\9916467.v2
ATTACHEMENT B
CITY OF WEST COVINA — Memorandum
Police Department
TO: DAVE FAULKNER, CHIEF OF POLICE
FROM: PAT BENSCHOP, LIEUTENANT
DATE: APRIL 06, 2017
SUBJECT: PATROL LIEUTENANT DEPLOYMENT STRATEGY
As a component of the currently proposed WCPMA MOU, Police Lieutenants have agreed to transition from FLSA non-exempt status to exempt status. This simply moved the Lieutenants onto a fixed salary with no overtime earnings. To meet the challenge of covering Patrol shifts in the absence of the assigned Lieutenant, traditionally covered with overtime, the WCPMA explored numerous deployment options. However, it was unanimously decided by the entire body of the WCPMA that the Department would be best served by the Patrol Lieutenants remaining on their current deployment schedule (3/12.5 shifts).
It. is the intention of the WCPMA to avoid staffing Patrol Lieutenant (Watch Commander) vacancies with overtime. However, it is understood that where overtime can be significantly impacted and controlled, it will not be completely eliminated where staffing is required 24 hours per day; 7 days per week.
The following is a guideline which will be utilized to efficiently staff vacancies at the Watch Commander position:
Regularly scheduled vacations/time-off:
- Each month at the Lieutenant’s Meeting, Watch Commanders will have an opportunity to inform the group of time off requests for the upcoming month - The group will coordinate to backfill those vacancies with Patrol and/or special assignment Lieutenants
- Where there are extended vacancies or scheduling conflicts, the Relief Sergeant may be used to staff the position (as is the current practice) Training Courses:
- As with Vacation time, Watch Commanders will notify the Lieutenant’s group as soon as practical of any-upcoming training course they will attend. - The vacancies may be staffed with Patrol and/or special assignment Lieutenants - Where there are extended vacancies created by the school or scheduling conflicts, the Relief Sergeant may be used to staff the position (as is the current practice) 21 WE020\065\9916467.v2
Backfill for 5th Sunday/Friday coverage:
- The Crew 5 and Crew 6 Sergeants will be scheduled to cover these shifts.
Long-Term IOD (Watch Commander)
- To handle the unforeseen incidents of long-term IOD’s the special assignment Lieutenants may be tasked with managing the Patrol coverage - In addition, the-Relief Sergeant may be tasked to work a portionof the coverage Equity-in Staffing:
- Each month at the Lieutenant’s Meeting, the group with examine the extra hours (beyond the 40-hour work week) worked as well as time off taken by each Lieutenant during that cycleto insure equity
- The Patrol: Division Captain will be provided with the monthly data As this deployment strategy, is a new concept for file West Covina Police Department, it should be expected that adjustments may become necessary in the interest of operational efficiency. The Patrol Captain and Lieutenants will remain flexible and diligent in their overall deployment and evaluation of this strategy.
In an effort to educate future Lieutenants on the expectations outlined above, HR will be adding this information to all future promotional fliers for the rank of Lieutenant. Current Lieutenants acknowledge and agree with this deployment strategy.
AGENDA ITEM NO. 10
AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: August 19, 2025
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF REJECTION OF SOLE PROPOSAL RECEIVED FOR REQUEST FOR PROPOSALS (RFP NO. 2025-10) FOR SHOPPING CART RETRIEVAL SERVICES RECOMMENDATION:
Staff recommends that the City Council reject the sole proposal received in response to the Request for Proposals (RFP No. 2025-10) for Shopping Cart Retrieval Services, as the proposal was non-responsive and lacked competitive pricing.
BACKGROUND:
The City continues to face issues with abandoned and misused shopping carts, which obstruct public rights-of-way, pose hazards to both pedestrians and vehicle traffic, and require substantial staff time for retrieval. On average, approximately 80 carts are collected monthly, originating from about 35 businesses throughout West Covina. Public Works currently retrieves these carts in response to citizen reports via GoGov, phone calls, or field observations.
To address the ongoing issue more efficiently, City staff was directed to issue a Request for Proposals (RFP) for a dedicated shopping cart retrieval services provider. The RFP was released on April 21, 2025, and advertised through the City’s PlanetBids portal to ensure compliance with procurement policies and attract competitive proposals.
The RFP submission deadline was May 15, 2025. At the close of the solicitation period, only one proposal was received, from Kept Companies, Inc.
DISCUSSION:
Following a thorough evaluation of the proposal submitted by Kept Companies, Inc., City staff determined that the proposal did not meet several critical requirements outlined in the RFP:
Non-compliance with RFP Specifications: The proposal did not fully address the required service specifications or provide the schedule options requested in the RFP.
Insufficient Qualifications: The vendor lacked essential documentation and did not demonstrate relevant municipal experience within California.
Lack of Value and Competitiveness: The pricing offered was not considered cost-effective or competitive based on the scope of services requested, at a cost of $820 per week for service 4 days per week. This cost would be $42,640 per year with additional costs of $200 per cart when not scheduled.
Given these deficiencies and the absence of multiple competitive proposals, staff does not recommend proceeding with an award at this time. Moving forward, staff will explore options for evaluating alternative service delivery models to address the ongoing shopping cart issue. In the interim, Public Works staff will continue to retrieve shopping carts.
LEGAL REVIEW:
The City Attorney's Office has reviewed this staff report.
OPTIONS:
The City Council has the following options:
1. Approve staff's recommendation;or
2. Provide alternative direction.
Prepared by: Renee M. G. Chavez, Management Analyst I
Additional Approval: Roxanne E. Lerma, Assistant City Manager Fiscal Impact
FISCAL IMPACT:
There is no fiscal impact associated with rejecting the proposal.
Attachments
Attachment No. 1 - Original RFP Document (RFP NO. 2025-10) Attachment No. 2 - Proposal Fee Schedule
CITY COUNCIL GOALS & OBJECTIVES: Achieve Fiscal Sustainability and Financial Stability A Well-Planned Community
Enhance City Image and Effectiveness
ATTACHMENT NO. 1
58.00 200.00
$205.00 per day X 4 days = $820.00 per week
820.00 N/A
ATTACHMENT NO. 2
We are currently servicing The Home Depot in West Covina for Cart Retrieval Services.
AGENDA ITEM NO. 11
AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: August 19, 2025
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF AUTHORIZATION TO PURCHASE SPECIALIZED FLEET VEHICLE:
DUMP TRUCK
RECOMMENDATION:
It is recommended that the City Council:
Authorize the purchase of one (1) Dump Truck for the Public Works Department's Fleet Services Division from WC Performance Ford, the lowest responsible bidder, in an amount not to exceed $100,000.
1. 2.Authorize the Acting City Manager to execute the purchase order and/or agreement required for the purchase.
In the event the Dump Truck is no longer available from WC Performance Ford at the time of purchase, authorize the Acting City Manager to purchase the Dump Truck from another vendor that submitted a bid or purchase a comparable vehicle meeting the City's specifications, provided the purchase price shall not exceed $100,000.
3. BACKGROUND:
As part of the City’s ongoing effort to maintain and improve the operational readiness of its fleet, the Public Works Department’s Fleet Services Division has identified an urgent need to replace its aging 2008 GMC dump truck. The dump truck is a critical asset used for street maintenance, debris removal and hauling, other essential services, and emergency response operations. The current vehicle has exceeded its useful life, leading to increased maintenance costs, operational inefficiencies, and safety concerns.
DISCUSSION:
On June 4, 2025, staff issued a Request for Bids (RFB No. 2025-16) for one (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck in accordance with the minimum specifications indicated in the RFB. The RFB was advertised on West Covina’s e-procurement portal, PlanetBids, to ensure competitive pricing and adherence to the City's procurement policies for the new dump truck that meets the operational specifications and safety standards required by the department.
The bidding period closed on June 19, 2025. Five (5) bids were received. The bid results are shown in the table below.
Bidder Bid Amount Bid Details
WC Performance Ford $98,081.87 Ford F550 4x4 Regular Cab Tim Moran Auto Group $115,558.88 Ford F550 4x4 Regular Cab Transwest Truck Center $105,965.92 Ford F550 4x4 Regular Cab Warren Anderson Ford dba Fritts Ford $63,730.00 Chasis only PFVT Motors LLC dba Peoria Ford $93,528.31 Chasis only
All bids were evaluated using the criteria described in the RFB as follows:
Vendor:
PFVT
Motors LLC
dba Peoria
Ford
Tim Moran
Auto Group
Transwest
Truck
Center
Warren
Anderson
Ford dba
Fritts Ford
WC
Performance
Ford
Criteria
Proposed product compliance
with specifications. 0 20 20 0 30
Timeframe for delivery 0 20 5 0 30
Proposed Cost 35 28 31 37 38
Total Score 35 68 56 37 98
Two bids were for truck chassis only.
After a thorough evaluation for responsiveness and compliance with specifications, WC Performance Ford was identified as the lowest responsible bidder with a proposed cost of $98,082.
All required documentation, including warranties and delivery timeline, has been reviewed and meets the City’s requirements.
As outlined above, the bid deadline was June 19, 2025. Due to the time that has passed between bid opening and presenting this item for the City Council’s consideration, staff anticipates that the vehicle referenced in WC Performance Ford's bid may no longer be available. In such event, staff is seeking Council authorization for the Acting City Manager to purchase a Dump Truck from another vendor that submitted a bid, or to purchase a comparable vehicle that meets the City’s specifications, provided that the total purchase price shall not exceed $100,000. This authorization is intended to avoid delays in purchasing this urgently needed vehicle.
LEGAL REVIEW:
The City Attorney's Office has reviewed this staff report.
OPTIONS:
The City Council has the following options:
1.Adopt staff’s recommendation; or
2.Provide alternative direction.
Prepared by: Renee M. G. Chavez, Management Analyst I
Additional Approval: Roxanne E. Lerma, Assistant City Manager Fiscal Impact
FISCAL IMPACT:
The cost for the procurement is $98,082, which is allocated in the approved FY 2025-26 Fleet Replacement Fund. 367.503.61.52.67.00.71.71700.
Attachments
ATTACHMENT NO 1. - RFB 2025-16 ONE (1) NEW 2024.2025 MODEL FORD F-550 4X4 REG CAB DUMP TRUCK
ATTACHMENT NO 2. - RFB 2025-16 ADDENDUM NO. 1
ATTACHMENT NO. 3 - BIDS
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
Achieve Fiscal Sustainability and Financial Stability
A Well-Planned Community
Enhance City Image and Effectiveness
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
Bids must be submitted no later than 3:30 p.m. on June 19, 2025. Submissions received after this deadline will be rejected. Submissions by facsimile or electronic mail will not be accepted.
Submission of a bid shall constitute acknowledgment and acceptance of all terms and conditions contained in this RFB and all exhibits and attachments hereto.
4. CONTACT WITH CITY OFFICIALS AND REPRESENTATIVES
The sole City Representative as contact person for all questions and matters regarding this RFB is Jazmin Hernandez, Purchasing Manager. The City Representative can be reached via e-mail at [email protected] or by phone at (626) 939-8705. Proposers that contact any City official or representative other than the designated City Representative as set forth in this RFB may be disqualified with no further consideration given to the bid submitted.
All questions regarding the specifications in this RFB are required to be addressed via City’s PlanetBids site by the designated date and time. Responses will be posted on the City’s PlanetBids site.
5. BACKGROUND
The City of West Covina is located in the San Gabriel Valley, 20 miles east of downtown Los Angeles and 15 miles north of Orange County. Incorporated as a general law city in 1923, the City operates under the council/manager form of government. The City’s 16 square miles flourished with walnut groves and orange groves for many decades. The City has developed into a commercial and residential community, with a population currently estimated at about 110,200 residents.
6. SPECIFICATIONS
The specifications are described in Attachment E of this RFB.
7. BID FORMAT
A bid response to this RFB shall consist of the following:
a. Bid Pricing – Vehicle bid price must include complete all required equipment, in-service items, and installation as stated in the specification. Attach vehicle bid as Attachment D.
The City will only accept bid pricing that is submitted online within the PlanetBids system by the bid due date and time. Bid pricing submitted by any other method will not be accepted. No exceptions.
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
b. Supporting Documents – Set of descriptive information to include specifications, catalogs, drawings, and manufacturer warranty, if applicable, for equipment proposed as outlined in Specification.
c. Required Forms:
Statement of Non-Collusion by Vendor (Attachment A)
Subcontractor Campaign Contribution Acknowledgement Form, If Applicable (Attachment B)
Sam.gov Verification–Debarment & Suspension Verification (Attachment C) Bid Pricing (Attachment D)
Specifications Compliance Forms (Attachment E)
W-9 (Attachment F)
Supporting documents must be uploaded as attachments within the bidding system. Bid may be deemed non-responsive for failure to submit supporting documents with the bid or as requested by the City.
8. DELIVERY SCHEDULE
The City will take delivery as soon as vehicles become available, but no later than 45 days upon receipt of order.
Delivery shall be made Monday through Thursday only, between 7:00 am and 4:00 pm.
9. WARRANTY
The manufacturer’s standard warranty shall apply to all equipment procured against this specification.
10. TERMS AND CONDITIONS OF RFB
10.1 SIGNED SUBMISSION OF BIDS
Each bid must be signed in longhand by the person or persons legally authorized to bind the proposer to the bid and contracts. The name and title of each person signing shall be typed or printed below that person’s signature. Upon request of the City, the corporation or other entity must provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the bid to execute contracts on behalf of the corporation or other entity.
10.2 LATE SUBMISSION OF BIDS
Any submission of bids received after the due date and time specified in this RFB will not be considered.
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
10.3 ACCURACY OF BIDS; WITHDRAWAL OF BIDS
Proposers shall take all responsibility for any errors or omissions in their bids.
To withdraw a bid, the proposer must submit a written request to the Purchasing Manager via email at [email protected]. A hard copy of the request must also be mailed to the Purchasing Manager at 1444 W. Garvey Avenue S., Room 308, West Covina, CA 91790. The written request must be signed by the authorized representative of the proposer and must be submitted prior to the deadline for submitting bids.
Withdrawals will not be permitted after the deadline for submitting bids.
10.4 ADDENDUM TO THE RFB
Any modifications or changes to this RFB will be made by written addendum.
Addenda will be posted on the City’s PlanetBids page. No verbal modification will be binding on the City.
10.5 PROTEST PROCEDURES
All protests regarding the RFB process must be submitted in writing to the Purchasing Manager within five (5) business days following the opening of the bids. This includes all protests relating to advertising of the RFB, deadlines, bid opening, and any protests relating to alleged improprieties or ambiguities in the specifications. This requirement does not apply to protests relating to staff recommendations as to award of a contract. Protests relating to staff recommendations of award of a contract may be directed to the Purchasing Manager within three (3) business days of the posted agenda recommending award by City Council or receipt of notice of intent to award. City may post such notice of intent to award on the City’s PlanetBids portal.
City Council agendas are available for review at least 72 hours before City Council meetings, which are held on the first and third Tuesday of each month, at www.westcovina.org and at the City Clerk's Office, Room 317 in City Hall, 1444 W. Garvey Avenue South, West Covina, during normal business hours.
10.6 DISCLAIMERS AND RESERVATION OF RIGHTS
This RFB does not commit the City to award a contract. The City reserves, in its sole discretion, the right to reject any and all bids, the right to cancel or postpone the RFB or project in whole or in part at any time, the right to negotiate with any qualified proposer and the right to decline to award to any of the proposers. The City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
City reserves the right to waive any immaterial irregularities in a bid or a submission of a bid.
10.7 NOTICE REGARDING DISCLOSURE OF CONTENTS OF BIDS
All bids submitted in response to this RFB shall become the exclusive property of the City of West Covina and will be a matter of public record. Proposers must identify, in writing, the elements of the bid which proposer defines as business or trade secrets that are exempt from disclosure under the California Public Records Act (California Government Code Section 7920.000 et seq.) and plainly mark such items as “Trade Secret”, “Confidential”, or “Proprietary”.
Any proposer claiming such an exemption must identify the specific provision of the California Public Records Act that provides an exemption from disclosure for each item that the proposer claims is not subject to disclosure under said Act. Any proposer claiming such an exemption must also state in its bid that the proposer agrees to defend, indemnify and hold harmless the City and its officers, employees, agents and volunteers from any action brought against the City for its refusal to disclose such material, trade secrets and other proprietary information to any party making a request therefor. Any proposer who fails to include such a statement shall be deemed to have waived any right to an exemption from disclosure as provided by said Act. Any exemption request must be clearly marked as set forth above, and any blanket statement (i.e., regarding entire pages, documents, or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever.
If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.
Notwithstanding the foregoing, all bids submitted may be kept confidential until a contract is awarded.
10.8 BID VALIDITY PERIOD
Pricing, terms and conditions stated in the proposer’s response shall remain valid for 120 days from the date of submission of the bid to the City.
10.9 PRESS RELEASES
The selected vendor shall not issue any news or press releases relating to an award of contract resulting from this RFB or issue any advertising copy mentioning the City or quoting the opinion of any City official, officer or employee without prior written approval from the City Manager.
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
10.10 EVALUATION AND SELECTION PROCESS
In accordance with Section 2-334 of the West Covina Municipal Code, the City will award the contract to the lowest responsible bidder, as defined Section 2-327 of the West Covina Municipal Code. Price will be considered along with other factors, including, but not limited to, the ability, capacity and skill of the bidder to provide the services, whether the bidder can provide the services within the time specified, the bidder’s record of performance on previous orders or contracts for the City or other public entities, and the quality, availability and adaptability of the bidder’s services.
Bids will be ranked utilizing the following criteria:
Criteria Max Points
Proposed product compliance with specifications 30
Cost 40
Timeframe for delivery 30
Total 100
10.11 CAMPAIGN CONTRIBUTIONS
(a) Prohibited Contributions.
Pursuant to Section 2-404.1(a) of the West Covina Municipal Code:
No person who is an applicant or proposer to be a party to a city contract, or who is a party to a city contract, as defined in section 2-403, other affected party, or related persons, shall make a contribution to an individual holding city elective office where the city contract has a total anticipated or actual value of thirty thousand dollars ($30,000.00) or more, or a combination or series of such contracts or agreements having a value of thirty thousand dollars ($30,000.00) or more.
Further, pursuant to Section 2-404.1(c) of the West Covina Municipal Code:
No person acting as a subcontractor under a subcontract through a city contract, as defined in section 2-403, or related persons, shall make a contribution to a council member where an individual subcontract has a total anticipated or actual value of fifteen thousand dollars ($15,000.00) or more, or a combination or series of such individual subcontracts with the same subcontractor, for the same or different projects with the aggregate value of fifteen thousand dollars ($15,000.00) or more.
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
(b) Subcontractor Acknowledgement Form.
If a subcontractor is utilized for any part of the bid, then a completed Subcontractor Campaign Contributions Acknowledgement Form is required to be returned with bid.
10.12 CONFLICT OF INTEREST
City of West Covina employees are prohibited from participating in the selection process for this RFB if they have any financial or business relationship with any proposer. This RFB process will be conducted in compliance with all laws regarding political contributions, conflicts of interest, or unlawful activities, including, but not limited to, the City’s Conflict of Interest and Ethics Policy.
Proposers shall not offer, give or agree to give any City employee any gratuity or anything of value whatsoever in connection with this RFB. The offer or attempt to give any such gratuity or anything of value to any City employee will be cause for disqualification from participation in this RFB.
10.13 PERMITS AND LICENSES
The selected vendor and all of his/her/its employees or agents shall secure and maintain in force such licenses and permits as are required by law.
10.14 PRE-CONTRACTUAL EXPENSES
The City shall not be liable for any expenses incurred by potential vendors relating to the preparation or submission of bids. Pre-contractual expenses shall not be included in a proposer’s fee schedule. Pre-contractual expenses include, but are not limited to, expenses incurred by a proposer in:
Preparing a bid in response to this RFB.
Submitting a bid to the City.
Negotiating with the City in any manner related to the bid submitted. Any other expenses incurred by the proposer prior to the execution of a contract with the City, if any.
10.15 AGREEMENT TO CONDITIONS
Submission of a bid shall be deemed acceptance of all the terms set forth in this RFB unless the proposer includes with its bid, in writing, any conditions or exceptions requested by the proposer.
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
10.16 PIGGYBACKING OPTION
The City would like to make the same pricing structures available to other government agencies. Proposers shall indicate in their bid whether they agree to extend pricing to other agencies and for what length of time. Inclusion is not mandatory and will have no bearing on the contract award.
10.17 EXAMINATION OF SPECIFICATIONS
Proposers are expected to carefully examine the specifications set forth in this RFB and all attachments hereto. By submitting a bid, the proposer declares he/she/it has carefully reviewed all specifications and requirements set forth in this RFB, and that proposer will furnish all labor, materials, machinery, tools and equipment required to perform the services in accordance with the requirements of this RFB.
10.18 DEBARMENT AND SUSPENSION
Proposers may not be debarred or suspended or otherwise listed on the Excluded Parties List System (EPLS) in the General Services Administration System for Award Management (SAM). Proposers must include verification that the company as well as the company’s principals are not listed (are not debarred, suspended or otherwise ineligible) through the General Services Administration System for Award Management (sam.gov). Proposers must also enclose a printout of the search results that includes the record date.
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
ATTACHMENT A
STATEMENT OF NON-COLLUSION BY VENDOR
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
NON-COLLUSION DECLARATION TO BE EXECUTED BY
BIDDER AND SUBMITTED WITH BID
The undersigned declares:
I am the _____________________ of _____________________________, the party making the foregoing bid.
The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.
Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on __________[date], at ___________________________[city, state].
Firm _______________________________________
______________________________________
(Signature)
______________________________________
(Print Name & Title)
Street _______________________________________
City_______________________ State_____ Zip ___________
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
ATTACHMENT B
SUBCONTRACTOR CAMPAIGN CONTRIBUTION ACKNOWLEDGEMENT FORM (IF APPLICABLE)
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
SUBCONTRACTOR CAMPAIGN CONTRIBUTION
ACKNOWLEDGMENT FORM
Proposer [or Consultant] is required to identify any known subcontractor who will provide goods or services with an anticipated or actual value of $15,000 or more in connection with any contract which may be awarded pursuant to this Request for Bid if the proposed contract with the Proposer [or Consultant] has an anticipated or actual value of $30,000 or more.
By my signature below, I certify that as a subcontractor I reviewed and am in compliance with West Covina Municipal Code section 2-405.1(c), in reference to campaign contributions to any individual holding City elective office, and that I will comply with Section 2-405.1(c) at all times while providing services as a subcontractor.
CONTRACTOR:
Company: _____________________________
By: ___________________________________
Title: __________________________________
Date: _________________________________
SUBCONTRACTOR:
Company: _____________________________
By: ___________________________________
Title: _________________________________
Date: _________________________________
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
ATTACHMENT C
SAM.GOV DEBARMENT AND SUSPENSION VERIFICATION
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
How to Search Exclusion Information
Select “Search” from the header menu from any page on SAM.gov In the filters, under “Select Domain,” select “Entity Information, then select “Exclusions.”
Use the filters or keyword box to enter search criteria and see your results See sample below:
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
SAM.GOV DEBARMENT AND SUSPENSION VERIFICATION
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
ATTACHMENT D
BID PRICING
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
ATTACHMENT E
SPECIFICATIONS
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
ATTACHMENT E
Prior to receiving the one (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck, it will be inspected to ensure the vehicle meets the specifications. The new truck must be completely assembled, ready to operate, and serviced with FULL TANK OF FUEL by Bidder prior to acceptance by the City.
SPECIFICATIONS COMPLIANCE
The Bidder shall note their compliance with each specification in the box provided with an X or check mark. Each line item requires an X or check mark. Any specification left blank shall be considered a non-responsive Bid and will be rejected. Any deviations from the specifications or where submitted literature does not fully support the meeting of the specifications, must be clearly cited and explained by the Bidder in the comment section following the specifications. The City will be responsible for determining specifications compliance.
Yes No Each line specification requires checking either the Yes or No box.
Truck supplied shall be the manufacturer’s current production model and shall be bid with all of the standard equipment as specified in the manufacturer’s printed literature. In addition, the truck shall include the equipment shown on the subsequent specifications but may not be limited to said equipment.
Bidder shall quote purchase price to include manufacturer’s warranty for one (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck. The warranty shall commence upon acceptance of the completed vehicle by the City.
Truck must meet all current air quality standards, California Emission Control Regulations, all Federal Safety Standards, and Department of Motor Vehicle Regulations.
Bid shall include estimated delivery date of the one (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck. The estimated delivery date shall be 45 days or less from the date of bid award.
Total Bid Price includes California Tire Recycling Fee, DMV documentation fee for exempt license plates with, freight, delivery and sales tax charges for delivery to 91790.
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City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
DETAILED SPECIFICATIONS - SERVICE TRUCK (DUMP TRUCK)
CONDITION: NEW
MAKE: FORD
YEAR: 2024 /2025(NEW)
MODEL: F550
CLASS: CLASS 5 (GVW 16001 - 19500)
CATEGORY: DUMP TRUCK XL 135" WB CHASSIS
CAB TYPE: REGULAR CAB
FUEL TYPE: GASOLINE
AXLES: 4X4
SUSPENSION: SPRING
BRAKE TYPE: HYDRAULIC
ENGINE MODEL: 6.7L TURBO DIESEL V8 ENGINE
ENGINE SIZE: 6.7L
TRAILER GVWR: 18,000 lbs.
TRANSMISSION SPEED: 10
TRANSMISSION TYPE: AUTOMATIC
EXTERIOR COLOR: OXFORD WHITE
INTERIOR COLOR: MEDIUM EARTH GRAY CLOTH
DOORS: 2
EXTERIOR:
HEADLAMPS - AUTOLAMP(ON/OFF)
HEADLAMPS -WIPER ACTIVATED
TOW HOOKS
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
TRAILER SWAY CONTROL
TRAILER TOW WIRE HARNESS
WIPERS- INTERMITTENT
INTERIOR
60/40 REAR BENCH W/FLIP-UP/FLIP-DOWN W/ HEAD RSTRNT AIR COND,
MANUAL FRONT
BLACK VINYL FLOOR COVERING
OUTSIDE TEMP DISPLAY
PARTICULATE AIR FILTER
STEERING - TILT/TELESCOPIC
WHEEL WITH AUDIO
UPFITTER SWITCHES
VINYL SUN VISORS
FUNCTIONAL:
4-WHEEL ANTILOCK BRAKE SYS
FORDPASS CONNECT
HILL START ASSIST
JEWEL EFFECT HEADLAMPS
MONO BEAM COIL SPRING FRT
SUSPENSION W/SAB BAR
STABILIZERBAR, FRONT/REAR
SYNC® WITH APPLINK®
SAFETY/SECURITY:
ADVANCETRACTM WITH RSC®
AIRBAGS - SAFETY CANOPY®
BELT-MINDER CHIME
DRIVER/PASSENGER AIR BAGS
SOS POST-CRASH ALERT SYS
WARRANTY:
3YR/36,000 BUMPER / BUMPER
5YR/60,000 POWERTRAIN
5YR/60,000 ROADSIDE ASSIST
5YR/100,000 ENGINE
TO BE INCLUDED ON VEHICLE:
PREFERRED EQUIPMENT PKG.650A
10-SPEED AUTOMATIC
4.88 RATIO REGULAR AXLE
POWER EQUIPMENT GROUP
TELESCPNG TT MIRR-POWR/HTD SIG
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
XL DECOR PACKAGE
UPFITTER INTERFACE MODULE
PLATFORM RUNNING BOARDS
TIRE INFLATION MONITOR DELETE
4G LTE WI-FI HOTSPOT REMOVAL
18000 GVWR PAYLOAD PACKAGE
ENGINE BLOCK HEATER
50 STATE EMISSIONS
SPARE TIRE AND WHEEL
TRAILER BRAKE CONTROLLER
JACK
TRANS POWER TAKE-OFF PROVISION
UTILITY LIGHTING SYSTEM
HEAVY SERVICE FRONT SUSPENSION
ADVANCED SECURITY PACK REMOVAL
REAR VIEW CAMERA & PREP KIT
CLOTH 40/20/40 SEAT
XL VALUE PACKAGE
.CRUISE CONTROL
BODY: DUMP 10FT+ BOXES
11-FT 40-Rugby Dump Body with SR4016 Hoist & 1/4 Cab Shield (HAS 17 SIDES)
UNDERBED BOX 60"L X 18"H X 18"D
UNDERBED BOX MOUNT BRACKET KIT FOR DUMP BODY (EA BOX) MOUNT 11FT RUGBY DUMP BODY
RECEIVER CIASS VI LANDSCAPER - 20,000LB INCLUDES 2" INSERT 7 & 4 PRONG TRAILER CONNECTOR
REAR BACKP CAMERA INSTALL LABOR – 1ONLY (MBCK-UP-CAMLB1) ROLLUP TARP SPRING ASSIST FOR 12FT FLATBEO. 88"W EACH 1(14FT TARP)
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
THIS PAGE MUST BE COMPLETED AND RETURNED WITH THE BID
PROPOSAL FORMS
Specifications Compliance – Continued
Comments:
Bidder shall fully describe every variance, exception, and /or deviation. If none, please enter “NONE”
SPECIFICATIONS COMPLIANCE FORMS PREPARED BY:
BIDDER:__________________________________________________________ _______________________________________ ___________________ Signature Date
_______________________________________ ___________________ Name Printed Title
.
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
ATTACHMENT F
W-9
ADDENDUM TO RFP DOCUMENTS
Public Works
Department
Page | 1
REQUEST FOR PROPOSALS
ONE (1) NEW 2024/2025 MODEL FORD F-550 4X4 REGULAR CAB DUMP TRUCK Addendum No.: 1 Date of Addendum: June 18, 2025
RFP Number: 2025-16 Issued by: City of West Covina
SCOPE OF ADDENDUM
This addendum details additions/revisions to the RFP
Revision 1 – CHANGE/ADD
Change from:
DUMP TRUCK XL 135" WB CHASSIS
Change to:
DUMP TRUCK XL 145" WB CHASSIS
This addendum shall become part of the Proposer’s Proposal and acknowledgement of its receipt shall be included with the proposer’s proposal.
PROPOSER ______________________________________
NAME: ______________________________________
SIGNATURE: ______________________________________
TITLE: ______________________________________
ATTACHMENT NO. 3
BIDS
WC Performance Ford
Bid 1
Tim Moran Auto Group
Bid 2
Created in Master PDF Editor
City of West Covina
New 2025 F550 4X4
Stock# SDA19123
Salesperson: Ndidi Lewis- Fleet
06/19/2025 2:57 PM
Incentive programs and rebates are estimates, subject to change and verification. Tax Profile: 9.75% Tax
CASH PURCHASE
Market Value 75,745.00
Vehicle (after Savings) 72,745.00
Taxes / Fees 11,375.88
Due On Delivery 115,558.88
Sub Total 104,183.00
Optional Accessories 31,438.00
Discount Savings - 3,000.00
TAXES AND FEES
Document Prep Fee . . . . . . . . . . . . . . . .
License/Title . . . . . . . . . . . . . . . . . . . . . .
Other Fee . . . . . . . . . . . . . . . . . . . . . . . .
Tire/Battery/VTR . . . . . . . . . . . . . . . . . . .
Sales/Use Tax . . . . . . . . . . . . . . . . . . . . .
TOTAL . . . . . . . . . . . . . . . . . . . . . . . . . . .
PURCHASE DETAILS
Market Value . . . . . . . . . . . . . . . . . . . . . .
Discount Savings . . . . . . . . . . . . . . . . . . .
Net Vehicle Price . . . . . . . . . . . . . . . . . .
Optional Accessories . . . . . . . . . . . . . . . .
75,745.00
- 3,000.00
72,745.00
31,438.00
85.00 1,082.00
34.00 8.75
10,166.13
115,558.88
Optional Accessories: Scelzi Dump $31238, Delivery Fee $200 Payments for the vehicle without Optional Accessories are available upon request (excludes pre-installed items).
FOR INTERNAL USE ONLY 01.06.78.51
Interest Rates, Pricing, Rebates and Terms are estimates, subject to change and apply only on 06/19/2025.
Tim Moran Ford -- (951) 658-3181
© Copyright 2025 Guest Concepts, Inc. – All Rights Reserved Created in Master PDF Editor Created in Master PDF Editor Created in Master PDF Editor City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
ATTACHMENT E
Prior to receiving the one (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck, it will be inspected to ensure the vehicle meets the specifications. The new truck must be completely assembled, ready to operate, and serviced with FULL TANK OF FUEL by Bidder prior to acceptance by the City.
SPECIFICATIONS COMPLIANCE
The Bidder shall note their compliance with each specification in the box provided with an X or check mark. Each line item requires an X or check mark. Any specification left blank shall be considered a non-responsive Bid and will be rejected. Any deviations from the specifications or where submitted literature does not fully support the meeting of the specifications, must be clearly cited and explained by the Bidder in the comment section following the specifications. The City will be responsible for determining specifications compliance.
Yes No Each line specification requires checking either the Yes or No box.
Truck supplied shall be the manufacturer’s current production model and shall be bid with all of the standard equipment as specified in the manufacturer’s printed literature. In addition, the truck shall include the equipment shown on the subsequent specifications but may not be limited to said equipment.
Bidder shall quote purchase price to include manufacturer’s warranty for one (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck. The warranty shall commence upon acceptance of the completed vehicle by the City.
Truck must meet all current air quality standards, California Emission Control Regulations, all Federal Safety Standards, and Department of Motor Vehicle Regulations.
Bid shall include estimated delivery date of the one (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck. The estimated delivery date shall be 45 days or less from the date of bid award.
Total Bid Price includes California Tire Recycling Fee, DMV documentation fee for exempt license plates with, freight, delivery and sales tax charges for delivery to 91790.
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Created in Master PDF Editor Created in Master PDF Editor Created in Master PDF Editor City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
THIS PAGE MUST BE COMPLETED AND RETURNED WITH THE BID
PROPOSAL FORMS
Specifications Compliance – Continued
Comments:
Bidder shall fully describe every variance, exception, and /or deviation. If none, please enter “NONE”
CHASSIS CAB DRW/169
SPECIFICATIONS COMPLIANCE FORMS PREPARED BY:
BIDDER:__________________________________________________________ _______________________________________ ___________________ Signature Date
_______________________________________ ___________________ Name Printed Title
TMAG
NDIDI LEWIS 6/19/2025
Ndidi Lewis
FLEET MANAGER
XL CHROME PACKAGE
INTERIOR COLOR: VINYL 40/20/40 SEATS
Transwest Truck Center
Bid 3
Item Description UOM QTY Unit Price Line Total
F-550 4X4 Regular Cab Dump Truck EA 1
Sales Tax EA 1
Documentation Fee EA 1
Tire Fee (If Applicable) EA 1
Delivery Charge (If Applicable) EA 1
License & Registration Fee EA 1
Misc. charges, incentives etc.. EA 1
Grand Total
COMMENTS
By Transwest Truck Center
$85.00 $85.00
$12.25 $12.25
$250.00 $250.00
$34.00 $34.00
$96,204.71 $96,204.71
$0.00 $0.00
$9,379.96 $9,379.96
Sales tax calculated at 9.75%
Payment terms are Net 30
$105,965.92
Requested delivery date of 45 days after award of bid will not be possible with current Ford Factory order bank and production schedules. Current Ford Factory lead time and body upfit time (if an order is received at time of bid closing) is approximately 180 days, or Dec. 15 2025. All progress and scheduling will be communicated frequently for transparency.
Per addendum changing wheel base from 135" to 145", The actual wheel base required to accomodate an 11' body on an F550 needs to be 169", or 84" cab to to axle spacing. An 11' body will not fit on a 145" wheel base / 60" CA chassis.
FUEL TYPE to be diesel, not gasoline to comply with 6.7L Turbo Diesel V8 engine spec.
Interior 60/40 Rear Bench seat is not available on Regular cab truck spec.
Preferred Equipment package 650A has been revised to 660A package for 2026 F-550 XL
4.88 Ratio no longer available with Diesel Engine. Deepest available regular rear axle gear set is 4.10
-
-
-
-
-
-
- XL Decor package, We will be providing the XL Chrome Package. I believe this is the same thing, includes chrome Bumper & Grill, Fog Lights and remote start package - 4G LTE WI-FI Hotspot removal, this option to "delete" is not available for 2025 or 2026 - Utility Lighting System, this package or option is not available for 2025 or 2026 models, - Advanced Security Pack Removal, this package or option is not available for 2025 or 2026 models.
Optional, suggested items not found in the bid specs or included in our price:
- Transfercase Skid Plate $100.00
- Back-up Alarm $230.00
- All 6 Traction type tires $250.00
- 2 additional keys cut and programmed $475.00
Transwest Truck Center, LLC.
6/18/2025
Micah Radnich New Truck Salesperson
Warren Anderson Ford dba Fritts Ford
Bid 4
Chassis Only
Prices and content availability as shown are subject to change and should be treated as estimates only. Actual base vehicle, package and option pricing may vary from this estimate because of special local pricing, availability or pricing adjustments not reflected in the dealer’s computer system. See salesperson for the most current information.
Prepared by: Robert Wiltsey
06/19/2025 Fritts Ford | 8000 Auto Drive Riverside California | 925044193 2025 F-550 Chassis 4x4 SD Regular Cab 145" WB DRW XL (F5H) Price Level: 530 | Quote ID: 2025-16
As Configured Vehicle
Code Description MSRP
Base Vehicle
F5H Base Vehicle Price (F5H) $59,250.00
Packages
660A Order Code 660A N/C
Includes:
- Engine: 7.3L 2V DEVCT NA PFI V8 Gas
- 190 Amp Alternator
- Transmission: TorqShift 10-Speed Automatic
Includes SelectShift, selectable drive modes: normal, tow/haul, eco, slippery roads and off-road and transmission power take-off provision.
- 4.88 Axle Ratio
- GVWR: 18,000 lbs Payload Package
- Tires: 225/70Rx19.5G BSW A/P
- Wheels: 19.5" x 6" Argent Painted Steel
Hub covers/center ornaments not included.
- Radio: AM/FM Stereo w/MP3 Player
Includes 4 speakers.
- SYNC 4 Communication & Entertainment System
Includes enhanced voice recognition, 911 Assist, 8" LCD center stack screen, AppLink and 1 smart-charging USB port.
Powertrain
99N Engine: 7.3L 2V DEVCT NA PFI V8
Gas
Included
Includes:
- 190 Amp Alternator
44G Transmission: TorqShift 10-Speed
Automatic
Included
Includes SelectShift, selectable drive modes: normal, tow/haul, eco, slippery roads and off-road and transmission power take-off provision.
X48 4.88 Axle Ratio Included
STDGV GVWR: 18,000 lbs Payload Package Included
Wheels & Tires
TGJ Tires: 225/70Rx19.5G BSW A/P Included
64Z Wheels: 19.5" x 6" Argent Painted
Steel
Included
Hub covers/center ornaments not included.
512 Spare Tire & Wheel $350.00
Required in Rhode Island.
1 Prices and content availability as shown are subject to change and should be treated as estimates only. Actual base vehicle, package and option pricing may vary from this estimate because of special local pricing, availability or pricing adjustments not reflected in the dealer’s computer system. See salesperson for the most current information.
Prepared by: Robert Wiltsey
06/19/2025 Fritts Ford | 8000 Auto Drive Riverside California | 925044193 2025 F-550 Chassis 4x4 SD Regular Cab 145" WB DRW XL (F5H) Price Level: 530 | Quote ID: 2025-16
As Configured Vehicle (cont'd)
Code Description MSRP
Excludes carrier.
Includes:
- 6-Ton Hydraulic Jack
Seats & Seat Trim
1 Cloth 40/20/40 Split Bench Seat $100.00
Includes center armrest, cupholder, storage and driver's side manual lumbar.
Other Options
PAINT Monotone Paint Application STD
145WB 145" Wheelbase STD
STDRD Radio: AM/FM Stereo w/MP3 Player Included
Includes 4 speakers.
Includes:
- SYNC 4 Communication & Entertainment System
Includes enhanced voice recognition, 911 Assist, 8" LCD center stack screen, AppLink and 1 smart-charging USB port.
96V XL Chrome Package $325.00
Includes:
- Chrome Front Bumper
- Bright Grille
- Remote Start
- Halogen Fog Lamps
67P Extra Heavy-Duty Front End
Suspension - 7,500 GAWR
$285.00
Includes upgraded front axle and max 7,500 lbs. Front springs/GAWR rating for configuration selected. Incomplete vehicle package - requires further manufacture and certification by a final stage manufacturer.
41H Engine Block Heater $190.00
61J 6-Ton Hydraulic Jack Included
18B Platform Running Boards $320.00
872 Rear View Camera & Prep Kit $515.00
Pre-installed content includes cab wiring and frame wiring to the rear most cross member. Upfitters kit includes camera with mounting bracket, 20' jumper wire and camera mounting/aiming instructions.
52B Trailer Brake Controller $300.00
Fleet Options
2 Prices and content availability as shown are subject to change and should be treated as estimates only. Actual base vehicle, package and option pricing may vary from this estimate because of special local pricing, availability or pricing adjustments not reflected in the dealer’s computer system. See salesperson for the most current information.
Prepared by: Robert Wiltsey
06/19/2025 Fritts Ford | 8000 Auto Drive Riverside California | 925044193 2025 F-550 Chassis 4x4 SD Regular Cab 145" WB DRW XL (F5H) Price Level: 530 | Quote ID: 2025-16
As Configured Vehicle (cont'd)
Code Description MSRP
WARANT Fleet Customer Powertrain Limited
Warranty
N/C
Requires valid FIN code.
Ford is increasing the 5-year 60,000-mile limited powertrain warranty to 5-years, 100,000 miles.
Only Fleet purchasers with a valid Fleet Identification Number (FIN code) will receive the extended warranty. When the sale is entered into the sales reporting system with a sales type fleet along with a valid FIN code, the warranty extension will automatically be added to the vehicle. The extension will stay with the vehicle even if it is subsequently sold to a non-fleet customer before the expiration.
This extension applies to both gas and diesel powertrains. Dealers can check for the warranty extension on eligible fleet vehicles in OASIS. Please refer to the Warranty and Policy Manual section 3.13.00 Gas Engine Commercial Warranty. This change will also be reflected in the printed Warranty Guided distributed with the purchase of every new vehicle.
Emissions
425 50-State Emissions System STD
Exterior Color
Z1_01 Oxford White N/C
Interior Color
1S_06 Medium Dark Slate w/Cloth 40/20/40
Split Bench Seat
N/C
SUBTOTAL $61,635.00
Destination Charge $2,095.00
TOTAL $63,730.00
3 Prices and content availability as shown are subject to change and should be treated as estimates only. Actual base vehicle, package and option pricing may vary from this estimate because of special local pricing, availability or pricing adjustments not reflected in the dealer’s computer system. See salesperson for the most current information.
Prepared by: Robert Wiltsey
06/19/2025 Fritts Ford | 8000 Auto Drive Riverside California | 925044193 2025 F-550 Chassis 4x4 SD Regular Cab 145" WB DRW XL (F5H) Price Level: 530 | Quote ID: 2025-16
Pricing Summary - Single Vehicle
MSRP
Vehicle Pricing
Base Vehicle Price $59,250.00
Options $2,385.00
Colors $0.00
Upfitting $0.00
Fleet Discount $0.00
Fuel Charge $0.00
Destination Charge $2,095.00
Total $63,730.00
Customer Signature Acceptance Date
4 x
x
x
x
x
210 Days from PO
No Heated Side Mirrors
Comes with 5G Wi-Fi
No Advance Security Pack Removal
Scelzi Dump Body for Rugby Dump Body
18,000 lb Hitch Warren Anderson Ford DBA Fritts Ford Robert Wiltsey 6-19-2025 PFVT Motors LLC dba Peoria Ford
Bid 5
Chassis Only
PFVT MOTORS, LLC. Quote
9130 West Bell Road Date
Valid Until
Contract
PO
Lead Time
City of West Covina 1444 W. Garvey Avenue S 1444 W. Garvey Avenue S Jazmin Hernandez Room 308 Room 308
(626) 939-8705 West Covina, CA 91790 West Covina
[email protected]
Ford FIN: QC627
F550 4X4 CHASSIS CAB DRW/145$59625
145 INCH WHEELBASE$0
TOTAL BASE VEHICLE$59625
OXFORD WHITE$0
CLOTH 40/20/40 SEAT$100
MEDIUM DARK SLATE$0
PREFERRED EQUIPMENT PKG.660A$0
.XL TRIM$0
.AIR CONDITIONING -- CFC FREE$0
.AM/FM STEREO MP3/CLK$0
6.7L POWER STROKE V8 DIESEL$10995
10-SPEED AUTO TORQSHIFT$0
225/70R19.5G BSW ALL POSITION$0
4.10 RATIO NON LTD SLIP AXLE$0
FORD FLEET SPECIAL ADJUSTMENT$0
PLATFORM RUNNING BOARDS$320
18000# GVWR PACKAGE$0
ENGINE BLOCK HEATER$190
50 STATE EMISSIONS$0
SPARE TIRE AND WHEEL$350
TRAILER BRAKE CONTROLLER$300
SIRIUSXM W/360L (3 MOS TRIAL)$0
JACK$0
40 GAL AFT OF AXLE FUEL TNK$0
HEAVY SERVICE FRONT SUSPENSION$125
DUAL BATTERY$0
REAR VIEW CAMERA & PREP KIT$515
CONN PKG: 1 YR INCL W/FORD APP$0
SPECIAL DEALER ACCOUNT ADJUSTM$0
SPECIAL FLEET ACCOUNT CREDIT$0
FUEL CHARGE$0
NET INVOICE FLEET OPTION (B4A)$0
PRICED DORA$0
ADVERTISING ASSESSMENT$0
DESTINATION & DELIVERY$2195
Phase 1 discount applied 13.00%
Add: Sun Country quote
Ford Destination & Delivery
Arizona tax exempt with out of state delivery
Shipping to West Covina, CA 359 miles
Unit(s) will be ordered once approved
Vehicle Registration not included
6/19/2025
6/24/2025
CTR059322 - AZ STATE
2-4 Months
2025-16 2026 F-550 (F5H) 4x4 Reg Chas Cab DRW MSRP $72,520.00 $19,234.39
$2,195.00
Subtotal $84,521.79
Sales Tax 9.75% $8,240.87
Tire Tax 5 $11.65
Extended Warranty $0.00
Flooring $0.00
Freight / Delivery $500.00
Docs & Registration $254.00
Total Per Unit $93,528.31
Quantity of Units 1
If you have any questions concerning this quote, contact Wesley Boswell 9130 W Bell Road, Peoria AZ 85382
480-696-5930 - [email protected]
Peoria, AZ 85382
Wesley Boswell
Government Account Team
Direct: 480-696-5930
Customer: Invoice Address: Delivery Address:
Customer unit number Description Line Total
-$9,427.60
Special Notes and Instructions
PO Total $93,528.31
Signature
Print Name
Date
Thank you for your business!
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
ATTACHMENT E
Prior to receiving the one (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck, it will be inspected to ensure the vehicle meets the specifications. The new truck must be completely assembled, ready to operate, and serviced with FULL TANK OF FUEL by Bidder prior to acceptance by the City.
SPECIFICATIONS COMPLIANCE
The Bidder shall note their compliance with each specification in the box provided with an X or check mark. Each line item requires an X or check mark. Any specification left blank shall be considered a non-responsive Bid and will be rejected. Any deviations from the specifications or where submitted literature does not fully support the meeting of the specifications, must be clearly cited and explained by the Bidder in the comment section following the specifications. The City will be responsible for determining specifications compliance.
Yes No Each line specification requires checking either the Yes or No box.
Truck supplied shall be the manufacturer’s current production model and shall be bid with all of the standard equipment as specified in the manufacturer’s printed literature. In addition, the truck shall include the equipment shown on the subsequent specifications but may not be limited to said equipment.
Bidder shall quote purchase price to include manufacturer’s warranty for one (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck. The warranty shall commence upon acceptance of the completed vehicle by the City.
Truck must meet all current air quality standards, California Emission Control Regulations, all Federal Safety Standards, and Department of Motor Vehicle Regulations.
Bid shall include estimated delivery date of the one (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck. The estimated delivery date shall be 45 days or less from the date of bid award.
Total Bid Price includes California Tire Recycling Fee, DMV documentation fee for exempt license plates with, freight, delivery and sales tax charges for delivery to 91790.
a
a
a
a
a a
City of West Covina Request for Bids
One (1) New 2024/2025 Model Ford F-550 4X4 Regular Cab Dump Truck
THIS PAGE MUST BE COMPLETED AND RETURNED WITH THE BID
PROPOSAL FORMS
Specifications Compliance – Continued
Comments:
Bidder shall fully describe every variance, exception, and /or deviation. If none, please enter “NONE”
SPECIFICATIONS COMPLIANCE FORMS PREPARED BY:
BIDDER:__________________________________________________________ _______________________________________ ___________________ Signature Date
_______________________________________ ___________________ Name Printed Title
Wheel base is 145" not 135" as specified.
PFVT Motors, LLC dba Peoria Ford
Wesley Boswell
06/19/2025
Government Account Manager
AGENDA ITEM NO. 12
AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: August 19, 2025
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF AUTHORIZATION TO PURCHASE TPMT HYDRAULIC
DRIVEN AIRLESS PUMP SPRAY SYSTEM FOR INSTALLATION ON TRUCK CHASSIS RECOMMENDATION:
It is recommended that the City Council:
Authorize the purchase of a TPMT Hydraulic Driven Airless Pump Spray System, to be installed on a City-purchased truck chassis, from Roadline Products, Inc. in the amount of $159,411.88, including equipment, installation, and applicable taxes and fees.
1. Authorize the Acting City Manager to execute the purchase order and/or agreement required for the purchase.
2. 3. Adopt the following resolution:
RESOLUTION NO. 2025-66 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST
COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL YEAR COMMENCING JULY 1, 2025 AND ENDING JUNE 30, 2026 (TPMT HYDRAULIC DRIVEN
AIRLESS PUMP SPRAY SYSTEM)
BACKGROUND:
The Public Works Fleet Services Division maintains and installs roadway striping and markings throughout the City using specialized paint truck equipment. The current 2008 paint truck and paint system is outdated and no longer functional and a new airless pump system is needed.
The first phase of the paint truck assembly is the purchase of the truck chassis, which is presented under a separate staff report. To complete the equipment replacement, the City must purchase a pump spray system compatible for installation on the new truck chassis. This purchase represents the second phase of the paint truck assembly, which consists of the installation of a compatible airless pump system specifically designed for roadway paint application.
Funds have been identified and authorized by Metro Measure M for the replacement of the paint truck, including the chassis and airless pump system, in an amount not-to-exceed $250,000.
DISCUSSION:
Staff identified the TMPT Hydraulic-Driven Airless Pump System as the preferred unit for installation.
This system will be mounted directly to the City-purchased new Ford Super Duty F-450 truck chassis, requested under a separate staff report.
Staff issued Request for Bids (RFB No. 2025-15) on June 4, 2025. The RFB was advertised on West Covina’s e-procurement portal, PlanetBids, to ensure competitive pricing and adherence to the City's procurement policies that meet the operational specifications and safety standards required by the department. The bidding period closed on June 19, 2025.
Roadline Products, Inc. provided the only bid, which was determined to be responsive, for a total of $159,412, including delivery and applicable taxes. The system meets all technical and safety specifications required for public works operations.
Staff recommends the City Council authorize the purchase using Measure M funds and approve the associated budget amendment.
LEGAL REVIEW:
The City Attorney's Office has reviewed the resolution and approved it as to form.
OPTIONS:
The City Council has the following options:
1. Approve staff’s recommendation; or
2. Provide other direction.
Prepared by: Renee M. G. Chavez, Management Analyst I
Additional Approval: Roxanne E. Lerma, Assistant City Manager Fiscal Impact
FISCAL IMPACT:
The total estimated cost of upfitting of the paint truck with the TPMT Hydraulic-Driven Airless Pump System is $159,412. Funding for this acquisition will be provided through authorized Metro Measure M Funds. A budget amendment is required to appropriate the necessary funds into the Public Works Department’s Fleet Replacement Account.
The proposed resolution includes a budget amendment (see Attachment No. 3) that will appropriate the funds and authorize the use of Measure M funds (Fund 235).
Fund Name Account Number Budget Budget Increase Revised Budget 235 Measure M 235.503.80.8800.00.71.71700 $0 $160,000 $160,000 There is no impact on the City’s General Fund as this purchase will be fully funded by restricted funds through Metro Measure M Funds.
Chassis procurement is covered under separate staff report and is not included in this cost.
Attachments
ATTACHMENT NO. 1 - RFB 2025-13 NEW VERSALIFT SST-40-EIH-02, INSULATED 40 FT ARTICULATING, TELESCOPIC AERIAL PLATFORM LIFT, 45 FT WKNG HT ATTACHMENT NO. 2 BID ROADLINE PRODUCTS
ATTACHMENT NO. 3 - RESOLUTION NO. 2025-66
CITY COUNCIL GOALS & OBJECTIVES: Achieve Fiscal Sustainability and Financial Stability A Well-Planned Community
Enhance City Image and Effectiveness
ATTACHMENT NO. 1
City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
Bids must be submitted no later than 3:00 pm on June 19, 2025. Submissions received after this deadline will be rejected. Submissions by facsimile or electronic mail will not be accepted.
Submission of a bid shall constitute acknowledgment and acceptance of all terms and conditions contained in this RFB and all exhibits and attachments hereto.
4. CONTACT WITH CITY OFFICIALS AND REPRESENTATIVES
The sole City Representative as contact person for all questions and matters regarding this RFB is Jazmin Hernandez, Purchasing Manager. The City Representative can be reached via e-mail at [email protected] or by phone at (626) 939-8705. Proposers that contact any City official or representative other than the designated City Representative as set forth in this RFB may be disqualified with no further consideration given to the bid submitted.
All questions regarding the specifications in this RFB are required to be addressed via City’s PlanetBids site by the designated date and time. Responses will be posted on the City’s PlanetBids site.
5. BACKGROUND
The City of West Covina is located in the San Gabriel Valley, 20 miles east of downtown Los Angeles and 15 miles north of Orange County. Incorporated as a general law city in 1923, the City operates under the council/manager form of government. The City’s 16 square miles flourished with walnut groves and orange groves for many decades. The City has developed into a commercial and residential community, with a population currently estimated at about 110,200 residents.
6. SPECIFICATIONS
The specifications are described in Attachment E of this RFB.
7. BID FORMAT
A bid response to this RFB shall consist of the following:
a. Bid Pricing – Bid price must include complete all required equipment, in-service items, and installation as stated in the specification. Attach bid as Attachment D.
The City will only accept bid pricing that is submitted online within the PlanetBids system by the bid due date and time. Bid pricing submitted by any other method will not be accepted. No exceptions.
City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
b. Supporting Documents – Set of descriptive information to include specifications, catalogs, drawings, and manufacturer warranty, if applicable, for equipment proposed as outlined in Specification.
c. Required Forms:
Statement of Non-Collusion by Contractor (Attachment A) Subcontractor Campaign Contribution Acknowledgement Form, If applicable (Attachment B)
Sam.gov Verification–Debarment & Suspension Verification (Attachment C)
Bid Pricing (Attachment D)
Specifications Compliance Forms (Attachment E)
W-9 (Attachment F)
Supporting documents must be uploaded as attachments within the bidding system. Bid may be deemed non-responsive for failure to submit supporting documents with the bid or as requested by the City.
8. DELIVERY SCHEDULE
The City will take delivery as soon as vehicles become available, but no later than 6 months upon receipt of Ford F-450 Chassis.
Delivery shall be made Monday through Thursday only, between 7:00 am and 4:00 pm.
9. WARRANTY
The manufacturer’s standard warranty shall apply to all equipment procured against this specification.
10. TERMS AND CONDITIONS OF RFB
10.1 SIGNED SUBMISSION OF BIDS
Each bid must be signed in longhand by the person or persons legally authorized to bind the proposer to the bid and contracts. The name and title of each person signing shall be typed or printed below that person’s signature. Upon request of the City, the corporation or other entity must provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the bid to execute contracts on behalf of the corporation or other entity.
10.2 LATE SUBMISSION OF BIDS
Any submission of bids received after the due date and time specified in this RFB will not be considered.
City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
10.3 ACCURACY OF BIDS; WITHDRAWAL OF BIDS
Proposers shall take all responsibility for any errors or omissions in their bids.
To withdraw a bid, the proposer must submit a written request to the Purchasing Manager via email at [email protected]. A hard copy of the request must also be mailed to the Purchasing Manager at 1444 W. Garvey Avenue S., Room 308, West Covina, CA 91790. The written request must be signed by the authorized representative of the proposer and must be submitted prior to the deadline for submitting bids.
Withdrawals will not be permitted after the deadline for submitting bids.
10.4 ADDENDUM TO THE RFB
Any modifications or changes to this RFB will be made by written addendum.
Addenda will be posted on the City’s PlanetBids page. No verbal modification will be binding on the City.
10.5 PROTEST PROCEDURES
All protests regarding the RFB process must be submitted in writing to the Purchasing Manager within five (5) business days following the opening of the bids. This includes all protests relating to advertising of the RFB, deadlines, bid opening, and any protests relating to alleged improprieties or ambiguities in the specifications. This requirement does not apply to protests relating to staff recommendations as to award of a contract. Protests relating to staff recommendations of award of a contract may be directed to the Purchasing Manager within three (3) business days of the posted agenda recommending award by City Council or receipt of notice of intent to award. City may post such notice of intent to award on the City’s PlanetBids portal.
City Council agendas are available for review at least 72 hours before City Council meetings, which are held on the first and third Tuesday of each month, at www.westcovina.org and at the City Clerk's Office, Room 317 in City Hall, 1444 W. Garvey Avenue South, West Covina, during normal business hours.
10.6 DISCLAIMERS AND RESERVATION OF RIGHTS
This RFB does not commit the City to award a contract. The City reserves, in its sole discretion, the right to reject any and all bids, the right to cancel or postpone the RFB or project in whole or in part at any time, the right to negotiate with any qualified proposer and the right to decline to award to any of the proposers. The City reserves the right to waive any immaterial irregularities in a bid or a submission of a bid.
City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
10.7 NOTICE REGARDING DISCLOSURE OF CONTENTS OF BIDS
All bids submitted in response to this RFB shall become the exclusive property of the City of West Covina and will be a matter of public record. Proposers must identify, in writing, the elements of the bid which proposer defines as business or trade secrets that are exempt from disclosure under the California Public Records Act (California Government Code Section 7920.000 et seq.) and plainly mark such items as “Trade Secret”, “Confidential”, or “Proprietary”.
Any proposer claiming such an exemption must identify the specific provision of the California Public Records Act that provides an exemption from disclosure for each item that the proposer claims is not subject to disclosure under said Act. Any proposer claiming such an exemption must also state in its bid that the proposer agrees to defend, indemnify and hold harmless the City and its officers, employees, agents and volunteers from any action brought against the City for its refusal to disclose such material, trade secrets and other proprietary information to any party making a request therefor. Any proposer who fails to include such a statement shall be deemed to have waived any right to an exemption from disclosure as provided by said Act. Any exemption request must be clearly marked as set forth above, and any blanket statement (i.e., regarding entire pages, documents, or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever.
If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.
Notwithstanding the foregoing, all bids submitted may be kept confidential until a contract is awarded.
10.8 BID VALIDITY PERIOD
Pricing, terms and conditions stated in the proposer’s response shall remain valid for 120 days from the date of submission of the bid to the City.
10.9 PRESS RELEASES
The selected vendor shall not issue any news or press releases relating to an award of contract resulting from this RFB or issue any advertising copy mentioning the City or quoting the opinion of any City official, officer or employee without prior written approval from the City Manager.
City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
10.10 EVALUATION AND SELECTION PROCESS
In accordance with Section 2-334 of the West Covina Municipal Code, the City will award the contract to the lowest responsible bidder, as defined Section 2-327 of the West Covina Municipal Code. Price will be considered along with other factors, including, but not limited to, the ability, capacity and skill of the bidder to provide the services, whether the bidder can provide the services within the time specified, the bidder’s record of performance on previous orders or contracts for the City or other public entities, and the quality, availability and adaptability of the bidder’s services.
Bids will be ranked utilizing the following criteria:
Criteria Max Points
Proposed product compliance with
specifications
30 Cost 40
Timeframe for delivery 30
Total 100
10.11 CAMPAIGN CONTRIBUTIONS
(a) Prohibited Contributions.
Pursuant to Section 2-404.1(a) of the West Covina Municipal Code:
No person who is an applicant or proposer to be a party to a city contract, or who is a party to a city contract, as defined in section 2-403, other affected party, or related persons, shall make a contribution to an individual holding city elective office where the city contract has a total anticipated or actual value of thirty thousand dollars ($30,000.00) or more, or a combination or series of such contracts or agreements having a value of thirty thousand dollars ($30,000.00) or more.
Further, pursuant to Section 2-404.1(c) of the West Covina Municipal Code:
No person acting as a subcontractor under a subcontract through a city contract, as defined in section 2-403, or related persons, shall make a contribution to a council member where an individual subcontract has a total anticipated or actual value of fifteen thousand dollars ($15,000.00) or more, or a combination or series of such individual subcontracts with the same subcontractor, for the same or different projects with the aggregate value of fifteen thousand dollars ($15,000.00) or more.
City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
(b) Subcontractor Acknowledgement Form.
If a subcontractor is utilized for any part of the bid, then a completed Subcontractor Campaign Contributions Acknowledgement Form is required to be returned with bid.
10.12 CONFLICT OF INTEREST
City of West Covina employees are prohibited from participating in the selection process for this RFB if they have any financial or business relationship with any proposer. This RFB process will be conducted in compliance with all laws regarding political contributions, conflicts of interest, or unlawful activities, including, but not limited to, the City’s Conflict of Interest and Ethics Policy.
Proposers shall not offer, give or agree to give any City employee any gratuity or anything of value whatsoever in connection with this RFB. The offer or attempt to give any such gratuity or anything of value to any City employee will be cause for disqualification from participation in this RFB.
10.13 PERMITS AND LICENSES
The selected vendor and all of his/her/its employees or agents shall secure and maintain in force such licenses and permits as are required by law.
10.14 PRE-CONTRACTUAL EXPENSES
The City shall not be liable for any expenses incurred by potential vendors relating to the preparation or submission of bids. Pre-contractual expenses shall not be included in a proposer’s fee schedule. Pre-contractual expenses include, but are not limited to, expenses incurred by a proposer in:
Preparing a bid in response to this RFB;
Submitting a bid to the City;
Negotiating with the City in any manner related to the bid submitted; Any other expenses incurred by the proposer prior to the execution of a contract with the City, if any.
10.15 AGREEMENT TO CONDITIONS
Submission of a bid shall be deemed acceptance of all the terms set forth in this RFB unless the proposer includes with its bid, in writing, any conditions or exceptions requested by the proposer.
City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
10.16 PIGGYBACKING OPTION
The City would like to make the same pricing structures available to other government agencies. Proposers shall indicate in their bid whether they agree to extend pricing to other agencies and for what length of time. Inclusion is not mandatory and will have no bearing on the contract award.
10.17 EXAMINATION OF SPECIFICATIONS
Proposers are expected to carefully examine the specifications set forth in this RFB and all attachments hereto. By submitting a bid, the proposer declares he/she/it has carefully reviewed all specifications and requirements set forth in this RFB, and that proposer will furnish all labor, materials, machinery, tools and equipment required to perform the services in accordance with the requirements of this RFB.
10.18 DEBARMENT AND SUSPENSION
Proposers may not be debarred or suspended or otherwise listed on the Excluded Parties List System (EPLS) in the General Services Administration System for Award Management (SAM). Proposers must include verification that the company as well as the company’s principals are not listed (are not debarred, suspended or otherwise ineligible) through the General Services Administration System for Award Management (sam.gov). Proposers must also enclose a printout of the search results that includes the record date.
City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
ATTACHMENT A
STATEMENT OF NON-COLLUSION BY CONTRACTOR
City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
NON-COLLUSION DECLARATION TO BE EXECUTED BY
BIDDER AND SUBMITTED WITH BID
The undersigned declares:
I am the _____________________ of _____________________________, the party making the foregoing bid.
The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.
Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on __________[date], at ___________________________[city, state].
Firm _______________________________________
______________________________________
(Signature)
______________________________________
(Print Name & Title)
Street _______________________________________
City_______________________ State_____ Zip ___________
City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
ATTACHMENT B
SUBCONTRACTOR CAMPAIGN CONTRIBUTION ACKNOWLEDGEMENT FORM (IF APPLICABLE)
City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
SUBCONTRACTOR CAMPAIGN CONTRIBUTION
ACKNOWLEDGMENT FORM
Proposer [or Consultant] is required to identify any known subcontractor who will provide goods or services with an anticipated or actual value of $15,000 or more in connection with any contract which may be awarded pursuant to this Request for Bid if the proposed contract with the Proposer [or Consultant] has an anticipated or actual value of $30,000 or more.
By my signature below, I certify that as a subcontractor I reviewed and am in compliance with West Covina Municipal Code section 2-405.1(c), in reference to campaign contributions to any individual holding City elective office, and that I will comply with Section 2-405.1(c) at all times while providing services as a subcontractor.
CONTRACTOR:
Company: _____________________________
By: ___________________________________
Title: __________________________________
Date: _________________________________
SUBCONTRACTOR:
Company: _____________________________
By: ___________________________________
Title: _________________________________
Date: _________________________________
City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
ATTACHMENT C
SAM.GOV DEBARMENT AND SUSPENSION VERIFICATION
City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
How to Search Exclusion Information
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City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
SAM.GOV DEBARMENT AND SUSPENSION VERIFICATION
City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
ATTACHMENT D
BID PRICING
City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
ATTACHMENT E
Prior to receiving the TPMT Hydraulic Driven Airless Pump Spray System, it will be inspected to ensure the equipment meets the specifications. The truck must be completely assembled, ready to operate by Bidder prior to acceptance by the City.
SPECIFICATIONS COMPLIANCE
The Bidder shall note their compliance with each specification in the box provided with an X or check mark. Each line item requires an X or check mark. Any specification left blank shall be considered a non-responsive Bid and will be rejected. Any deviations from the specifications or where submitted literature does not fully support the meeting of the specifications, must be clearly cited and explained by the Bidder in the comment section following the specifications. The City will be responsible for determining specifications compliance.
Yes No Each line specification requires checking either the Yes or No box.
Equipment supplied shall be the manufacturer’s current production model and shall be bid with all of the standard equipment as specified in the manufacturer’s printed literature. In addition, the Airless Pump Spray System shall include the equipment shown on the subsequent specifications but may not be limited to said equipment.
Bidder shall quote purchase price to include manufacturer’s warranty for (1) TPMT Hydraulic Driven Airless Pump Spray System. The warranty shall commence upon acceptance of the completed vehicle by the City.
Bid shall include estimated delivery date of the completed installation of the Airless Pump Spray System on the (1) 2024/2005 Ford Super Duty F450 DRW XL 2WD Reg Cab 169" WB 84" CA truck chassis that will be provided. The estimated delivery date shall be six (6) months or less from the date of bid award.
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City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
DETAILED SPECIFICATIONS:
The TPMT paint system shall be hydraulic in its operation and shall spray paint by the airless method. The truck will carry all necessary materials for traffic control stenciling including paint, stencils, and cones in a neat and organized fashion. The vehicle must meet all CAL-OSHA requirements in effect at the time of bidding. Any exceptions must be clearly spelled out.
BODY:
The body is to be all steel construction and measure a minimum of 135” long by 95” wide.
Frame shall consist of “box” construction. Deck to be 1/8” diamond plate sloped sufficiently to prevent standing liquids. Headboard to extend 20” above deck. Frame to incorporate 2” x 2” square tubing & 2” angle crossmembers. Side skirts of 12-gauge steel.
A toolbox under the left side (street side) will be approximately 9 cubic feet. Toolbox doors must be double wall doors with synthetic weather strip seals. Latches to be spring loaded, striker plate type with “T” handles. Doors to be side hinged. Service access doors to provide ease of access to hose reel and toolbox compartments. The minimum door size is 30” x 18”. Access doors smaller than these minimums will not be accepted.
Additionally, in the top access door to the hose reel compartment there shall be a cut out for each spray gun allowing the gun to be locked in the hose reel compartment without disconnecting the gun from the paint hose.
PAINT STORAGE:
Seven bucket paint well to be installed on passenger side. ¼” rubber mat (to prevent 5- gallon paint cans from shifting) to be installed. Paint storage well to be drilled for drainage.
GUN SOLVENT BATH:
Dual recessed 3 ½ ” (min) diameter paint gun solvent bath holsters to be included in the rear panel. These holsters must be removable for easy cleaning.
HYDRAULIC RESERVOIR:
The hydraulic reservoir is to have a 30-gallon capacity. It shall be an integral part of body headboard. It shall be mounted above the piston pump to prevent positive head.
Reservoir shall have incorporated into it a vent, oil filler plug, oil drain plug, and oil level sight gauge. Bolt on hydraulic reservoir tanks will not be accepted.
HYDRAULIC SYSTEM:
A MINIMUM 12.0 GPM 1000 RPM hydraulic gear pump with A mobile Power Take Off is to be provided. There shall be a 10-micron return line spin on oil filter. One 1000-PSI maximum adjustable pressure regulator with gauge (0-2000 PSI) and one 0-2000 PSI gauge for each pump to be furnished. Cab manufactures switch to raise engine speed City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
plus switches by pump and reels to be included. All hoses, piping, and fittings are to be SAE hydraulic rated.
BODY LIGHTS:
Combination stop/turn lights, clearance lights, and side marker lights to be furnished. All lights and reflectors to conform to Federal Motor Vehicle safety standard 108 made waterproof. Rear lights to be recessed in body. Two seal beam lights will be mounted on the truck; one will illuminate the paint well area, the other the tailgate work area. A toggle switch will be located in the cab to turn these lights on and off.
STENCIL RACK:
A stencil rack constructed of 1” square steel tubing to accommodate 20 stencils stacked on edge to a height of 36” will be provided. Each space will be 1 ¾” in width. Four additional spaces open at the top will be included in the rack. A stencil deck roller and stop will be incorporated into the rack. The rack shall be attached to the deck by a minimum of 4 rust proof bolts and nuts.
BUMPER:
A rear bumper shall extend across the full width of the vehicle and shall protrude a minimum of 13.5”. The rear bumper shall be constructed of diamond plate steel and painted the color of the vehicle.
PAINT SPRAY SYSTEM:
Three (3) SPEEFLO 989-002 Hydraulic Airless Paint Spray Systems (no other brand of pump will be accepted) to be furnished. Each system to include Airless pump with hard chrome over steel lowers, suction hose and tube for 5-gallon paint pail, hydraulic connection hose, high pressure needle valve, 50 mesh paint filter and manifold, high pressure (3300 PSI) connection hose. All hoses, fittings, valves, and connections shall be pressure tested to 3300 PSI. Pumps to be mounted on the curbside of headboard.
HOSE REEL AND GUN:
Three (3) spring rewind hose reels with 50’ each of ¼” high pressure (3300 PSI) static grounded hose, hose ball stops, and 3’ whip end hose to be furnished. Graco 288421 Contractor Guns with 12” gun extensions and Zip Tip systems included with each system.
Fluid hose reels to be mounted on curbside. Dual hose roller assemblies mounted in the rear body panel. Drain holes to be provided for all cabinet spaces.
ARROWBOARD:
A 36” x 72” Tri function, 25 light arrow board with a cab mounted remote control is to be provided. The arrow board must come with an electric lift. Arrow board to be mounted above headboard so as to be clearly visible.
City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
PAINT:
Truck to be painted with one prime coat and one finish coat of manufactures standard white. All parts to be painted shall be thoroughly cleaned of all weld splatter, slag, scale, and other foreign matter prior to painting. The unit to be undercoated throughout. Stencil rack to be powder coated.
INSURANCE:
The Body Builder/Installer will have and maintain one million dollars of liability insurance.
TRAINING:
Upon delivery, the vendor shall provide a minimum of four hours on the job training for operators and mechanics.
MANUALS:
The price is to include one complete Technical Services Manual for the truck and all other equipment plus one parts book and owner’s manual for unit supplied.
DELIVERY POINT:
Prices quoted shall include all delivery and unloading charges to the purchaser’s Public Works Yard.
DEALER SERVICE:
The equipment furnished under this contract shall be completely serviced by the vendor prior to delivery. It shall be ready for operation when delivered. Any further servicing by the vendor will not be required except in connection with repairs or adjustments covered by the manufacturer or dealer’s warranty.
EQUIPMENT CONDITION:
The furnished vehicle shall be new and unused, current model with standard factory fittings, trim and accessories unless otherwise noted.
EXPERIENCE:
The body builder/installer shall have been in the business of manufacturing and installing stencil bodies for a period of not less than 10 years and include with the bid a list of 5 users of similar equipment. This list shall include delivery date, purchaser’s name, email address and telephone number.
City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
THIS PAGE MUST BE COMPLETED AND RETURNED WITH THE BID
PROPOSAL FORMS
Specifications Compliance – Continued
Comments:
Bidder shall fully describe every variance, exception, and /or deviation. If none, please enter “NONE”
SPECIFICATIONS COMPLIANCE FORMS PREPARED BY:
BIDDER:__________________________________________________________ _______________________________________ ___________________ Signature Date
_______________________________________ ___________________ Name Printed Title
.
City of West Covina Request for Bids
One (1) New Model TPMT Hydraulic Driven Airless Pump Spray System
ATTACHMENT F
W-9
ATTACHMENT NO. 2
City of West Covina
Line Items for Project ONE (1) MODEL TPMT HYDRAULIC DRIVEN AIRLESS PUMP SPRAY SYSTEM (2025-15) Issued on 06/04/2025
Bid Due on June 19, 2025 3:00 PM (PDT)
Exported on 06/04/2025
Item
Num Section
Item
Code Item Description
Unit of
Measure Quantity Reference Manufacturer
Model
Num
Brand
Requirement
Brand
Spec
Delivery
Loc Price
1 Section 1
TPMT Hydraulic Driven Airless
Pump Spray System EA 1 2025-15 Roadline TPMT OK OK
West
Covina 145,250.00
2 Section 1 Sales Tax EA 1 14,161.88
3 Section 1 Delivery Fee (If Applicable) EA 1 0.00
Total 159,411.88
ATTACHMENT NO. 3
RESOLUTION NO. 2025-66
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WEST COVINA, CALIFORNIA, ADOPTING A BUDGET
AMENDMENT FOR THE FISCAL YEAR COMMENCING
JULY 1, 2025 AND ENDING JUNE 30, 2026 (TPMT
HYDRAULIC DRIVEN AIRLESS PUMP SPRAY SYSTEM)
The City Council of the City of West Covina hereby finds and declares as follows:
WHEREAS, on June 3, 2025, the City Manager presented to the City Council a proposed budget for Fiscal Year 2025-26 in compliance with Section 2-151(m) of the West Covina Municipal Code; and
WHEREAS, the City held meetings and community workshops and conducted an online budget survey in order to solicit input from the public regarding the proposed budget; and
WHEREAS, on June 17, 2025, the City Council adopted a budget for the 2025-26 Fiscal Year; and
WHEREAS, amendments must periodically be made to the budget to conform to changed circumstances following adoption of the budget.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The City Council hereby approves Budget Amendment No. 2026-02, attached hereto as Exhibit A, for Fiscal Year 2025-26.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall enter the same in the book of original resolutions and it shall become effective immediately.
APPROVED AND ADOPTED this 19th day of August, 2025.
Tony Wu
Mayor
APPROVED AS TO FORM ATTEST
Thomas P. Duarte Monique S. De La Rosa
City Attorney Deputy City Clerk
I, MONIQUE S. DE LA ROSA, DEPUTY CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2025-66 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 19th day of August, 2025, by the following vote of the City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
Monique S. De La Rosa
Deputy City Clerk
Exhibit A
City of West Covina
Fiscal Year 2025-26
Budget Amendment No. 2026-02
Hydraulic Driven Airless Pump Spray System Budget Increase Fund No. - Name
Current
Budget
Proposed
Amendment
Amended
Budget
Fund 235-Measure M
Revenue 2,845,000 2,845,000
Expenditures 5,102,314 160,000 5,262,314
Net Change in Fund Balance (2,257,314) 160,000 (2,417,314) EXPENDITURE TOTAL INCREASE 160,000
AGENDA ITEM NO. 13
AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: August 19, 2025
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: APPROVAL OF PURCHASE ORDER FOR FORD FLEET CARE FOR FISCAL YEAR 2025-26
RECOMMENDATION:
It is recommended that the City Council:
Authorize the Acting City Manager to issue a purchase order to Ford Fleet Care utilizing the Sourcewell Cooperative Purchasing Agreement for Fiscal Year 2025-2026.
1. Authorize the Acting City Manager to execute any purchase order change orders within the FY2025-26 budget for Fund 365, Fleet Management.
2. BACKGROUND:
In January 2018, the City began utilizing Ford Fleet Care, a credit line provided by Ford Motor Company that enables billing for parts and services at authorized Ford dealerships. This program is particularly beneficial since the City’s fleet consists predominantly of Ford vehicles, 124 Ford and 60 non-Ford vehicles, many of which remain under the manufacturer’s warranty and thus require servicing at authorized Ford dealers.
Ford Fleet Care-participating dealerships are capable of servicing both Ford and many non-Ford vehicles. The City primarily uses vendors such as Performance Ford of West Covina, Puente Hills Ford, and Ken Grody Ford for fleet maintenance and repairs.
The use of a cooperative purchasing agreement offers operational flexibility, complies with City procurement policies, and was competitively awarded. This arrangement serves the best interests of the City by streamlining service processes and providing cost-effective maintenance for its fleet, which primarily supports the Police and Public Works Departments.
DISCUSSION:
The City participates in multiple programs under the Sourcewell Cooperative Purchasing Agreement with Ford (Contract #080124-FMC, expiring 11/14/2028). These programs include the Ford Pro National Parts Discount Program and the Ford Fleet Advantage Program, which allows the City to purchase vehicles at fleet discount rates.
To manage its fleet efficiently, the City utilizes the Ford Fleet Care program, which consolidates monthly invoices into a single billing statement, replacing multiple individual repair orders and parts invoices. This ensures that all applicable discounts are applied consistently. The program supports fleets consisting of Ford, Lincoln, and Mercury vehicles, as well as non-Ford vehicles and trailers, and is accessible through Ford and Lincoln Dealerships and Quick Lane Tire & Auto Centers across the United States and Canada.
The City currently maintains a fleet of 184 vehicles under the Ford Fleet Care program, with model years ranging from 2000 through 2025. Of these, only 36 vehicles remain under Ford’s Bumper-to-Bumper Warranty, as they are less than three years old. The aging fleet and rising costs for parts and labor continue to significantly increase the City’s expenses for routine vehicle maintenance.
The following table below shows expenditures for fleet auto repairs through Food Fleet Care:
FY19-20 $195,509 *
FY20-21 $170,551 *
FY21-22 $293,603
FY22-23 $405,166
FY23-24 $457,118
FY24-25 through 06/23/2024 $302,809
*These budget years reflect a decrease due to the COVID pandemic and a reduction to services.
Staff recommends that the City Council approve the issuance of an initial purchase order to Ford Fleet Care in the amount of $250,000 for vehicle repair and maintenance services. Any subsequent change orders shall not exceed the total budget allocation for vehicle repairs within Fund 365 - Fleet Management.
The proposed purchase will utilize a cooperative purchasing agreement that was competitively awarded in accordance with all applicable City policies, rules, and regulations. Leveraging this agreement is in the best interest of the City, providing both administrative efficiency and an economic advantage through pre-negotiated pricing and terms.
Prepared by: Renee M. G. Chavez, Management Analyst I
Additional Approval: Roxanne E. Lerma, Assistant City Manager Fiscal Impact
FISCAL IMPACT:
Funds are budgeted for FY2025-26 under the Fleet Management fund, which is allocated back to departments as used. No additional appropriation is requested at this time.
Account No. Account Name
FY2025-26
Budget
Ford Fleet
Purchase
Order
Remaining
FY 2025-26
Budget
365.522.61.52.67.00.63.63290 Other Vehicle Sublet Repairs $305,000 $250,000 $55,000 Attachments
Attachment No. 1 - Ford Fleet Agreement
Attachment No. 2 - Ford Contract 080124
Attachment No. 3 - Ford Contract 080124 Summary
Attachment No. 4 - Ford Fleet Care Brochure
Attachment No. 5_Ford FMC Pricing Sheet
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
Achieve Fiscal Sustainability and Financial Stability
Enhance City Image and Effectiveness
am+IFMM
4 Garvey Ave. #308
West Covina, CA 91790
Dear Mr. Martinez,
� I FORDFLEETCARE
Ford Motor Company
19855 W. Outer Drive
Suite 500 E
Dearborn, Ml 48124
FORD FLEET CARE ACCOUNT INFORMATION
Fleet Code: 014358/00000
Parts Billing Code: Q000FC14358
Billing Credit Limit: $140,000.00
90 Day 10% Discount Ends April 19, 2018
Congratulations and welcome to the Ford Fleet Care Program. With your enrollment, your company is now eligible to enjoy the benefits of consolidated billing. PLUS your company will receive a 10% discount on parts and services billed within 90 days of program enrollment'. *10% discount will be applied for 90 days from program enrollment on services using Ford and Motorcraft brand parts and billed through Ford Fleet Care. Discount excludes tax. Offer is valid for new account enrollments only. This offer can't be combined with any other Ford Motor Company parts rebate or service discount offer. Offer valid in U.S. only. Void where prohibited. Ford Motor Company reserves the right to modify or cancel this offer without prior notice.
The program allows you the flexibility to visit a participating Ford and Lincoln Dealer or Quicklane Tire & Auto Center nationwide, and have all invoicing pass to you in a convenient monthly bill. In addition, enrollment includes access to a National Glass Program of over 4,000 vendors, as well as Enhanced Roadside Assistance.
Details on all of our available support programs can be found in the enclosed literature as well as on line at www.fleetcare.ford.com.
If you haven't already made arrangements for electronic transactions, you may also want to review the information on our Electronic Billing and the Electronic Funds Transfer payment option. It provides a safe, fast payment method and may reduce per-transaction costs.
The Ford Fleet Care website is available to help you manage your account. Detailed business reports are available for accounts with a Ford Fleet Identification Number (FIN) and secure web single log on (WSL) ID. To review FIN requirements, or to apply, please select contact us at www.fleetcare.ford.com. You can use these reports for tracking and maintaining a history of your vehicle service repairs or parts purchases.
Program terms are outlined in the enclosed Ford Fleet Care Agreement Provisions. Please note service fees are applied to late payments, and disputes need to be submitted in writing within 30 days. Guidelines on disputing billing charges to your account can be viewed on line; please refer to the agreement provisions or to "Billing Disputes - Frequently Asked Questions" at the information tab of the www.fleetcare.ford.com site.
Ford Fleet Care is committed to sustaining your vehicle support needs. If you have any questions you can reach us at Ford Fleet Program Headquarters Monday - Friday, 8:30 am - 5:00 pm EST by dialing 800-367-3221 or by emailing us at [email protected].
Don't delay, start saving 10% today!
Ford Fleet Program Headquarters
FL 70A
08/17/2016
ATTACHMENT NO. 1
Ford Fleet Care Program Agreement
DEFINITION OF FORD MOTOR COMPANY ("FORD") FORD FLEET CARE CONSOLIDATED BILLING AND PARTS PURCHASE PROGRAM. Acceptance into the Ford Fleet Care Consolidated Billing and Parts Purchase Programs is at the sole discretion of Ford. Additional information (such as corporate, vender or state forms) may be required prior to enrollment. Upon acceptance into the Ford Fleet Care Consolidated Billing Program or Ford Fleet Care Parts Purchase Program, Ford will establish a billing account and pay participating Ford or Lincoln dealerships, Quick Lane Tire & Auto Centers or any Ford authorized program service provider in the USA or Ford and Ford-Lincoln dealerships or Quick Lane Tire & Auto Centres in Canada (collectively referred to as "Ford Fleet Care Service Providers") for repair, maintenance service, parts or accessories, Ford Protect Extended Service Plans, Rotunda shop equipment, or Ford Fleet Training purchases on behalf of the approved fleet company ("Fleet Company") in accordance with the Ford Fleet Care Program Agreement provisions set out herein.
ELIGIBILITY AND AGREEMENT PERIOD. Eligibility for the Ford Fleet Care Consolidated Billing Program is in effect from the issue date of the Ford Fleet Care Program acceptance letter, and is valid for the duration of the fleet company's enrollment in the Program. Eligibility for the Ford Fleet Care Parts Purchase Program is in effect from the issue date of the Parts Purchase membership card and is valid for the duration of the Fleet Company's enrollment in the Ford Fleet Care Parts Purchase Program.
Enrollment for both programs is renewed annually with then current provisions, unless notified and agreed to otherwise. Ford Fleet Care billing services may not be used for non- Ford vehicle components and/or operating systems on vehicles not owned, leased and operated by the approved fleet company, including Ford Qualified Vehicle Modifiers.
WHERE TO GO FOR SERVICE OR PARTS PURCHASES. All Ford Fleet Care Service Providers can perform repairs or maintenance services under the terms of the Ford Fleet Care Consolidated Billing Program. Parts may be purchased under the terms of the Ford Fleet Care Parts Purchase Program from all participating Ford or Lincoln dealerships in the USA or Ford and Ford-Lincoln dealerships in Canada. Certain parts or services may not be available for non-Ford vehicles. Motorcraft brand parts and fluids may be available from participating Ford Authorized Distributors.
PROGRAM CREDIT LIMIT AND MAXIMUM AUTHORIZED REPAIR AMOUNT.
Credit Limit: A maximum credit limit will be established for the Fleet Company based on a credit history evaluation and vehicle enrollment. Credit limits may be adjusted (increased/decreased) based on program activity and vehicles enrolled. Services or purchases that exceed the Fleet Company’s credit limit may result in suspension of Ford Fleet Care billing privileges. As a result, additional services or purchases may be denied until payment has been made. Requests for credit limit increase may be sent in writing to Ford Fleet Care Administration at the correspondence address identified below.
Ford Fleet Care Consolidated Billing Program: Should the total cost of repairs exceed the authorized limit, the Ford Fleet Care Service Provider will contact the Fleet Company for authorization, which shall be evidenced by the issuance of a purchase order or approval number, prior to proceeding with the repair. The authorization limit is set by the Fleet Company at the time of enrollment as Repair Prior Approval and generally will not exceed $500.00. The authorization limit may be modified at Ford's sole discretion by submission of a written request to the correspondence address below at a later date. Repairs that are less than the authorization limit are deemed to be authorized repairs. The Fleet Company is responsible for payment of all authorized repairs.
Ford Fleet Care Parts Purchase Program: All parts purchases shall require authorization for purchase from the Fleet Company, which shall be evidenced by the issuance of a purchase order or approval number. The Fleet Company is responsible for payment on all authorized parts purchases.
FORD FLEET CARE NATIONAL PROGRAMS. Ford Fleet Care may offer national programs as part of the Consolidated Billing program, such as Glass and Roadside programs (available only in the U.S.). The Fleet Company is automatically enrolled in Ford Fleet Care national programs as they become available. Services provided under the Ford Fleet Care national programs do not require prior approval from the Fleet Company, even if the charges exceed the established maximum authorized repair amount.
Additional information is available at www.fleetcare.ford.com.
ACCOUNT RESPONSIBILITIES FOR SERVICE AND MAINTENANCE OR PARTS PURCHASES. The Fleet Company is responsible for ensuring that: (1) Tax Exempt information, if applicable, is provided at time of service or purchase. (2) The requested work has been completed or the required part(s) have been received, (3) The repair or purchase order contains the correct name, VIN or account code, odometer reading and repair or purchase date and (4) The repair or purchase order is signed and dated or otherwise documented and a copy is retained for the Fleet Company's records. (5) VIN enrollment is accurate and additions and deletions are required in a timely basis. Failure to do so may result in charges on vehicles no longer owned or operated by the fleet.
STATEMENT OF ACCOUNT, INVOICE AND SUMMARY. Each billing period, Ford will post online or send the Fleet Company a summary and detail of individual charges, an invoice tallying monthly charges and a statement of account that includes billing and payment activity from the previous billing period. Online billing documents are available at www.fleetcare.ford.com. Documents without billing charges are not posted online or sent to the Fleet Company.
FOREIGN EXCHANGE. USA/Canadian currency exchange will be calculated based on the Ford bookkeeping rate at the time of the repair or parts purchase, as the case may be, with no service fees charged.
CHARGES AND FEES. Ford will bill the fleet company for their authorized repairs and services (including Prior Approval repair values) not covered by the New Vehicle Limited Warranty, Ford Protect Extended Service Plan (ESP), or other Ford program, and for parts and products purchased using an assigned Ford Fleet Care billing account number. Approved deviations from the standard services outlined in this agreement may result in additional charges to the Fleet Company's account. Service requests that may cause additional charges may include, but are not limited to: Requests for customized data reports, billing reprint requests, alternative billing services (i.e. EDI, third party billing services) or express mailing of billing documentation. Additionally, approved payment terms extended beyond net thirty days may result in additional charges.
PAYMENT. The Fleet Company shall pay Ford the amount stated on the invoice by the specified due date. At Ford's sole discretion, existing credit on account may be applied to subsequent billing, thereby reducing the amount owed. This will be reflected on the Fleet Company's statement of account, which is provided with the current billing period's invoice. In the event of nonpayment in whole or in part, Ford reserves the right to suspend or cancel Ford Fleet Care billing privileges upon written notice to the Fleet Company. Ford reserves the right to seek payment by any legal means it deems appropriate, including the right to offset against and redirect payments of any amounts otherwise payable to the Fleet Company by Ford (e.g. Competitive Price Allowance (CPA), Government Price Concession (GPC), etc.). Delinquent payment may be reported to national credit bureaus.
LATE PAYMENT FEE. Charges not disputed in writing or not paid in full by the specified invoice due date will be subject to a late fee at the standard rate of 4%, calculated and compounded monthly from the invoice due date until payment is received in full. Disputed charges will be exempt from the monthly service fee provided payment is made within 30 days from the time the dispute is resolved. The Fleet Company will be responsible for late fees incurred on delinquent invoices as a result of a failure to identify vendor approval steps or documentation required to facilitate payment. Additionally, approved payment terms extended beyond net thirty days may incur a late payment fee higher than the standard rate.
DISPUTED CHARGES. The Fleet Company MUST submit in writing inquiries and applicable copies of disputed charges within 30 days of the date of the invoice. Charges not disputed within 30 days of the date of invoice will become the responsibility of the Fleet Company. Disputed charges must include the Fleet Company name and account number, the dollar amount being disputed, and a description of the dispute and any supporting documentation. Submitting disputed invoices immediately may help in avoiding interruption of Ford Fleet Care service. Ford Fleet Care is a billing service only, so Ford will only correct errors made by Ford. Ford shall not be responsible for any misrepresentation of the Ford Fleet Care program and its features by a Ford Fleet Care Service Provider, any claims that work was not actually provided by the Ford Fleet Care Service Provider, or that the Ford Fleet Care Service Provider inaccurately or improperly performed the work. The Fleet Company should contact the Ford Fleet Care Service Provider directly to resolve these types of disputes. Ford makes no warranty or representation regarding the work performed by the Ford Fleet Care Service Providers or the parts and services provided by the Ford Fleet Care Service Providers, except to the extent that any purchased parts or accessories may be subject to an express Ford product warranty.
TO CANCEL FORD FLEET CARE ENROLLMENT. The Fleet company MUST notify Ford's Ford Fleet Care Administration in writing as soon as: (1) An enrolled vehicle is taken out of service, (2) Ford Fleet Care is no longer desired on a vehicle, or, (3) the Consolidated Billing or Parts Purchase account is no longer desired. The request must include the Fleet Company account code and specific VIN information if applicable. The enrollment cancellation process generally takes 10 business days from Ford's receipt of the request. The Fleet Company will be charged and responsible for all repairs performed on vehicles and/or parts purchases until Ford Fleet Care Administration completes the cancellation process. To avoid being charged, the Fleet Company should instruct drivers to refrain from receiving service or purchasing parts through Ford Fleet Care while the enrollment cancellation is in process. Confirmation of enrollment cancellation will be provided to the Fleet Company upon completion.
TERMINATION AND CHANGES TO FORD FLEET CARE PROGRAM AGREEMENT. In addition to any other termination rights specified herein, Ford shall have the right to terminate the Ford Fleet Care Program Agreement with the fleet company at any time, with or without cause, upon providing thirty (30) days prior written notice to the fleet company. Additionally, Ford shall have the right to change the Program Agreement at any time and such changes shall be effective upon Ford providing thirty (30) days prior written notice to the fleet company.
CORRESPONDENCE. Please direct all inquiries to Ford Fleet Care Headquarters as follows:
Phone: (800) 367-3221
Fax:
Email:
Mail:
(313) 390-3555
[email protected]
19855 W. Outer Drive Suite #500
Garrison Place East
Dearborn, MI 48124
PRIVACY STATEMENT. Ford’s full privacy policy is available at www.fleetcare.ford.com for review.
080124-FMC
v052824 1
MASTER AGREEMENT #080124
CATEGORY: OEM Vehicle Parts and Supplies
SUPPLIER: Ford Motor Company
This Master Agreement (Agreement) is between Sourcewell, ĂDŝŶŶĞƐŽƚĂƐĞƌǀŝĐĞĐŽŽƉĞƌĂƟǀĞlocated at 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and Ford Motor Company, One American Road, Dearborn, MI 48216 (Supplier).
Sourcewell ŝƐĂůŽĐĂůŐŽǀĞƌŶŵĞŶƚĂŶĚƐĞƌǀŝĐĞĐŽŽƉĞƌĂƟǀĞĐƌĞĂƚĞĚƵŶĚĞƌƚŚĞůĂǁƐŽĨƚŚĞ^ƚĂƚĞŽĨ DŝŶŶĞƐŽƚĂ;DŝŶŶĞƐŽƚĂ^ƚĂƚƵƚĞƐ^ĞĐƟŽŶϭϮϯ͘ϮϭͿŽīĞƌŝŶŐ a CŽŽƉĞƌĂƟǀĞPurchasing Program to eligible ƉĂƌƟĐŝƉĂƟŶŐŐŽǀĞƌŶŵĞŶƚĞŶƟƟĞƐ.
Under this Master Agreement entered with Sourcewell, Supplier will provide /ŶĐůƵĚĞĚ^ŽůƵƟŽŶƐ to WĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐƚŚƌŽƵŐŚ^ŽƵƌĐĞǁĞůů͛ƐCŽŽƉĞƌĂƟǀĞPurchasing Program. ƌƟĐůĞϭ͗
General Terms
dŚĞ'ĞŶĞƌĂůdĞƌŵƐŝŶƚŚŝƐƌƟĐůĞϭĐŽŶƚƌŽůƚŚĞŽƉĞƌĂƟŽŶŽĨƚŚŝƐDĂƐƚĞƌŐƌĞĞŵĞŶƚďĞƚǁĞĞŶ^ŽƵƌĐĞǁĞůů and Supplier and apply to all ƚƌĂŶƐĂĐƟŽŶƐĞŶƚĞƌĞĚďLJ^ƵƉƉůŝĞƌĂŶĚWĂƌƟĐŝƉĂƟŶŐ ŶƟƟĞƐ͘^ƵďƐĞƋƵĞŶƚ
ƌƟĐůĞƐƚŽƚŚŝƐDĂƐƚĞƌŐƌĞĞŵĞŶƚĐŽŶƚƌŽůƚŚĞƌŝŐŚƚƐĂŶĚŽďůŝŐĂƟŽŶƐĚŝƌĞĐƚůLJďĞƚǁĞĞŶ^ŽƵƌĐĞǁĞůůĂŶĚ ^ƵƉƉůŝĞƌ;ƌƟĐůĞϮͿ͕ĂŶĚďĞƚǁĞĞŶ^ƵƉƉůŝĞƌĂŶĚWĂƌƟĐŝƉĂƟŶŐ ŶƟƚLJ;ƌƟĐůĞϯͿ͕ƌĞƐƉĞĐƟǀĞůLJ͘dŚĞƐĞƌƟĐůĞϭ
'ĞŶĞƌĂůdĞƌŵƐĐŽŶƚƌŽůŽǀĞƌĂŶLJĐŽŶŇŝĐƟŶŐƚĞƌŵƐ͘tŚĞƌĞƚŚŝƐDĂƐƚĞƌŐƌĞĞŵĞŶƚŝƐƐŝůĞŶƚŽŶĂŶLJƐƵďũĞĐƚ͕ WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJĂŶĚ^ƵƉƉůŝĞƌƌĞƚĂŝŶƚŚĞĂďŝůŝƚLJƚŽŶĞŐŽƟĂƚĞŵƵƚƵĂůůLJĂĐĐĞƉƚĂďůĞƚĞƌŵƐ. 1) Purpose. Pursuant to Minnesota law, tŚĞ^ŽƵƌĐĞǁĞůůŽĂƌĚŽĨŝƌĞĐƚŽƌƐŚĂƐĂƵƚŚŽƌŝnjĞĚ ĂŽŽƉĞƌĂƟǀĞ Purchasing Program designed to provide PĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐǁŝƚŚĂĐĐĞƐƐƚŽĐŽŵƉĞƟƟǀĞůLJĂǁĂƌĚĞĚ
ĐŽŽƉĞƌĂƟǀĞƉƵƌĐŚĂƐŝŶŐagreements͘dŽĨĂĐŝůŝƚĂƚĞƚŚĞWƌŽŐƌĂŵ͕^ŽƵƌĐĞǁĞůůhas awarded Supplier this ĐŽŽƉĞƌĂƟǀĞƉƵƌĐŚĂƐŝŶŐDĂƐƚĞƌŐƌĞĞŵĞŶƚĨŽůůŽǁŝŶŐĂĐŽŵƉĞƟƟǀĞƉƌŽĐƵƌĞŵĞŶƚƉƌŽĐĞƐƐŝŶƚĞŶĚĞĚƚŽ ŵĞĞƚĐŽŵƉůŝĂŶĐĞƐƚĂŶĚĂƌĚƐŝŶĂĐĐŽƌĚĂŶĐĞǁŝƚŚDŝŶŶĞƐŽƚĂůĂǁĂŶĚƚŚĞƌĞƋƵŝƌĞŵĞŶƚƐĐŽŶƚĂŝŶĞĚ herein.
2) Intent. dŚĞŝŶƚĞŶƚŽĨƚŚŝƐDĂƐƚĞƌŐƌĞĞŵĞŶƚŝƐƚŽĚĞĮŶĞƚŚĞƌŽůĞƐŽĨ^ŽƵƌĐĞǁĞůů͕^ƵƉƉůŝĞƌ͕ĂŶĚ WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJĂƐŝƚƌĞůĂƚĞƐƚŽ^ŽƵƌĐĞǁĞůů͛ƐŽŽƉĞƌĂƟǀĞWƵƌĐŚĂƐŝŶŐWƌŽŐƌĂŵ͘ ϯͿ WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJĐĐĞƐƐ͘ ^ŽƵƌĐĞǁĞůů͛ƐCŽŽƉĞƌĂƟǀĞPurchasing Program Master Agreements are ĂǀĂŝůĂďůĞƚŽĞůŝŐŝďůĞƉƵďůŝĐĂŐĞŶĐŝĞƐ;WĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐͿ. WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJ͛ƐĂƵƚŚŽƌŝƚLJƚŽĂĐĐĞƐƐ
^ŽƵƌĐĞǁĞůů͛ƐCŽŽƉĞƌĂƟǀĞPurchasing PƌŽŐƌĂŵŝƐĚĞƚĞƌŵŝŶĞĚƚŚƌŽƵŐŚƚŚĞůĂǁƐŽĨŝƚƐƌĞƐƉĞĐƟǀĞ ũƵƌŝƐĚŝĐƟŽŶ͘
4) Supplier Access. dŚĞ/ŶĐůƵĚĞĚ^ŽůƵƟŽŶƐŽīĞƌĞĚƵŶĚĞƌƚŚŝƐŐƌĞĞŵĞŶƚŵĂLJďĞŵĂĚĞĂǀĂŝůĂďůĞƚŽĂŶLJ WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJ͘^ƵƉƉůŝĞƌƵŶĚĞƌƐƚĂŶĚƐƚŚĂƚĂWĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJ͛ƐƵƐĞŽĨƚŚŝƐŐƌĞĞŵĞŶƚŝƐĂƚƚŚĞ
WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJ͛ƐƐŽůĞĐŽŶǀĞŶŝĞŶĐĞ͘^ƵƉƉůŝĞƌǁŝůůĞĚƵĐĂƚĞŝƚƐƐĂůĞƐĂŶĚƐĞƌǀŝĐĞĨŽƌĐĞƐĂďŽƵƚ Docusign Envelope ID: C8447C14-6043-4823-9B0C-068378DB41B1 ATTACHMENT NO. 2
080124-FMC
v052824 2
^ŽƵƌĐĞǁĞůůĞůŝŐŝďŝůŝƚLJƌĞƋƵŝƌĞŵĞŶƚƐĂŶĚƌĞƋƵŝƌĞĚĚŽĐƵŵĞŶƚĂƟŽŶ͘^ƵƉƉůŝĞƌǁŝůůďĞƌĞƐƉŽŶƐŝďůĞĨŽƌ ĞŶƐƵƌŝŶŐƐĂůĞƐĂƌĞǁŝƚŚWĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐ.
5) Term. dŚŝƐŐƌĞĞŵĞŶƚŝƐĞīĞĐƟǀĞƵƉŽŶƚŚĞĚĂƚĞŽĨƚŚĞĮŶĂůƐŝŐŶĂƚƵƌĞďĞůŽǁ͘dŚĞƚĞƌŵŽĨƚŚŝƐ ŐƌĞĞŵĞŶƚŝƐĨŽƵƌ;ϰͿLJĞĂƌƐĨƌŽŵƚŚĞĞīĞĐƟǀĞĚĂƚĞ͘dŚĞŐƌĞĞŵĞŶƚĞdžƉŝƌĞƐĂƚϭϭ͗ϱϵW͘D͘ĞŶƚƌĂů Time on November 14, 2028, ƵŶůĞƐƐŝƚŝƐĐĂŶĐĞůůĞĚŽƌĞdžƚĞŶĚĞĚĂƐĚĞĮŶĞĚŝŶƚŚŝƐŐƌĞĞŵĞŶƚ͘ a) Extensions. Sourcewell and Supplier may agree to up to three ;ϯͿ ĂĚĚŝƟŽŶĂůŽŶĞ-year extensions ďĞLJŽŶĚƚŚĞŽƌŝŐŝŶĂůĨŽƵƌ-LJĞĂƌƚĞƌŵ͘dŚĞƚŽƚĂůƉŽƐƐŝďůĞůĞŶŐƚŚŽĨƚŚŝƐŐƌĞĞŵĞŶƚǁŝůůďĞƐĞǀĞŶ(7) LJĞĂƌƐĨƌŽŵƚŚĞĞīĞĐƟǀĞĚĂƚĞ͘
b)
džĐĞƉƟŽŶĂůŝƌĐƵŵƐƚĂŶĐĞƐ͘ ^ŽƵƌĐĞǁĞůůƌĞƚĂŝŶƐƚŚĞƌŝŐŚƚƚŽĐŽŶƐŝĚĞƌĂĚĚŝƟŽŶĂůĞdžƚĞŶƐŝŽŶƐĂƐ ƌĞƋƵŝƌĞĚƵŶĚĞƌĞdžĐĞƉƟŽŶĂůĐŝƌĐƵŵƐƚĂŶĐĞƐ͘
6) Survival of Terms. EŽƚǁŝƚŚƐƚĂŶĚŝŶŐƚŚĞƚĞƌŵŝŶĂƟŽŶŽĨƚŚŝƐŐƌĞĞŵĞŶƚ͕ƚŚĞŽďůŝŐĂƟŽŶƐŽĨƚŚŝƐ ŐƌĞĞŵĞŶƚǁŝůůĐŽŶƟŶƵĞƚŚƌŽƵŐŚƚŚĞƉĞƌĨŽƌŵĂŶĐĞƉĞƌŝŽĚŽĨĂŶLJƚƌĂŶƐĂĐƟŽŶĞŶƚĞƌĞĚbetween ^ƵƉƉůŝĞƌĂŶĚĂŶLJWĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJďĞĨŽƌĞƚŚĞƚĞƌŵŝŶĂƟŽŶĚĂƚĞ͘
7) Scope. ^ƵƉƉůŝĞƌŝƐĂǁĂƌĚĞĚĂDĂƐƚĞƌŐƌĞĞŵĞŶƚƚŽƉƌŽǀŝĚĞƚŚĞƐŽůƵƟŽŶƐŝĚĞŶƟĮĞĚŝŶRFP 080124 to WĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐ͘/Ŷ^ĐŽƉĞƐŽůƵƟŽŶƐŝŶĐůƵĚĞ͗K
DsĞŚŝĐůĞWĂƌƚƐĂŶĚ^ƵƉƉůŝĞƐ͘
a. KƌŝŐŝŶĂůĞƋƵŝƉŵĞŶƚŵĂŶƵĨĂĐƚƵƌĞƌ;K
DͿƌĞƉĂŝƌ͕ƌĞƉůĂĐĞŵĞŶƚ͕ŵĂŝŶƚĞŶĂŶĐĞƉĂƌƚƐ͕ƐƵƉƉůŝĞƐ͕ĂŶĚ ƐĞƌǀŝĐĞƐĨŽƌ͗
i. ƵƚŽŵŽďŝůĞƐ͕^hsƐ͕ǀĂŶƐ͕ůŝŐŚƚƚƌƵĐŬ͕ůĂƐƐϯ-ϴĐŚĂƐƐŝƐĂŶĚĞƋƵŝƉŵĞŶƚ͕ďƵƐ͕ĂŶĚ motorcycles; and
ii. ůůĞŶŐŝŶĞĂŶĚƉŽǁĞƌƚƌĂŝŶƚLJƉĞƐƐƵĐŚĂƐ͗ŐĂƐŽůŝŶĞ͕ĚŝĞƐĞů͕ĐŽŵƉƌĞƐƐĞĚŶĂƚƵƌĂůŐĂƐ (CNG), propane, electric, and hybrid.
8) /ŶĐůƵĚĞĚ^ŽůƵƟŽŶƐ͘ ^ƵƉƉůŝĞƌ͛ƐWƌŽƉŽƐĂůƚŽƚŚĞĂďŽǀĞƌĞĨĞƌĞŶĐĞĚZ&Wis incorporated into this Master ŐƌĞĞŵĞŶƚ͘KŶůLJƚŚŽƐĞ^ŽůƵƟŽŶƐŝŶĐůƵĚĞĚǁŝƚŚŝŶ^ƵƉƉůŝĞƌ͛ƐWƌŽƉŽƐĂůĂŶĚǁŝƚŚŝŶ^ĐŽƉĞ;/ŶĐůƵĚĞĚ ^ŽůƵƟŽŶƐͿĂƌĞŝŶĐůƵĚĞĚǁŝƚŚŝŶƚŚĞŐƌĞĞŵĞŶƚĂŶĚŵĂLJďĞŽīĞƌĞĚƚŽWĂƌƟĐŝƉĂƟŶŐ ŶƟƟĞƐ.
9) /ŶĚĞĮŶŝƚĞYƵĂŶƟƚLJ͘ dŚŝƐDĂƐƚĞƌŐƌĞĞŵĞŶƚĚĞĮŶĞƐĂŶŝŶĚĞĮŶŝƚĞƋƵĂŶƟƚLJŽĨƐĂůĞƐƚŽĞůŝŐŝďůĞ WĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐ.
10) WƌŝĐŝŶŐ͘ WƌŝĐŝŶŐŝŶĨŽƌŵĂƟŽŶ;ŝŶĐůƵĚŝŶŐWƌŝĐŝŶŐĂŶĚĞůŝǀĞƌLJĂŶĚWƌŝĐŝŶŐKīĞƌĞĚtĂďůĞƐͿĨŽƌĂůů/ŶĐůƵĚĞĚ ^ŽůƵƟŽŶƐǁŝƚŚŝŶ^ƵƉƉůŝĞƌ͛ƐWƌŽƉŽƐĂůŝƐŝŶĐŽƌƉŽƌĂƚĞĚŝŶƚŽƚŚŝƐDĂƐƚĞƌŐƌĞĞŵĞŶƚ͘ 11) EŽƚƚŽ
džĐĞĞĚWƌŝĐŝŶŐ͘ Suppliers may not exceed the prices listed in the current Pricing List ŽŶĮůĞ with Sourcewell ǁŚĞŶŽīĞƌŝŶŐ/ŶĐůƵĚĞĚ^ŽůƵƟŽŶƐƚŽWĂƌƟĐŝƉĂƟŶŐ ŶƟƟĞƐ͘WĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐŵĂLJ
ƌĞƋƵĞƐƚĂĚũƵƐƚŵĞŶƚƐƚŽƉƌŝĐŝŶŐĚŝƌĞĐƚůLJĨŽƌŵ^ƵƉƉůŝĞƌĚƵƌŝŶŐƚŚĞŶĞŐŽƟĂƟŽŶĂŶĚĞdžĞĐƵƟŽŶŽĨĂŶLJ ƚƌĂŶƐĂĐƟŽŶ.
12) Open Market. ^ƵƉƉůŝĞƌ͛ƐŽƉĞŶŵĂƌŬĞƚƉƌŝĐŝŶŐprocess is included within its Proposal.
Docusign Envelope ID: C8447C14-6043-4823-9B0C-068378DB41B1 080124-FMC
v052824 ϯ
ϭϯͿ ^ƵƉƉůŝĞƌZĞƉƌĞƐĞŶƚĂƟŽŶƐ͗
i) Compliance. Supplier represents and warrants it will provide all Included ^ŽůƵƟŽŶƐ ƵŶĚĞƌƚŚŝƐŐƌĞĞŵĞŶƚŝŶĨƵůůĐŽŵƉůŝĂŶĐĞǁŝƚŚĂƉƉůŝĐĂďůĞĨĞĚĞƌĂů͕ƐƚĂƚĞ͕ĂŶĚůŽĐĂůůĂǁƐĂŶĚ ƌĞŐƵůĂƟŽŶƐ͘
ii) Licenses. ƐĂƉƉůŝĐĂďůĞ͕^ƵƉƉůŝĞƌǁŝůůŵĂŝŶƚĂŝŶĂǀĂůŝĚƐƚĂƚƵƐŽŶĂůůƌĞƋƵŝƌĞĚĨĞĚĞƌĂů͕ƐƚĂƚĞ͕ ĂŶĚůŽĐĂůůŝĐĞŶƐĞƐ͕ďŽŶĚƐ͕ĂŶĚƉĞƌŵŝƚƐƌĞƋƵŝƌĞĚĨŽƌƚŚĞŽƉĞƌĂƟŽŶŽĨ^ƵƉƉůŝĞƌ͛ƐďƵƐŝŶĞƐƐǁŝƚŚ WĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐ͘WĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐŵĂLJƌĞƋƵĞƐƚĂůůƌĞůĞǀĂŶƚĚŽĐƵŵĞŶƚĂƟŽŶĚŝƌĞĐƚůLJĨƌŽŵ Supplier.
iii) Supplier Warrants. Supplier warrants that all Included ^ŽůƵƟŽŶƐĨƵƌŶŝƐŚĞĚƵŶĚĞƌƚŚŝƐ ŐƌĞĞŵĞŶƚĂƌĞĨƌĞĞĨƌŽŵůŝĞŶƐĂŶĚĞŶĐƵŵďƌĂŶĐĞƐ͕ĂŶĚĂƌĞĨƌĞĞĨƌŽŵĚĞĨĞĐƚƐŝŶĚĞƐŝŐŶ͕ŵĂƚĞƌŝĂůƐ͕ ĂŶĚǁŽƌŬŵĂŶƐŚŝƉ͘/ŶĂĚĚŝƟŽŶ͕^ƵƉƉůŝĞƌǁĂƌƌĂŶƚƐƚŚĞ^ŽůƵƟŽŶƐĂƌĞƐƵŝƚĂďůĞĨŽƌĂŶĚǁŝůůƉĞƌĨŽƌŵ in accordance with the ordinary uƐĞĨŽƌǁŚŝĐŚƚŚĞLJĂƌĞŝŶƚĞŶĚĞĚ͘ 14) ĂŶŬƌƵƉƚĐLJEŽƟĐĞƐ͘ ^ƵƉƉůŝĞƌĐĞƌƟĮĞƐĂŶĚǁĂƌƌĂŶƚƐŝƚŝƐŶŽƚĐƵƌƌĞŶƚůLJŝŶĂďĂŶŬƌƵƉƚĐLJƉƌŽĐĞĞĚŝŶŐ͘ ^ƵƉƉůŝĞƌŚĂƐĚŝƐĐůŽƐĞĚĂůůĐƵƌƌĞŶƚĂŶĚĐŽŵƉůĞƚĞĚďĂŶŬƌƵƉƚĐLJƉƌŽĐĞĞĚŝŶŐƐǁŝƚŚŝŶƚŚĞƉĂƐƚƐĞǀĞŶLJĞĂƌƐ ǁŝƚŚŝŶŝƚƐWƌŽƉŽƐĂů͘^ƵƉƉůŝĞƌŵƵƐƚƉƌŽǀŝĚĞŶŽƟĐĞŝŶǁƌŝƟŶŐƚŽ^ŽƵƌĐĞǁĞůůŝĨŝƚĞŶƚĞƌƐĂďĂŶŬƌƵƉƚĐLJ ƉƌŽĐĞĞĚŝŶŐĂƚĂŶLJƟŵĞĚƵƌŝŶŐƚŚĞƚĞƌŵŽĨƚŚŝƐŐƌĞĞŵĞŶƚ͘ 15) Debarment and Suspension. ^ƵƉƉůŝĞƌĐĞƌƟĮĞƐĂŶĚǁĂƌƌĂŶƚƐƚŚĂƚŶĞŝƚŚĞƌŝƚŶŽƌŝƚƐƉƌŝŶĐŝƉĂůƐĂƌĞ ƉƌĞƐĞŶƚůLJĚĞďĂƌƌĞĚ͕ƐƵƐƉĞŶĚĞĚ͕ƉƌŽƉŽƐĞĚĨŽƌĚĞďĂƌŵĞŶƚ͕ĚĞĐůĂƌĞĚŝŶĞůŝŐŝďůĞ͕ŽƌǀŽůƵŶƚĂƌŝůLJĞdžĐůƵĚĞĚ ĨƌŽŵƉƌŽŐƌĂŵƐŽƉĞƌĂƚĞĚďLJƚŚĞ^ƚĂƚĞŽĨDŝŶŶĞƐŽƚĂ͕ƚŚĞhŶŝƚĞĚ^ƚĂƚĞƐĨĞĚĞƌĂůŐŽǀĞƌŶŵĞnt, or any WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJ͘^ƵƉƉůŝĞƌĐĞƌƟĮĞƐĂŶĚǁĂƌƌĂŶƚƐƚŚĂƚŶĞŝƚŚĞƌŝƚŶŽƌŝƚƐƉƌŝŶĐŝƉĂůƐŚĂǀĞďĞĞŶ ĐŽŶǀŝĐƚĞĚŽĨĂĐƌŝŵŝŶĂůŽīĞŶƐĞƌĞůĂƚĞĚƚŽƚŚĞƐƵďũĞĐƚŵĂƩĞƌŽĨƚŚŝƐŐƌĞĞŵĞŶƚ͘^ƵƉƉůŝĞƌĨƵƌƚŚĞƌ ǁĂƌƌĂŶƚƐƚŚĂƚŝƚǁŝůůƉƌŽǀŝĚĞŝŵŵĞĚŝĂƚĞǁƌŝƩĞŶŶŽƟĐĞƚŽ^ŽƵƌĐĞǁĞůůŝĨƚŚŝƐĐĞƌƟĮĐĂƟŽŶĐŚĂŶŐĞƐĂƚ ĂŶLJƟŵĞĚƵƌŝŶŐƚŚĞƚĞƌŵŽĨƚŚŝƐŐƌĞĞŵĞŶƚ͘
16) Provisions for non-hŶŝƚĞĚ^ƚĂƚĞƐĨĞĚĞƌĂůĞŶƟƚLJƉƌŽĐƵƌĞŵĞŶƚƐƵŶĚĞƌhŶŝƚĞĚ^ƚĂƚĞƐĨĞĚĞƌĂůĂǁĂƌĚƐ ŽƌŽƚŚĞƌĂǁĂƌĚƐ;ƉƉĞŶĚŝdžII to 2 C.F.R § 200). WĂƌƟĐŝƉĂƟŶŐ ŶƟƟĞƐƚŚĂƚƵƐĞhŶŝƚĞĚ^ƚĂƚĞƐĨĞĚĞƌĂů
ŐƌĂŶƚŽƌŽƚŚĞƌĨĞĚĞƌĂůĨƵŶĚŝŶŐƚŽƉƵƌĐŚĂƐĞƐŽůƵƟŽŶƐĨƌŽŵƚŚŝƐŐƌĞĞŵĞŶƚŵĂLJďĞƐƵďũĞĐƚƚŽ ĂĚĚŝƟŽŶĂůƌĞƋƵŝƌĞŵĞŶƚƐŝŶĐůƵĚŝŶŐƚŚĞƉƌŽĐƵƌĞŵĞŶƚƐƚĂŶĚĂƌĚƐŽĨƚŚĞhŶŝĨŽƌŵĚŵŝŶŝƐƚƌĂƟǀĞ ZĞƋƵŝƌĞŵĞŶƚƐ͕ŽƐƚWƌŝŶĐŝƉůĞƐĂŶĚƵĚŝƚZĞƋƵŝƌĞŵĞŶƚƐĨŽƌ&ĞĚĞƌĂůǁĂƌĚƐ͕Ϯ͘&͘Z͘ΑϮϬϬ͘ WĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐŵĂLJŚĂǀĞĂĚĚŝƟŽŶĂůƌĞƋƵŝƌĞŵĞŶƚƐďĂƐĞĚŽŶƐƉĞĐŝĮĐĨƵŶĚŝŶŐƐŽƵƌĐĞƚĞƌŵƐŽƌ ĐŽŶĚŝƟŽŶƐ͘tŝƚŚŝŶƚŚŝƐ^ĞĐƟŽŶ͕ĂůůƌĞĨĞƌĞŶĐĞƐƚŽ͞ĨĞĚĞƌĂů͟ƐŚŽƵůĚďĞŝŶƚĞƌƉƌĞƚĞĚƚŽŵĞĂŶƚŚĞhŶŝƚĞĚ ^ƚĂƚĞƐĨĞĚĞƌĂůŐŽǀĞƌŶŵĞŶƚ͘dŚĞĨŽůůŽǁŝŶŐůŝƐƚĂƉƉůŝĞƐǁŚĞŶĂWĂƌƟĐŝƉĂƟŶŐ ŶƟƚLJĂĐĐĞƐƐĞƐ^ƵƉƉůŝĞƌ͛Ɛ
Included ^ŽůƵƟŽŶƐǁŝƚŚhŶŝƚĞĚ^ƚĂƚĞƐĨĞĚĞƌĂůĨƵŶĚƐ͘
i)
Yh>
DW>KzD
EdKWWKZdhE/dz͘
džĐĞƉƚĂƐŽƚŚĞƌǁŝƐĞƉƌŽǀŝĚĞĚƵŶĚĞƌϰϭ͘&͘Z͘Α
60, all agreements ƚŚĂƚŵĞĞƚƚŚĞĚĞĮŶŝƟŽŶŽĨ͞ĨĞĚĞƌĂůůLJĂƐƐŝƐƚĞĚĐŽŶƐƚƌƵĐƟŽŶĐŽŶƚƌĂĐƚ͟ŝŶϰϭ ͘&͘Z͘ΑϲϬ-ϭ͘ϯŵƵƐƚŝŶĐůƵĚĞƚŚĞĞƋƵĂůŽƉƉŽƌƚƵŶŝƚLJĐůĂƵƐĞƉƌŽǀŝĚĞĚƵŶĚĞƌϰϭ͘&͘Z͘ΑϲϬ-1.4(b), in ĂĐĐŽƌĚĂŶĐĞǁŝƚŚ
džĞĐƵƟǀĞKƌĚĞƌϭϭϮϰϲ͕͞
ƋƵĂů
ŵƉůŽLJŵĞŶƚKƉƉŽƌƚƵŶŝƚLJ͟;ϯϬ&ZϭϮϯϭϵ͕ϭϮϵϯϱ͕
ϯ͘&͘Z͘Α͕ϭϵϲϰ-ϭϵϲϱŽŵƉ͕͘Ɖ͘ϯϯϵͿ͕ĂƐĂŵĞŶĚĞĚďLJ
džĞĐƵƟǀĞKƌĚĞƌϭϭϯϳϱ͕͞ŵĞŶĚŝŶŐ
džĞĐƵƟǀĞKƌĚĞƌϭϭϮϰϲZĞůĂƟŶŐƚŽ
ƋƵĂů
ŵƉůŽLJŵĞŶƚKƉƉŽƌƚƵŶŝƚLJ͕͟ĂŶĚŝŵƉůĞŵĞŶƟŶŐ
ƌĞŐƵůĂƟŽŶƐ Ăƚϰϭ͘&͘Z͘ΑϲϬ͕͞KĸĐĞŽĨ&ĞĚĞƌĂůŽŶƚƌĂĐƚŽŵƉůŝĂŶĐĞWƌŽŐƌĂŵƐ͕ ƋƵĂů
ŵƉůŽLJŵĞŶƚKƉƉŽƌƚƵŶŝƚLJ͕ĞƉĂƌƚŵĞŶƚŽĨ>ĂďŽƌ͘͟dŚĞĞƋƵĂůŽƉƉŽƌƚƵŶŝƚLJĐůĂƵƐĞŝƐŝŶĐŽƌƉŽƌĂƚĞĚ ŚĞƌĞŝŶďLJƌĞĨĞƌĞŶĐĞ͘
Docusign Envelope ID: C8447C14-6043-4823-9B0C-068378DB41B1 080124-FMC
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^ŽƵƌĐĞǁĞůůĞůŝŐŝďŝůŝƚLJƌĞƋƵŝƌĞŵĞŶƚƐĂŶĚƌĞƋƵŝƌĞĚĚŽĐƵŵĞŶƚĂƟŽŶ͘^ƵƉƉůŝĞƌǁŝůůďĞƌĞƐƉŽŶƐŝďůĞĨŽƌ ĞŶƐƵƌŝŶŐƐĂůĞƐĂƌĞǁŝƚŚWĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐ.
5) Term. dŚŝƐŐƌĞĞŵĞŶƚŝƐĞīĞĐƟǀĞƵƉŽŶƚŚĞĚĂƚĞŽĨƚŚĞĮŶĂůƐŝŐŶĂƚƵƌĞďĞůŽǁ͘dŚĞƚĞƌŵŽĨƚŚŝƐ ŐƌĞĞŵĞŶƚŝƐĨŽƵƌ;ϰͿLJĞĂƌƐĨƌŽŵƚŚĞĞīĞĐƟǀĞĚĂƚĞ͘dŚĞŐƌĞĞŵĞŶƚĞdžƉŝƌĞƐĂƚϭϭ͗ϱϵW͘D͘ĞŶƚƌĂů Time on November 14, 2028, ƵŶůĞƐƐŝƚŝƐĐĂŶĐĞůůĞĚŽƌĞdžƚĞŶĚĞĚĂƐĚĞĮŶĞĚŝŶƚŚŝƐŐƌĞĞŵĞŶƚ͘ a) Extensions. Sourcewell and Supplier may agree to up to three ;ϯͿ ĂĚĚŝƟŽŶĂůŽŶĞ-year extensions ďĞLJŽŶĚƚŚĞŽƌŝŐŝŶĂůĨŽƵƌ-LJĞĂƌƚĞƌŵ͘dŚĞƚŽƚĂůƉŽƐƐŝďůĞůĞŶŐƚŚŽĨƚŚŝƐŐƌĞĞŵĞŶƚǁŝůůďĞƐĞǀĞŶ(7) LJĞĂƌƐĨƌŽŵƚŚĞĞīĞĐƟǀĞĚĂƚĞ͘
b)
džĐĞƉƟŽŶĂůŝƌĐƵŵƐƚĂŶĐĞƐ͘ ^ŽƵƌĐĞǁĞůůƌĞƚĂŝŶƐƚŚĞƌŝŐŚƚƚŽĐŽŶƐŝĚĞƌĂĚĚŝƟŽŶĂůĞdžƚĞŶƐŝŽŶƐĂƐ ƌĞƋƵŝƌĞĚƵŶĚĞƌĞdžĐĞƉƟŽŶĂůĐŝƌĐƵŵƐƚĂŶĐĞƐ͘
6) Survival of Terms. EŽƚǁŝƚŚƐƚĂŶĚŝŶŐƚŚĞƚĞƌŵŝŶĂƟŽŶŽĨƚŚŝƐŐƌĞĞŵĞŶƚ͕ƚŚĞŽďůŝŐĂƟŽŶƐŽĨƚŚŝƐ ŐƌĞĞŵĞŶƚǁŝůůĐŽŶƟŶƵĞƚŚƌŽƵŐŚƚŚĞƉĞƌĨŽƌŵĂŶĐĞƉĞƌŝŽĚŽĨĂŶLJƚƌĂŶƐĂĐƟŽŶĞŶƚĞƌĞĚbetween ^ƵƉƉůŝĞƌĂŶĚĂŶLJWĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJďĞĨŽƌĞƚŚĞƚĞƌŵŝŶĂƟŽŶĚĂƚĞ͘
7) Scope. ^ƵƉƉůŝĞƌŝƐĂǁĂƌĚĞĚĂDĂƐƚĞƌŐƌĞĞŵĞŶƚƚŽƉƌŽǀŝĚĞƚŚĞƐŽůƵƟŽŶƐŝĚĞŶƟĮĞĚŝŶRFP 080124 to WĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐ͘/Ŷ^ĐŽƉĞƐŽůƵƟŽŶƐŝŶĐůƵĚĞ͗K
DsĞŚŝĐůĞWĂƌƚƐĂŶĚ^ƵƉƉůŝĞƐ͘
a. KƌŝŐŝŶĂůĞƋƵŝƉŵĞŶƚŵĂŶƵĨĂĐƚƵƌĞƌ;K
DͿƌĞƉĂŝƌ͕ƌĞƉůĂĐĞŵĞŶƚ͕ŵĂŝŶƚĞŶĂŶĐĞƉĂƌƚƐ͕ƐƵƉƉůŝĞƐ͕ĂŶĚ ƐĞƌǀŝĐĞƐĨŽƌ͗
i. ƵƚŽŵŽďŝůĞƐ͕^hsƐ͕ǀĂŶƐ͕ůŝŐŚƚƚƌƵĐŬ͕ůĂƐƐϯ-ϴĐŚĂƐƐŝƐĂŶĚĞƋƵŝƉŵĞŶƚ͕ďƵƐ͕ĂŶĚ motorcycles; and
ii. ůůĞŶŐŝŶĞĂŶĚƉŽǁĞƌƚƌĂŝŶƚLJƉĞƐƐƵĐŚĂƐ͗ŐĂƐŽůŝŶĞ͕ĚŝĞƐĞů͕ĐŽŵƉƌĞƐƐĞĚŶĂƚƵƌĂůŐĂƐ (CNG), propane, electric, and hybrid.
8) /ŶĐůƵĚĞĚ^ŽůƵƟŽŶƐ͘ ^ƵƉƉůŝĞƌ͛ƐWƌŽƉŽƐĂůƚŽƚŚĞĂďŽǀĞƌĞĨĞƌĞŶĐĞĚZ&Wis incorporated into this Master ŐƌĞĞŵĞŶƚ͘KŶůLJƚŚŽƐĞ^ŽůƵƟŽŶƐŝŶĐůƵĚĞĚǁŝƚŚŝŶ^ƵƉƉůŝĞƌ͛ƐWƌŽƉŽƐĂůĂŶĚǁŝƚŚŝŶ^ĐŽƉĞ;/ŶĐůƵĚĞĚ ^ŽůƵƟŽŶƐͿĂƌĞŝŶĐůƵĚĞĚǁŝƚŚŝŶƚŚĞŐƌĞĞŵĞŶƚĂŶĚŵĂLJďĞŽīĞƌĞĚƚŽWĂƌƟĐŝƉĂƟŶŐ ŶƟƟĞƐ.
9) /ŶĚĞĮŶŝƚĞYƵĂŶƟƚLJ͘ dŚŝƐDĂƐƚĞƌŐƌĞĞŵĞŶƚĚĞĮŶĞƐĂŶŝŶĚĞĮŶŝƚĞƋƵĂŶƟƚLJŽĨƐĂůĞƐƚŽĞůŝŐŝďůĞ WĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐ.
10) WƌŝĐŝŶŐ͘ WƌŝĐŝŶŐŝŶĨŽƌŵĂƟŽŶ;ŝŶĐůƵĚŝŶŐWƌŝĐŝŶŐĂŶĚĞůŝǀĞƌLJĂŶĚWƌŝĐŝŶŐKīĞƌĞĚtĂďůĞƐͿĨŽƌĂůů/ŶĐůƵĚĞĚ ^ŽůƵƟŽŶƐǁŝƚŚŝŶ^ƵƉƉůŝĞƌ͛ƐWƌŽƉŽƐĂůŝƐŝŶĐŽƌƉŽƌĂƚĞĚŝŶƚŽƚŚŝƐDĂƐƚĞƌŐƌĞĞŵĞŶƚ͘ 11) EŽƚƚŽ
džĐĞĞĚWƌŝĐŝŶŐ͘ Suppliers may not exceed the prices listed in the current Pricing List ŽŶĮůĞ with Sourcewell ǁŚĞŶŽīĞƌŝŶŐ/ŶĐůƵĚĞĚ^ŽůƵƟŽŶƐƚŽWĂƌƟĐŝƉĂƟŶŐ ŶƟƟĞƐ͘WĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐŵĂLJ
ƌĞƋƵĞƐƚĂĚũƵƐƚŵĞŶƚƐƚŽƉƌŝĐŝŶŐĚŝƌĞĐƚůLJĨŽƌŵ^ƵƉƉůŝĞƌĚƵƌŝŶŐƚŚĞŶĞŐŽƟĂƟŽŶĂŶĚĞdžĞĐƵƟŽŶŽĨĂŶLJ ƚƌĂŶƐĂĐƟŽŶ.
12) Open Market. ^ƵƉƉůŝĞƌ͛ƐŽƉĞŶŵĂƌŬĞƚƉƌŝĐŝŶŐprocess is included within its Proposal.
Docusign Envelope ID: C8447C14-6043-4823-9B0C-068378DB41B1 080124-FMC
v052824 ϯ
ϭϯͿ ^ƵƉƉůŝĞƌZĞƉƌĞƐĞŶƚĂƟŽŶƐ͗
i) Compliance. Supplier represents and warrants it will provide all Included ^ŽůƵƟŽŶƐ ƵŶĚĞƌƚŚŝƐŐƌĞĞŵĞŶƚŝŶĨƵůůĐŽŵƉůŝĂŶĐĞǁŝƚŚĂƉƉůŝĐĂďůĞĨĞĚĞƌĂů͕ƐƚĂƚĞ͕ĂŶĚůŽĐĂůůĂǁƐĂŶĚ ƌĞŐƵůĂƟŽŶƐ͘
ii) Licenses. ƐĂƉƉůŝĐĂďůĞ͕^ƵƉƉůŝĞƌǁŝůůŵĂŝŶƚĂŝŶĂǀĂůŝĚƐƚĂƚƵƐŽŶĂůůƌĞƋƵŝƌĞĚĨĞĚĞƌĂů͕ƐƚĂƚĞ͕ ĂŶĚůŽĐĂůůŝĐĞŶƐĞƐ͕ďŽŶĚƐ͕ĂŶĚƉĞƌŵŝƚƐƌĞƋƵŝƌĞĚĨŽƌƚŚĞŽƉĞƌĂƟŽŶŽĨ^ƵƉƉůŝĞƌ͛ƐďƵƐŝŶĞƐƐǁŝƚŚ WĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐ͘WĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐŵĂLJƌĞƋƵĞƐƚĂůůƌĞůĞǀĂŶƚĚŽĐƵŵĞŶƚĂƟŽŶĚŝƌĞĐƚůLJĨƌŽŵ Supplier.
iii) Supplier Warrants. Supplier warrants that all Included ^ŽůƵƟŽŶƐĨƵƌŶŝƐŚĞĚƵŶĚĞƌƚŚŝƐ ŐƌĞĞŵĞŶƚĂƌĞĨƌĞĞĨƌŽŵůŝĞŶƐĂŶĚĞŶĐƵŵďƌĂŶĐĞƐ͕ĂŶĚĂƌĞĨƌĞĞĨƌŽŵĚĞĨĞĐƚƐŝŶĚĞƐŝŐŶ͕ŵĂƚĞƌŝĂůƐ͕ ĂŶĚǁŽƌŬŵĂŶƐŚŝƉ͘/ŶĂĚĚŝƟŽŶ͕^ƵƉƉůŝĞƌǁĂƌƌĂŶƚƐƚŚĞ^ŽůƵƟŽŶƐĂƌĞƐƵŝƚĂďůĞĨŽƌĂŶĚǁŝůůƉĞƌĨŽƌŵ in accordance with the ordinary uƐĞĨŽƌǁŚŝĐŚƚŚĞLJĂƌĞŝŶƚĞŶĚĞĚ͘ 14) ĂŶŬƌƵƉƚĐLJEŽƟĐĞƐ͘ ^ƵƉƉůŝĞƌĐĞƌƟĮĞƐĂŶĚǁĂƌƌĂŶƚƐŝƚŝƐŶŽƚĐƵƌƌĞŶƚůLJŝŶĂďĂŶŬƌƵƉƚĐLJƉƌŽĐĞĞĚŝŶŐ͘ ^ƵƉƉůŝĞƌŚĂƐĚŝƐĐůŽƐĞĚĂůůĐƵƌƌĞŶƚĂŶĚĐŽŵƉůĞƚĞĚďĂŶŬƌƵƉƚĐLJƉƌŽĐĞĞĚŝŶŐƐǁŝƚŚŝŶƚŚĞƉĂƐƚƐĞǀĞŶLJĞĂƌƐ ǁŝƚŚŝŶŝƚƐWƌŽƉŽƐĂů͘^ƵƉƉůŝĞƌŵƵƐƚƉƌŽǀŝĚĞŶŽƟĐĞŝŶǁƌŝƟŶŐƚŽ^ŽƵƌĐĞǁĞůůŝĨŝƚĞŶƚĞƌƐĂďĂŶŬƌƵƉƚĐLJ ƉƌŽĐĞĞĚŝŶŐĂƚĂŶLJƟŵĞĚƵƌŝŶŐƚŚĞƚĞƌŵŽĨƚŚŝƐŐƌĞĞŵĞŶƚ͘ 15) Debarment and Suspension. ^ƵƉƉůŝĞƌĐĞƌƟĮĞƐĂŶĚǁĂƌƌĂŶƚƐƚŚĂƚŶĞŝƚŚĞƌŝƚŶŽƌŝƚƐƉƌŝŶĐŝƉĂůƐĂƌĞ ƉƌĞƐĞŶƚůLJĚĞďĂƌƌĞĚ͕ƐƵƐƉĞŶĚĞĚ͕ƉƌŽƉŽƐĞĚĨŽƌĚĞďĂƌŵĞŶƚ͕ĚĞĐůĂƌĞĚŝŶĞůŝŐŝďůĞ͕ŽƌǀŽůƵŶƚĂƌŝůLJĞdžĐůƵĚĞĚ ĨƌŽŵƉƌŽŐƌĂŵƐŽƉĞƌĂƚĞĚďLJƚŚĞ^ƚĂƚĞŽĨDŝŶŶĞƐŽƚĂ͕ƚŚĞhŶŝƚĞĚ^ƚĂƚĞƐĨĞĚĞƌĂůŐŽǀĞƌŶŵĞnt, or any WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJ͘^ƵƉƉůŝĞƌĐĞƌƟĮĞƐĂŶĚǁĂƌƌĂŶƚƐƚŚĂƚŶĞŝƚŚĞƌŝƚŶŽƌŝƚƐƉƌŝŶĐŝƉĂůƐŚĂǀĞďĞĞŶ ĐŽŶǀŝĐƚĞĚŽĨĂĐƌŝŵŝŶĂůŽīĞŶƐĞƌĞůĂƚĞĚƚŽƚŚĞƐƵďũĞĐƚŵĂƩĞƌŽĨƚŚŝƐŐƌĞĞŵĞŶƚ͘^ƵƉƉůŝĞƌĨƵƌƚŚĞƌ ǁĂƌƌĂŶƚƐƚŚĂƚŝƚǁŝůůƉƌŽǀŝĚĞŝŵŵĞĚŝĂƚĞǁƌŝƩĞŶŶŽƟĐĞƚŽ^ŽƵƌĐĞǁĞůůŝĨƚŚŝƐĐĞƌƟĮĐĂƟŽŶĐŚĂŶŐĞƐĂƚ ĂŶLJƟŵĞĚƵƌŝŶŐƚŚĞƚĞƌŵŽĨƚŚŝƐŐƌĞĞŵĞŶƚ͘
16) Provisions for non-hŶŝƚĞĚ^ƚĂƚĞƐĨĞĚĞƌĂůĞŶƟƚLJƉƌŽĐƵƌĞŵĞŶƚƐƵŶĚĞƌhŶŝƚĞĚ^ƚĂƚĞƐĨĞĚĞƌĂůĂǁĂƌĚƐ ŽƌŽƚŚĞƌĂǁĂƌĚƐ;ƉƉĞŶĚŝdžII to 2 C.F.R § 200). WĂƌƟĐŝƉĂƟŶŐ ŶƟƟĞƐƚŚĂƚƵƐĞhŶŝƚĞĚ^ƚĂƚĞƐĨĞĚĞƌĂů
ŐƌĂŶƚŽƌŽƚŚĞƌĨĞĚĞƌĂůĨƵŶĚŝŶŐƚŽƉƵƌĐŚĂƐĞƐŽůƵƟŽŶƐĨƌŽŵƚŚŝƐŐƌĞĞŵĞŶƚŵĂLJďĞƐƵďũĞĐƚƚŽ ĂĚĚŝƟŽŶĂůƌĞƋƵŝƌĞŵĞŶƚƐŝŶĐůƵĚŝŶŐƚŚĞƉƌŽĐƵƌĞŵĞŶƚƐƚĂŶĚĂƌĚƐŽĨƚŚĞhŶŝĨŽƌŵĚŵŝŶŝƐƚƌĂƟǀĞ ZĞƋƵŝƌĞŵĞŶƚƐ͕ŽƐƚWƌŝŶĐŝƉůĞƐĂŶĚƵĚŝƚZĞƋƵŝƌĞŵĞŶƚƐĨŽƌ&ĞĚĞƌĂůǁĂƌĚƐ͕Ϯ͘&͘Z͘ΑϮϬϬ͘ WĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐŵĂLJŚĂǀĞĂĚĚŝƟŽŶĂůƌĞƋƵŝƌĞŵĞŶƚƐďĂƐĞĚŽŶƐƉĞĐŝĮĐĨƵŶĚŝŶŐƐŽƵƌĐĞƚĞƌŵƐŽƌ ĐŽŶĚŝƟŽŶƐ͘tŝƚŚŝŶƚŚŝƐ^ĞĐƟŽŶ͕ĂůůƌĞĨĞƌĞŶĐĞƐƚŽ͞ĨĞĚĞƌĂů͟ƐŚŽƵůĚďĞŝŶƚĞƌƉƌĞƚĞĚƚŽŵĞĂŶƚŚĞhŶŝƚĞĚ ^ƚĂƚĞƐĨĞĚĞƌĂůŐŽǀĞƌŶŵĞŶƚ͘dŚĞĨŽůůŽǁŝŶŐůŝƐƚĂƉƉůŝĞƐǁŚĞŶĂWĂƌƟĐŝƉĂƟŶŐ ŶƟƚLJĂĐĐĞƐƐĞƐ^ƵƉƉůŝĞƌ͛Ɛ
Included ^ŽůƵƟŽŶƐǁŝƚŚhŶŝƚĞĚ^ƚĂƚĞƐĨĞĚĞƌĂůĨƵŶĚƐ͘
i)
Yh>
DW>KzD
EdKWWKZdhE/dz͘
džĐĞƉƚĂƐŽƚŚĞƌǁŝƐĞƉƌŽǀŝĚĞĚƵŶĚĞƌϰϭ͘&͘Z͘Α
60, all agreements ƚŚĂƚŵĞĞƚƚŚĞĚĞĮŶŝƟŽŶŽĨ͞ĨĞĚĞƌĂůůLJĂƐƐŝƐƚĞĚĐŽŶƐƚƌƵĐƟŽŶĐŽŶƚƌĂĐƚ͟ŝŶϰϭ ͘&͘Z͘ΑϲϬ-ϭ͘ϯŵƵƐƚŝŶĐůƵĚĞƚŚĞĞƋƵĂůŽƉƉŽƌƚƵŶŝƚLJĐůĂƵƐĞƉƌŽǀŝĚĞĚƵŶĚĞƌϰϭ͘&͘Z͘ΑϲϬ-1.4(b), in ĂĐĐŽƌĚĂŶĐĞǁŝƚŚ
džĞĐƵƟǀĞKƌĚĞƌϭϭϮϰϲ͕͞
ƋƵĂů
ŵƉůŽLJŵĞŶƚKƉƉŽƌƚƵŶŝƚLJ͟;ϯϬ&ZϭϮϯϭϵ͕ϭϮϵϯϱ͕
ϯ͘&͘Z͘Α͕ϭϵϲϰ-ϭϵϲϱŽŵƉ͕͘Ɖ͘ϯϯϵͿ͕ĂƐĂŵĞŶĚĞĚďLJ
džĞĐƵƟǀĞKƌĚĞƌϭϭϯϳϱ͕͞ŵĞŶĚŝŶŐ
džĞĐƵƟǀĞKƌĚĞƌϭϭϮϰϲZĞůĂƟŶŐƚŽ
ƋƵĂů
ŵƉůŽLJŵĞŶƚKƉƉŽƌƚƵŶŝƚLJ͕͟ĂŶĚŝŵƉůĞŵĞŶƟŶŐ
ƌĞŐƵůĂƟŽŶƐ Ăƚϰϭ͘&͘Z͘ΑϲϬ͕͞KĸĐĞŽĨ&ĞĚĞƌĂůŽŶƚƌĂĐƚŽŵƉůŝĂŶĐĞWƌŽŐƌĂŵƐ͕ ƋƵĂů
ŵƉůŽLJŵĞŶƚKƉƉŽƌƚƵŶŝƚLJ͕ĞƉĂƌƚŵĞŶƚŽĨ>ĂďŽƌ͘͟dŚĞĞƋƵĂůŽƉƉŽƌƚƵŶŝƚLJĐůĂƵƐĞŝƐŝŶĐŽƌƉŽƌĂƚĞĚ ŚĞƌĞŝŶďLJƌĞĨĞƌĞŶĐĞ͘
Docusign Envelope ID: C8447C14-6043-4823-9B0C-068378DB41B1 080124-FMC
v052824 4
ii) DAVIS-KEd͕^D
E
;ϰϬh͘^͘͘Αϯϭϰϭ-ϯϭϰϴͿ͘ tŚĞŶƌĞƋƵŝƌĞĚďLJĨĞĚĞƌĂů
ƉƌŽŐƌĂŵůĞŐŝƐůĂƟŽŶ͕ĂůůƉƌŝŵĞĐŽŶƐƚƌƵĐƟŽŶĐŽŶƚƌĂĐƚƐŝŶĞdžĐĞƐƐŽĨΨϮ͕ϬϬϬĂǁĂƌĚĞĚďLJŶŽŶ-ĨĞĚĞƌĂů ĞŶƟƟĞƐŵƵƐƚŝŶĐůƵĚĞĂƉƌŽǀŝƐŝŽŶĨŽƌĐŽŵƉůŝĂŶĐĞǁŝƚŚƚŚĞĂǀŝƐ-ĂĐŽŶĐƚ;ϰϬh͘^͘͘Αϯϭϰϭϯϭϰϰ͕ĂŶĚϯϭϰϲ-ϯϭϰϴͿĂƐƐƵƉƉůĞŵĞŶƚĞĚďLJĞƉĂƌƚŵĞŶƚŽĨ>ĂďŽƌƌĞŐƵůĂƟŽŶƐ;Ϯϵ͘&͘Z͘Αϱ͕ ͞>ĂďŽƌ^ƚĂŶĚĂƌĚƐWƌŽǀŝƐŝŽŶƐƉƉůŝĐĂďůĞƚŽŽŶƚƌĂĐƚƐŽǀĞƌŝŶŐ&ĞĚĞƌĂůůLJ&ŝŶĂŶĐĞĚĂŶĚƐƐŝƐƚĞĚ ŽŶƐƚƌƵĐƟŽŶ͟Ϳ͘/ŶĂĐĐŽƌĚĂŶĐĞǁŝƚŚƚŚĞƐƚĂƚƵƚĞ͕ĐŽŶƚƌĂĐƚŽƌƐŵƵƐƚ ďĞƌĞƋƵŝƌĞĚƚŽƉĂLJǁĂŐĞƐƚŽ ůĂďŽƌĞƌƐĂŶĚŵĞĐŚĂŶŝĐƐĂƚĂƌĂƚĞŶŽƚůĞƐƐƚŚĂŶƚŚĞƉƌĞǀĂŝůŝŶŐǁĂŐĞƐƐƉĞĐŝĮĞĚŝŶĂǁĂŐĞ ĚĞƚĞƌŵŝŶĂƟŽŶŵĂĚĞďLJƚŚĞ^ĞĐƌĞƚĂƌLJŽĨ>ĂďŽƌ͘/ŶĂĚĚŝƟŽŶ͕ĐŽŶƚƌĂĐƚŽƌƐŵƵƐƚďĞƌĞƋƵŝƌĞĚƚŽƉĂLJ ǁĂŐĞƐŶŽƚůĞƐƐƚŚĂŶŽŶĐĞĂǁĞĞŬ͘dŚĞŶŽŶ-ĨĞĚĞƌĂůĞŶƟƚLJŵƵƐƚƉůĂĐĞĂĐŽƉLJŽĨƚŚĞĐƵƌƌĞŶƚ ƉƌĞǀĂŝůŝŶŐǁĂŐĞĚĞƚĞƌŵŝŶĂƟŽŶŝƐƐƵĞĚďLJƚŚĞĞƉĂƌƚŵĞŶƚŽĨ>ĂďŽƌŝŶĞĂĐŚƐŽůŝĐŝƚĂƟŽŶ͘dŚĞ ĚĞĐŝƐŝŽŶƚŽĂǁĂƌĚĂĐŽŶƚƌĂĐƚŽƌƐƵďĐŽŶƚƌĂĐƚŵƵƐƚďĞĐŽŶĚŝƟŽŶĞĚƵƉŽŶƚŚĞĂĐĐĞƉƚĂŶĐĞŽĨƚŚĞ ǁĂŐĞĚĞƚĞƌŵŝŶĂƟŽŶ͘dŚĞŶŽŶ-ĨĞĚĞƌĂůĞŶƟƚLJŵƵƐƚƌĞƉŽƌƚĂůůƐƵƐƉĞĐƚĞĚŽƌƌĞƉŽƌƚĞĚǀŝŽůĂƟŽŶƐƚŽ ƚŚĞĨĞĚĞƌĂůĂǁĂƌĚŝŶŐĂŐĞŶĐLJ͘dŚĞĐŽŶƚƌĂĐƚƐŵƵƐƚĂůƐŽŝŶĐůƵĚĞĂƉƌŽǀŝƐŝŽŶĨŽƌĐŽŵƉůŝĂŶĐĞǁŝƚŚƚŚĞ ŽƉĞůĂŶĚ͞ŶƟ-<ŝĐŬďĂĐŬ͟Đƚ;ϰϬh͘^͘͘ΑϯϭϰϱͿ͕ĂƐƐƵƉƉůĞŵĞŶƚĞĚďLJĞƉĂƌƚŵĞŶƚŽĨ>ĂďŽƌ regulaƟŽŶƐ;Ϯϵ͘&͘Z͘Αϯ͕͞ŽŶƚƌĂĐƚŽƌƐĂŶĚ^ƵďĐŽŶƚƌĂĐƚŽƌƐŽŶWƵďůŝĐƵŝůĚŝŶŐŽƌWƵďůŝĐtŽƌŬ &ŝŶĂŶĐĞĚŝŶtŚŽůĞŽƌŝŶWĂƌƚďLJ>ŽĂŶƐŽƌ'ƌĂŶƚƐĨƌŽŵƚŚĞhŶŝƚĞĚ^ƚĂƚĞƐ͟Ϳ͘dŚĞĐƚƉƌŽǀŝĚĞƐƚŚĂƚ ĞĂĐŚĐŽŶƚƌĂĐƚŽƌŽƌƐƵďƌĞĐŝƉŝĞŶƚŵƵƐƚďĞƉƌŽŚŝďŝƚĞĚĨƌŽŵŝŶĚƵĐŝŶŐ͕ďLJĂŶLJ means, any person ĞŵƉůŽLJĞĚŝŶƚŚĞĐŽŶƐƚƌƵĐƟŽŶ͕ĐŽŵƉůĞƟŽŶ͕ŽƌƌĞƉĂŝƌŽĨƉƵďůŝĐǁŽƌŬ͕ƚŽŐŝǀĞƵƉĂŶLJƉĂƌƚŽĨƚŚĞ ĐŽŵƉĞŶƐĂƟŽŶƚŽǁŚŝĐŚŚĞŽƌƐŚĞŝƐŽƚŚĞƌǁŝƐĞĞŶƟƚůĞĚ͘dŚĞŶŽŶ-ĨĞĚĞƌĂůĞŶƟƚLJŵƵƐƚƌĞƉŽƌƚĂůů ƐƵƐƉĞĐƚĞĚŽƌƌĞƉŽƌƚĞĚǀŝŽůĂƟŽŶƐƚŽƚŚĞĨĞĚĞƌĂůawarding agency. Supplier must comply with all applicable Davis-Bacon Act provisions.
iii) KEdZdtKZ<,KhZ^E^&
dz^dEZ^d;ϰϬh͘^͘͘ΑϯϳϬϭ-ϯϳϬϴͿ͘
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v052824 5
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v052824 6
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ŶƟƚLJ͕^ƵƉƉůŝĞƌ͕ŽƌĂŶLJŽƚŚĞƌƉĂƌƚLJƉĞƌƚĂŝŶŝŶŐƚŽĂŶLJŵĂƩĞƌ ƌĞƐƵůƟŶŐĨƌŽŵƚŚĞŐƌĞĞŵĞŶƚŽƌĂŶLJƉƵƌĐŚĂƐĞďLJĂŶĂƵƚŚŽƌŝnjĞĚƵƐĞƌ͘ xv) PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The ŽŶƚƌĂĐƚŽƌĂĐŬŶŽǁůĞĚŐĞƐƚŚĂƚϯϭh͘^͘͘Αϯϴ;ĚŵŝŶŝƐƚƌĂƟǀĞZĞŵĞĚŝĞƐĨŽƌ&ĂůƐĞůĂŝŵƐĂŶĚ ^ƚĂƚĞŵĞŶƚƐͿĂƉƉůŝĞƐƚŽƚŚĞ^ƵƉƉůŝĞƌ͛ƐĂĐƟŽŶƐƉĞƌƚĂŝŶŝŶŐƚŽƚŚŝƐŐƌĞĞŵĞŶƚŽƌĂŶLJƉƵƌĐŚĂƐĞďLJĂ WĂƌƟĐŝƉĂƟŶŐ
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v052824 7
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17) Force Majeure. EĞŝƚŚĞƌƉĂƌƚLJƚŽƚŚŝƐŐƌĞĞŵĞŶƚǁŝůůďĞŚĞůĚƌĞƐƉŽŶƐŝďůĞĨŽƌĚĞůĂLJŽƌĚĞĨĂƵůƚĐĂƵƐĞĚ ďLJĂĐƚƐŽĨ'ŽĚŽƌŽƚŚĞƌĐŽŶĚŝƟŽŶƐƚŚĂƚĂƌĞďĞLJŽŶĚƚŚĂƚƉĂƌƚLJ͛ƐƌĞĂƐŽŶĂďůĞĐŽŶƚƌŽů͘ƉĂƌƚLJ ĚĞĨĂƵůƟŶŐƵŶĚĞƌƚŚŝƐƉƌŽǀŝƐŝŽŶŵƵƐƚƉƌŽǀŝĚĞƚŚĞŽƚŚĞƌƉĂƌƚLJƉƌŽŵƉƚǁƌŝƩĞŶŶŽƟĐĞŽĨƚŚĞĚĞĨĂƵůƚ͘ ƌƟĐůĞϮ͗
^ŽƵƌĐĞǁĞůůĂŶĚ^ƵƉƉůŝĞƌKďůŝŐĂƟŽŶƐ
dŚĞdĞƌŵƐŝŶƚŚŝƐƌƟĐůĞϮƌĞůĂƚĞƐƉĞĐŝĮĐĂůůLJƚŽ^ŽƵƌĐĞǁĞůůĂŶĚŝƚƐĂĚŵŝŶŝƐƚƌĂƟŽŶŽĨƚŚŝƐDĂƐƚĞƌ ŐƌĞĞŵĞŶƚǁŝƚŚ^ƵƉƉůŝĞƌĂŶĚ^ƵƉƉůŝĞƌ͛ƐŽďůŝŐĂƟŽŶƐƚŚĞƌĞƵŶĚĞƌ͘ 1) Authorized Sellers͘^ƵƉƉůŝĞƌŵƵƐƚƉƌŽǀŝĚĞ^ŽƵƌĐĞǁĞůůĂĐƵƌƌĞŶƚŵĞĂŶƐƚŽǀĂůŝĚĂƚĞŽƌĂƵƚŚĞŶƟĐĂƚĞ ^ƵƉƉůŝĞƌ͛ƐĂƵƚŚŽƌŝnjĞĚĚĞĂůĞƌƐ͕ĚŝƐƚƌŝďƵƚŽƌƐ͕ŽƌƌĞƐĞůůĞƌƐǁŚŝĐŚŵĂLJĐŽŵƉůĞƚĞƚƌĂŶƐĂĐƟŽŶƐŽĨ/ŶĐůƵĚĞĚ ^ŽůƵƟŽŶƐŽīĞƌĞĚƵŶĚĞƌƚŚŝƐŐƌĞĞŵĞŶƚ͘^ŽƵƌĐĞǁĞůůŵĂLJƌĞƋƵĞƐƚƵƉĚĂƚĞĚŝŶĨŽƌŵĂƟŽŶŝŶŝƚƐ ĚŝƐĐƌĞƟŽŶ͕ĂŶĚ^ƵƉƉůŝĞƌĂŐƌĞĞƐƚŽƉƌŽǀŝĚĞƌĞƋƵĞƐƚĞĚŝŶĨŽƌŵĂƟŽŶǁŝƚŚŝŶĂƌĞĂƐŽŶĂďůĞƟŵĞ͘ 2) WƌŽĚƵĐƚĂŶĚWƌŝĐĞŚĂŶŐĞƐZĞƋƵŝƌĞŵĞŶƚƐ͘ ^ƵƉƉůŝĞƌŵĂLJƌĞƋƵĞƐƚ/ŶĐůƵĚĞĚ^ŽůƵƟŽŶƐchanges, ĂĚĚŝƟŽŶƐ͕ŽƌĚĞůĞƟŽŶƐĂƚĂŶLJƟŵĞ͘ůůƌĞƋƵĞƐƚƐŵƵƐƚďĞŵĂĚĞŝŶǁƌŝƟŶŐďLJƐƵďŵŝƫŶŐĂ^ŽƵƌĐĞǁĞůů WƌŝĐĞĂŶĚWƌŽĚƵĐƚŚĂŶŐĞZĞƋƵĞƐƚ&ŽƌŵƚŽ^ŽƵƌĐĞǁĞůů͘ƚĂŵŝŶŝŵƵŵ͕ƚŚĞƌĞƋƵĞƐƚŵƵƐƚ͗ x /ĚĞŶƟĨLJƚŚĞĂƉƉůŝĐĂďůĞ^ŽƵƌĐĞǁĞůůŐƌĞĞŵĞŶƚŶƵŵďĞƌ͖
x ůĞĂƌůLJƐƉĞĐŝĨLJƚŚĞƌĞƋƵĞƐƚĞĚĐŚĂŶŐĞ͖
x WƌŽǀŝĚĞƐƵĸĐŝĞŶƚĚĞƚĂŝůƚŽũƵƐƟĨLJƚŚĞƌĞƋƵĞƐƚĞĚĐŚĂŶŐĞ͖ x /ŶĚŝǀŝĚƵĂůůLJůŝƐƚĂůů/ŶĐůƵĚĞĚ^ŽůƵƟŽŶƐĂīĞĐƚĞĚďLJƚŚĞƌĞƋƵĞƐƚĞĚĐŚĂŶŐĞ͕ĂůŽŶŐǁŝƚŚƚŚĞ ƌĞƋƵĞƐƚĞĚĐŚĂŶŐĞ;Ğ͘Ő͕͘ĂĚĚŝƟŽŶ͕ĚĞůĞƟŽŶ͕ƉƌŝĐĞĐŚĂŶŐĞͿ͖ĂŶĚ x /ŶĐůƵĚĞĂĐŽŵƉůĞƚĞƌĞƐƚĂƚĞŵĞŶƚŽĨWƌŝĐŝŶŐ>ŝƐƚǁŝƚŚƚŚĞĞīĞĐƟǀĞĚĂƚĞŽĨƚŚĞŵŽĚŝĮĞĚƉƌŝĐŝŶŐ͕ ŽƌƉƌŽĚƵĐƚĂĚĚŝƟŽŶŽƌĚĞůĞƟŽŶ͘dŚĞŶĞǁƉƌŝĐŝŶŐƌĞƐƚĂƚĞŵĞŶƚŵƵƐƚŝŶĐůƵĚĞĂůů/ŶĐůƵĚĞĚ ^ŽůƵƟŽŶƐŽīĞƌĞĚ͕ĞǀĞŶĨŽƌƚŚŽƐĞŝƚĞŵƐǁŚĞƌĞƉƌŝĐŝŶŐƌĞŵĂŝŶƐƵŶĐŚĂŶŐĞĚ͘ ĨƵůůLJĞdžĞĐƵƚĞĚ^ŽƵƌĐĞǁĞůůWƌŝĐĞĂŶĚWƌŽĚƵĐƚŚĂŶŐĞZĞƋƵĞƐƚ&ŽƌŵǁŝůůďĞĐŽŵĞĂŶĂŵĞŶĚŵĞŶƚƚŽ ƚŚŝƐŐƌĞĞŵĞŶƚĂŶĚǁŝůůďĞŝŶĐŽƌƉŽƌĂƚĞĚďLJƌĞĨĞƌĞŶĐĞ͘
ϯͿ ƵƚŚŽƌŝnjĞĚZĞƉƌĞƐĞŶƚĂƟǀĞ͘ ^ƵƉƉůŝĞƌǁŝůůĂƐƐŝŐŶĂŶƵƚŚŽƌŝnjĞĚZĞƉƌĞƐĞŶƚĂƟǀĞƚŽ^ŽƵƌĐĞǁĞůůĨŽƌƚŚŝƐ ŐƌĞĞŵĞŶƚĂŶĚŵƵƐƚƉƌŽǀŝĚĞƉƌŽŵƉƚŶŽƟĐĞƚŽ^ŽƵƌĐĞǁĞůůŝĨƚŚĂƚƉĞƌƐŽŶŝƐĐŚĂŶŐĞĚ͘dŚĞƵƚŚŽƌŝnjĞĚ ZĞƉƌĞƐĞŶƚĂƟǀĞǁŝůůďĞƌĞƐƉŽŶƐŝďůĞĨŽƌ͗
x DĂŝŶƚĞŶĂŶĐĞĂŶĚŵĂŶĂŐĞŵĞŶƚŽĨƚŚŝƐŐƌĞĞŵĞŶƚ͖
x dŝŵĞůLJƌĞƐƉŽŶƐĞƚŽĂůů^ŽƵƌĐĞǁĞůůĂŶĚWĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJŝŶƋƵŝƌŝĞƐ͖ĂŶĚ
x WĂƌƟĐŝƉĂƟŽŶŝŶƌĞǀŝĞǁƐǁŝƚŚ^ŽƵƌĐĞǁĞůů͘
^ŽƵƌĐĞǁĞůůΖƐƵƚŚŽƌŝnjĞĚZĞƉƌĞƐĞŶƚĂƟǀĞŝƐŝƚƐŚŝĞĨWƌŽĐƵƌĞŵĞŶƚKĸĐĞƌ.
Docusign Envelope ID: C8447C14-6043-4823-9B0C-068378DB41B1 080124-FMC
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4) WĞƌĨŽƌŵĂŶĐĞZĞǀŝĞǁƐ͘ Supplier will ƉĞƌĨŽƌŵĂŵŝŶŝŵƵŵŽĨŽŶĞƌĞǀŝĞǁǁŝƚŚ^ŽƵƌĐĞǁĞůůƉĞƌ ĂŐƌĞĞŵĞŶƚLJĞĂƌ͘dŚĞƌĞǀŝĞǁǁŝůůĐŽǀĞƌƚƌĂŶƐĂĐƟŽŶƐƚŽWĂƌƟĐŝƉĂƟŶŐ ŶƟƟĞƐ͕ƉƌŝĐŝŶŐĂŶĚƚĞƌŵƐ͕
ĂĚŵŝŶŝƐƚƌĂƟǀĞĨĞĞƐ͕ƐĂůĞƐĚĂƚĂƌĞƉŽƌƚƐ͕ƉĞƌĨŽƌŵĂŶĐĞŝƐƐƵĞƐ͕ƐƵƉƉůLJ chain issues, customer issues, and ĂŶLJŽƚŚĞƌŶĞĐĞƐƐĂƌLJŝŶĨŽƌŵĂƟŽŶ͘
5) ^ĂůĞƐZĞƉŽƌƟŶŐZĞƋƵŝƌĞĚ͘ ^ƵƉƉůŝĞƌŝƐƌĞƋƵŝƌĞĚĂƐĂŵĂƚĞƌŝĂůĞůĞŵĞŶƚƚŽƚŚŝƐDĂƐƚĞƌŐƌĞĞŵĞŶƚƚŽ ƌĞƉŽƌƚĂůůĐŽŵƉůĞƚĞĚƚƌĂŶƐĂĐƟŽŶƐǁŝƚŚWĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐƵƟůŝnjŝŶŐƚŚŝƐŐƌĞĞŵĞŶƚ͘&ĂŝůƵƌĞƚŽ
provide complete and accurate ƌĞƉŽƌƚƐĂƐĚĞĮŶĞĚŚĞƌĞŝŶǁŝůůďĞĂŵĂƚĞƌŝĂůďƌĞĂĐŚŽĨƚŚĞŐƌĞĞŵĞŶƚ ĂŶĚ^ŽƵƌĐĞǁĞůůƌĞƐĞƌǀĞƐƚŚĞƌŝŐŚƚƚŽƉƵƌƐƵĞĂůůƌĞŵĞĚŝĞƐĂǀĂŝůĂďůĞĂƚůĂǁŝŶĐůƵĚŝŶŐĐĂŶĐĞůůĂƟŽŶŽĨ this Agreement.
6) ZĞƉŽƌƟŶŐZĞƋƵŝƌĞŵĞŶƚƐ͘ ^ƵƉƉůŝĞƌŵƵƐƚƉƌŽǀŝĚĞ^ŽƵƌĐĞǁĞůůĂŶĂĐƟǀŝƚLJƌĞƉŽƌƚŽĨĂůůƚƌĂŶƐĂĐƟŽŶƐ ĐŽŵƉůĞƚĞĚƵƟůŝnjŝŶŐƚŚŝƐŐƌĞĞŵĞŶƚ͘ZĞƉŽƌƚƐĂƌĞĚƵĞĂƚůĞĂƐƚŽŶĐĞĞĂĐŚĐĂůĞŶĚĂƌƋƵĂƌƚĞƌ;ZĞƉŽƌƟŶŐ WĞƌŝŽĚͿ͘ZĞƉŽƌƚƐŵƵƐƚďĞƌĞĐĞŝǀĞĚŶŽůĂƚĞƌƚŚĂŶϰϱĐĂůĞŶĚĂƌĚĂLJƐĂŌĞƌƚŚĞĞŶĚŽĨĞĂch calendar ƋƵĂƌƚĞƌ͘^ƵƉƉůŝĞƌŵĂLJƌĞƉŽƌƚŽŶĂŵŽƌĞĨƌĞƋƵĞŶƚďĂƐŝƐŝŶŝƚƐĚŝƐĐƌĞƟŽŶ͘ZĞƉŽƌƚƐŵƵƐƚďĞƉƌŽǀŝĚĞĚ ƌĞŐĂƌĚůĞƐƐŽĨƚŚĞĂŵŽƵŶƚŽĨĐŽŵƉůĞƚĞĚƚƌĂŶƐĂĐƟŽŶƐĚƵƌŝŶŐƚŚĂƚƋƵĂƌƚĞƌ;ŝ͘Ğ͕͘ŝĨƚŚĞƌĞĂƌĞŶŽƐĂůĞƐ͕ Supplier must submit a ƌĞƉŽƌƚŝŶĚŝĐĂƟŶŐŶŽƐĂůĞƐǁĞƌĞŵĂĚĞͿ͘ dŚĞZĞƉŽƌƚŵƵƐƚĐŽŶƚĂŝŶƚŚĞĨŽůůŽǁŝŶŐĮĞůĚƐ͗
x WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJEĂŵĞ;Ğ͘Ő͕͘ŝƚLJŽĨ^ƚĂƉůĞƐ,ŝŐŚǁĂLJĞƉĂƌƚŵĞŶƚͿ͖
x WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJWŚLJƐŝĐĂů^ƚƌĞĞƚĚĚƌĞƐƐ͖
x WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJŝƚLJ͖
x WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJ^ƚĂƚĞͬWƌŽǀŝŶĐĞ͖
x WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJŝƉͬWŽƐƚĂůŽĚĞ͖
x ^ŽƵƌĐĞǁĞůůWĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJAccount Number;
x dƌĂŶƐĂĐƟŽŶĞƐĐƌŝƉƟŽŶ͖
x dƌĂŶƐĂĐƟŽŶWƵƌĐŚĂƐĞĚWƌŝĐĞ͖
x ^ŽƵƌĐĞǁĞůůĚŵŝŶŝƐƚƌĂƟǀĞ&ĞĞƉƉůŝĞĚ͖ĂŶĚ
x ĂƚĞdƌĂŶƐĂĐƟŽŶǁĂƐŝŶǀŽŝĐĞĚͬƐĂůĞǁĂƐƌĞĐŽŐŶŝnjĞĚĂƐƌĞǀĞŶƵĞďLJ^ƵƉƉůŝĞƌ͘ /Ĩcollected by Supplier, ƚŚĞZĞƉŽƌƚŵĂLJŝŶĐůƵĚĞƚŚĞĨŽůůŽǁŝŶŐĮĞůĚƐĂƐĂǀĂŝůĂďůĞ͗ x WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJŽŶƚĂĐƚEĂŵĞ͖
x WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJŽŶƚĂĐƚ
ŵĂŝůĚĚƌĞƐƐ͖
x WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJŽŶƚĂĐƚdĞůĞƉŚŽŶĞEƵŵďĞƌ͖
7) ĚŵŝŶŝƐƚƌĂƟǀĞ&ĞĞ͘ /ŶĐŽŶƐŝĚĞƌĂƟŽŶĨŽƌƚŚĞƐƵƉƉŽƌƚĂŶĚƐĞƌǀŝĐĞƐƉƌŽǀŝĚĞĚďLJ^ŽƵƌĐĞǁĞůů͕^ƵƉƉůŝĞƌ ǁŝůůƉĂLJĂŶĚŵŝŶŝƐƚƌĂƟǀĞ&ĞĞƚŽ^ŽƵƌĐĞǁĞůůŽŶĂůůĐŽŵƉůĞƚĞĚƚƌĂŶƐĂĐƟŽŶƐƚŽWĂƌƟĐŝƉĂƟŶŐ ŶƟƟĞƐ
ƵƟůŝnjŝŶŐƚŚŝƐŐƌĞĞŵĞŶƚ͘^ƵƉƉůŝĞƌǁŝůůŝŶĐůƵĚĞŝƚƐĚŵŝŶŝƐƚƌĂƟǀĞ&ĞĞǁŝƚŚin its proposed pricing. ^ƵƉƉůŝĞƌŵĂLJŶŽƚĚŝƌĞĐƚůLJĐŚĂƌŐĞWĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐƚŽŽīƐĞƚƚŚĞĚŵŝŶŝƐƚƌĂƟǀĞ&ĞĞ͘
8) &ĞĞĂůĐƵůĂƟŽŶ͘ ^ƵƉƉůŝĞƌ͛ƐĚŵŝŶŝƐƚƌĂƟǀĞ&ĞĞƉĂLJĂďůĞƚŽ^ŽƵƌĐĞǁĞůůǁŝůůďĞĐĂůĐƵůĂƚĞĚĂƐĂƐƚĂƚĞĚ ƉĞƌĐĞŶƚĂŐĞ;ůŝƐƚĞĚŝŶ^ƵƉƉůŝĞƌ͛ƐWƌŽƉŽƐĂůͿŽĨĂůůĐŽŵƉůĞƚĞĚƚƌĂŶƐĂĐƟŽŶƐƵƟůŝnjŝŶŐƚŚŝƐDĂƐƚĞƌ ŐƌĞĞŵĞŶƚǁŝƚŚŝŶƚŚĞƉƌĞĐĞĚŝŶŐZĞƉŽƌƟŶŐWĞƌŝŽĚ͘ For certain categories, a ŇĂƚĨĞĞ may be proposed. dŚĞĚŵŝŶŝƐƚƌĂƟǀĞ&ĞĞǁŝůůďĞƐƚĂƚĞĚŝŶ^ƵƉƉůŝĞƌ͛ƐWƌŽƉŽƐĂů. 9) &ĞĞZĞŵŝƩĂŶĐĞ͘ ^ƵƉƉůŝĞƌǁŝůůƌĞŵŝƚĨĞĞƚŽ^ŽƵƌĐĞǁĞůůŶŽůĂƚĞƌƚŚĂŶϰϱĐĂůĞŶĚĂƌĚĂLJƐĂŌĞƌƚŚĞĐůŽƐĞ ŽĨƚŚĞƉƌĞĐĞĚŝŶŐĐĂůĞŶĚĂƌƋƵĂƌƚĞƌŝŶĐŽŶũƵŶĐƟŽŶǁŝƚŚ^ƵƉƉůŝĞƌ͛ƐZĞƉŽƌƟŶŐWĞƌŝŽĚŽďůŝŐĂƟŽŶƐ Docusign Envelope ID: C8447C14-6043-4823-9B0C-068378DB41B1 080124-FMC
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ĚĞĮŶĞĚŚĞƌĞŝŶ͘WĂLJŵĞŶƚƐƐŚŽƵůĚŶŽƚĞƚŚĞ^ƵƉƉůŝĞƌ͛ƐŶĂŵĞĂŶĚ^ŽƵƌĐĞǁĞůů-assigned Agreement number in the memo; and must be either mailed to Sourcewell ĂďŽǀĞ͞ƩŶ͗ĐĐŽƵŶƚƐZĞĐĞŝǀĂďůĞ͟Žƌ ƌĞŵŝƩĞĚĞůĞĐƚƌŽŶŝĐĂůůLJƚŽ^ŽƵƌĐĞǁĞůů͛ƐďĂŶŬŝŶŐŝŶƐƟƚƵƟŽŶƉĞƌ^ŽƵƌĐĞǁĞůů͛Ɛ&ŝŶĂŶĐĞĚĞƉĂƌƚŵĞŶƚ ŝŶƐƚƌƵĐƟŽŶƐ͘
10) Noncompliance. ^ŽƵƌĐĞǁĞůůƌĞƐĞƌǀĞƐƚŚĞƌŝŐŚƚƚŽƐĞĞŬĂůůƌĞŵĞĚŝĞƐavailable ĂƚůĂǁĨŽƌƵŶƉĂŝĚŽƌ ƵŶĚĞƌƉĂŝĚĚŵŝŶŝƐƚƌĂƟǀĞ&ĞĞƐĚƵĞƵŶĚĞƌƚŚŝƐŐƌĞĞŵĞŶƚ͘&ĂŝůƵƌĞƚŽƌĞŵŝƚƉĂLJŵĞŶƚ͕ĚĞůŝŶƋƵĞŶƚ payments͕ƵŶĚĞƌƉĂLJŵĞŶƚƐ͕ŽƌŽƚŚĞƌĚĞǀŝĂƟŽŶƐĨƌŽŵƚŚĞƌĞƋƵŝƌĞŵĞŶƚƐŽĨƚŚŝƐŐƌĞĞŵĞŶƚŵĂLJďĞ ĚĞĞŵĞĚĂŵĂƚĞƌŝĂůďƌĞĂĐŚĂŶĚŵĂLJƌĞƐƵůƚŝŶĐĂŶĐĞůůĂƟŽŶŽĨƚŚŝƐŐƌĞĞŵĞŶƚĂŶĚĚŝƐďĂƌŵĞŶƚĨƌŽŵ ĨƵƚƵƌĞŐƌĞĞŵĞŶƚƐ͘
11) ƵĚŝƚZĞƋƵŝƌĞŵĞŶƚƐ͘ Pursuant to Minn. Stat. Α ϭϲ͘Ϭϱ͕ƐƵďĚŝǀŝƐŝŽŶϱ͕ƚŚĞŬƐ͕ƌĞĐŽƌĚƐ͕ ĚŽĐƵŵĞŶƚƐ͕ĂŶĚĂĐĐŽƵŶƟŶŐƉƌŽĐĞĚƵƌĞƐĂŶĚƉƌĂĐƟĐĞƐƌĞůĞǀĂŶƚƚŽƚŚŝƐŐƌĞĞŵĞŶƚĂƌĞƐƵďũĞĐƚƚŽ ĞdžĂŵŝŶĂƟŽŶďLJ^ŽƵƌĐĞǁĞůůand ƚŚĞDŝŶŶĞƐŽƚĂ^ƚĂƚĞƵĚŝƚŽƌĨŽƌĂŵŝŶŝŵƵŵŽĨƐŝdžLJĞĂƌƐĨƌŽŵƚŚĞĞŶĚ ŽĨƚŚŝƐŐƌĞĞŵĞŶƚ͘^ƵƉƉůŝĞƌĂŐƌĞĞƐƚŽĨƵůůLJĐŽŽƉĞƌĂƚĞǁŝƚŚ^ŽƵƌĐĞǁĞůůŝŶĂƵĚŝƟŶŐƚƌĂŶƐĂĐƟŽŶƐƵŶĚĞƌ ƚŚŝƐŐƌĞĞŵĞŶƚƚŽĞŶƐƵƌĞĐŽŵƉůŝĂŶĐĞǁŝƚŚƉƌŝĐŝŶŐƚĞƌŵƐ͕ĐŽƌƌĞĐƚĐĂůĐƵůĂƟŽŶĂŶĚƌĞŵŝƩĂŶĐĞŽĨ ĚŵŝŶŝƐƚƌĂƟǀĞ&ĞĞƐ͕ĂŶĚǀĞƌŝĮĐĂƟŽŶ ŽĨƚƌĂŶƐĂĐƟŽŶƐĂƐŵĂLJďĞƌĞƋƵĞƐƚĞĚďLJĂWĂƌƟĐŝƉĂƟŶŐ ŶƟƚLJŽƌ
Sourcewell.
12) ƐƐŝŐŶŵĞŶƚ͕dƌĂŶƐĨĞƌ͕and ĚŵŝŶŝƐƚƌĂƟǀĞŚĂŶŐĞƐ͘EĞŝƚŚĞƌƉĂƌƚLJŵĂLJĂƐƐŝŐŶŽƌŽƚŚĞƌǁŝƐĞƚƌĂŶƐĨĞƌ its rights or oblŝŐĂƟŽŶƐƵŶĚĞƌƚŚŝƐŐƌĞĞŵĞŶƚǁŝƚŚŽƵƚƚŚĞƉƌŝŽƌǁƌŝƩĞŶĐŽŶƐĞŶƚŽĨƚŚĞŽƚŚĞƌƉĂƌƚLJ ĂŶĚĂĨƵůůLJĞdžĞĐƵƚed assignment agreement. Such consent will not be unreasonably withheld. Any ƉƌŽŚŝďŝƚĞĚĂƐƐŝŐŶŵĞŶƚŝƐŝŶǀĂůŝĚ͘hƉŽŶƌĞƋƵĞƐƚ by Supplier, ^ŽƵƌĐĞǁĞůůŵĂLJŵĂŬĞĂĚŵŝŶŝƐƚƌĂƟǀĞ ĐŚĂŶŐĞƐƚŽĂŐƌĞĞŵĞŶƚĚŽĐƵŵĞŶƚĂƟŽŶƐƵĐŚĂƐŶĂŵĞĐŚĂŶŐĞƐ͕ĂĚĚƌĞƐƐĐŚĂŶŐĞƐ͕ĂŶĚŽƚŚĞƌŶŽŶmaterial updates as determined withiŶŝƚƐƐŽůĞĚŝƐĐƌĞƟŽŶ͘ ϭϯͿ Amendments. ŶLJŵĂƚĞƌŝĂůĐŚĂŶŐĞƚŽƚŚŝƐŐƌĞĞŵĞŶƚŵƵƐƚďĞĞdžĞĐƵƚĞĚŝŶǁƌŝƟŶŐƚŚƌŽƵŐŚĂŶ ĂŵĞŶĚŵĞŶƚĂŶĚǁŝůůŶŽƚďĞĞīĞĐƟǀĞƵŶƟůŝƚŚĂƐďĞĞŶĚƵůLJĞdžĞĐƵƚĞĚďLJƚŚĞƉĂƌƟĞƐ. 14) Waiver. Failure by Sourcewell to ĞŶĨŽƌĐĞany right under this Agreement will not be deemed a waiver ŽĨƐƵĐŚƌŝŐŚƚŝŶƚŚĞĞǀĞŶƚŽĨƚŚĞĐŽŶƟŶƵĂƟŽŶŽƌƌĞƉĞƟƟŽŶŽĨƚŚĞĐŝƌĐƵŵƐƚĂŶĐĞƐŐŝǀŝŶŐƌŝƐĞƚŽƐƵĐŚ right.
15) ŽŵƉůĞƚĞŐƌĞĞŵĞŶƚ͘ dŚŝƐŐƌĞĞŵĞŶƚƌĞƉƌĞƐĞŶƚƐƚŚĞĐŽŵƉůĞƚĞĂŐƌĞĞŵĞŶƚďĞƚǁĞĞŶƚŚĞƉĂƌƟĞƐ ĨŽƌ ƚŚĞƐĐŽƉĞĂƐĚĞĮŶĞĚŚĞƌĞŝŶ͘^ƵƉƉůŝĞƌĂŶĚ^ŽƵƌĐĞǁĞůůŵĂLJĞŶƚĞƌŝŶƚŽƐĞƉĂƌĂƚĞǁƌŝƩĞŶĂŐƌĞĞŵĞŶƚƐ ƌĞůĂƟŶŐƐƉĞĐŝĮĐĂůůLJƚŽƚƌĂŶƐĂĐƟŽŶƐŽƵƚƐŝĚĞŽĨƚŚĞƐĐŽƉĞŽĨƚŚŝƐŐƌĞĞŵĞŶƚ͘ 16) ZĞůĂƟŽŶƐŚŝƉŽĨ^ŽƵƌĐĞǁĞůůĂŶĚ^ƵƉƉůŝĞƌ͘ dŚŝƐŐƌĞĞŵĞŶƚĚŽĞƐŶŽƚĐƌĞĂƚĞĂƉĂƌƚŶĞƌƐŚŝƉ͕ũŽŝŶƚ ǀĞŶƚƵƌĞ͕ŽƌĂŶLJŽƚŚĞƌƌĞůĂƟŽŶƐŚŝƉƐƵĐŚĂƐĞŵƉůŽLJĞĞ͕ŝŶĚĞƉĞŶĚĞŶƚĐŽŶƚƌĂĐƚŽƌ͕ŵĂƐƚĞƌ-servant, or principal-agent.
17) /ŶĚĞŵŶŝĮĐĂƟŽŶ͘ ^ƵƉƉůŝĞƌŵƵƐƚŝŶĚĞŵŶŝĨLJ͕ĚĞĨĞŶĚ͕ƐĂǀĞ͕ĂŶĚŚŽůĚ^ŽƵƌĐĞǁĞůů͕ŝŶĐůƵĚŝŶŐƚŚĞŝƌĂŐĞŶƚƐ ĂŶĚĞŵƉůŽLJĞĞƐ͕ŚĂƌŵůĞƐƐĨƌŽŵĂŶLJĐůĂŝŵƐŽƌĐĂƵƐĞƐŽĨĂĐƟŽŶ͕ŝŶĐůƵĚŝŶŐĂƩŽƌŶĞLJƐ͛ĨĞĞƐŝŶĐƵƌƌĞĚďLJ ^ŽƵƌĐĞǁĞůů͕ĂƌŝƐŝŶŐŽƵƚŽĨĂŶLJĂĐƚŽƌŽŵŝƐƐŝŽŶŝŶƚŚĞƉĞƌĨŽƌŵĂŶĐĞŽĨƚŚŝƐ Agreement by the Supplier ŽƌŝƚƐĂŐĞŶƚƐŽƌĞŵƉůŽLJĞĞƐ͖ƚŚŝƐŝŶĚĞŵŶŝĮĐĂƟŽŶŝŶĐůƵĚĞƐŝŶũƵƌLJŽƌĚĞĂƚŚƚŽƉĞƌƐŽŶ;ƐͿŽƌƉƌŽƉĞƌƚLJ ĂůůĞŐĞĚƚŽŚĂǀĞďĞĞŶĐĂƵƐĞĚďLJƐŽŵĞĚĞĨĞĐƚŝŶĚĞƐŝŐŶ͕ĐŽŶĚŝƟŽŶ͕ŽƌƉĞƌĨŽƌŵĂŶĐĞŽĨ/ŶĐůƵĚĞĚ ^ŽůƵƟŽŶƐƵŶĚĞƌƚŚŝƐŐƌĞĞŵĞŶƚ͘^ŽƵƌĐĞǁĞůů͛ƐƌĞƐƉŽŶƐŝďŝůŝƚLJǁŝůůďĞŐŽǀĞƌŶĞĚďLJƚŚĞ^ƚĂƚĞŽĨ DŝŶŶĞƐŽƚĂ͛ƐdŽƌƚ>ŝĂďŝůŝƚLJĐƚ;DŝŶŶĞƐŽƚĂ^ƚĂƚƵƚĞƐŚĂƉƚĞƌϰϲϲͿĂŶĚŽƚŚĞƌĂƉƉůŝĐĂďůĞůĂǁ͘ Docusign Envelope ID: C8447C14-6043-4823-9B0C-068378DB41B1 080124-FMC
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18) ĂƚĂWƌĂĐƟĐĞƐ͘ ^ƵƉƉůŝĞƌĂŶĚ^ŽƵƌĐĞǁĞůůĂĐŬŶŽǁůĞĚŐĞ^ŽƵƌĐĞǁĞůůŝƐƐƵďũĞĐƚƚŽƚŚĞDŝŶŶĞƐŽƚĂ 'ŽǀĞƌŶŵĞŶƚĂƚĂWƌĂĐƟĐĞƐĐƚ͕DŝŶŶĞƐŽƚĂ^ƚĂƚƵƚĞƐŚĂƉƚĞƌϭϯ͘ƐŝƚĂƉƉůŝĞƐƚŽĂůůĚĂƚĂĐƌĞĂƚĞĚĂŶĚ ŵĂŝŶƚĂŝŶĞĚŝŶƉĞƌĨŽƌŵĂŶĐĞŽĨƚŚŝƐŐƌĞĞŵĞŶƚ͕^ƵƉƉůŝĞƌŵĂLJďĞƐƵďũĞĐƚƚŽƚŚĞƌĞƋƵŝƌĞŵĞŶƚƐŽĨƚŚŝƐ chapter.
19) Grant of License.
a) ƵƌŝŶŐƚŚĞƚĞƌŵŽĨƚŚŝƐŐƌĞĞŵĞŶƚ͗
i) ^ƵƉƉůŝĞƌWƌŽŵŽƟŽŶ͘ Sourcewell grants to Supplier a royalty-ĨƌĞĞ͕ǁŽƌůĚǁŝĚĞ͕ŶŽŶ-exclusive ƌŝŐŚƚĂŶĚůŝĐĞŶƐĞƚŽƵƐĞƚŚĞƚƌĂĚĞŵĂƌŬ;ƐͿƉƌŽǀŝĚĞĚƚŽ^ƵƉƉůŝĞƌďLJ^ŽƵƌĐĞǁĞůůŝŶĂĚǀĞƌƟƐŝŶŐ͕ ƉƌŽŵŽƟŽŶĂůŵĂƚĞƌŝĂůƐ͕ĂŶĚŝŶĨŽƌŵĂƟŽŶĂůƐŝƚĞƐĨŽƌƚŚĞƉƵƌƉŽƐĞŽĨŵĂƌŬĞƟŶŐ^ŽƵƌĐĞǁĞůů͛Ɛ Agreement with Supplier.
ii) ^ŽƵƌĐĞǁĞůůWƌŽŵŽƟŽŶ͘ Supplier grants to Sourcewell a royalty-ĨƌĞĞ͕ǁŽƌůĚǁŝĚĞ͕ŶŽŶĞdžĐůƵƐŝǀĞƌŝŐŚƚĂŶĚůŝĐĞŶƐĞƚŽƵƐĞ^ƵƉƉůŝĞƌ͛ƐƚƌĂĚĞŵĂƌŬƐŝŶĂĚǀĞƌƟƐŝŶŐ͕ƉƌŽŵŽƟŽŶĂů ŵĂƚĞƌŝĂůƐ͕ĂŶĚŝŶĨŽƌŵĂƟŽŶĂůƐŝƚĞƐĨŽƌƚŚĞƉƵƌƉŽƐĞŽĨŵĂƌŬĞƟŶŐ^ƵƉƉůŝĞƌ͛ƐŐƌĞĞŵĞŶƚǁŝƚŚ Sourcewell.
b) >ŝŵŝƚĞĚZŝŐŚƚŽĨ^ƵďůŝĐĞŶƐĞ͘ dŚĞƌŝŐŚƚĂŶĚůŝĐĞŶƐĞŐƌĂŶƚĞĚŚĞƌĞŝŶŝŶĐůƵĚĞƐĂůŝŵŝƚĞĚƌŝŐŚƚŽĨĞĂĐŚ ƉĂƌƚLJƚŽŐƌĂŶƚƐƵďůŝĐĞŶƐĞƐƚŽƚŚĞŝƌƌĞƐƉĞĐƟǀĞƐƵďƐŝĚŝĂƌŝĞƐ͕ĚŝƐƚƌŝďƵƚŽƌƐ͕ĚĞĂůĞƌƐ͕ƌĞƐĞůůĞƌƐ͕ ŵĂƌŬĞƟŶŐƌĞƉƌĞƐĞŶƚĂƟǀĞƐ͕ƉĂƌƚŶĞƌƐ͕ŽƌĂŐĞŶƚƐ;ĐŽůůĞĐƟǀĞůLJ͞WĞƌŵŝƩĞĚ^ƵďůŝĐĞŶƐĞĞƐ͟ͿŝŶ ĂĚǀĞƌƟƐŝŶŐ͕ƉƌŽŵŽƟŽŶĂů͕ŽƌŝŶĨŽƌŵĂƟŽŶĂůŵĂƚĞƌŝĂůƐĨŽƌƚŚĞƉƵƌƉŽƐĞŽĨŵĂƌŬĞƟŶŐƚŚĞWĂƌƟĞƐ͛ ƌĞůĂƟŽŶƐŚŝƉ͘ŶLJƐƵďůŝĐĞŶƐĞŐƌĂŶƚĞĚǁŝůůďĞƐƵďũĞĐƚƚŽƚŚĞƚĞƌŵƐĂŶĚĐŽŶĚŝƟŽŶƐŽĨƚŚŝƐƌƟĐůĞ͘
ĂĐŚƉĂƌƚLJǁŝůůďĞƌĞƐƉŽŶƐŝďůĞĨŽƌĂŶLJďƌĞĂĐŚŽĨƚŚŝƐƐĞĐƟŽŶ ďLJĂŶLJŽĨƚŚĞŝƌƌĞƐƉĞĐƟǀĞ sublicensees.
c) hƐĞ͖YƵĂůŝƚLJŽŶƚƌŽů͘
i) EĞŝƚŚĞƌƉĂƌƚLJŵĂLJĂůƚĞƌƚŚĞŽƚŚĞƌƉĂƌƚLJ͛ƐƚƌĂĚĞŵĂƌŬƐĨƌŽŵƚŚĞĨŽƌŵƉƌŽǀŝĚĞĚĂŶĚŵƵƐƚ ĐŽŵƉůLJǁŝƚŚƌĞŵŽǀĂůƌĞƋƵĞƐƚƐĂƐƚŽƐƉĞĐŝĮĐƵƐĞƐŽĨŝƚƐƚƌĂĚĞŵĂƌŬƐŽƌůŽŐŽƐ. ii)
ĂĐŚƉĂƌƚLJĂŐƌĞĞƐƚŽƵƐĞ͕ĂŶĚƚŽĐĂƵƐĞŝƚƐWĞƌŵŝƩĞĚ^ƵďůŝĐĞŶƐĞĞƐƚŽƵƐĞ͕ƚŚĞŽƚŚĞƌƉĂƌƚLJ͛Ɛ ƚƌĂĚĞŵĂƌŬƐŽŶůLJŝŶŐŽŽĚĨĂŝƚŚĂŶĚŝŶĂĚŝŐŶŝĮĞĚŵĂŶŶĞƌĐŽŶƐŝƐƚĞŶƚǁŝƚŚƐƵĐŚƉĂƌƚLJ͛ƐƵƐĞŽĨ ƚŚĞƚƌĂĚĞŵĂƌŬƐ͘
ĂĐŚƉĂƌƚLJŵĂLJŵĂŬĞǁƌŝƩĞŶŶŽƟĐĞƚŽƚŚĞŽƚŚĞƌƌĞŐĂƌĚŝŶg misuse under ƚŚŝƐƐĞĐƟŽŶ͘dŚĞŽīĞŶĚŝŶŐƉĂƌƚLJǁŝůůŚĂǀĞϯϬĚĂLJƐŽĨƚŚĞĚĂƚĞŽĨƚŚĞǁƌŝƩĞŶŶŽƟĐĞƚŽĐƵƌĞ ƚŚĞŝƐƐƵĞŽƌƚŚĞůŝĐĞŶƐĞͬƐƵďůŝĐĞŶƐĞǁŝůůďĞƚĞƌŵŝŶĂƚĞĚ͘ d) dĞƌŵŝŶĂƟŽŶ͘ hƉŽŶƚŚĞƚĞƌŵŝŶĂƟŽŶŽĨƚŚŝƐŐƌĞĞŵĞŶƚĨŽƌĂŶLJƌĞĂƐŽŶ͕ĞĂĐŚƉĂƌƚLJ͕ŝŶĐůƵĚŝŶŐ WĞƌŵŝƩĞĚ^ƵďůŝĐĞŶƐĞĞƐ͕ǁŝůůŚĂǀĞϯϬĚĂLJƐƚŽƌĞŵŽǀĞĂůůdƌĂĚĞŵĂƌŬƐĨƌŽŵƐŝŐŶĂŐĞ͕ǁĞďƐŝƚĞƐ͕ĂŶĚ ƚŚĞůŝŬĞďĞĂƌŝŶŐƚŚĞŽƚŚĞƌƉĂƌƚLJ͛ƐŶĂŵĞŽƌůŽŐŽ;ĞdžĐĞƉƟŶŐ^ŽƵƌĐĞǁĞůů͛ƐƉƌĞ-printed ĐĂƚĂůŽŐŽĨ ƐƵƉƉůŝĞƌƐǁŚŝĐŚŵĂLJďĞƵƐĞĚƵŶƟůƚŚĞŶĞdžƚƉƌŝŶƟŶŐͿ͘^ƵƉƉůŝĞƌŵƵƐƚƌĞƚƵƌŶĂůůŵĂƌŬĞƟŶŐĂŶĚ ƉƌŽŵŽƟŽŶĂůŵĂƚĞƌŝĂůƐ͕ŝŶĐůƵĚŝŶŐƐŝŐŶĂŐĞ͕ƉƌŽǀŝĚĞĚďLJ^ŽƵƌĐĞǁĞůů͕ŽƌĚŝƐƉŽƐĞŽĨŝƚĂĐĐŽƌĚŝŶŐƚŽ ^ŽƵƌĐĞǁĞůů͛ƐǁƌŝƩĞŶĚŝƌĞĐƟŽŶƐ͘
20) sĞŶƵĞĂŶĚ'ŽǀĞƌŶŝŶŐůĂǁďĞƚǁĞĞŶ^ŽƵƌĐĞǁĞůůĂŶĚ^ƵƉƉůŝĞƌKŶůLJ͘ dŚĞƐƵďƐƚĂŶƟǀĞĂŶĚƉƌŽĐĞĚƵƌĂů ůĂǁƐŽĨƚŚĞ^ƚĂƚĞŽĨDŝŶŶĞƐŽƚĂǁŝůůŐŽǀĞƌŶƚŚŝƐŐƌĞĞŵĞŶƚďĞƚǁĞĞŶ^ŽƵƌĐĞǁĞůůĂŶĚ^ƵƉƉůŝĞƌ͘sĞŶƵĞ ĨŽƌĂůůůĞŐĂůƉƌŽĐĞĞĚŝŶŐƐĂƌŝƐŝŶŐŽƵƚŽĨƚŚŝƐŐƌĞĞŵĞŶƚďĞƚǁĞĞŶ^ŽƵƌĐĞǁĞůůĂŶĚ^ƵƉƉůŝĞƌǁŝůůďĞŝŶ ĐŽƵƌƚŽĨĐŽŵƉĞƚĞŶƚũƵƌŝƐĚŝĐƟŽŶǁŝƚŚŝŶƚŚĞ^ƚĂƚĞŽĨDŝŶŶĞƐŽƚĂ͘dŚŝƐƐĞĐƟŽŶĚŽĞƐŶŽƚĂƉƉůLJƚŽĂŶLJ ĚŝƐƉƵƚĞďĞƚǁĞĞŶ^ƵƉƉůŝĞƌĂŶĚWĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJ͘dŚŝƐŐƌĞĞŵĞŶƚƌĞƐĞƌǀĞƐƚŚĞƌŝŐŚƚĨŽƌ^ƵƉƉůŝĞƌĂŶĚ WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJƚŽŶĞŐŽƟĂƚĞƚŚŝƐƚĞƌŵƚŽǁŝƚŚŝŶĂŶLJƚƌĂŶƐĂĐƟŽŶĚŽĐƵŵĞŶƚƐ.
Docusign Envelope ID: C8447C14-6043-4823-9B0C-068378DB41B1 080124-FMC
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21) Severability. /ĨĂŶLJƉƌŽǀŝƐŝŽŶŽĨƚŚŝƐŐƌĞĞŵĞŶƚŝƐĨŽƵŶĚďLJĂĐŽƵƌƚŽĨĐŽŵƉĞƚĞŶƚũƵƌŝƐĚŝĐƟŽŶƚŽďĞ ŝůůĞŐĂů͕ƵŶĞŶĨŽƌĐĞĂďůĞ͕ŽƌǀŽŝĚƚŚĞŶďŽƚŚƉĂƌƟĞƐǁŝůůďĞƌĞůŝĞǀĞĚĨƌŽŵĂůůŽďůŝŐĂƟŽŶƐĂƌŝƐŝŶŐĨƌŽŵƚŚĂƚ ƉƌŽǀŝƐŝŽŶ͘/ĨƚŚĞƌĞŵĂŝŶĚĞƌŽĨƚŚŝƐŐƌĞĞŵĞŶƚŝƐĐĂƉĂďůĞŽĨďĞŝŶŐƉĞƌĨŽƌŵĞĚ͕ŝƚǁŝůůŶŽƚďĞĂīĞĐƚĞĚ ďLJƐƵĐŚĚĞƚĞƌŵŝŶĂƟŽŶŽƌĮŶĚŝŶŐĂŶĚŵƵƐƚďĞĨƵůůLJƉĞƌĨŽƌŵĞĚ͘ 22) /ŶƐƵƌĂŶĐĞŽǀĞƌĂŐĞ͘ At its own expense, Supplier must maintain valid insurance policy(ies) during ƚŚĞƉĞƌĨŽƌŵĂŶĐĞŽĨƚŚŝƐŐƌĞĞŵĞŶƚǁŝƚŚŝŶƐƵƌĂŶĐĞĐŽŵƉĂŶLJ;ŝĞƐͿůŝĐĞŶƐĞĚŽƌĂƵƚŚŽƌŝnjĞĚƚŽĚŽ ďƵƐŝŶĞƐƐŝŶƚŚĞ^ƚĂƚĞŽĨDŝŶŶĞƐŽƚĂŚĂǀŝŶŐĂŶ͞D
^d͟ƌĂƟŶŐŽĨ- ŽƌďĞƩĞƌ͕ǁŝƚŚĐŽverage and
ůŝŵŝƚƐŽĨŝŶƐƵƌĂŶĐĞŶŽƚůĞƐƐƚŚĂŶƚŚĞĨŽůůŽǁŝŶŐ͗
a) Commercial General Liability Insurance. ^ƵƉƉůŝĞƌǁŝůůŵĂŝŶƚĂŝŶŝŶƐƵƌĂŶĐĞĐŽǀĞƌŝŶŐŝƚƐŽƉĞƌĂƟŽŶƐ͕ ǁŝƚŚĐŽǀĞƌĂŐĞŽŶĂŶŽĐĐƵƌƌĞŶĐĞďĂƐŝƐ͕ĂŶĚŵƵƐƚďĞƐƵďũĞĐƚƚŽƚĞƌŵƐŶŽůĞƐƐďƌŽĂĚƚŚĂŶƚŚĞ /ŶƐƵƌĂŶĐĞ^ĞƌǀŝĐĞƐKĸĐĞ;͞/^K͟ͿŽŵŵĞƌĐŝĂů'ĞŶĞƌĂů>ŝĂďŝůŝƚLJ&Žƌŵ'ϬϬϬϭ;ϮϬϬϭŽƌŶĞǁĞƌ ĞĚŝƟŽŶͿ͕ŽƌĞƋƵŝǀĂůĞŶƚ͘ƚĂŵŝŶŝŵƵŵ͕ĐŽǀĞƌĂŐĞŵƵƐƚŝŶĐůƵĚĞůŝĂďŝůŝƚLJĂƌŝƐŝŶŐĨƌŽŵƉƌĞŵŝƐĞƐ͕ ŽƉĞƌĂƟŽŶƐ͕ďŽĚŝůLJŝŶũƵƌLJĂŶĚƉƌŽƉĞƌƚLJĚĂŵĂŐĞ͕ŝŶĚĞƉĞŶĚĞŶƚĐŽŶƚƌĂĐƚŽƌƐ͕ƉƌŽĚƵĐƚƐ-completed ŽƉĞƌĂƟŽŶƐŝŶĐůƵĚŝŶŐĐŽŶƐƚƌƵĐƟŽŶĚĞĨĞĐƚ͕ĐŽŶƚƌĂĐƚƵĂůůŝĂďŝůŝƚLJ͕ďůĂŶŬĞƚĐŽŶƚƌĂĐƚƵĂůůŝĂbility, and ƉĞƌƐŽŶĂůŝŶũƵƌLJĂŶĚĂĚǀĞƌƟƐŝŶŐŝŶũƵƌLJ͘ůůƌĞƋƵŝƌĞĚůŝŵŝƚƐ͕ƚĞƌŵƐĂŶĚĐŽŶĚŝƟŽŶƐŽĨĐŽǀĞƌĂŐĞŵƵƐƚ ďĞŵĂŝŶƚĂŝŶĞĚĚƵƌŝŶŐƚŚĞƚĞƌŵŽĨƚŚŝƐAgreement.
x Ψϭ͕ϱϬϬ͕ϬϬϬĞĂĐŚŽĐĐƵƌƌĞŶĐĞŽĚŝůLJ/ŶũƵƌLJĂŶĚWƌŽƉĞƌƚLJĂŵĂŐĞ x Ψϭ͕ϱϬϬ͕ϬϬϬWĞƌƐŽŶĂůĂŶĚĚǀĞƌƟƐŝŶŐ/ŶũƵƌLJ
x ΨϮ͕ϬϬϬ͕ϬϬϬĂŐŐƌĞŐĂƚĞĨŽƌƉƌŽĚƵĐƚƐůŝĂďŝůŝƚLJ-ĐŽŵƉůĞƚĞĚŽƉĞƌĂƟŽŶƐ x ΨϮ͕ϬϬϬ͕ϬϬϬŐĞŶĞƌĂůĂŐŐƌĞŐĂƚĞ
b) ĞƌƟĮĐĂƚĞƐŽĨ/ŶƐƵƌĂŶĐĞ͘ WƌŝŽƌƚŽĞdžĞĐƵƟŽŶŽĨƚŚŝƐŐƌĞĞŵĞŶƚ͕^ƵƉƉůŝĞƌŵƵƐƚĨƵƌŶŝƐŚƚŽ ^ŽƵƌĐĞǁĞůůĂĐĞƌƟĮĐĂƚĞŽĨŝŶƐƵƌĂŶĐĞ͕ĂƐĞǀŝĚĞŶĐĞŽĨƚŚĞŝŶƐƵƌĂŶĐĞƌĞƋƵŝƌĞĚƵŶĚĞƌƚŚŝƐ ŐƌĞĞŵĞŶƚ͘WƌŝŽƌƚŽĞdžƉŝƌĂƟŽŶŽĨƚŚĞƉŽůŝĐLJ;ŝĞƐͿ͕ƌĞŶĞǁĂůĐĞƌƟĮĐĂƚĞƐŵƵƐƚďĞŵĂŝůĞĚƚŽ Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or provided to in an ĂůƚĞƌŶĂƟǀĞŵĂŶŶĞƌĂƐĚŝƌĞĐƚĞĚďLJ^ŽƵƌĐĞǁĞůů͘dŚĞĐĞƌƟĮĐĂƚĞƐŵƵƐƚďĞƐŝŐŶĞĚďLJĂƉĞƌƐŽŶ ĂƵƚŚŽƌŝnjĞĚďLJƚŚĞŝŶƐƵƌĞƌ;ƐͿƚŽďŝŶĚĐŽǀĞƌĂŐĞŽŶƚŚĞŝƌďĞŚĂůĨ͘&ĂŝůƵƌĞŽĨ^ƵƉƉůŝĞƌƚŽŵĂŝŶƚĂŝŶƚŚĞ ƌĞƋƵŝƌĞĚŝŶƐƵƌĂŶĐĞĂŶĚĚŽĐƵŵĞŶƚĂƟŽŶŵĂLJĐŽŶƐƟƚƵƚĞĂŵĂƚĞƌŝĂůďƌĞĂĐŚ͘ c) ĚĚŝƟŽŶĂů/ŶƐƵƌĞĚ
ŶĚŽƌƐĞŵĞŶƚĂŶĚWƌŝŵĂƌLJĂŶĚEŽŶ-contributory Insurance Clause. Supplier ĂŐƌĞĞƐƚŽůŝƐƚ^ŽƵƌĐĞǁĞůů͕ŝŶĐůƵĚŝŶŐŝƚƐŽĸĐĞƌƐ͕ĂŐĞŶƚƐ͕ĂŶĚĞŵƉůŽLJĞĞƐ͕ĂƐĂŶĂĚĚŝƟŽŶĂůŝŶƐƵƌĞĚ ƵŶĚĞƌƚŚĞ^ƵƉƉůŝĞƌ͛ƐĐŽŵŵĞƌĐŝĂůŐĞŶĞƌĂůůŝĂďŝůŝƚLJŝŶƐƵƌĂŶĐĞƉŽůŝĐLJǁŝƚŚƌĞƐƉĞĐƚƚŽůŝĂďŝůŝƚLJĂƌŝƐŝŶŐ ŽƵƚŽĨĂĐƟǀŝƟĞƐ͕͞ŽƉĞƌĂƟŽŶƐ͕͟Žƌ͞ǁŽƌŬ͟ƉĞƌĨŽƌŵĞĚďLJŽƌŽŶďĞŚĂůĨŽĨ^ƵƉƉůŝĞƌ͕ĂŶĚƉƌŽĚƵĐƚƐ ĂŶĚĐŽŵƉůĞƚĞĚŽƉĞƌĂƟŽŶƐŽĨ^ƵƉƉůŝĞƌ͘dŚĞƉŽůŝĐLJƉƌŽǀŝƐŝŽŶ;ƐͿŽƌĞŶĚŽƌƐĞŵĞŶƚ;ƐͿŵƵƐƚĨƵƌƚŚĞƌ provide that coverage is primary and not excess over or contributory with any other valid, ĂƉƉůŝĐĂďůĞ͕ĂŶĚĐŽůůĞĐƟďůĞŝŶƐƵƌĂŶĐĞŽƌƐĞůĨ-ŝŶƐƵƌĂŶĐĞŝŶĨŽƌĐĞĨŽƌƚŚĞĂĚĚŝƟŽŶĂůŝŶƐƵƌĞĚƐ͘ d) tĂŝǀĞƌŽĨ^ƵďƌŽŐĂƟŽŶ͘ ^ƵƉƉůŝĞƌǁĂŝǀĞƐĂŶĚŵƵƐƚƌĞƋƵŝƌĞ;ďLJĞŶĚŽƌƐĞŵĞŶƚŽƌŽƚŚĞƌǁŝƐĞͿĂůůŝƚƐ ŝŶƐƵƌĞƌƐƚŽǁĂŝǀĞƐƵďƌŽŐĂƟŽŶƌŝŐŚƚƐĂŐĂŝŶƐƚ^ŽƵƌĐĞǁĞůůĂŶĚŽƚŚĞƌĂĚĚŝƟŽŶĂůŝŶƐƵƌĞĚƐĨŽƌůŽƐƐĞƐ ƉĂŝĚƵŶĚĞƌƚŚĞŝŶƐƵƌĂŶĐĞƉŽůŝĐŝĞƐƌĞƋƵŝƌĞĚďLJƚŚŝƐŐƌĞĞŵĞŶƚŽƌŽƚŚĞƌŝŶƐƵƌĂŶĐĞĂƉƉůŝĐĂble to ƚŚĞ^ƵƉƉůŝĞƌŽƌŝƚƐƐƵďĐŽŶƚƌĂĐƚŽƌƐ͘dŚĞǁĂŝǀĞƌŵƵƐƚĂƉƉůLJƚŽĂůůĚĞĚƵĐƟďůĞƐĂŶĚͬŽƌƐĞůĨ-insured ƌĞƚĞŶƟŽŶƐĂƉƉůŝĐĂďůĞƚŽƚŚĞƌĞƋƵŝƌĞĚŽƌĂŶLJŽƚŚĞƌŝŶƐƵƌĂŶĐĞŵĂŝŶƚĂŝŶĞĚďLJƚŚĞ^ƵƉƉůŝĞƌŽƌŝƚƐ ƐƵďĐŽŶƚƌĂĐƚŽƌƐ͘tŚĞƌĞƉĞƌŵŝƩĞĚďLJůĂǁ͕^ƵƉƉůŝĞƌŵƵƐƚƌĞƋƵŝƌĞƐŝŵŝůĂƌǁƌŝƩĞŶĞdžƉƌĞƐƐǁĂŝǀĞƌƐ ŽĨƐƵďƌŽŐĂƟŽŶĂŶĚŝŶƐƵƌĂŶĐĞĐůĂƵƐĞƐĨƌŽŵĞĂĐŚŽĨŝƚƐƐƵďĐŽŶƚƌĂĐƚŽƌƐ͘ Docusign Envelope ID: C8447C14-6043-4823-9B0C-068378DB41B1 080124-FMC
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e) Umbrella/Excess Liability/SELF-INSURED RETENTION. dŚĞůŝŵŝƚƐƌĞƋƵŝƌĞĚďLJƚŚŝƐAgreement can ďĞŵĞƚďLJĞŝƚŚĞƌƉƌŽǀŝĚŝŶŐĂƉƌŝŵĂƌLJƉŽůŝĐLJŽƌŝŶĐŽŵďŝŶĂƟŽŶǁŝƚŚƵŵďƌĞůůĂͬĞdžĐĞƐƐůŝĂďŝůŝƚLJ ƉŽůŝĐLJ;ŝĞƐͿ͕ŽƌƐĞůĨ-ŝŶƐƵƌĞĚƌĞƚĞŶƟŽŶ͘
ϮϯͿ dĞƌŵŝŶĂƟŽŶĨŽƌŽŶǀĞŶŝĞŶĐĞ͘ Sourcewell or Supplier may terminate this Agreement upon 60 ĐĂůĞŶĚĂƌĚĂLJƐΖǁƌŝƩĞŶŶŽƟĐĞƚŽƚŚĞŽƚŚĞƌWĂƌƚLJ͘dĞƌŵŝŶĂƟŽŶƉƵƌƐƵĂŶƚƚŽƚŚŝƐƐĞĐƟŽŶǁŝůůŶŽƚƌĞůŝĞǀĞ ƚŚĞ^ƵƉƉůŝĞƌ͛ƐŽďůŝŐĂƟŽŶƐƵŶĚĞƌƚŚŝƐŐƌĞĞŵĞŶƚĨŽƌany ƚƌĂŶƐĂĐƟŽŶƐĞŶƚĞƌĞĚǁŝƚŚWĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐƚŚƌŽƵŐŚƚŚĞĚĂƚĞŽĨƚĞƌŵŝŶĂƟŽŶ͕ŝŶĐůƵĚŝŶŐƌĞƉŽƌƟŶŐĂŶĚƉĂLJŵĞŶƚŽĨĂƉƉůŝĐĂďůĞ ĚŵŝŶŝƐƚƌĂƟǀĞ&ĞĞƐ͘
24) dĞƌŵŝŶĂƟŽŶĨŽƌĂƵƐĞ͘ ^ŽƵƌĐĞǁĞůůŵĂLJƚĞƌŵŝŶĂƚĞƚŚŝƐŐƌĞĞŵĞŶƚƵƉŽŶƉƌŽǀŝĚŝŶŐǁƌŝƩĞŶŶŽƟĐĞŽĨ ŵĂƚĞƌŝĂůďƌĞĂĐŚƚŽ^ƵƉƉůŝĞƌ͘EŽƟĐĞŵƵƐƚĚĞƐĐƌŝďĞƚŚĞďƌĞĂĐŚŝŶƌĞĂƐŽŶĂďůĞĚĞƚĂŝůĂŶĚƐƚĂƚĞƚŚĞ ŝŶƚĞŶƚƚŽƚĞƌŵŝŶĂƚĞƚŚĞŐƌĞĞŵĞŶƚ͘hƉŽŶƌĞĐĞŝƉƚŽĨEŽƟĐĞ͕ƚŚĞ^ƵƉƉůŝĞƌǁŝůůŚĂǀĞϯϬĐalendar days ŝŶǁŚŝĐŚŝƚŵƵƐƚĐƵƌĞƚŚĞďƌĞĂĐŚ͘dĞƌŵŝŶĂƟŽŶƉƵƌƐƵĂŶƚƚŽƚŚŝƐƐĞĐƟŽŶǁŝůůŶŽƚƌĞůŝĞǀĞƚŚĞ^ƵƉƉůŝĞƌ͛Ɛ ŽďůŝŐĂƟŽŶƐƵŶĚĞƌƚŚŝƐŐƌĞĞŵĞŶƚĨŽƌany ƚƌĂŶƐĂĐƟŽŶƐĞŶƚĞƌĞĚǁŝƚŚWĂƌƟĐŝƉĂƟŶŐ ŶƟƟĞƐƚŚƌŽƵŐŚƚŚĞ
ĚĂƚĞŽĨƚĞƌŵŝŶĂƟŽŶ͕ŝŶĐůƵĚŝŶŐƌĞƉŽƌƟŶŐĂŶĚƉĂLJŵĞŶƚŽĨĂƉƉůŝĐĂďůĞĚŵŝŶŝƐƚƌĂƟǀĞ&ĞĞƐ͘ ƌƟĐůĞϯ͗
^ƵƉƉůŝĞƌKďůŝŐĂƟŽŶƐƚŽWĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐ
The Terms in ƚŚŝƐƌƟĐůĞϯƌĞůĂƚĞƐƉĞĐŝĮĐĂůůLJƚŽ^ƵƉƉůŝĞƌĂŶĚĂWĂƌƟĐŝƉĂƟŶŐ ŶƟƚLJǁŚĞŶĞŶƚĞƌŝŶŐ
ƚƌĂŶƐĂĐƟŽŶƐƵƟůŝnjŝŶŐƚŚĞ'ĞŶĞƌĂůdĞƌŵƐĞƐƚĂďůŝƐŚĞĚŝŶƚŚŝƐDĂƐƚĞƌŐƌĞĞŵĞŶƚ͘ƌƟĐůĞϭ'ĞŶĞƌĂůdĞƌŵƐ ĐŽŶƚƌŽůŽǀĞƌĂŶLJĐŽŶŇŝĐƚǁŝƚŚƚŚŝƐƌƟĐůĞ ϯ͘tŚĞƌĞƚŚŝƐDĂƐƚĞƌŐƌĞĞŵĞŶƚŝƐƐŝůĞŶƚŽŶĂŶLJƐƵďũĞĐƚ͕ WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJĂŶĚ^ƵƉƉůŝĞƌƌĞƚĂŝŶƚŚĞĂďŝůŝƚLJƚŽŶĞŐŽƟĂƚĞŵƵƚƵĂůůLJĂĐĐĞƉƚĂďůĞƚĞƌŵƐ. 1) YƵŽƚĞƐƚŽWĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐ͘ ^ƵƉƉůŝĞƌƐĂƌĞĞŶĐŽƵƌĂŐĞĚƚŽƉƌŽǀŝĚĞĂůůƉƌŝĐŝŶŐŝŶĨŽƌŵĂƟŽŶ ƌĞŐĂƌĚŝŶŐƚŚĞƚŽƚĂůĐŽƐƚŽĨĂĐƋƵŝƐŝƟŽŶǁŚĞŶƋƵŽƟŶŐƚŽĂWĂƌƟĐŝƉĂƟŶŐ ŶƟƚLJ͘^ƵƉƉůŝĞƌƐĂŶĚ
WĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐĂƌĞĞŶĐŽƵƌĂŐĞĚƚŽŝŶĐůƵĚĞĂůůĐŽƐƚƐƉĞĐŝĮĐĂůůLJĂƐƐŽĐŝĂƚĞĚǁŝƚŚŽƌŝŶĐůƵĚĞĚǁŝthin ƚŚĞ^ƵƉƉůŝĞƌƐƉƌŽƉŽƐĂůĂŶĚ/ŶĐůƵĚĞĚ^ŽůƵƟŽŶƐ ǁŝƚŚŝŶƚƌĂŶƐĂĐƟŽŶĚŽĐƵŵĞŶƚƐ. 2) ^ŚŝƉƉŝŶŐ͕ĞůŝǀĞƌLJ͕ĐĐĞƉƚĂŶĐĞ͕ZĞũĞĐƟŽŶ͕ĂŶĚtĂƌƌĂŶƚLJ͘ ^ƵƉƉůŝĞƌ͛ƐƉƌŽƉŽƐĂůŵĂLJŝŶĐůƵĚĞƉƌŽƉŽƐĞĚ ƚĞƌŵƐƌĞůĂƟŶŐƚŽƐŚŝƉƉŝŶŐ͕ĚĞůŝǀĞƌLJ͕ŝŶƐƉĞĐƟŽŶ͕ĂŶĚĂĐĐĞƉƚĂŶĐĞͬƌĞũĞĐƟŽŶ and other relevant terms ŽĨƚĞŶĚĞƌĞĚ^ŽůƵƟŽŶƐ͘^ƵƉƉůŝĞƌĂŶĚWĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJŵĂLJŶĞŐŽƟĂƚĞĮŶĂůƚĞƌŵƐĂƉƉƌŽƉƌŝĂƚĞĨŽƌƚŚĞ
ƐƉĞĐŝĮĐƚƌĂŶƐĂĐƟŽŶƌĞůĂƟŶŐƚŽnon-ĂƉƉƌŽƉƌŝĂƟŽŶ͕ƐŚŝƉƉŝŶŐ͕ĚĞůŝǀĞƌLJ͕ŝŶƐƉĞĐƟŽŶ͕ ĂĐĐĞƉƚĂŶĐĞͬƌĞũĞĐƟŽŶŽĨƚĞŶĚĞƌĞĚ ^ŽůƵƟŽŶƐ͕ĂŶĚǁĂƌƌĂŶƚLJĐŽǀĞƌĂŐĞĨŽƌ/ŶĐůƵĚĞĚ^ŽůƵƟŽŶƐ͘^ƵĐŚ terms may include, but are not lŝŵŝƚĞĚƚŽ͕ĐŽƐƚƐ͕ƌŝƐŬŽĨůŽƐƐ͕ƉƌŽƉĞƌƉĂĐŬĂŐŝŶŐ͕ŝŶƐƉĞĐƟŽŶƌŝŐŚƚƐĂŶĚ ƟŵĞůŝŶĞƐ͕ĂĐĐĞƉƚĂŶĐĞŽƌƌĞũĞĐƟŽŶƉƌŽĐĞĚƵƌĞƐ͕ĂŶĚƌĞŵĞĚŝĞƐĂƐŵƵƚƵĂůůLJĂŐƌĞĞĚŝŶĐůƵĚĞŶŽƟĐĞ ƌĞƋƵŝƌĞŵĞŶƚƐ͕ƌĞƉůĂĐĞŵĞŶƚ͕ƌĞƚƵƌŶŽƌĞdžĐŚĂŶŐĞƉƌŽĐĞĚƵƌĞƐ͕ĂŶĚĂƐƐŽĐŝĂƚĞĚĐŽƐƚƐ͘ ϯͿ Applicable Taxes. WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJŝƐƌĞƐƉŽŶƐŝďůĞĨŽƌŶŽƟĨLJŝŶŐƐƵƉƉůŝĞƌŽĨŝƚƐƚĂdž-exempt status and ĨŽƌƉƌŽǀŝĚŝŶŐ^ƵƉƉůŝĞƌǁŝƚŚĂŶLJǀĂůŝĚƚĂdž-ĞdžĞŵƉƟŽŶĐĞƌƟĮĐĂƟŽŶ;ƐͿŽƌƌĞůĂƚĞĚĚŽĐƵŵĞŶƚĂƟŽŶ͘ 4) KƌĚĞƌŝŶŐWƌŽĐĞƐƐĂŶĚWĂLJŵĞŶƚ͘ ^ƵƉƉůŝĞƌ͛ƐŽƌĚĞƌŝŶŐƉƌŽĐĞƐƐĂŶĚĂĐĐĞƉƚĂďůĞĨŽƌŵƐŽĨƉĂLJŵĞŶƚĂƌĞ ŝŶĐůƵĚĞĚǁŝƚŚŝŶŝƚƐWƌŽƉŽƐĂů͘WĂƌƟĐŝƉĂƟŶŐ
ŶƟƟĞƐǁŝůůďĞƐŽůĞůLJƌĞƐƉŽŶƐŝďůĞĨŽƌƉĂLJŵĞŶƚƚŽ^ƵƉƉůŝĞƌ ĂŶĚ^ŽƵƌĐĞǁĞůůǁŝůůŚĂǀĞŶŽůŝĂďŝůŝƚLJĨŽƌĂŶLJƵŶƉĂŝĚŝŶǀŽŝĐĞŽĨĂŶLJWĂƌƟĐŝƉĂƟŶŐ ŶƟƚy.
Docusign Envelope ID: C8447C14-6043-4823-9B0C-068378DB41B1 080124-FMC
v052824 ϭϯ
5) Refurbished Goods. ůů
ƋƵŝƉŵĞŶƚĂŶĚWƌŽĚƵĐƚƐƉƌŽǀŝĚĞĚƵŶĚĞƌƚŚŝƐŐƌĞĞŵĞŶƚŵƵƐƚďĞ ŶĞǁͬĐƵƌƌĞŶƚŵŽĚĞů͘^ƵƉƉůŝĞƌŵĂLJŽīĞƌƌĞĨƵƌďŝƐŚĞĚ
ƋƵŝƉŵĞŶƚŽƌWƌŽĚƵĐƚƐŝĨĐůĞĂƌůLJĚŝƐĐůŽƐĞĚby
^ƵƉƉůŝĞƌƚŽWĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJĂƐƌĞƋƵŝƌĞĚďLJƐƚĂƚĞĚŝƐĐůŽƐƵƌĞůĂǁƐ͘
6) dƌĂŶƐĂĐƟŽŶŽĐƵŵĞŶƚƐ͘ WĂƌƟĐŝƉĂƟŶŐ
ŶƟƚLJŵĂLJƌĞƋƵŝƌĞƚŚĞƵƐĞŽĨŝƚƐŽǁŶĨŽƌŵƐƚŽĐŽŵƉůĞƚĞ
ƚƌĂŶƐĂĐƟŽŶƐĚŝƌĞĐƚůLJǁŝƚŚ^ƵƉƉůŝĞƌƵƟůŝnjŝŶŐƚŚĞƚĞƌŵƐĞƐƚĂďůŝƐŚĞĚŝŶƚŚŝƐŐƌĞĞŵĞŶƚ͘^ƵƉƉůŝĞƌ͛Ɛ ƐƚĂŶĚĂƌĚĨŽƌŵĂŐƌĞĞŵĞŶƚƐŵĂLJďĞŽīĞƌĞĚĂƐƉĂƌƚŽĨŝƚƐWƌŽƉŽƐĂů͘^ƵƉƉůŝĞƌĂŶĚWĂƌƟĐŝƉĂƟŶŐ ŶƟƚLJ
ŵĂLJĐŽŵƉůĞƚĞĂŶĚĚŽĐƵŵĞŶƚƚƌĂŶƐĂĐƟŽŶƐƵƟůŝnjŝŶŐĂŶLJƚLJƉĞŽĨƚƌĂŶƐĂĐƟŽŶĚŽĐƵŵĞŶƚƐĂƐŵƵƚƵĂůůLJ ĂŐƌĞĞĚ͘/ŶĂŶLJƚƌĂŶƐĂĐƟŽŶĚŽĐƵŵĞŶƚĞŶƚĞƌĞĚƵƟůŝnjŝŶŐƚŚŝƐŐƌĞĞŵĞŶƚ͕^ƵƉƉůŝĞƌĂŶĚWĂƌƟĐŝƉĂƟŶŐ
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Bid Number: RFP 080124 Vendor Name: Ford Motor Company
Docusign Envelope ID: C8447C14-6043-4823-9B0C-068378DB41B1 :LWKLQௐWKLVௐ5)3ௐFDWHJRU\ௐWKHUHௐPD\ௐEHௐ
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Bid Number: RFP 080124 Vendor Name: Ford Motor Company
Docusign Envelope ID: C8447C14-6043-4823-9B0C-068378DB41B1 Bid Number: RFP 080124 Vendor Name: Ford Motor Company
Table 88: Depth and 8readth of Offered Solutions
Indicate below if the listed types or classes of Solutions are offered within your proposal. Provide additional comments in the text box provided, as necessary.
Line Item Category or Type Offered * Comments
77 Automobile OEM Parts Yes
No
The only Ford OEM parts authorized
by Ford Motor Company for Ford
& Lincoln vehicles. These parts are
only sold at Ford Dealerships (2,900+
locations nationally) and Ford
Authorized Distributors (459 locations
nationally)
*
78 SUV OEM Parts Yes
No
The only Ford OEM Parts authorized
by Ford Motor Company for Ford &
Lincoln SUVs to include Police
Interceptors purchased by government
agencies. These parts are only sold
at Ford Dealerships (2,900+) and
Ford Authorized Distributors (459
locations).
*
79 Van OEM Parts Yes
No
The only Ford OEM Parts authorized
by Ford Motor Company for Ford
Transit Vans. These parts are only
sold at Ford Dealerships (2,900+)
and Ford Authorized Distributors (459
locations).
*
80 Light Truck OEM Parts Yes
No
The only Ford OEM Parts authorized
by Ford Motor Company for Ford
light trucks. (Example: Ford
Maverick, Ford Ranger) These parts
are only sold at Ford Dealerships
(2,900+) and Ford Authorized
Distributors (459 locations).
*
81 Class 3-8 Chassis and equipment OEM Parts Yes
No
The only Ford OEM Parts authorized
by Ford Motor Company for Ford F350, 450, 550, 650, 750 trucks.
These parts are only sold at Ford
Dealerships (2,900+) and Ford
Authorized Distributors (459 locations).
*
82 Bus OEM Parts Yes
No
The only Ford OEM Parts authorized
by Ford Motor Company for a Ford
Bus Chassis. These parts are only
sold at Ford Dealerships (2,900+)
and Ford Authorized Distributors (459
locations).
83 Motorcycles OEM Parts Yes
No
NA
Exceptions to Terms, Conditions, or Specifications Form Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been incorporated into the contract text.
Documents
Ensure your submission document(s) conforms to the following:
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Bid Number: RFP 080124 Vendor Name: Ford Motor Company
Docusign Envelope ID: C8447C14-6043-4823-9B0C-068378DB41B1 $GGHQGD7HUPVDQG&RQGLWLRQV
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Bid Number: RFP 080124 Vendor Name: Ford Motor Company
Docusign Envelope ID: C8447C14-6043-4823-9B0C-068378DB41B1 7KH3URSRVHUGHFODUHVWKDWWKHUHLVDQDFWXDORUSRWHQWLDO&RQIOLFWRI,QWHUHVWUHODWLQJWRWKHSUHSDUDWLRQRILWVVXEPLVVLRQDQGRUWKH 3URSRVHUIRUHVHHVDQDFWXDORUSRWHQWLDO&RQIOLFWRI,QWHUHVWLQSHUIRUPLQJWKHREOLJDWLRQVFRQWHPSODWHGLQWKHVROLFLWDWLRQSURSRVDO <HV 1R
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Bid Number: RFP 080124 Vendor Name: Ford Motor Company
Docusign Envelope ID: C8447C14-6043-4823-9B0C-068378DB41B1
Ford
Automotive parts, service, and supplies
#080124-FMC
Maturity Date: 11/14/2028
Website: FordParts.com
Products & Services
Sourcewell contract 080124-FMC gives access to the following types of goods and services:
Genuine Ford and OE authorized motorcraft parts, oils, and lubricants Ford and Lincoln dealer repair services
Quick Lane tire and auto care services
Ford National Fleet Parts pricing program
Ford Fleet Care consolidated billing
Third-party collaboration for vendor managed inventory
Parts inventory management training
Ford Rotunda diagnostic tools and equipment
Ford Pro hardware and software charging solutions
Ford Pro intelligence and fleet management solutions
Ford Pro Parts Loyalty Rewards incentive program
To use this contract, you must first register on the vendor-provided, nongovernment website at: parts.ford.com
Download step-by-step instructions (PDF) to get started
Buy Sourcewell Documents Contact Information Products & Services search menu
7/10/25, 3:27 PM Ford: Contract 080124-FMC | Sourcewell https://www.sourcewell-mn.gov/cooperative-purchasing/080124-fmc 1/4 ATTACHMENT NO. 3
FORD FLEET CARE
FORD FLEET CARE
ATTACHMENT NO. 4
2 FORD PARTS
Ford Parts provides original equipment design
and fit for your Ford and Lincoln vehicles to
help restore new-vehicle-like performance
and reliability. Plus, all Ford parts are backed
by Ford Motor Company and built with the
engineering expertise from a manufacturer
with more than 100 years of experience.
The name says quality, dependability, and
performance. Motorcraft® parts are designed
specifically for Ford and Lincoln vehicles and
have undergone extensive laboratory and
on-road testing. Our comprehensive product
line is built to maximize the performance of
Ford and Lincoln vehicles.
A trusted relationship just got better.
Omnicraft™ is the newest member of the
Ford family of parts, offering affordable,
reliable parts designed for non-Ford repairs.
With more than a century of parts heritage
to build upon, Omnicraft is a quality choice for
your business. Now available along with Ford
and Motorcraft® parts for one-stop shopping
at your Ford Dealer.
THE FORD FLEET CARE
ADVANTAGE
• Cardless/cashless convenience
• Reduced administration
• Controlled spending limits
• No enrollment fees
• Access to online business reports
• All-make billing solution
CONSOLIDATED BILLING
FOR YOUR SELF-MANAGED FLEET
Learn more. Apply today.
Visit the Ford Fleet Care website at fleetcare.ford.com or scan this code with your smartphone.
Message and data rates apply.
FORD FLEET CARE
Cardless/Cashless Convenience
• No need for drivers to carry a credit
card or cash
• Ford and Lincoln dealers able to verify
vehicle enrollment in program
Reduced Administration and Cost
• Consolidated monthly invoice replaces multiple
repair orders or part purchase invoices
• Ability to make a single payment on behalf of
your entire fleet
• No enrollment or administrative fees
• Access to online business reports
Controlled Spending Limits
• Establish prior approval spending limit
• Ford and Lincoln dealers able to view your
preset spending limit and contact you for
purchase order approval
All-Make Billing Solution
• Ford and Lincoln vehicles
• Non-Ford vehicles and trailers
Additional Vehicle Service Programs*
National glass program
OEM windshield replacement and repair
provided through mobile service with OEM
specifications
Enhanced roadside assistance
Offers services beyond New Vehicle Limited
Warranty and Ford Protect extended service
plan roadside coverages
* Available in the U.S. only. Prior approval is not available.
Ford Fleet Care is a parts and service consolidated billing program, offered without administrative fees, to commercial fleets who choose to self-manage their fleet of vehicles. The program allows you to make a single monthly payment on behalf of your entire fleet for vehicle service and part purchases - helping you reduce administrative time and cost.
The program is available through Ford and Lincoln dealerships and Quick Lane Tire and Auto Centers throughout the United States and Canada.
3 VEHICLE MAINTENANCE AND SERVICE
Consolidated service billing documents provide a summary of your vehicle maintenance and service events in an
easy-to-read format.
Consolidated Invoice
Compiles total amount due for the billing period:
• Replaces multiple dealership invoices
• Helps save processing time
Repair Notification Summary
Summarizes vehicle service events charged during
the billing period:
• Vehicle Identification Number (VIN)
• Fleet unit number (when provided)
• Fleet prior approval code
• Servicing location
• Repair mileage
• Dealership repair order number
Repair Notification
Provides details of individual dealership repair orders in an easy-to-read format that includes:
• Billing location
• Service provider
• Vehicle data, including VIN and your assigned unit number • Description of performed repairs, including parts and labor • Condition code – describes the condition of the replaced part
CONSOLIDATED BILLING OPTIONS
FORD, MOTORCRAFT® AND OMNICRAFT™
PARTS PURCHASES
The Parts Purchase Billing Program extends the same consolidated billing convenience from the dealership’s Service Department to the dealership’s Parts Department. And can be utilized as stand-alone billing or combined with service billing.
Features include:
• A dedicated parts account code and card issued for your convenience • Authorization by your designated company representative • The ability to order parts on fordparts.com and bill to your Ford Fleet Care account
Consolidated Invoice
Compiles total amount due for the billing period:
• Replaces multiple dealership invoices
• Helps save processing time
Purchase Notification Summary
Summarizes parts purchases charged during the billing period and includes:
• Your Ford Fleet Care account code
• Prior approval code
• Purchase location
Purchase Notification
Provides details of individual dealership parts purchase orders in an easy-to-read format that includes:
• Billing location
• Service provider
• Unit price
• Service provider comments
• Part code and quantity purchased
Centralized Billing Program
INVOICE
Invoice No: QSE0700001
Invoice Date: 01-Dec-20XX
Due Date: 01-Jan-20XX
Total Cost: $15,336.38
Total U.S. Sales Tax: $717.78
Total Administration Fee: $ 0.00
Total Amount:
Please call 1-800-367-3221 if balances are not paid in full
ABC FLEET
000000/00000
123 MAIN ST
DEARBORN, MI 48124
Attn: FLEET ADMINISTRATOR
Please Make Check Payable To: Please include Invoice No QSE0700001 on check remittance when submitting payment.
Dept 121801
Quality Fleet Care
PO Box 67000 Payment Term Net 30 Days from Invoice Date.
Detroit, MI 48267-1218 Overdue Invoices will be assessed a 2% Tele: 1-800-367-3221 Late Fee
$16,054.16
Please make check payable to:
Ford Quality Fleet Care
Dept 121801
PO Box 67000
Detroit, MI 48267-1218
Comments: Ordered 10 Rotors
R1 1 Fleet Part Sales Partsale 0 0.00 0.00
2 Rotor Assembly DR374B 10 33.72 337.20
Comments: Ordered 20 Starters
R2 1 Fleet Part Sales Partsale 0 0.00 0.00
2. Starter Assembly E9Tz 12A112A 20 50.60 1,000.00
Comments: Ordered 8 Pads
R3 1 Fleet Part Sales Partsale 0 0.00 0.00
2. PAD XU2Z 2V001AVA 8 55.19 441.52
Comments: Ordered 10 Alternators
R4 1 Fleet Part Sales Partsale 0 0.00 0.00
2. Alternator Assembly F6AZ 10346AARM1 10 251.64 2,516.40 Account Info:
ABC FLEET – 000000/00000
123 MAIN ST
DEARBORN, MI 48124
Attn: FLEET ADMINISTRATOR
Invoice No: QSE0700001-0001
Currency Code: USD
Invoice Date: 01-Dec-20XX
Payment Terms Net 30 Days from Invoice Date
Seller:
Ridge Ford
123 Maple Street
DEARBORN, MI 48121
(800) 367-32218
Participating Business Preferred Network Dealer
Purchase Date: 01-Dec-20XX
Order No: 060762
Approval Number: 785652
Billing Info:
Billing Number: Q000FC0XXX0
Authorized By: James Bond
Plan:
QUALITY FLEET CARE-PARTS PURCHASE
PROGRAM
Line Description Part Code Quantity Unit Price Cost
Admin Fee: $0.00 Tax: $55.30 Total: $4,350.42
$4,295.12
Centralized Billing Program
PURCHASE NOTIFICATION