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Home My WebLink AboutCity of Tamarac Resolution R-2006-1731 Temp Reso #11052 Page 1 September 7, 2006 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-2006- A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA, AUTHORIZING THE APPROPRIATE OFFICIALS TO AWARD OFFICE SUPPLY NEEDS TO OFFICE DEPOT, INC. ON BEHALF OF THE SOUTHEAST FLORIDA GOVERNMENTAL PURCHASING COOPERATIVE FOR THE PERIOD OF DECEMBER 1, 2006 THROUGH JANUARY 1, 2010, UTILIZING PRICING PROVIDED THROUGH THE U.S. COMMUNITIES GOVERNMENT PURCHASING ALLIANCE TERM CONTRACT MASTER PURCHASE AGREEMENT #42595; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Tamarac has need to purchase office supplies to support all City operations; and WHEREAS, the utilization of a term contract agreement provides for volume savings through quantity discounts; and WHEREAS, the City of Tamarac served as the "lead agency" for the Southeast Florida Governmental Purchasing Cooperative for the purchase of office supply needs; and WHEREAS, twenty-six (26) governmental agencies within the Southeast Florida Governmental Purchasing Cooperative are eligible to utilize this agreement for the purchase of approximately $2.1 million in office supplies; and Temp Reso #11052 Page 2 September 7, 2006 WHEREAS, the U.S. Communities Government Purchasing Alliance is a nationwide strategic sourcing program designed by public professionals for use by government agencies and public -benefit non -profits throughout the nation; and WHEREAS, the Association of School Business Officials, International (ASBO), the National Association of Counties (NACO), the National Institute of Governmental Purchasing (NIGP), the National League of Cities (NLC), and the United States Conference of Mayors (USCM), jointly sponsor the U.S. Communities Government Purchasing Alliance; and WHEREAS, the City of Los Angeles, California, as national lead agency, and in cooperation with the U.S. Communities Government Purchasing Alliance, issued RFP 218955, and awarded Term Contract Master Purchase Agreement #42595 to Office Depot, Inc. on January 2, 2006, copies of which are included herein as Exhibit A and Exhibit B to Exhibit 1; and WHEREAS, the City staff has reviewed the current marketplace, and has determined that the pricing offered through the U.S. Communities Government Purchasing Alliance is the most competitive in the marketplace; and WHEREAS, the City has successfully utilized Office Depot, Inc. to supply City office supply needs since 2001; and WHEREAS, City Code Section 6-155 allows the Purchasing and Contracts Manager the authority to procure supplies, materials and equipment, which are 1 Temp Reso #11052 Page 3 September 7, 2006 the subject of contracts with other governmental agencies without following purchasing procedures as set forth in City Code Section 6-149; and WHEREAS, the City of Tamarac is a member in good standing of the U.S. Communities Government Purchasing Alliance; and WHEREAS, the term of the U.S. Communities Government Purchasing Alliance Term Contract Master Agreement #42595 is currently in force, with an ending date of January 1, 2010; and WHEREAS, the City would begin to utilize the U.S. Communities Governmental Purchasing Alliance Term Contract Master Agreement #42595 immediately upon expiration of the current City office supply agreement which expires on November 30, 2006; and WHEREAS, sufficient funds are available from all Departments' Operating funds; and WHEREAS, the Director of Financial Services and the Purchasing & Contracts Manager recommend the purchase of Office Supplies using the U.S. Communities Term Contract Master Purchase Agreement #42595 awarded to Office Depot, Inc. and that the appropriate City Officials be authorized to execute and Agreement between the City and Office Depot, a copy of said Agreement is attached hereto as Exhibit 1; and WHEREAS, the City Commission of the City of City of Tamarac, Florida deems it to be in the best interest of the citizens and residents of the City of Tamarac to approve the purchase of office supplies for the City and on behalf of the Southeast Florida Government Purchasing Cooperative in an approximate Temp Reso #11052 Page 4 September 7, 2006 annual amount of $85,000 for the City, and $2.1 million for the Southeast Florida Governmental Purchasing Cooperative, and to authorize the appropriate City Officials to execute and Agreement with Office Depot (Exhibit 1) for the period effective December 1, 2006 through January 1, 2010; and NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA THAT: SECTION 1: The foregoing "WHEREAS" clauses are HEREBY ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution upon adoption hereof. SECTION 2: The appropriate City officials are hereby authorized to award to and execute an agreement (Exhibit 1), accepting the terms of the U.S. Communities Government Purchasing Alliance Term Contract Master Agreement #42595 with Office Depot, Inc. on behalf of the Southeast Florida Governmental Purchasing Cooperative for the period beginning December 1, 2006 through January 1, 2010. SECTION 3: All resolutions or parts of resolutions in conflict herewith are HEREBY repealed to the extent of such conflict. SECTION 4: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. [1 [l 1 Temp Reso #11052 Page 5 September 7, 2006 SECTION 5: This Resolution shall become effective immediately upon its passage and adoption. PASSED, ADOPTED AND APPROVED this day of 2006. ATTEST: MARION SWE SON, CMC CITY CLERK I HEREBY CERTIFY that I have approved this RESOLUTION as to form. IM2 49, SAN A W� W, RECORD OF COMMISSION VOTE: MAYOR FLANSBAUM-TALABISCO DIST 1: V/M PORTNER DIST 2: COMM ATKINS-GRAD DIST 3: COMM. SULTANOF DIST 4: COMM. DRESSLER AGREEMENT BETWEEN THE CITY OF TAMARAC AND OFFICE DEPOT, INC. THIS AGREEMENT is entered into on 7 2006 between the City of Tamarac, a municipal corporation with prin pal offices located at 7525 NW 88th Avenue, Tamarac, Florida 33321 (City) and Office Depot, Inc., a Delaware corporation, with principal offices located at 2200 Old Germantown Road, Delray Beach FL 33445 (Contractor) for the purpose of providing Office Supplies for the City, and for agencies participating in the Southeast Florida Governmental Purchasing Cooperative (Co-op). The parties hereby agree to the following terms and conditions. 1. In return for valuable consideration in an amount based upon actual usage of Office Supplies, Contractor shall comply with the terms and conditions of the U.S. Communities Government Purchasing Alliance Agreement (U.S. Communities) # 42595, as awarded by the City of Los Angeles, California (City of Los Angeles) under its national Request for Proposal #218955 for "Office and Classroom Supplies", attached hereto as Exhibit A. All terms and conditions of the contract documents set forth in Exhibit A are incorporated herein as if set forth in full, except as modified by this Agreement, and incorporated herein as if set forth in full. Services shall include the provision of office supplies for use by the City and the Co-op. 2. Contractor Agrees to, in the performance of work and services under this Agreement, including the requirement to provide desk -top deliveries to participating agencies; and to comply with all federal, state, and local laws and regulations now in effect, or hereinafter enacted during the term of this Agreement that are applicable to Contractor, its employees, agents, or subcontractors, if any, with respect to the work and services described herein. 3. Pricing: Pricing for office supplies shall be in accordance with the discount provisions enumerated in Exhibit A herein. 4. Term: The term of this Agreement shall be from December 1, 2006 through January 1, 2010. 5. Upon execution of this Agreement, all references made to the U.S. Communities / City of Los Angeles Agreement in Exhibit A shall be interpreted as pertaining to the City of Tamarac and the Co-op, and all terms and conditions of Exhibit A shall be deemed as having been implemented for use within the City of Tamarac. It is understood that wherever the words "agency name" or "agency board name" appear, they shall be read as "City of Tamarac" and "City of Tamarac Commissioners". 6. Insurance: In addition to the insurance requirements stated in the U.S. Communities / City of Los Angeles Agreement, Contractor shall obtain at Contractor's expense all necessary insurance in such form and amount as specified in the original bid document or as required by the City's Risk and Safety Manager before beginning work under this Agreement including, but not limited to, Workers' Compensation, Commercial General Liability, and all other insurance as required by the City. Contractor shall maintain such insurance in full force and effect during the life of this Agreement, and be responsible for the payment of all deductibles and self -insured retentions. The City may require that the APPROt=NM4greement -- Office Depot -US Communities ......... U:ICAO .. VED AGREEM(%OG Bidder purchase a bond to cover the full amount of the deductible or self -insured retention. Contractor shall provide to the City's Risk and Safety Manager certificates of all insurances required under this section prior to beginning any work under this Agreement. The Contractor will ensure that all subcontractors comply with the above guidelines and will retain all necessary insurance in force throughout the term of this agreement. The following minimal insurance coverage shall be provided: Worker's Compensation Insurance: The Contractor shall procure and maintain for the life of this Agreement, Workers' Compensation. Insurance covering all employees with limits meeting all applicable state and federal laws. This coverage shall include Employer's Liability with limits meeting all applicable state and federal laws. This coverage must extend to any sub -consultant that does not have their own Workers' Compensation and Employer's Liability Insurance. The policy must contain a waiver of subrogation in favor of the City of Tamarac, executed by the insurance company. Sixty-(60) days notice of cancellation is required and must be provided to the City of Tamarac via Certified Mail. b. Comprehensive General Liability: The Contractor shall procure and maintain, for the life of this Agreement, Comprehensive General Liability Insurance. This coverage shall be on an "Occurrence" basis. Coverage shall include Premises and Operations; Independent Contractors' Products and Completed Operations and Contractual Liability; Explosion, Collapse, Underground Hazard; Broad Form Property Damage; Cross Liability and Severability of Interest Clause. This policy shall provide coverage for death, personal injury or property damage that could arise directly or indirectly from the performance of this Agreement. c. Business Automobile Liability: The Contractor shall procure and maintain, for the life of the Agreement, Business Automobile Liability Insurance. The Minimum Limits of Coverage shall be $1,000,000 per occurrence, Combined Single Limit for Bodily Injury Liability and Property Damage Liability. d. The Contractor's liability insurance policies shall be endorsed to add the City of Tamarac as an "additional insured". e. If the Contractor is to provide professional services under this Agreement, the Contractor must provide the City with evidence of Professional Liability insurance with, at a minimum, a limit of $1,000,000 per occurrence and in the aggregate. "Claims -Made" forms are acceptable for Professional Liability insurance. (NOTE: Professional Liability insurance is NOT required for this project.) f. All insurance carriers shall be rated at least A-VII per Best's Key Rating Guide and be licensed to do business in the State of Florida. "Occurrence" form policies are required. g. In the event that sub -contractors used by the Contractor do not have insurance, or do not meet the insurance limits, Contractor shall indemnify and hold harmless the City for any claim in excess of the sub -consultants' .... ........ ... _........... ......... .......... U.ICAO APPROVED AGREEMENMAgreement -- Office Depot -US Communities.doc insurance coverage, arising out of negligent acts, errors or omissions of the sub -contractors. Contractor or any subcontractors shall not commence work under this Agreement until all insurance required as stated herein has been obtained and such insurance has been approved by the City with evidence of such coverage in the form of an insurance certificate and endorsement. The Contractor shall ensure that all sub -contractors will comply with the above guidelines and will maintain the necessary coverage(s). Contractor shall indemnify and hold the City harmless for any damages resulting from failure of the Contractor to take out and maintain such insurance. Contractor's Liability Insurance policies shall be endorsed to add the City as an additional insured. Contractor shall be responsible for payment of all deductibles and self-insurance retentions on Contractor's Liability Insurance policies. 7. Indemnification: a. Contractor shall, in addition to any other obligation to indemnify the City and to the fullest extent permitted by law, protect, defend, indemnify and hold harmless the City, its agents, elected officials and employees from and against all claims, actions, liabilities, losses (including economic losses), costs arising out of any actual or alleged: a). Bodily injury, sickness, disease or death, or injury to or destruction of tangible property including the loss of use resulting therefrom, or any other damage or loss arising out of or resulting, or claimed to have resulted in whole or in part from any actual or alleged act or omission of the Contractors, any sub -contractor, anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable in the performance of the Work; or b). violation of law, statute, ordinance, governmental administration order, rule, regulation, or infringement of patent rights by Consultant in the performance of the Work; or c). liens, claims or actions made by the Consultant or any sub -consultant under workers compensation acts; disability benefit acts, other employee benefit acts or any statutory bar. Any cost of expenses, including attorney's fees, incurred by the City to enforce this agreement shall be borne by the Consultant. b. Upon completion of all services, obligations and duties provided for in this Agreement, or in the event of termination of this Agreement for any reason, the terms and conditions of this Article shall survive indefinitely, c. The Consultant shall pay all claims, losses, liens, settlements or judgments of any nature whatsoever in connection with the foregoing indemnifications including, but not limited to, reasonable attorney's fees (including appellate attorney's fees) and costs. d. City reserves the right to select its own legal counsel to conduct any defense in any such proceeding and all costs and fees associated therewith shall be the responsibility of Consultant under the indemnification agreement. Nothing contained herein is intended nor shall it be construed to waive City's rights and immunities under the common law or Florida Statute 768.28 as amended from time to time. WCAO APPROVED AGREEMENiSIAgreement -- Office Depot -US Commumties.doc e. Contractor shall, for all services to be provided by Contractor on behalf of City in this Agreement, be deemed an agent of the City for purposes of sovereign immunity pursuant to section 768,28, Florida Statutes, to the extent permitted by law. 8. Non -Discrimination & Equal Opportunity Employment: During the performance of the Contract, the Contractor shall not discriminate against any employee or applicant for employment because of race, religion, color, gender, national origin, sex, age, marital status, political affiliation, familial status, sexual orientation, or disability if qualified. The Contractor will take affirmative action to ensure that employees are treated during employment, without regard to their race, religion, color, gender, national origin, sex, age, marital status, political affiliation, familial status, sexual orientation-, or disability if qualified. Such actions must include, but not be limited to, the following: employment, promotion; demotion or transfer; recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor shall agree to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause. The Contractor further agrees that he/she will ensure that Subcontractors, if any, will be made aware of and will comply with this nondiscrimination clause. 9. Independent Contractor: This Agreement does not create an employee/employer relationship between the Parties. It is the intent of the Parties that the Contractor is an independent contractor under this Agreement and not the City's employee for any purposes, including but not limited to, the application of the Fair Labor Standards Act minimum wage and overtime payments, Federal Insurance Contribution Act, the Social Security Act, the Federal Unemployment Tax Act, the provisions of the Internal Revenue Code, the State Worker's Compensation Act, and the State Unemployment Insurance law. The Contractor shall retain sole and absolute discretion in the judgment of the manner and means of carrying out Contractor's activities and responsibilities hereunder provided, further that administrative procedures applicable to services rendered under this Agreement shall be those of Contractor, which policies of Contractor shall not conflict with City, State, or United States policies, rules or regulations relating to the use of Contractor's funds provided for herein. The Contractor agrees that it is a separate and independent enterprise from the City, that it had full opportunity to find other business, that it has made its own investment in its business, and that it will utilize a high level of skill necessary to perform the work. This Agreement shall not be construed as creating any joint employment relationship between the Contractor and the City and the City will not be liable for any obligation incurred by Contractor, including but not limited to unpaid minimum wages and/or overtime premiums. 10. Assignment and Subcontracting: Contractor shall not transfer or assign the performance required by this Agreement without the prior consent of the City. This Agreement, or any portion thereof, shall not be subcontracted without the prior written consent of the city. 11. Termination: U.ICAO APPROVED AGREEMENMAgreement Office Depot -US Communities.do c 11.1 Termination for Convenience: This Agreement may be terminated by the City for convenience, upon seven (7) days of written notice by the terminating party to the other party for such termination in which event the Contractor shall be paid its compensation for services performed to termination date, including services reasonably related to termination. In the event that the Contractor abandons this Agreement or causes it to be terminated, Contractor shall indemnify the city against loss pertaining to this termination. 11.2 Default by Contractor: In addition to all other remedies available to the City, this Agreement shall be subject to cancellation by the City for cause, should the Contractor neglect or fail to perform or observe any of the terms, provisions, conditions, or requirements herein contained, if such neglect or failure shall continue for a period of thirty (30) days after receipt by Contractor of written notice of such neglect or failure. 12. Agreement Subject to Funding This agreement shall remain in full force and effect only as long as the expenditures provided for in the Agreement have been appropriated by the City Commission of the City of Tamarac in the annual budget for each fiscal year of this Agreement, and is subject to termination based on lack of funding. 13. Venue: This Agreement shall be governed by the laws of the State of Florida as now and hereafter in force. The venue for actions arising out of this agreement is fixed in Broward County, Florida. 14 Signatory Authority: The Contractor shall provide the City with copies of requisite documentation evidencing that the signatory for Contractor has the authority to enter into this Agreement. 15. Severability; Waiver of Provisions: Any provision in this Agreement that is prohibited or unenforceable in any jurisdiction shall, as to such jurisdiction, be ineffective to the extent of such prohibition or unenforceability without invalidating the remaining provisions hereof or affecting the validity or enforceability of such provisions in any other jurisdiction. The non- enforcement of any provision by either party shall not constitute a waiver of that provision nor shall it affect the enforceability of that provision or of the remainder of this Agreement. 16. This agreement, and Exhibit A constitute the entire agreement between the City and the Contractor. 17. No Construction Against Drafting Party: Each party to this Agreement expressly recognizes that this Agreement results from the negotiation process in which each party was represented by counsel and contributed to the drafting of this Agreement. Given this fact, no legal or other presumptions against the party drafting this Agreement concerning its construction, interpretation or otherwise accrue to the benefit of any party to the Agreement, and each party expressly waives the right to assert such a presumption in any proceedings or disputes connected with, arising out of, or involving this Agreement. .. ..... ............... ....... ..... U.kGAO APPROVED AGREEMENTSIAgreement -- Office Depot -US Communities doc .� ( .. . .._........ ...... ...._ .. . .... . ... ... _.... 18. Notice: Any notice, demand, communication, or request required or permitted hereunder shall be in writing and delivered in person; sent by U.S. Certified Mail, U.S. Express Mail, air or ground courier services or by messenger service, addressed to the party for whom it Is intended at the following addresses. CITY City Manager City of Tamarac 7525 NW 88th Avenue Tamarac, FL 33321 With a copy to City Attorney at the following address: Goren, Cherof, Doody & Ezrol, P.A. 3099 East Commercial Blvd., Suite 200 Fort Lauderdale, FL 33308 CONTRACTOR Office Depot, Inc. 2200 Old Germantown Road Delray Beach FL 33445 Attn: John Russo, Senior Vice President Remainder of Page Intentionally Blank U.reement -- Office Depot -US... 1CAO APPROVED AGREEMENMA. .... gCommunrties.doc r IN WITNESS WHEREOF, the parties have made and executed this Agreement on the respective dates under each signature. CITY OF TAMARAC, signing by and through its City Manager, and Office Depot, Inc., signing by and through its Senior Vice -President duly authorized to execute same. CITY OF TAMARAC ATTEST: gnatu of Corporate Se retary 1 ',, L-. Type/Print Name of Corp ate Secy. (CORPORATE SEAL) Jeffrey ill ,City Manager` Dat Office DepQt, Inc. re of Type/Print Name of' Vice -President Date 2 r . CORPORATE ACKNOWLEDGEMENT STATE OF FLORIDA:SS COUNTY OFYY1-uGu(.r'� I HEREBY CERTIFY that on this day, before me, an Officer duly authorized in the State aforesaid and in the County aforesaid to take acknowledgments, personally appeared Qc4R L 41%+&1- lakwL Vice -President of Office Depot, Inc., a Delaware Corporation, to me known to be the person(s) described in and who executed the foregoing instrument and acknowledged before me that he/she executed the same. WITNESS my hand and official seal this 21 day of .Jennifer DkW ignature of otary Public My Commission DD3710M State of Florida at Large Expires November 11, 2008 Lew� Vj) 10 0 Prin , Type or Stamp Name of Notary Public F2( Personally known to me or ❑ Produced Identification Type of I.D. Produced ❑/ DID take an oath, or (� DID NOT take an oath. TR11052 EXHIBIT 1 EXHIBIT A REQUEST FOR PROPOSAL (RFP) INTERNAL SERVICES DEPARTMENT SOLICITATION :218955 OPENING DATE 08/18/05 VENDOR No. RFP DUE: AUG. 18, 2005 12:OOPM I PURCHASE AGENCY No.: IS9000 RETURN RFP TO THE ADDRESS BELOW: 218955 08/18/05 12:00 PM INTERNAL SERVICES DEPARTMENT ITT', — CENTRAL PURCHASING 1100 N. EASTERN AVENUE RIM 103 — RFP ROOM — 1 ST FLOOR LOS ANGELES, CA 90063 BUYER: PAYTON PRICE BUYER PHONE: (323) 267-2575 DATE ISSUED: 06/23/05 REQ. AGENCY: IS9000 INTERNAL SERVICES DEPARTMENT AGENCY REQ. NO.: REQ. NO.: 11018026 VENDOR PHONE: FISCAL YEAR: 05 SCHEDULED BEGIN DATE: 03/05/06 SCHEDULED END DATE: 03/04/09 T-NUMBER: COOP PROCUREMENT: N OFFICE AND CLASSROOM SUPPLIES TO BE COMPLETED BY VENDOR 1. DELIVERY WILL BE MADE IN THIS NUMBER OF DAYS AFTER RECEPT OF ORDER. 2. CASH DISCOUNT % ' DAYS. CASH DISCOUNT OF LESS THAN 30 DAYS OR 2eH PROX. WILL BE CONSIDERED AS NET IN EVALUATING THIS RFP. 3. RFP BOND ATTACHED: CERTIFIED CHECK ATTACHED: OTHER ATTACHMENTS: 4, RFP REFERENCE NUMBER: . (THIS NUMBER WILL APPEAR ON RESULTING ORDER OR CONTRACT). 5 PLEASE REMOVE FROM THIS COMMODITY CODE: iii��t•7:�-'LL7L;1�^l�•l�lii�77:�X•itII7� IMPORTANT NOTE: FOR THE PURPOSE OF THIS RFP, THE FOLLOWING TERMS REFLECTED WITHIN AND THROUGHOUT THIS SOLICITATION DOCUMENT ARE SYNONYMOUS (INTERCHANGEABLE), AND ARE NOT INTENDED TO IDENTIFY A SEPARATE ENTITY, PERSON OR DOCUMENT. BID, BIDDER IS SYNONYMOUS WITH PROPOSAL, PROPOSER. VENDOR IS SYNONYMOUS WITH SUPPLIER. AGREEMENT IS SYNONYMOUS WITH CONTRACT. VENDORS ARE REQUIRED TO REGISTER WITH THE COUNTY OF LOS ANGELES PRIOR TO RESPONDING TO AND SUBMITTING A SOLICITATION TO ANY LOS ANGELES COUNTY DEPARTMENT OR AGENCY. VENDORS CAN REGISTER ON-LINE ON THE LOS ANGELES COUNTY VENDOR REGISTRATION WEBSITE IT HTTRMAMISVR.CO.LA.CA.US/WEBVEN/ USE OF A BRAND NAME AS SPECIFICATION IS NOT INTENDED TO RESTRICT COMPETITION. QUOTE IN ACCORDANCE WITH SPECIFICATION OR ON YOUR ALTERNATE. ALTERNATE OFFERS TO MEET FUNCTIONAL REQUIREMENTS, ADEQUATELY SUPPORTED BY LITERATURE AND YOUR STATEMENT WHEREIN SPECIFICATIONS DIFFER, WILL BE CONSIDERED FOR FURTHER PURCHASE, OR WHEN FEASIBLE, FOR THIS PURCHASE, VENDOR PHONE NUMBER: FAX NUMBER: SIGNATURE OF PROPOSER: (MUST BE SIGNED) TITLE: DATE: ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 2 T-NUMBER : 1. PROPOSALs are to be delivered to County Purchasing Agent by 12:00 Noon Pacific Time on the date shown above. There will be no public opening or reading of these proposals. 2. All proposals shall be typewritten or in ink. No erasures permitted. Mistakes shall be crossed out and corrections typed/inked adjacent, dated and initialed. 3. State brand name or make on each item. If quoting other than item specified, include the manufacturer's name, a product description and model number. 4. Prices must be stated in units specified hereon. 5. Each proposal must be in a separate sealed envelope with both the proposal number and closing date plainly visible on the envelope. Proposal must be received at the place, time and on the date specified. Proposers are responsible to assure each proposal is properly marked and timely delivered. County assumes no financial obligations for preparation and submittal of proposal. Submit proposals as indicated hereon. Proposer shall be solely responsible for understanding the specifications and requirements. 6. Time of delivery is a part of the consideration and must be stated in definite terms and adhered to. If time varies on different items, proposer shall so state in the column provided opposite the item. Unless otherwise noted, "days for delivery" or "days from receipt of order" mean calendar days. 7. An authorized officer or employee must sign with the firm's name on all proposals. Obligations assumed by such signature must be fulfilled. 8. Unless otherwise definitely specified, prices proposed shall not include sales or use taxes. Proposer shall provide either the serial number or its seller's permit number to engage in business as a seller (it a CA company). Without one of these numbers, County will not pay sales/use tax direct to any vendor. If vendor is outside CA, the County will pay sales tax directly to the State. 9. All charges, e.g., packing and installation, must be included in the proposal. No charges will be allowed unless specified in the proposal. 10. County reserves the right to waive, at its sole discretion, any formality in the proposing or evaluation in order to expedite the process, accommodate minor error, or respond to unforeseen circumstances, and to reject any or all proposals and to reject any items thereon. County may, at its sole discretion, cancel this solicitation at any time prior to award. 11. Section 2873 of the California Government code prohibits County from purchasing goods, wares or merchandise manufactured or produced or mined, in whole or in part, by state prisoners in states other than California, except prisoners on probation or parole. Your signature to your proposal will be considered certification of full compliance with this Section. 12. If required, samples of items shall be furnished at no cost. Samples are not returnable; County will dispose of at their discretion. 13. Proposals are subject to acceptance at any time within 120 calendar days of the closing date stated hereon, unless otherwise specifically stipulated. 14. County shall not return proposals for change/correction after receipt. 15. Insurance, surety and performance bonds shall be in the amounts set forth herein. ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER 218955 VENDOR: PAGE OPEN DATE : 08/18/06 3 T-NUMBER 16. All factors being equal and to the extent authorized by law, County shall prefer products grown, manufactured or produced in the County of Los Angeles, and then in the State of California. To qualify forsuch preference, proposals must definitely and conspicuously state whether the items are wholly or partially grown, manufactured or produced in the County of Los Angeles or the State of California. 17. Proposals must include employer's identification number as assigned by the U.S. Treasury Department. 18. If you do not propose an offer, return this solicitation ('Request") and state reason, or if you do not respond or do not submit a proposal for (3) consecutive Requests, you may, at County's sole option, be removed from the mailing list. 19. Inspections and examinations or failure to so do is at proposer's sole risk. The specifications set forth herein are controlling and supersede any other information, oral or written, regarding this acquisition. 20. Changes or modifications to specifications or conditions to this Request shall only be made by issuance of a written amendment by County's Purchasing Agent. No other change or modification, regardless of source, shall be binding. Proposers are advised to propose only as set forth in this Request. 21. The purchase if any, resulting from the Request shall be governed by the County's terms and conditions which are attached hereto. Unless County specifically agrees in writing, any other terms and conditions shall have no force or effect. 22. No County employee whose position in County service enables him/her to influence any award to your offer or any competing offer, and no spouse or economic dependent of such employee, shall be employed in any capacity by the proposer herein, or have any other direct or indirect financial interest in any transaction resulting from this Request. 23. County reserves the right to designate the transportation carrier when common carriers are used in delivery, or make pick up by County truck if the point of origin is within the County of Los Angeles or an adjacent county. Failure to adhere to shipping terms as specified on the purchase order or written agreement will result in deduction of additional handling costs from the invoice(s). 24. County may, at its sole option, select other than the low price proposer if, as solely determined by County, another proposal is a more responsible and responsive offer. 25. County reserves the right to negotiate price, terms and conditions with the selected vendor. 26. This Request is a solicitation only, and is not intended or to be construed as an offer to enter into any contract or other agreement. No acquisition can be made without a purchase order or valid agreement award. 27. County reserves the right to conduct a reasonable inquiry to determine the responsibility of a proposer. The unreasonable failure for proposer to promptly supply information in connection with such inquiry, including, but not limited to, information regarding past performance, financial stability and ability to perform on schedule, may, at County's discretion, be grounds for a determination of non -responsibility. 28. Community Based Enterprises (CBE's) are encouraged to propose. It is the County's policy that on final analysis and award, the vendor shall be selected without regard to gender, race, creed or color. ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 4 T-NUMBER : 29. OMITTED INTENTIONALLY. 30. Wherever possible, vendors are encouraged to subcontract portions of the work to responsible and qualified Community Business Enterprises (CBE) which includes Minority & Women Business Enterprises (MWBE), Single Women & Minorities (SWAM), Disadvantaged Business Enterprises (DBE) and Disabled Veterans Business Enterprises (DVBE). 31. Proposers are reminded to thoroughly review all solicitation documents. 32. Prior to proposal award, County reserves the right to request clarification of any proposal. 33. The offering of gifts, excluding token gifts of a promotional/advertising nature, or gratuities by proposer or any other agent or representative of proposer is strictly prohibited. 34. Each person by submitting a response to this solicitation certifies that such proposer and each County lobbyist and County lobbying firm, as defined by Los Angeles Code Section 2.160.010, retained by proposer is in full compliance with Chapter 2.160 of the Los Angeles County Code. Chapter 2.160 is available @ Los Angeles county Internet site: http://bos.co.la.ca.us/Categories/Lobinfo/Ordinances.htm for your perusal. 35. Subsequent to County's evaluation, proposals shall, except parts specifically marked proprietary or confidential, become a matter of public record. 36. CONSIDERATION OF GAIN PARTICIPANTS FOR EMPLOYMENT - As a threshold requirement for consideration of a proposer for award of an Agreement, the proposer shall demonstrate a proven record of hiring GAIN participants, or shall attest to a willingness to consider GAIN participants for any future employment openings if they meet the minimum qualifications for that opening. Additionally, proposers shall attest to a willingness to provide employed GAIN participants access to the proposer's employee mentoring program, if available, to assist these individuals in obtaining permanent employment and/or promotional opportunities. Proposers shall complete, sign, and return with their proposal the form "Attestation of Willingness to Consider GAIN Participants (attached). Proposers who are unable to meet this requirement shall not be considered for award of an Agreement. 37. County's Quality Assurance Plan: The County or its agent will evaluate Contractor's performance under this agreement on not less than an annual basis. Such evaluation will include assessing Contractor's compliance with all contract terms and performance standards. Contractor deficiencies which County determines are severe or continuing and that may place performance of the agreement in jeopardy if not corrected will be reported to the Board of Supervisors. The report will include improvement/corrective action measures taken by the County and Contractor. If improvement does not occur consistent with the corrective action measures, County may terminate this agreement or impose other penalties as specified in this agreement. 38. (This item has been deleted) 39. The use and/or reproduction of the County's name or logo for commercial advertisement and/or promotional purposes without the expressed written authorization of the County is prohibited. ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 5 T-NUMBER : ALL AWARDS FROM THIS RFP WILL BE SUBJECT TO THE FOLLOWING TERMS AND CONDITIONS OF PURCHASE: TERMS AND CONDITIONS OF PURCHASE CONDITIONS OF PURCHASE: This order shall be in accordance with these terms and conditions and any attachments hereto. No other conditions or modifications of these terms and conditions will be effective unless specifically agreed to in writing by the County of Los Angeles ("County") Purchasing Agent. Failure of County to object to provisions contained in any acknowledgment, document or other communications from vendor shall not be construed as a waiver of these terms and conditions or an acceptance of any such provision, 2. DELIVERY: Delivery shall be as stated herein. When using common carriers, County reserves the right to designate the transportation carrier. Failure on the part of Vendor to adhere to shipping terms specified hereon or contained in a written agreement for this purchase may, at County's discretion; result in additional handling costs being deducted from Vendor's invoice. Cost of inspection on deliveries or offers for delivery, which do not meet specifications, will be for the account of Vendor. Unless otherwise set forth herein, all items shall be suitably packed and marked. Purchase Order number must be on all shipping documents and containers. 3. INVOICES: Invoices shall bear upon their face the Purchase Order number, which appears in the upper right hand corner hereof. Invoices must state that they cover, as the case may be, complete or partial delivery, and must show units and unit prices. Invoices will not be paid unless and until the requirements have been fully met. When price shown is a delivered price, all transportation and delivery charges must be prepaid in full to destination. 4. PRICE/SALES TAX: Unless otherwise specified herein, the prices herein do not include sales or use tax. No charges for transportation, containers, packing, unloading, etc., shall be allowed unless specified herein. 5. PAYMENT TERMS: Unless otherwise specified herein, payment terms are net 30 days from the date County receives a correct and proper invoice. In no event shall County be liable for any late charges. Cash discount periods shall be computed either from the date of delivery and County's acceptance or the date of County's receipt of correct and proper invoices, whichever date is later, prepared in accordance with the terms herein. 6. WARRANTIES: Vendor shall, at no cost to the County, promptly correct any and all defects in items or services provided hereunder. The term of this warranty shall be set forth on the face hereof, or if no term is shown, ninety (90) days from the date of County's acceptance of the item or service. Vendor warrants that the items may be shipped, sold and used in a customary manner without violation of any law, ordinance, rule or regulation of any government or administrative body. 7. CANCELLATION: Unless otherwise specified herein, County may cancel all or part of this Purchase Order and/or contract at no cost and for any reason by giving written notice to Vendor at least thirty (30) calendar days prior to scheduled delivery. A cancellation charge not exceeding one percent (1 %) of the value of the cancelled portion of the Purchase Order and/or contract may be charged to County for cancellation with less than thirty (30) days prior written notice. 8. EMPLOYMENT ELIGIBILITY: Vendor warrants that it fully complies with all statutes and regulations regarding the employment of aliens and others. ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 6 T-NUMBER 9. HAZARDOUS MATERIALS: Vendor warrants that it complies with all federal, state and local laws, rules, ordinances and regulations concerning hazardous materials and toxic substances. 10. COVENANT AGAINST GRATUITIES: Vendor warrants that no gratuities (in the form of entertainment, gifts, or otherwise) were offered or given by Vendor, or any agent or representative of Vendor, to any officer or employee of County with a view toward securing this Purchase Order or favorable treatment with respect to any determination concerning the performance of this Purchase Order. In the event of breach of this warranty, County shall be entitled to pursue the same remedies including, but not limited to, termination, against Vendor as it could pursue in the event of Vendor's default. 11.0 CONFLICT OF INTEREST: 11.1 No County employee whose position with County enables such employee to influence the award of the Purchase Order or any competing agreement, and no spouse or economic dependent of such employee, shall be employed in any capacity by Vendor, or have any other direct or indirect financial interest in this Purchase Order. No officer or employee of Vendor, who may financially benefit from the award of this Purchase Order, shall in any way participate in County's approval or ongoing evaluation of this purchase. 11.2 Vendor shall comply with all conflict of interest laws, ordinances and regulations now in effect or hereafter to be enacted during the term of this Purchase Order. Vendor warrants that it is not aware of any facts, which create a conflict of interest. If Vendor hereafter becomes aware of any facts, which might reasonably be expected to create a conflict of interest, it shall immediately make full written disclosure of such facts to County. Full written disclosure shall include, but is not limited to, identification of all persons implicated and a complete description of all relevant circumstances. 12. GOVERNING LAW AND VENUE: This Purchase Order shall be governed by and construed in accordance with the laws of the State of California. Vendor agrees and consents to the exclusive jurisdiction of the courts of the State of California for all purposes regarding this Purchase Order, and further agrees and consents that venue of any action hereunder shall be exclusively in the County of Los Angeles, California. 13, INDEMNIFICATION: Vendor shall indemnify, defend and hold harmless County, its agents, officers and employees from and against any and all liability, expense, including defense costs and legal fees, and claims for damages of any nature whatsoever arising from or connected with Vendor's operations, goods and/or commodities or services provided hereunder. 14. DEFAULT: In the event Vendor fails to perform hereunder and does not cure such failure within ten (10), or otherwise specified herein, calendar days of the date County first notified Vendor, County may, at its sole discretion, cancel or terminate this Purchase Order or contract award. Such cancellation or termination shall be at no cost to County, and County may, at its sole discretion, procure the items or services from other sources. Vendor shall be liable to County for any and all excess costs, determined by County, for any such items or services. 15. INVALIDITY, REMEDIES NOT EXCLUSIVE: The invalidity in whole or in part of any term or condition of this Purchase Order shall not affect the validity of the remainder of this Purchase Order and the application of such provisions to other persons or circumstances shall not be affected thereby. The rights and remedies provided herein shall not be exclusive and are in addition to any other rights and remedies in law or equity. 16. COMPLIANCE WITH LAWS: Vendor shall fully comply with all applicable provisions of federal, state and local laws, rules and regulations, and Vendor agrees to hold County, its agents, officers ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 7 T-NUMBER and employees harmless from any and all liability, costs including, but not limited to attorney's fees, and damages resulting from failure of compliance. 17. NONDISCRIMINATION: By acceptance of this Purchase Order, Vendor certifies and agrees that all persons employed by it, its affiliates, subsidiaries, or holding companies are and will be treated equally by it without regard to or because of race, religion, ancestry, national origin, disability or sex and in compliance with all anti -discrimination laws of the United States of America and the State of California. Vendor further certifies and agrees that it will deal with its subcontractors, proposers/bidders or vendors without regard to or because of race, religion, ancestry, national origin, disability or sex. Vendor shall allow the County access to its employment records during the regular business hours to verify compliance with these provisions when so requested by the County. If the County finds that any of the above provisions have been violated, the same shall constitute a material breach of contract upon which the County may determine to cancel, terminate, or suspend the Purchase Order. The parties agree that in the event the Vendor violates the anti- discrimination provisions of the Purchase Order, the County shall, at its option and in lieu of termination or suspending this Purchase Order, be entitled to liquidated damages, pursuant to California Civil Code Section 1671, of ten percent (10%) of the Purchase Order amount or One Thousand Dollars ($1,000), whichever is greater. 18. FORCE MAJEURE: Neither party will be liable for delays in performance beyond its reasonable control, including, but not limited to, fire, flood, act of God or restriction of civil or military authority. 19. ASSIGNMENT AND DELEGATION: Vendor shall not assign its rights or delegate its duties under this Purchase Order without County's prior written authorization and any assignment or delegation without such authorization shall be null and void and shall constitute a material breach of this Purchase Order upon which County may immediately terminate the Purchase Order in accordance with the provisions of Paragraph 16 (default). 20. (This item has been deleted.) 21. NON -EXCLUSIVITY: Nothing herein is intended nor shall it be construed as creating any exclusive arrangement with Vendor. 22. MOST FAVORED CUSTOMER: Vendor represents that the prices charged County in this Purchase Order do not exceed existing selling prices to other customers for the same or substantially similar items or services for comparable quantities under similar terms and conditions. 23. WAIVER: The failure of either party to insist in anyone or more instances, upon the performance of any term, condition or covenant of this Purchase Order or to exercise any right hereunder shall not be construed as a waiver of the future performance of any such term, condition or covenant, but the obligation with respect to future performance shall continue in full force and effect. No waiver shall be enforceable unless set forth in writing and signed by an authorized representative of the party granting the waiver. 24. (This item has been deleted.) 25. (This item has been deleted.) 26. ENTIRE AGREEMENT MODIFICATIONS: This Purchase Order or contract and any attachments hereto, constitutes the complete and exclusive statement of the parties which supersedes all previous agreements, written or oral, and all communications between the parties relating to the subject matter hereof. This Purchase Order or contract shall not be modified, supplemented, qualified or interpreted by any prior course.of dealing between the parties or by any usage of trade. ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 8 T-NUMBER Only County's Purchasing Agent can make changes or modifications by issuance of an official change notice. 27. INDEPENDENT CONTRACTOR STATUS: Vendor shall at all times be acting in the capacity of independent contractor. This Purchase Order is not intended, and shall not be construed, to create the relationship of agent, servant, employee, partnership, joint venture or association, as between The employees and agents of one party shall not be, or construed to be, the employees or agents of the other party for any reason whatsoever. 28. COUNTY STOCK: Stock furnished by County to be used in this Purchase Order shall be returned to County free from damage from any cause and in accordance with all other terms and conditions of proposal and this Purchase Order. 29. TAX EXEMPT STATUS: Tax-exempt items shall be listed on the face hereof. 30. COUNTY LOBBYISTS: Vendor and each County lobbyist or County lobbying firm as defined in Los Angeles County Code Section 2.160.010. retained by Vendor, shall fully comply with the County Lobbyist Ordinance, Los Angeles County Code Chapter 2.160. Failure on the part of Vendor, any County lobbyist or County lobbying firm retained by Vendor to fully comply with the County Lobbyist Ordinance shall constitute a material breach of Contract upon which County may immediately terminate or suspend this Purchase Order. 31. CONSIDERATION OF HIRING GAIN PROGRAM PARTICIPANTS: Should CONTRACTOR require additional or replacement personnel after the effective date of this Agreement. CONTRACTOR shall give consideration for such employment openings to participants in COUNTY'S Department of Public Social Services Greater Avenues for Independence (GAIN) program who meet CONTRACTOR's minimum qualifications for the open position. For this purpose, consideration shall mean that CONTRACTOR will interview qualified candidates. COUNTY will refer GAIN participants by job category to CONTRACTOR. 32. TERMINATION FOR IMPROPER CONSIDERATION: COUNTY may, by written notice to CONTRACTOR, immediately terminate the right of CONTRACTOR to proceed under this Agreement if it is found that consideration in any form was offered or given by CONTRACTOR, either directly or through an intermediary, to any COUNTY officer, employee, or agent with the intent of securing the Agreement, of securing favorable treatment with respect to the award, amendment, or extensions of the Agreement or the making of any determinations with respect to the CONTRACTOR'S performance pursuant to the Agreement. In the event of such termination, COUNTY shall be entitled to pursue the same remedies against CONTRACTOR as it could pursue in the event of default by CONTRACTOR. 33. CONTRACTOR shall immediately report any attempt by a COUNTY officer or employee to solicit such improper consideration. The report shall be made either to the COUNTY manager charged with the supervision of the employee or to the County Auditor -Controller's Employee Fraud Hotline at (213) 974-0914 OR (800) 544-6861. Improper consideration may take the form of, among other items, cash, discounts, services, the provision of travel or entertainment, tangible gifts, or the promise of any of these. 34. SAFELY SURRENDERED BABY LAW: The Contractor shall notify and provide to its employees, and shall require each subcontractor to notify and provide to its employees, a fact sheet regarding the Safely Surrendered Baby Law, its implementation in Los Angeles County, and where and how to safely surrender a baby. The fact sheet is available on the Internet at www.babysafela.org for printing purposes. ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER 218955 VENDOR: PAGE OPEN DATE : 08/18/05 9 T-NUMBER : DETERMINATION OF PROPOSER RESPONSIBILITY 1, A responsible Proposer is a Proposer who has demonstrated the attribute of trustworthiness, as well as quality, fitness, capacity and experience to satisfactorily perform the contract. It is the County's policy to conduct business only with responsible contractors. 2. Proposers are hereby notified that, in accordance with Chapter 2.202 of the County Code, the County may determine whether the Proposer is responsible based on a review of the Proposer's performance on any contracts, including but not limited to County contracts. Particular attention will be given to violations of labor laws related to employee compensation and benefits, and evidence of false claims made by the Proposer against public entities. Labor law violations which are the fault of subcontractors and of which the Proposer had no knowledge shall not be the basis of determination that the Proposer is not responsible. 3. The County may declare a Proposer to be non -responsible for purposes of this contract if the Board of Supervisors, in its discretion, finds that the Proposer has done any of the following: (1) committed any act or omission which negatively reflects on the Proposer's quality, fitness or capacity to perform this contract with the County or a contract with any other public entity, or engaged in a pattern or practice which negatively reflects on same, (2) committed an act or omission which indicates a lack of business integrity or business honesty, or (3) made or submitted a false claim against the County or any other public entity. 4. If there is evidence that the (apparent low Proposer/highest ranked Proposer) may not be responsible, the Department shall notify the Proposer in writing of the evidence relating to the Proposer's responsibility, and its intention to recommend to the Board of Supervisors that the Proposer be found not responsible. The Department shall provide the Proposer and/or the Proposer's representative with an opportunity to present evidence as to why the Proposer should be found to be responsible and to rebut evidence that is the basis for the Department's recommendation. If the Proposer fails to avail itself of the opportunity to rebut the Department's evidence, the Proposer may be deemed to have waived all rights of appeal. 5. If the Proposer presents evidence in rebuttal to the Department, the Department shall evaluate the merits of such evidence, and based on that evaluation, make a recommendation to the Board of. Supervisors. The final decision concerning the responsibility of the Proposer shall reside with the Board of Supervisors. 6. These terms shall also apply to any potential subcontractors/sub consultants of Proposers on County contracts. PROPOSER DEBARMENT The Proposer is hereby notified that, in accordance with Chapter 2.202 of the County Code, the County may debar the Proposer from proposing on other County contracts for a specified period of time, not to exceed 3 years, and the County may terminate any or all of the Proposer's existing contracts with the County, if the Board of Supervisors finds, in its discretion, that the Proposer has done any of the following: (1) violated any term of a contract with the County, (2) committed any act or omission which negatively reflects on the Proposer's quality, fitness or capacity to perform a contract with the County or any other public entity, or engaged in a pattern or practice which ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/06 10 T-NUMBER : negatively reflects on same, (3) committed an act or offense which indicates a lack of business integrity or business honesty, or (4) made or submitted a false claim against the County or any other public entity. 2. If there is evidence that the apparent low Proposer/highest ranked Proposer may be subject to debarment, the Department shall notify the Proposer in writing of the evidence, which is the basis for the proposed debarment, and shall advise the Proposer of the scheduled date for a debarment hearing before the Contractor Hearing Board. 3. The Contractor Hearing Board shall conduct a hearing where evidence on the proposed debarment is presented. The Proposer and/or the Proposer's representative shall be given an opportunity to submit evidence at that hearing. After the hearing, the Contractor Hearing Board shall prepare a proposed decision, which shall contain a recommendation regarding whether the Proposer should be debarred, and, if so, the appropriate length of time of the debarment. If the Proposer fails to avail itself of the opportunity to submit evidence to the Contractor Hearing Board, the Proposer may be deemed to have waived all rights of appeal. 4. A record of the hearing, the proposed decision and any other recommendation of the Contractor Hearing Board shall be presented to the Board of Supervisors. The Board of Supervisors shall have the right to modify, deny or adopt the proposed decision and recommendation of the hearing Board. 5. These terms shall also apply to proposed (subcontractors/sub consultants) of Proposers on County contracts. ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 1 T-NUMBER FOR LOS ANGELES COUNTY ONLY County of Los Angeles — Community Business Enterprise Program (CBE) INSTRUCTIONS: All proposers responding to this solicitation must complete and return this form for proper consideration of the proposal. FIRM/ORGANIZAITON INFORMATION: The information requested below is for statistical purposes only, On final analysis and consideration of award, contractor/vendor will be selected without regard to race/ethnicity, color, religion, sex, national origin, age, sexual orientation or disability, Business Structure: ❑ Sole Proprietorship ❑ Partnership ❑ Corporation ❑ Non -Profit ❑ Franchise ❑ Other (Please Specify) Total Number of Employees (including owners): Race/Ethnic Composition Owners / Partners / Associate Partners Managers Staff Male Female Male Female Male Female Black/African American Hispanic/Latino Asian or Pacific Islander American Indian Filipino White CERTIFICATION AS MINORITY, WOMEN, DISADVANTAGED, AND DISABLED VETERAN BUSINESS ENTERPRISES: If your firm is currently certified as a minority, women, disadvantaged or disabled veteran owned business enterprise by a public agency, complete the following and attache a copy of your proof of certification. (Use back of form, if necessary,) Agency Name Minority Women Dis- Advantaged Disabled Veteran Expiration Date III. DECLARATION: I DECLARE UNDER PENALITY OF PERJURY UNDER THE LAWS OF THE STATE OF CALIFORNIA THAT THE ABOVE INFORMATION IS TRUE AND ACCURATE. Print Authorized Name Authorized Signature Title Date ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER 218955 VENDOR: PAGE OPEN DATE : 08/18/05 12 T-NUMBER COUNTY OF LOS ANGELES PROPOSER'S ATESTATION OF WILLINGNESS TO CONSIDER GAIN PARTICIPANTS As a threshold requirement for consideration for contract (work order) award, proposers shall demonstrate a proven record of hiring Greater Avenues for Independence (GAIN) participants or shall attest to a willingness to consider GAIN participants for any lutum-vmptoyment openings if they meet the minimum qualifications for that opening. Additionally, proposers shall attest to a willingness to provide employed GAIN participants access to the proposer's employee mentoring program, if available, to assist these individuals in obtaining permanent employment and/or promotional opportunities. Proposers unable to meet this requirement shall not be considered for contract award. Proposer shall complete all of the following information, sign where indicated below, and return this form with any resumes and/or fixed price proposal being submitted: A. Proposer has a proven record of hiring GAIN participants and will continue to consider GAIN participants for any future employment openings. ❑ YES (Subject to verification by County) ❑ NO B. Proposer is willing to consider GAIN participants for any future employment openings if the GAIN participant meets the minimum qualifications for the opening. "Consider" means that proposer is willing to interview qualified GAIN participants. ❑ YES ❑ NO C. Proposer is willing to provide employed GAIN participants access to its employee-mentoring program, if available. ❑ YES ❑ NO ❑ N/A (Program not available) D. Identify the locality of your business within the following GAIN regions. ❑ Central & West LA County (213) 765-6153 ❑ San Fernando Valley North County/Antelope Valley (818) 895-5984 ❑ San Gabriel Valley (626) 350-8708 ❑ South LA County (310) 603-8358 ❑ Southeast LA County (323) 881-5316 ❑ Outside LA County (323) 881-5316 E. The Los Angeles County Department of Public Social Services provides GAIN employment services for the above areas at the telephone number indicated above. Call the nearest office to speak to an experienced job developer. Proposer Organization: Signature: Print Name: Title Date: Telephone: Fax: ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER .218955 VENDOR: PAGE OPEN DATE : 08/18/05 13 T-NUMBER PROHIBITION AGAINST USE OF CHILD LABOR I hereby certify that, if awarded a Purchase Order or Agreement, proposer shall: Not knowingly sell or supply to County any products, goods, supplies or other personal property produced or manufactured in violation of child labor standards set by the International Labor Organizations through its 1973 Convention Concerning Minimum Age for Employment. 2. Upon request by County, identify the country/countries of origin of any products, goods, supplies or other personal property proposer sells or supplies to County, and Upon request by County, provide to County the manufacturer's certification of compliance with all international child labor conventions. I understand and agree that, if awarded a Purchase Order or Agreement and County discovers that any products, goods, supplies or other personal property sold or supplied by proposer to County are produced in violation of any international child labor conventions, proposer shall immediately provide an alternative, compliant source of supply. I further understand and agree that failure to comply with the foregoing provisions will be grounds for immediate cancellation of the Purchase Order or termination of the Agreement and awarded to an alternative proposer. Vendor Signature Date ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER .218955 VENDOR: PAGE OPEN DATE : 08/18/05 14 T-NUMBER : JURY SERVICE PROGRAM The prospective contract is subject to the requirements of the County's Contractor Employee Jury Service Ordinance ("Jury Service Program") (Los Angeles County Code, Chapter 2.203). Prospective contractors should carefully read the jury Service Program, which is incorporated by reference info and made a part of .this RFP. The Jury Service Program applies to both contractors and their subcontractors. Proposals that fail to comply with the requirements of the Jury Service Program will be considered non -responsive and excluded from further consideration. The Jury Service Program requires contractors and their subcontractors to have and adhere to a written policy that provides that its employees shall receive from the contractor, on an annual basis, no less than five days of regular pay for actual jury service. This policy may provide that employees deposit any fees received for such jury service with the contractor or that the contractor deduct from the employee's regular pay the fees received for jury service. For purposes of the Jury Service Program, "employee" means any California resident who is a full-time employee of a contractor and "full time" means 40 hours or more worked per week, or a lesser number of hours if: 1.) The lesser number is a recognized industry standard as determined by the County, or 2.) The contractor has a long-standing practice that defines the lesser number of hours as full time. Therefore, the Jury Service Program applies to all of a contractor's full-time California employees, even those not working specifically on the County project. There are two ways in which a contractor might not be subject to the Jury Service Program. The first is if the contractor does not fall within the Jury Service Program's definition of "contractor". The Program defines "contractor" to mean a person, partnership, corporation or other entity which has a contract with the County or a subcontract with a County contractor and has received or will receive an aggregate sum of $50,000 or more in any 12-month period under one or more County contracts or subcontracts. The second is if the contractor meets one of the two exceptions to the Jury Service Program. The first exception concerns small businesses and applies to contractors that have 1) ten or fewer employees; and 2) annual gross revenues in the preceding twelve months which, if added to the annual amount of this contract is less than $500,000; and 3) is not an "affiliate or subsidiary of a business dominant in its field of operation". The second exception applies to contractors that possess a collective bargaining agreement that expressly supersedes the provisions of the Jury Service Program. The contractor is subject to any provision of the Jury Service Program not expressly superseded by the collective bargaining agreement. If a contractor does not fall within the Jury Service Program's definition of "Contractor" or if it meets any of the exceptions to the Jury Service Program, then the contractor must so indicate in the Certification Form and Application for Exception and include with its submission all necessary documentation to support the claim such as tax returns or a collective bargaining agreement, if applicable. Upon reviewing the contractor's application, the County will determine, in its sole discretion, whether the contractor falls within the definition of Contractor or meets any of the exceptions to the Jury Service Program. The County's decision will be final. ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 15 T-NUMBER COUNTY OF LOS ANGELES CONTRACTOR EMPLOYEE JURY SERVICE PROGRAM APPLICATION FOR EXCEPTION AND CERTIFICATION FORM The County's solicitation for this contract/purchase order (REQUEST FOR PROPOSAL) is subject to the County of Los Angeles Contractor Employee Jury Service Program (Program) (Los Angeles County Code, Chapter 2.203). All proposers whether a contractor or a subcontractor, must complete this form to either 1) request an exception from the Program requirements or 2) certify compliance. Upon review of the submitted form, the County's department will determine, in its sole discretion, whether the proposer is excepted from the Program. Company Name Company Address City: State: Zip: Telephone Solicitation For (Type of Goods or Service If you believe the Jury Service Program does not apply to your business, check the appropriate box in Part I (attach documentation to support your claim); or, complete Part II to certify compliance with the Program. Whether you complete Part I or Part II, please sign and date this form below. Part I: Jury Service Program is Not Applicable to My Business ❑ My business does not meet the definition of "contractor", as defined in the Program as it has not received an aggregate sum of $50,000 or more in any 12-month period under one or more County contracts or subcontracts (this exception is not available if the contract/purchase order itself will exceed $50,000 in any 12 month period). I understand that the exception will be lost and I must comply with the Program if my revenues from the County exceed an aggregate sum of $50,000 in any 12-month period. ❑ My business is a small business as defined in the Program. It 1) has ten or fewer employees; and 2) has annual gross revenues in the preceding twelve months which, if added to the annual amount of this contract, are $500,000 or less; and 3) is not an affiliate or subsidiary of a business dominant in its field of operation, as defined below. I understand that the exemption will be lost and I must comply with the Program if the number of employees in my business and my gross annual revenues exceed the above limits. "Dominant in its field of operation" means having more than ten employees, including full-time and part- time employees, and annual gross revenues in the preceding twelve months, which, if added to the annual amount of the contract awarded, exceed $500,000. "Affiliate or subsidiary of a business dominant in its field of operation" means a business which is at least 20 percent owned by a business dominant in its field of operation, or by partners, officers, directors, majority stockholders, or their equivalent, of a business dominant in that field of operation. ❑ My business is subject to a Collective Bargaining Agreement (attach agreement) that expressly provides that it supersedes all provisions of the Program. •; ADDITIONAL. INFORMATION REQUEST FOR PROPOSAL,. NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 16 T-NUMBER Part II Certification of Compliance ❑ My business has and adheres to a written policy that provides, on an annual basis, no less than five days of regular pay for actual jury service for full-time employees of the business who are also California residents, or my company will have and adhere to such a policy to award of the contract. I declare under penalty of perjury under the laws of the State of California that the information stated above is true and correct. Print Name: Title: Signature: Date: ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 17 T-NUMBER PRICE SPECIFIC CONTRACTS AND PURCHASE ORDERS Vendors are entitled to receive payment for goods received by, or services provided to the County specific to the Contract or Purchase Order price amount. Under no circumstances will those supplies, contractors or vendors who supply goods or otherwise contract services with the County of Los Angeles be entitled to or paid for expenditures beyond the Contract or Purchase Order amounts. SAFELY SURRENDERED BABY LAW The Contractor shall notify and provide to its employees, and shall require each subcontractor to notify and provide to its employees, a fact sheet regarding the Safely Surrendered Baby law, its implementation in Los Angeles County, and where and how to safely surrender a baby. The fact sheet is available on the Internet at www.babysafela.ora for printing purposes. CONTRACTOR'S EXCLUSION FROM PARTICIPATION IN A FEDERALLY FUNDED PROGRAM Contractor hereby warrant that neither it nor any of its staff members is restricted or excluded from providing services under any health care program funded by the Federal Government, directly or indirectly, in whole or in part, and the Contractor will notify the Buyer within thirty (30) calendar days in writing of: 1) any event that would require Contractor or a staff member's mandatory exclusion from participation in a Federally funded health care program; and 2) any exclusionary action taken by any agency of the Federal Government against Contractor or one or more staff members barring it or the staff members from participation in a Federally funded health care program, whether such bar is direct or indirect, or whether such bar is in whole or in part. Contractor shall indemnify and hold County harmless against any and all loss or damages Contractor may suffer arising from any Federal exclusion or Contractor or its staff members from such participation in a Federally funded health care program. Failure by Contractor to meet the requirements of this Paragraph shall constitute a material breach of contract upon which County may immediately terminate or suspend this Agreement. Is Contractor/Proposer or any of its staff members currently barred from participation in any Federally funded health care program? ❑ No, Contractor or any of its staff members is not currently barred from participation in any federally funded health care program. ❑ Yes, Contractor or any of its staff members is currently barred from participation any federally funded health care program. Describe the particulars in detail below. ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 18 T-NUMBER PROPOSAL SUBMISSION SHALL CONSIST OF ONE (1) ORIGINAL HARDCOPY, ONE (1) ELECTRONIC (CD) COPY (IN EXCEL FORMAT AND NOT PDF FORMAT) AND NINE (9) DUPLICATE HARDCOPIES OF YOUR PROPOSAL RESPONSE, INCLUDING PRICE LISTS AND RELATED DOCUMENTS TO BE RECEIVED AT THE INDICATED ADDRESS BY PROPOSAL DUE TIME AND DATE. THE SEALED ENVELOPE MUST INDICATE RFP #218955 AND CLOSING DATE. FAILURE TO COMPLY WITH THE INSTRUCTIONS MAY BE CONSIDERED SUFFICIENT REASON FOR REJECTION OF YOUR OFFER. NOTE: PARTICIPATION IN THE NATIONAL PROGRAM THROUGH U.S. COMMUNITIES IS NOT MANDATORY. PROPOSERS WILL HAVE THE OPTION TO BE CONSIDERED FOR A LOCAL AGREEMENT ONLY, OR FOR BOTH A LOCAL AND NATIONAL AGREEMENT. SEE ATTACHMENT E FOR U.S. COMMUNITIES REQUIREMENTS. ELECTRONICALLY TRANSMITTED (FAXED) PROPOSALS WILL NOT BE ACCEPTED. THERE WILL BE NO PUBLIC READING OF RESPONSES TO THIS REQUEST FOR PROPOSAL. FOLLOWING IS THE TARGET SCHEDULE OF EVENTS FOR THIS SOLICITATION: SOLICITATION RELEASE DATE 06/23/05 WRITTEN QUESTIONS — DUE TO COUNTY BY 12:00 NOON 07/18/05 PROPOSER'S CONFERENCE (MANDATORY) 8:30 AM 07/21/05 QUESTIONS/ANSWERS TO PROPOSERS 07/27/05 PROPOSAL DUE (CLOSING) DATE 12:00 NOON 08/18/05 BEGIN AGREEMENT(S) PERFORMANCE (ESTIMATE) MARCH 5, 2006 SPECIAL NOTICE - REQUIREMENT PROPOSERS MUST FULLY COMPLETE THE ATTACHMENTS AND RETURN THEM WITH THIS RFP, ANY OFFER THAT FAILS TO COMPLY WITH THIS INSTRUCTION WILL BE DETERMINED AS A NON- RESPONSIVE OFFER, 3. VENDOR SELECTION a. LOS ANGELES COUNTY AWARDS PURSUANT TO THIS RFP WILL BE TO MULTIPLE VENDORS OFFERING THEIR PRODUCTS AND SERVICES IN NON-EXCLUSIVE ARRANGEMENTS. THESE PROPOSERS WILL BE INVITED TO ENTER INTO NEGOTIATIONS TO ESTABLISH A THREE (3) YEAR AGREEMENT, INCLUDING AN OPTION TO EXTEND FOR THREE (3) ADDITIONAL ONE (1) YEAR PERIODS. FINAL SELECTION OF VENDORS WILL BE MADE AT THE ABSOLUTE SOLE DISCRECTION OF THE COUNTY. b. U.S. COMMUNITIES: SEE ATTACHMENT E FOR DETAILED INFORMATION, PROPOSERS ARE REQUIRED TO FURNISH THE SERIAL NUMBER OF YOUR CALIFORNIA RETAILER'S PERMIT TO ENGAGE IN BUSINESS AS A SELLER IN CALIFORNIA OR YOUR RETAILER'S CERTIFICATE OF REGISTRATION -USE TAX. FAILURE TO FURNISH SAME WILL PREVENT THE COUNTY OF LOS ANGELES FROM PAYING SALES/USE TAX TO YOUR COMPANY. DO NOT INCLUDE SALES/USE TAX ON ANY INVOICE IF YOU DO NOT FURNISH ONE OF THE FOLLOWING: RETAILER'S PERMIT CERTIFICATE OF REGISTRATI IF YOU ARE UNCERTAIN AS TO WHETHER YOU HAVE SUCH A NUMBER OR HAVE ANY QUESTIONS, ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 19 T-NUMBER PLEASE CONTACT THE CALIFORNIA STATE BOARD OF EQUALIZATION. 5. COUNTY RESERVES THE RIGHT TO SELECT THE PROPOSER(S) WHICH COUNTY DETERMINES IN ITS SOLE DISCRETION, TO BE THE MOST RESPONSIVE AND.RESPONSIBLE PROPOSER(S). 6, PROPOSALS MUST STATE DEFINITELY MANUFACTURER'S BRAND, NUMBER AND PACKAGING OFFERED, RIGHT IS RESERVED TO TEST FOR LATER CONSIDERATION BRANDS ON WHICH WE HAVE NO RECORD. 7. CONSUMPTION: OUR ESTIMATED ANNUAL CONSUMPTION IS GIVEN FOR INFORMATION ONLY. WE GUARANTEE NO VOLUME MINIMUM QUANTITIES. 8. DELIVERY: PRICES QUOTED SHALL INCLUDE DELIVERY TO LOCATIONS WITHIN LOS ANGELES COUNTY AND/OR LOCATIONS THROUGHOUT ALL FIFTY (50) STATES OF THE UNITED STATES, TERRITORIES OF THE UNITED STATES AND/OR CANADA. 9. QUOTE F.O.B. DESTINATION. DO NOT QUOTE ADDITIONAL DELIVERY CHARGES. 10. DELIVERIES MADE ON ANY PURCHASE ORDER ISSUED ON THE BASIS OF A SAMPLE MUST BE IDENTICAL WITH THE SAMPLE. 13. PRODUCTS PURCHASED AS A RESULT OF THIS REQUEST FOR PROPOSAL ARE TO BE SUPPLIED AS OFFERED AND ACCEPTED WITHOUT SUBSTITUTION OF MATERIAL OR STYLE. COSTS INCURRED BY THE COUNTY OF LOS ANGELES FOR INTERNAL ACTIVITIES REQUIRED TO RECALL AND REPLACE AN UNAUTHORIZED SUBSTITUTE WILL BE DOCUMENTED AND APPLIED TO THE ACCOUNT OF THE SUPPLIER. 16, PRICE GUARANTEE: UNLESS OTHERWISE QUALIFIED, PROPOSER AGREES, FOR THE PERIOD OF ANY AGREEMENT FORMULATED FROM THIS INQUIRY, THAT DISCOUNTS QUOTED FROM PRICE LISTS ARE MINIMUM AND THAT PRICES PROPOSED FOR CORE LIST ITEMS ARE FIRM THROUGH MARCH 4, 2007 EXCEPT PAPER. PROPOSED PAPER PRICES MUST BE HELD FIRM FROM RFP DUE DATE THROUGH SIX (6) MONTHS AFTER AGREEMENT START DATE. UNDER THE PROPOSED AGREEMENT, THE AWARDED PROPOSER ON A CASE -BY -CASE BASIS MAY OFFER LOWER THAN AGREEMENT PRICING FOR LARGE QUANTITY PURCHASES. IF PRICES DECLINE, OR SHOULD VENDOR AT ANY TIME DURING THE LIFE OF SAID AGREEMENT SELL THE SAME MATERIALS OR SERVICE UNDER SIMILAR QUANTITY AND DELIVERY CONDITIONS TO THE STATE OF CALIFORNIA, OR ANY COUNTY, MUNICIPALITY OR LEGAL DISTRICT OF THE STATE OF CALIFORNIA AT PRICES BELOW THOSE QUOTED HEREIN, SUCH LOWER PRICES SHALL BE IMMEDIATELY EXTENDED TO THE COUNTY OF LOS ANGELES. 17. EQUIPMENT OFFERED MUST BE BRAND NEW, UNUSED, CURRENT MODELS AND NOT PREVIOUSLY SOLD TO ANOTHER CUSTOMER. 18. YOUR OFFER ON THIS INQUIRY IS TO BE ON THE BASIS THAT ALL ITEMS ARE GUARANTEED EQUAL IN QUALITY AND PATTERN TO THOSE SPECIFIED AND THAT ANY ITEM PURCHASED AS ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 20 T-NUMBER EQUIVALENT AND NOT ACCEPTABLE TO USING DEPARTMENT MAY BE RETURNED FOR FULL CREDIT WITH NO CANCELLATION OR RESTOCKING FEES. 10IIIol► : ► l . 1 20. RIGHT IS RESERVED TO REJECT LOW OFFERS THAT STIPULATE MINIMUM ORDER REQUIREMENTS. 21. MUST MEET OPERATING REQUIREMENTS OF USING DEPARTMENTS. 22. UNLESS OTHERWISE QUALIFIED BY PROPOSER, THE COUNTY OF LOS ANGELES RESERVES THE RIGHT TO MAKE ONE TOTAL AWARD, ONE AWARD EACH SECTION, MULTIPLE AWARDS, OR A COMBINATION OF AWARDS, WHICHEVER IS IN THE BEST INTEREST OF THE COUNTY. GEOGRAPHICAL LOCATIONS MAY BE INCLUDED AS A FACTOR IN THE EVALUATION AND AWARD OF THIS PROPOSAL. 23. PRE-PRINTED TERMS AND CONDITIONS/PROPOSERS CONTRACT DOCUMENTS PROPOSERS PRE-PRINTED TERMS AND CONDITIONS OR RESTRICTIONS COMMONLY APPEARING ON THE REVERSE SIDE OF LETTERS SUBMITTED WITH THE PROPOSAL AND/OR PROPOSERS' SPECIFICATIONS MATERIAL AND CONTRACT DOCUMENTS WILL BE DISREGARDED IN THE ABSENCE OF A POSITIVE WRITTEN STATEMENT FROM PROPOSER THAT ALL OR A PARTICULAR PORTION OF SUCH WRITINGS ARE IN ADDITION TO OR SUPERSEDE THE COUNTY TERMS AND CONDITIONS. 24. RESERVATION: THE COUNTY OF LOS ANGELES RESERVES THE RIGHT TO SOLICIT PRICING FOR INDIVIDUAL LARGE REQUIREMENTS WHEN DEEMED IN THE BEST INTERESTS OF THE COUNTY. 25. SHOW YOUR FIRM'S NAME, MAILING ADDRESS AND LOCAL TELEPHONE NUMBER FOR INDIVIDUAL PURCHASE ORDERS: MAIL PURCHASE ORDER TO TELEPHONE NUMBER TOLL FREE NUMBER PREFERRED 26. UTILIZATION RECAPITULATION REPORT: 120 DAYS PRIOR TO TERMINATION OF ANY AGREEMENT FORMULATED AS A RESULT OF THIS REQUEST FOR PROPOSAL, VENDOR SHALL FURNISH THE COUNTY OF LOS ANGELES WITH A LIST SHOWING THE AMOUNT OF EACH ITEM DELIVERED. THIS LIST SHALL BE BY INDIVIDUAL ITEM AND SHALL SHOW THE TOTAL DELIVERED TO COUNTY OF LOS ANGELES DURING THE PRIOR YEAR OR PORTION THEREOF. IN ADDITION, A TOTAL DOLLAR VALUE SOLD TO ALL PARTICIPATING AGENCIES DURING THE SAME PERIOD SHALL BE FURNISHED. 30. RETURN OF GOODS RECEIVED: IN PROPOSING, YOU AGREE TO ACCEPT FOR CREDIT ANY MERCHANDISE RETURNED IN GOOD CONDITION WITHIN THIRTY (30) DAYS AFTER RECEIPT OF GOODS WITHOUT ANY HANDLING CHARGES; HOWEVER, NO RETURN SHALL BE MADE OF ANY MATERIAL WHICH HAS BEEN PUT ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 21 T-NUMBER INTO OPERATION OTHER THAN FOR TEST. WHEN PRODUCTS DELIVERED FAIL TO MEET SPECIFICATION, COST OF INSPECTION SHALL BE FOR ACCOUNT OF VENDOR. 31. CANCELLATION: 32, THE COUNTY OF LOS ANGELES RESERVES THE RIGHT TO CANCEL ANY AGREEMENT FORMULATED FROM THIS INQUIRY IF DELIVERY OR SERVICES PROVE UNSATISFACTORY (DEFAULT) AND MAY PROCURE THE ARTICLES OR SERVICES FROM OTHER SOURCES AND MAY DEDUCT FROM UNPAID BALANCE DUE THE VENDOR AND/OR MAY COLLECT AGAINST THE BOND OR SURETY FOR EXCESS COSTS SO PAID. THE PRICES PAID BY THE COUNTY OF LOS ANGELES SHALL BE CONSIDERED THE PREVAILING MARKET PRICE AT THE TIME SUCH PURCHASE IS MADE, THE COUNTY OF LOS ANGELES SHALL BE SOLE JUDGE AS TO SATISFACTORY PERFORMANCE. 33. ANY AGREEMENT FORMULATED FROM THIS INQUIRY MAY BE CANCELLED BY EITHER PARTY, AFTER INITIAL YEAR OF THE AGREEMENT PERIOD, UPON SIXTY (60) DAYS WRITTEN NOTICE. THE COUNTY MAY CONTINUE TO PLACE ORDERS AGAINST SAID AGREEMENT UNTIL THE EFFECTIVE DATE OF SUCH CANCELLATION. 34. CAL/OSHA - STATEMENT OF COMPLIANCE THE ITEMS SHOWN HEREIN MUST MEET ALL APPLICABLE LOCAL, STATE AND FEDERAL STATUTES, REGULATIONS, CODES, ETC., INCLUDING BUT NOT LIMITED TO CAL/OSHA REQUIREMENTS AS SET FORTH IN THE CALIFORNIA ADMINISTRATIVE CODE, TITLE 8, CHAPTER 4. SUBMISSION OF A PROPOSAL CONSTITUTES THE REPRESENTATION OF THE VENDOR THAT ALL ITEMS MEET OR EXCEED ALL SUCH APPLICABLE LAWS, STATUTES, CODES, ETC., AND THAT THE DETERMINATION THAT ANY ITEM DOES NOT DO SO SHALL BE GROUNDS, AT THE OPTION OF THE PURCHASING AGENT, TO TERMINATE OR RESCIND THE AGREEMENT, PURCHASE OR LEASE, AND ENTITLE THE COUNTY TO ANY DAMAGES SUFFERED BY REASON THEREOF. THE USE OF BRAND NAMES IN THIS REQUEST FOR PROPOSAL IS FOR VENDOR INFORMATION ONLY AND DOES NOT SIGNIFY COMPLIANCE WITH THE ABOVE CODES AND REGULATIONS. 35. UNLESS OTHERWISE DEFINITELY SPECIFIED, PRICES PROPOSED SHALL NOT INCLUDE SALES, OR USE TAXES. PROPOSER SHALL PROVIDE EITHER THE SERIAL NUMBER OR ITS RETAILER'S PERMIT TO ENGAGE IN BUSINESS AS A SELLER (IF A CA COMPANY) OR ITS RETAILER'S CERTIFICATE OF REGISTRATION - USE TAX (IF NOT CA COMPANY). WITHOUT ONE OF THESE NUMBERS, COUNTY WILL NOT PAY SALES/USE TAX DIRECT TO ANY VENDOR. 36. ALL CHARGES, E.G., TRANSPORTATION, PACKING, INSTALLATION, MUST BE INCLUDED IN THE PROPOSAL. 37. DEFAULT: IN THE EVENT VENDOR FAILS TO PERFORM HEREUNDER AND DOES NOT CURE SUCH FAILURE WITHIN FIFTEEN (15) CALENDAR DAYS OF THE DATE COUNTY'S NOTICE WAS SENT TO VENDOR, COUNTY MAY, AT ITS SOLE DISCRETION, CANCEL OR TERMINATE THIS PURCHASE ORDER. SUCH CANCELLATION OR TERMINATION SHALL BE AT NO COST TO COUNTY. SHOULD COUNTY SO CANCEL OR TERMINATE, COUNTY MAY AT ITS SOLE DISCRETION, PROCURE THE ITEMS OR SERVICES FROM OTHER SOURCES AND VENDOR SHALL BE LIABLE TO COUNTY FOR ANY AND ALL EXCESS COSTS, DETERMINED BY COUNTY, FOR SUCH ITEMS OR SERVICES. 38. TIME IS OF THE ESSENCE: IF ANY ANTICIPATED OR ACTUAL DELAYS ARISE, VENDOR SHALL IMMEDIATELY SO NOTIFY COUNTY, REGARDLESS OF NOTICE IF DELIVERIES ARE NOT MADE AT THE TIME AGREED UPON. COUNTY MAY, AT ITS SOLE DISCRETION, TERMINATE THIS PURCHASE ORDER AND PROCEED PURSUANT TO PARAGRAPH ON DEFAULT. ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 22 T-NUMBER 39. NON -EXCLUSIVITY: NOTHING HEREIN IS INTENDED NOR SHALL IT BE CONSTRUED AS CREATING ANY EXCLUSIVE ARRANGEMENT WITH VENDOR. 40. AUTHORIZATION WARRANTY CONTRACTOR REPRESENTS AND WARRANTS THAT THE PERSON EXECUTING THIS AGREEMENT FOR CONTRACTOR IS AN AUTHORIZED AGENT WHO HAS ACTUAL AUTHORITY TO BIND CONTRACTOR TO EACH AND EVERY TERM, CONDITION AND OBLIGATION OF THIS AGREEMENT AND THAT ALL REQUIREMENTS OF CONTRACTOR HAVE BEEN FULFILLED TO PROVIDE SUCH ACTUAL AUTHORITY, 41. PROHIBITION AGAINST USE OF CHILD LABOR FOR THE PURPOSES OF THIS PARAGRAPH, "PROPOSER" SHALL MEAN AN INDIVIDUAL, PARTNERSHIP, OR CORPORATION THAT SUBMITS A PROPOSAL RESULTING IN THE AWARD OF A PURCHASE ORDER OR AGREEMENT TO SUCH ENTITY. IF THIS DOCUMENT IS A PROPOSAL, PROPOSER HEREBY CERTIFIES THAT, OR, IF THIS DOCUMENT IS A PURCHASE ORDER OR AGREEMENT, VENDOR HEREBY CERTIFIES THAT, PROPOSER OR VENDOR SHALL 1. NOT KNOWINGLY SELL OR SUPPLY TO COUNTY ANY PRODUCTS, SUPPLIES OR OTHER PERSONAL PROPERTY PRODUCED OR MANUFACTURED IN VIOLATION OF CHILD LABOR STANDARDS SET BY THE INTERNATIONAL LABOR ORGANIZATION THROUGH ITS 1973 CONVENTION CONCERNING MINIMUM AGE FOR EMPLOYMENT, 2. UPON REQUEST BY COUNTY, IDENTIFY THE COUNTRY/COUNTRIES OF ORIGIN OF ANY PRODUCTS, GOODS, SUPPLIES OR OTHER PERSONAL PROPERTY PROPOSER SELLS OR SUPPLIES TO COUNTY, AND 3, UPON REQUEST BY COUNTY, PROVIDE TO COUNTY THE MANUFACTURER'S CERTIFICATION OF COMPLIANCE WITH ALL INTERNATIONAL CHILD LABOR CONVENTIONS. PROPOSER UNDERSTANDS AND AGREES THAT IF THIS DOCUMENT IS A PURCHASE ORDER OR AGREEMENT: IF COUNTY DISCOVERS THAT ANY PRODUCTS, GOODS, SUPPLIES OR OTHER PERSONAL PROPERTY SOLD OR PROVIDED BY PROPOSER OR VENDOR TO COUNTY ARE PRODUCED OR MANUFACTURED IN VIOLATION OF ANY INTERNATIONAL CHILD LABOR CONVENTIONS, PROPOSER OR VENDOR SHALL IMMEDIATELY PROVIDE AN ALTERNATIVE, COMPLIANT SOURCE OF SUPPLY. PROPOSER OR VENDOR FURTHER UNDERSTANDS AND AGREES THAT FAILURE TO COMPLY WITH THE FOREGOING PROVISIONS WILL BE GROUNDS FOR IMMEDIATE CANCELLATION OF THE PURCHASE ORDER OR TERMINATION OF THE AGREEMENT AND AWARD OF THE PURCHASE ORDER OR AGREEMENT TO AN ALTERNATIVE PROPOSER. PREVAILING WAGE: WHERE LABOR IS REQUIRED FOR PUBLIC WORKS AS A PART OF ANY REQUIREMENTS COVERED BY THIS PURCHASE ORDER AND AS SUCH IS DEFINED BY THE CALIFORNIA LABOR CODE. VENDOR ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 23 T-NUMBER : SHALL PAY NO LESS THAN THE APPLICABLE PREVAILING WAGES SPECIFIED. COPY OF PREVAILING WAGE RATES IS AVAILABLE FOR PERUSAL ON REQUEST. FAIR LABOR STANDARDS: VENDOR SHALL COMPLY WITH ALL APPLICABLE PROVISIONS OF THE FEDERAL FAIR LABOR STANDARDS ACT. 42. TERMINATION FOR CONVENIENCE: ANY AGREEMENT MAY BE TERMINATED, WHEN SUCH ACTION IS DEEMED BY COUNTY TO BE IN ITS BEST INTEREST, TERMINATION SHALL BE EFFECTED BY DELIVERY TO VENDOR OF A NOTICE OF TERMINATION SPECIFYING THE EXTENT TO WHICH PERFORMANCE OF AGREEMENT IS TERMINATED AND THE DATE UPON WHICH SUCH TERMINATION BECOMES EFFECTIVE, WHICH SHALL BE NOT LESS THAN TEN (10) DAYS AFTER NOTICE IS SENT. AFTER RECEIPT OF A NOTICE OF TERMINATION, VENDOR SHALL SUBMIT ITS TERMINATION CLAIM AND INVOICE TO COUNTY, IN THE FORM AND WITH ANY CERTIFICATIONS AS MAY BE PRESIDED BY COUNTY. SUCH CLAIM AND INVOICE SHALL BE SUBMITTED PROMPTLY, BUT NO LATER THAN THREE MONTHS FROM THE EFFECTIVE DATE OF TERMINATION, UPON FAILURE OF VENDOR TO SUBMIT ITS TERMINATION CLAIM AND INVOICE WITHIN THE TIME ALLOWED, COUNTY MAY DETERMINE ON THE BASIS OF INFORMATION AVAILABLE TO COUNTY, THE AMOUNT, IF ANY, DUE TO VENDOR IN RESPECT TO THE TERMINATION, AND SUCH DETERMINATION SHALL BE FINAL. WHEN SUCH DETERMINATION IS MADE, COUNTY SHALL PAY VENDOR THE AMOUNT SO DETERMINED. VENDOR SHALL HONOR PURCHASE ORDERS DELIVERED ON OR BEFORE THE EFFECTIVE DATE OF TERMINATION. TERMINATION FOR FAILURE TO OPERATE IN ORDINARY COURSE: VENDOR'S STABILITY WAS AND/IS A PRIMARY BASIS FOR ENTERING INTO AND CONTINUING WITH AGREEMENT, THEREFORE, COUNTY MAY TERMINATE ANY AGREEMENT BY THIRTY (30) DAYS WRITTEN NOTICE SHOULD VENDOR FAIL TO CONTINUE TO DO BUSINESS IN THE ORDINARY COURSE. TERMINATION FOR GRATUITIES: COUNTY MAY, BY WRITTEN NOTICE TO VENDOR, TERMINATE THE RIGHT OF VENDOR TO PROCEED UNDER ANY AGREEMENT UPON TEN (10) DAYS WRITTEN NOTICE, IF IT IS FOUND THAT GRATUITIES IN THE FORM OF ENTERTAINMENT, GIFTS, OR OTHERWISE WERE OFFERED OR GIVEN BY, OR ANY AGENT OR REPRESENTATIVE OF VENDOR, TO ANY OFFICE OR EMPLOYEE OF COUNTY WITH A VIEW TOWARD SECURING A CONTRACT OR SECURING FAVORABLE TREATMENT WITH RESPECT TO THE AWARD OF AMENDING, OR THE MAKING OF ANY DETERMINATIONS WITH RESPECT TO THE.PERFORMING, OF SUCH CONTRACT. IN THE EVENT OF SUCH TERMINATION, COUNTY SHALL BE ENTITLED TO PURSUE THE SAME REMEDIES AGAINST VENDOR AS IT COULD PURSUE IN THE EVENT OF DEFAULT OF VENDOR. 43. ON-LINE WEB BASED AGREEMENTS: IF A CONTRACT IS AWARDED TO YOU AS A RESULT OF THIS SOLICITATION, WE WILL REQUEST THAT YOU PROVIDE YOUR PRICING IN AN ELECTRONIC, WEB BASED FORMAT. THIS INFORMATION WILL BE POSTED ON THE LOS ANGELES COUNTY INTRANET TO BE ACCESSED EXCLUSIVELY BY LOS ANGELES COUNTY PROCUREMENT, THE PREFERRED METHOD WILL BE THAT THE LOS ANGELES COUNTY CONTRACT PRICING WILL BE HOSTED ON THE SUPPLIER WEBSITE, WHICH CAN BE ACCESSED VIA A LINK ON THE LOS ANGELES COUNTY INTRANET WEBSITE. THE OTHER OPTION WILL BE FOR THE VENDOR TO ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 24 T-NUMBER SUBMIT AN ELECTRONIC COPY OF THE PRICING TO BE POSTED ON THE LOS ANGELES COUNTY INTRANET, 44, LIMITATION OF COUNTY'S OBLIGATION DUE TO NON -APPROPRIATION OF FUNDS: COUNTY'S OBLIGATION IS PAYABLE ONLY AND SOLELY FROM FUNDS APPROPRIATED FOR THE PURPOSE OF ANY AGREEMENT FORMULATED FORM THIS REQUEST FOR PROPOSAL. ALL FUNDS FOR PAYMENTS AFTER JUNE 30TH OF THE CURRENT FISCAL YEAR ARE SUBJECT TO COUNTY'S LEGISLATIVE APPROPRIATION FOR THIS PURPOSE. PAYMENTS DURING SUBSEQUENT FISCAL PERIODS ARE DEPENDENT UPON THE SAME ACTION. IN THE EVENT ANY AGREEMENT FORMULATED FROM THIS RFP EXTENDS INTO SUCCEEDING FISCAL YEAR PERIODS, AND IF THE GOVERNING BODY APPROPRIATING THE FUNDS DOES NOT ALLOCATE SUFFICIENT FUNDS FOR THE NEXT SUCCEEDING FISCAL YEAR'S PAYMENTS, THEN THE AFFECTED SERVICES SHALL BE TERMINATED AS OF JUNE 30TH OF THE THEN CURRENT FISCAL YEAR. COUNTY SHALL NOTIFY CONTRACTOR IN WRITING OF SUCH NON -ALLOCATION AT THE EARLIEST POSSIBLE DATE. ADDITIONAL INFORMATION REQUEST FOR PROPOSAL. NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 25 T.NUMBER CONFERENCE INFORMATION TYPE: MANDATORY PROPOSERS CONFERENCE DATE: 07/21/05 TIME: 8:30 AM PACIFIC TIME ADDRESS: COUNTY OF LOS ANGELES INTERNAL SERVICES DEPARTMENT PURCHASING DIVISION 1100 N. EASTERN AVE., ROOM G-101 LOS ANGELES, CA 90063 ATTENDANCE TO THE PROPOSERS CONFERENCE IS MANDATORY IN ORDER TO PARTICIPATE IN THE RFP PROCESS BECAUSE OF ITS COMPLEXITY. PLEASE READ THE ENTIRE RFP PACKAGE PRIOR TO ATTENDING THE CONFERENCE AND COME PREPARED WITH ANY QUESTIONS REGARDING THE CONTENTS OF THE RFP, EVALUATION SUMMARY: TECHNICAL, SERVICES AND CAPABILITIES APPROACH - 40% COST--------------------------------------------------------------------------60% PROPOSER NOTE: ALL RESPONDING COMPANIES MUST PROVIDE NET PRICERS OF STOCKED ITEMS IN EXCEL FORMAT (NOT PDF) THAT INCLUDE THE FOLLOWING: MANUFACTURER'S NAME, MANUFACTURER'S NUMBER, UNIT OF MEASURE, UPC CODE, DESCRIPTION, LIST PRICE WITH DISCOUNT PERCENTAGE, NET UNIT PRICE AND/OR COST PLUS PRICING. A CD CONTAINING THE CORE LISTS AND REQUIRED FORMAT FOR THE NET PRICED CATALOG FILES WILL BE PROVIDED AT THE MANDATORY PROPOSER CONFERENCE ON JULY 21, 2005. PROPOSERS WILL BE REQUIRED TO UTILIZE THE CD AND THE FORMAT PROVIDED TO RESPOND TO THE PRICING PORTION OF THIS RFP. PROVIDE YOUR WHOLESALE NET PRICED CATALOG IN EXCEL FORMAT. INCLUDE THE FOLLOWING: MANUFACTURER'S NAME, MANUFACTURER'S NUMBER, UNIT OF MEASURE, DESCRIPTION, LIST PRICE WITH DISCOUNT PERCENTAGE, NET UNIT PRICE AND/OR COST PLUS PRICING. PROVIDE THE NUMBER OF CATALOG ITEMS STOCKED IN YOUR COMPANY -OWNED WAREHOUSE, BROKEN DOWN BY CATEGORY. IDENTIFY THE NUMBER OF ITEMS IN YOUR CATALOG THAT ARE SOURCED FROM UNITED OR SP RICHARDS. PROVIDE DETAIL OF YOUR EXPERIENCE. EXAMPLES AND SUCCESS OF MANAGING LARGE NOW EXCLUSIVE COOPERATIVE AGREEMENTS, CORE LIST ITEMS: GENERAL OFFICE, TONER AND CLASSROOM CORE LISTS. PLEASE PROPOSE PRICING ON THE PRODUCTS LISTED HEREIN, THE PRICES PROVIDED MUST BE FOR THE EXACT MANUFACTURER'S NUMBER, UPC AND UNIT OF MEASURE. QUOTING PRODUCTS VIA UNIT OF MEASURE CONVERSION IS NOT PERMITTED. DO NOT SUBSTITUTE UNLESS IT IS GENERIC. WHEN ADDITIONAL IN1(F0RMATI0N REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 26 T-NUMBER : CORE LIST ITEMS — cont'd SUBSTITUTING WITH A GENERIC PRODUCT, THE PROPOSED SUBSTITUTE MUST BE OF THE SAME QUALITY OF SPECIFICATION AND SAME EXACT UNIT OF MEASURE. GENERIC ITEMS ARE IDENTIFIED IN THE CORE LISTS WITH AN 'X' IN THE COLUMN MARKED 'EQUIVALENT OR BETTER'. PAPER CORE LIST QUOTE COST PLUS PERCENTAGE. QUOTE COST PLUS FOR SINGLE CASE DESKTOP DELIVERY, PALLET DOCK DELIVERY AND TRUCK LOAD DOCK DELIVERY. PROVIDE DOCUMENTATION OF COST FOR EACH ITEM IN THE FORM OF A LETTER OR PURCHASE ORDER FROM THE PAPER MILL. INSTRUCTION FOR PROPOSED PRICING: PAPER: QUOTE COST PLUS PERCENTAGE FOR ALL PAPER ITEMS NOT INCLUDED IN THE CORE LIST. FOR AUDIT PURPOSES, DOCUMENTATION FROM THE PAPER MILLS MAY BE REQUIRED AT ANY TIME DURING THE TERM OF THE AGREEMENT. TONER ITEMS: QUOTE DISCOUNT FROM LIST PRICE. THIS IS APPLICABLE TO ALL TONER ITEMS NOT INCLUDED IN THE TONER CORE LIST. PROVIDE DISCOUNT ON TONER ITEMS FROM SUPPLIER'S CATALOG. PROVIDE DISCOUNT ON TONER ITEMS FROM WHOLESALE CATALOG. TECHNOLOGY ITEMS: QUOTE COST PLUS FOR AUDIT PURPOSES, DOCUMENTATION FROM THE MANUFACTURER MAY BE REQUIRED AT ANY TIME DURING THE TERM OF THE AGREEMENT. FURNITURE: QUOTE DISCOUNT FROM PRICE LIST. �;��]�11�7�1•]>~�d�IiL)��3�L�i��I1:�L�3�1�iZ�] PROVIDE DISCOUNT FROM WHOLESALE CATALOG. GENERAL OFFICE SUPPLIES: QUOTE DISCOUNT FROM PRICE LIST, THIS IS APPLICABLE TO ALL GENERAL OFFICE SUPPLY ITEMS NOT INCLUDED IN THE GENERAL OFFICE CORE LIST. PROVIDE DISCOUNT FROM SUPPLIER'S CATALOG. ADDITIONAL INFORMATION REQUEST. FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 27 T-NUMBER : GENERAL OFFICE SUPPLIES -- cont'd PROVIDE DISCOUNT FROM WHOLESALE CATALOG. APPLICABLE TO ALL ITEMS NOT INCLUDED IN THE OFFICE, TONER AND PAPER CORE LISTS AS WELL AS TECHNOLOGY AND FURNITURE CATEGORIES. NEXT DAY DELIVERY IS REQUIRED. CLASSROOM SUPPLIES AND ARTS & CRAFTS: QUOTE DISCOUNT OFF PRICE LIST FOR ITEMS THAT ARE NOT ON CORE LIST. PROVIDE DISCOUNT FROM SUPPLIER'S CATALOG. PROVIDE DISCOUNT FROM WHOLESALE CATALOG. NEXT DAY DELIVERY IS REQUIRED FOR CLASSROOM SUPPLIES. CLASSROOM PAPER: QUOTE COST PLUS PERCENTAGE FOR ALL PAPER ITEMS NOT INCLUDED IN THE CORE LIST. FOR AUDIT PURPOSES, DOCUMENTATION FROM THE PAPER MILLS MAY BE REQUIRED AT ANYTIME DURING THE TERM OF THE AGREEMENT. SEVEN (7) DAY DELIVERY OR LESS IS REQUIRED FOR ARTS AND CRAFTS ITEMS. THE CLASSROOM SUPPLIES AND ARTS & CRAFTS CORE AGREEMENT PRICING WILL ONLY BE AVAILABLE TO SCHOOL DISTRICTS. REBATE STRUCTURE: QUOTE YOUR REBATE STRUCTURE(S) FOR AGENCY VOLUME, &COMMERCE VOLUME AND TRANSACTION SIZE. PRICE PROTECTION: PRICES FOR CORE LIST ITEMS SHALL REMAIN FIRM THROUGH MARCH 4, 2007 FROM THE DATE AGREEMENT(S) IS/ARE ESTABLISHED. PRICE INCREASE REQUESTS FOR THE GENERAL OFFICE, TONER AND CLASSROOM CORE LISTS SHALL BE SUBMITTED SIXTY (60) DAYS PRIOR TO THE AGREEMENT ANNIVERSARY DATE. DOCUMENTATION FROM THE MANUFACTURER SHALL BE PROVIDED WITH THE PRICE INCREASE REQUEST. PAPER CORE LIST ITEMS MAY BE INCREASED A MAXIMUM OF TWO (2)TIMES PER AGREEMENT YEAR (AFTER THE INITIAL YEAR OF THE AGREEMENT) AND MUST BE SUPPORTED BY DOCUMENTATION FROM THE PAPER MILLS. DISCOUNT PERCENTAGES FROM PRICE LISTS SHALL REMAIN UNCHANGED DURING THE ENTIRE AGREEMENT PERIOD.. PRICES FROM MANUFACTURERS' PRICE LISTS SHALL NOT INCREASE MORE THAN TWO (2) TIMES WITHIN A TWELVE (12) MONTH PERIOD. PRICING FORMAT: PROPOSERS SHALL PROVIDE CORE ITEM PRICING IN AN EXCEL FILE, I.E. SPREADSHEETS LABELED ATTACHMENTS B AND D. THE FILE MUST INCLUDE FOR EACH ITEM PROPOSED, THE UPC NUMBER, MANUFACTURER NAME, MANUFACTURER NUMBER, DESCRIPTION, UNIT OF MEASURE AND THE NET UNIT PRICE PROPOSED. ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 28 T-NUMBER : PROPOSERS SHALL PROVIDE THE ENTIRE IN -STOCK CATALOG OF ITEMS IN AN EXCEL FILE. THE FILE MUST INCLUDE FOR EACH ITEM PROPOSED, THE UPC NUMBER, MANUFACTURER NAME, MANUFACTURER NUMBER, SUPPLIER STOCK NUMBER, DESCRIPTION, UNIT OF MEASURE AND THE NET UNIT PRICE PROPOSED. PROPOSERS SHALL PROVIDE THE ENTIRE WHOLESALE CATALOG OF ITEMS IN AN EXCEL FILE. THE FILE MUST INCLUDE FOR EACH ITEM PROPOSED, THE UPC NUMBER, MANUFACTURER NAME, MANUFACTURER NUMBER, DESCRIPTION, UNIT OF MEASURE AND THE NET UNIT PRICE PROPOSED. NOTE: AWARDED SUPPLIER(S) WILL BE REQUIRED TO PROVIDE THESE FILES TO THE COUNTY OF LOS ANGELES AND/OR U.S. COMMUNITIES PARTICIPANTS ON AN ANNUAL BASIS OR UPON REQUEST FOR AUDIT PURPOSES. ITEMS TO BE EXCLUDED FROM COUNTY OF LOS ANGELES AGREEMENT(S) ONLY: PAPER TONER ITEMS TECHNOLOGY ITEMS FURNITURE CLASSROOM SUPPLIES ARTS & CRAFTS ITEMS THE ABOVE LISTED ITEMS (EXCEPT CLASSROOM SUPPLIES AND ARTS & CRAFTS) ARE CURRENTLY COVERED BY EXISTING AGREEMENTS FOR THE COUNTY OF LOS ANGELES. ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 29 T-NUMBER THIS SOLICITATION INCLUDES THE FOLLOWING ATTACHMENTS AND EXHIBITS: 1) SOLICITATION NO. 218955 - PROPOSER MUST COMPLETE, SIGN AND RETURN WITH RFP RESPONSE. 2) ATTACHMENT A -OFFICE SUPPLIES -DISCOUNTS OFF PRICE LIST -PROPOSER MUST COMPLETE AND RETURN WITH RFP RESPONSE. 3) ATTACHMENT B - OFFICE SUPPLIES CORE LISTS FOR GENERAL, TONER AND PAPER ITEMS - PROPOSER MUST COMPLETE AND RETURN WITH RFP RESPONSE. 4) ATTACHMENT C - CLASSROOM SUPPLIES/ARTS & CRAFTS - DISCOUNTS OFF PRICE LIST - PROPOSER MUST COMPLETE AND RETURN WITH RFP RESPONSE. 5) ATTACHMENT D - CLASSROOM SUPPLIES/ARTS & CRAFTS AND PAPER CORE LISTS - PROPOSER MUST COMPLETE AND RETURN WITH RFP RESPONSE. 6) ATTACHMENT E - U.S COMMUNITIES COMPETITIVE SOLICITATION MASTER AGREEMENT FOR OFFICE AND CLASSROOM SUPPLIES. PROPOSERS INTERESTED IN THE NATIONAL PROGRAM MUST COMPLETE RESPONSESTO ATTACHMENT E, SECTION 3 - "REQUEST FOR TECHNICAL PROPOSAL" AND RETURN WITH THE RFP RESPONSE. 7) ATTACHMENT F - ADDENDUM FOR OREGON PUBLIC AGENCIES (INFORMATION ONLY) 8) ATTACHMENT G - U.S. COMMUNITIES ADMINISTRATION AGREEMENT - TO BE COMPLETED AND SIGNED BY AWARDED PROPOSER WHO ARE INTERESTED IN THE NATIONAL PROGRAM. 9) EXHIBIT G-1 -MASTER INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENT - FOR CERTAIN GOVERNMENT AGENCIES THAT EXECUTE A LEAD PUBLIC AGENCY CERTIFICATE - TO BE APPENDED AND MADE A PART OF HEREOF. 10) ATTACHMENT H - U.S. COMMUNITIES COMMITMENTS AGREEMENT FOR AWARDED PROPOSERS TO COMPLETE AND SIGN. 11) ATTACHMENT I - INFORMATION FOR ELECTRONIC DISTRIBUTION LIST. ADDITIONAL INFORMATION REQUEST FOR PROPOSAL NUMBER :218955 VENDOR: PAGE OPEN DATE : 08/18/05 30 T-NUMBER LINE NO. COMMODITY/SERVICE DESCRIPTION QUANTITY FROM/TO UNIT UNIT PRICE EXT AMOUNT DO NOT UNLESS SPECIFIED ELSEWHERE SHIP QUOTE COUNTY WIDE BELOW 00001 COMMODITY CODE: 615-99-035866 1 LOT OFFICE SUPPLIES - COMPLETE LINE - PRICING BASED ON DISCOUNT OFF PRICE LIST/CATALOG AND COST PLUS % DO NOT QUOTE ABOVE. QUOTE TRADE DISCOUNTS AND/OR COST PLUS % ON ATTACHMENT A 00002 COMMODITY CODE; 615-99-035866 1 LOT OFFICE - CORE LIST OF MOST FREQUENTLY ORDERED ITEMS DO NOT QUOTE HERE. PRICES TO BE ENTERED IN CD TO BE DISTRIBUTED AT PROPOSER CONFERENCE 00003 COMMODITY CODE: 615-99-035866 1 LOT CLASSROOM SUPPLIES/ARTS & CRAFTS - COMPLETE LINE - PRICING BASED ON DISCOUNT OFF PRICE LIST/CATALOG AND COST/OR COST PLUS % DO NOT QUOTE. ABOVE. QUOTE TRADE DISCOUNTS OR COST PLUS % ON ATTACHMENT C 00004 COMMODITY CODE; 615-99-035866 1 LOT CLASSROOM SUPPLIES/ARTS & CRAFTS - CORE LIST OF MOST FREQUENTLY ORDERED ITEMS DO NOT QUOTE ABOVE. PRICES TO BE ENTERED IN CD TO BE DISTRIBUTED AT PROPOSER CONFERENCE REFERENCE ATTACHMENTS E THROUGH I AND EXHIBIT G-1 ATTACHMENT A APPROXIMATE 12 MONTH VALUE OFFICE SUPPLIES — COMPLETE LINE — $300,000,000 PRICING BASED ON DISCOUNT OFF PRICE LISTS/CATALOGS AND COST PLUS % Identify the wholesale catalog and supplier catalog: (title, number and date) QUOTE F.O.B. DESTINATION FOR ALL ITEMS. 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Z 3x.,3¢3�w=z Z x Z U x x x x x x x x x x x x x x i I z w s ca ATTACHMENT E toe U.S. COM'MUNIT,IES Fdundba Co•Sp+>ews County of Los Angeles, CA ON BEHALF OF OTHER GOVERNMENT AGENCIES U.S. COMMUNITIES PURCHASING & FINANCE AGENCY COMPETITIVE SOLICITATION MASTER AGREEMENT FOR Office and Classroom Supplies /_ri/T9PwFk114►ki= REQUEST FOR PROPOSAL 1. SCOPE 1.1 REQUIREMENT County of Los Angeles, CA (herein "Lead Public Agency") on behalf of County of Fairfax, VA; Detroit, MI Public Schools; County of Maricopa, AZ; City of Charlotte / Mecklenburg County, NC; City and County of Denver, CO; County of Harford, MD Public Schools; Wichita, KS Public Schools; the U.S. Communities' Government Purchasing Alliance (GPA), and the remaining members of the Advisory Board (Ref. Paragraph 1.7), is soliciting Proposals from qualified companies to enter into a Master Agreement for a complete line of office and classroom supplies and related services (herein "Products"). ALL PRODUCTS OFFERED MUST BE NEW, UNUSED, LATEST DESIGN AND TECHNOLOGY AND MOST CURRENT PRODUCT LINES AND NOT PREVIOUSLY DELIVERED TO ANOTHER CUSTOMER.. RFP subject to Lead Public Agency's General Conditions & Instructions to Bidders, Special Provisions, and Pricing Schedule shown as County of Los Angeles Solicitation No. 218955 and the Oregon Addendum shown as Attachment F. The Supplier(s) must deal directly with any government agency (herein "Participating Public Agency") concerning the placement of orders, issuance of the purchase order, contractual disputes, invoicing, and payment. The County of Los Angeles is acting as "Contracting Agent" for the Participating Public Agencies and shall not be held liable for any costs, damages, etc. incurred by any other Participating Public Agency. The subsequent contract shall be construed to be in accordance with and governed by the laws of the State in which the Participating Public (government) Agency exists. Each Participating Public (government) Agency enters in to a Master Intergovernmental Cooperative Purchasing Agreement (MICPA) (as shown as Exhibit G 1 to the U.S. Communities Administration agreement, itself included herein as Attachment G) that allows the Participating Public Agency to purchase products from the Supplier(s) in accordance with each Participating Public Agency's purchasing policy and procedures. 1.2 GENERAL DEFINITION OF PRODUCTS (Define each major element of the product with an emphasis on the Supplier's entire catalog of product) A. General Office Su lies- The complete catalog of Office supplies, products and accessories available from the Supplier; B. Classroom Supplies- The complete catalog of Classroom supplies, products and accessories available from the Supplier, E ATTACHMENT E C. Paper Supplies — The complete offering of paper items available from the Supplier; D. Toner and Ink Supplies — The complete offering of toner and ink items available from the Supplier; E. Core Products- A list of office, paper, toner, ink and classroom high use items from Product Categories A, El C and D above. Provide the ability for large users to select and substitute core list items. F. Related Services -The complete range of Services available from Proposer such as, but not limited to: analysis, inventory control, planning, maintenance and installation. 1.3. OBJECTIVES The RFP is intended to achieve the following objectives: A. Provide a comprehensive competitively solicited Master Agreement offering Products and Services to government agencies nationwide; B. Establish the Master Agreement as Supplier's primary offering to state and local government agencies nationwide; C. Achieve cost savings for Suppliers and government agencies through a single bid process that eliminates the need for multiple government bids and multiple responses by Suppliers; D. Combine the volumes of government agencies nationwide to achieve cost effective pricing; and E. Reduce the administrative and overhead costs of Suppliers and government agencies through state of the art ordering and delivery systems. These objectives do not preempt Participating Public Agencies from using other contract vehicles or competitive processes as required by law. 1.4. PARTICIPATING PUBLIC AGENCY MODEL U.S. Communities has employed the Participating Public Agency Model very successfully with a variety of national suppliers, all of whom are listed at www.uscommunities.org Fairfax County, Virginia, Miami -Dade County, FL, Wichita Public Schools, KS, Harford County Public Schools, MD, City of Charlotte/Mecklenburg County, NC and Los Angeles County, California, have served as Lead Public Agencies, signing Master Agreements. Participating Public Agencies "piggy back" on the competitively bid Master Agreement. Suppliers comply with the state and local laws, rules and regulations in each state and locality where product is provided. Suppliers offer the Master Agreement as their primary 3 ATTACHMENT E contract with local government agencies nationwide. The program currently does business with over 8,000 Participating Public Agencies under the Master Agreements. 1.5. ESTIMATED VOLUME The estimated dollar volume of Products purchased under the proposed Master Agreement is $300 Million, annually, based on the anticipated volume of the Lead Public Agency and a sample of U.S. Communities Advisory Board members and the existing program. While there is no minimum quantity of products to be purchased under the proposed Master Agreement, Los Angeles County, County of Fairfax, Detroit Public Schools, County of Maricopa, City of Charlotte / Mecklenburg County, City and County of Denver, County of Harford Public Schools, Wichita Public Schools and the U.S. Communities Advisory Board Members are committed to using the Master Agreement and promoting the Master Agreement among other public agencies nationwide. 1.6 MULTIPLE AWARDS Multiple awards may be made as a result of this RFP. Multiple Awards will ensure that any ensuing contracts will allow U.S. Communities to fulfill current and future requirements of the diverse and large number of Participating Public Agencies. The actual utilization of any contract will be at the sole discretion of the Participating Public Agencies. Participating Public Agencies may buy directly from successful bidders without the need for further solicitation. 1.7. U.S. COMMUNITIES U.S. Communities Purchasing & Finance Agency (U.S. Communities) is a non- profit public benefit corporation established by government as an "instrumentality" of government to assist public agencies nationwide reduce the cost of purchased goods and improve the administrative effectiveness of the purchasing process for Suppliers and public agencies alike. U.S. Communities is jointly sponsored by the National Institute of Governmental Purchasing (NIGP), the National Association of Counties (NACo), the National League of Cities (NLC), the Association of School Business Officials, International (ASBO) and the United States Conference of Mayors (USCM). U.S. Communities has a multistate Advisory Board consisting of representatives from the following public agencies and associations: F.111 R9]_:14'/:-11111X\;77 Agency State of Arizona Procurement Allegheny County, PA Charlotte/Mecklenburg Cobb County, GA Dallas County, TX Agency Hennepin County, MN Hillsborough Schools, FL Houston, TX Los Angeles County, CA Maricopa County, AZ 4 F1AVT•]:IJ,14►11i4 Davis Unified Schools, CA Miami -Dade County/Public Health Trust, FL Denver, CO San Antonio, TX Detroit Public Schools, MI San Diego County, CA Fairfax County, VA Seattle, WA Harford County Public Schools, MD Wichita Public Schools, KS GOVERNMENT PURCHASING ALLIANCE (GPA) The primary program offered through U.S. Communities is the GPA. Designed in cooperation with the Advisory Board, GPA: • Pools the purchasing power of public agencies nationwide, • Achieves bulk volume discounts on behalf of public agencies nationwide; and • Provides a national purchasing forum for public agencies nationwide. Suppliers offering products to public agencies through U.S. Communities also benefit through: • A single competitively bid contract offering a broad range -of products to multiple public agencies nationwide; • A reduction of the administrative, legal and sales overhead associated with responding to multiple bids from public agencies nationwide; and • Ease of access to public agencies nationwide through promotional efforts of NIGP, NLC, NA Co, ASBO, USCM and Advisory Board Members. All contracts offered through U.S. Communities are competitively bid by a lead public agency and may be accessed by any other public agency that has the authority to purchase from another public agency's contracts. MARKETING SUPPORT & ADMINISTRATIVE FEES U. S. Communities provides marketing support for Supplier's products through its major national sponsors, the National League of Cities, the National Association of Counties (NACo), the National Institute for Governmental Purchasing (NIGP), the Association of School Business Officials, International (ASBO) and the U.S. Conference of Mayors (USCM). In addition, the program is sponsored and marketed by a network of State Associations of Counties, Schools and Municipal Leagues. U.S. Communities and the sponsors provide administrative and marketing personnel that directly promote the U.S. Communities Suppliers to Participating Public Agencies through public agency meetings, direct mail, national publications, 161 /_111fc[03:1J,I=1►IV annual meetings and a network of Local Government and State Associations. U.S. Communities provides Suppliers government sales training and a host of online marketing and sales management tools to effectively increase sales through U.S. Communities. Participating Suppliers are required to pay an administrative fee based on a minimum of 1°/a of actual sales under the Master Agreement. The administrative fees offset the costs of governance, lead agencies, marketing and administration of U.S. Communities. Successful Supplier(s) will be required to execute the U.S. Communities Administrative Agreement (Attachment G). REQUEST FOR PROPOSAL 1.0 SUPPLIER COMMITMENTS Each supplier is required to make three basic commitments to insure the overall success of the national program: Corporate Commitment - A commitment that U.S. Communities has the support of senior management, and that U.S. Communities is the primary offering to state and local government agencies nationwide. The supplier shall make its existing local public agency clients aware of its U.S. Communities contract and upon the state or local public agency's request, such agency will be transitioned to the supplier's U.S. Communities contract; Pricing Commitment - A commitment that U.S. Communities pricing is the lowest available pricing (net to buyer) to state and local agencies nationwide and a further commitment that, if a state or local agency is eligible for lower pricing through a state, regional or local contract, the supplier will match the pricing under U.S. Communities. Sales Commitment - A commitment that the supplier will aggressively market U.S. Communities nationwide and that the sales force will be trained, engaged and committed to offering U.S. Communities to state and local agencies nationwide with a further commitment that all U.S. Communities sales be accurately and timely reported to the U.S. Communities program office 2.0 SUPPLIER PRE -QUALIFICATIONS In addition to the Supplier commitments above, only Suppliers meeting the following minimum qualifications should submit proposals: A. A strong national presence easily recognized by government agencies nationwide; B. A national sales force easily accessible by government agencies nationwide; C. A national distribution network having capacity to deliver Products nationwide, free of charge, in a timely manner; D. A full range of Products to meet varying requirements of government agencies; E. Demonstrated market with bulk purchasing power, capacity and commitment to guarantee lowest government pricing. F. Existing capacity to provide toll -free telephone and state of the art electronic, 9 ATTACHMENT E facsimile and internet ordering and billing; G. A support system to provide assistance to government agencies nationwide. 3.0 REQUEST FOR TECHNICAL PROPOSAL Please submit a proposal to supply Products that includes the following information: 3.1. Commitment and Pre -Qualification Statement Please address each of the Commitments and Pre -Qualifications shown in Sections I and 2 above and provide a summary not exceeding 2 pages demonstrating that your company is willing to make the required commitments and meet each of the pre -qualifications. 3.2. Company A. A brief history and description of your company; B. Total number and location of sales persons employed by your company; C. Number and location of distribution outlets (if applicable); D. Number and location of support centers (if applicable); E.. Annual sales for, 2002, 2003 and 2004. F. Submit your current Federal Identification Number and latest Dun & Bradstreet report. G. Provide a list with contact information of your company's ten largest public agency customers. U.S. Communities Advisory Board Members are to be excluded from the list provided. Provide a list with contact information of five public agency customers that your company has lost in the last twelve months. 3.3. Distribution A. Describe how your company proposes to distribute the Products nationwide. B. Identify all other companies that will be involved in processing, handling or shipping the Product to the end user; C. State the effectiveness of the proposed distribution in providing the lowest cost to the end user. D. Provide the number, size and location of your company's distribution facilities, warehouses and retail network as applicable; E. State the company's standard delivery time and any options, including desktop delivery costs, for expediting delivery and return policies. F. State restocking fees for products returned after thirty days. 3.4. Marketing A. Outline your company's plan for marketing the Products to local government agencies nationwide B. Explain how your company will educate its national sales force about the Master Agreement. 7 /-11lkffsl:IJ1=111.94 C. Provide a detailed ninety day plan describing your company's plan to move the 5,000 public agencies and more than $300 million annual spend to your U.S. Communities contract. Provide a separate plan for transitioning large users, i.e. roll out plan with mass end user training on ordering, web ordering etc. D. Explain how your company will market and transition the Master Agreement into the primary offering to Participating Public Agencies. E. State the amount of your company's state and local government sales for 2004. Provide a list of your public agency customers and the total 2004 purchases for each. F. Explain how your company plans to market the Master Agreement to existing government customers and transition these customers to the Master Agreement. Please provide the amount of purchases of existing public agency clients that your company will transition to the U. S. Communities contract for the initial three year term of the contract. $ .00 will be transitioned in year one. $ .00 will be transitioned in year two. $ .00 will be transitioned in year three G. Explain how your company proposes to resolve any complaints, issues or challenges. H. Please submit the resume' of the person your company proposes to serve as the National Accounts Manager. Also provide the resume' for each person that will be dedicated full time to U.S. Communities account management. 3.5. Products A. Provide a description of the services to be provided by major service category set forth in Section 1.2 above. B. Describe any special programs that your company offers that will improve customers' ability to access Products, such as retail store availability, on -time delivery or other innovative strategies. C. State your fill rate (delivery of product within one day of order). For core products, Section 1.2 — above. If less than 98% guaranteed fill rate, specify fill rate and explain how you can achieve 98%. D. For non -core items, specify guaranteed fill rate by product category specified in Section 1.2. E. State backorder policy. Do you fill or kill order and require Agency to reorder if item is backordered? 3.6. Administration A. Describe your company's capacity to employ EDI, telephone, facsimile, electronic, retail and internet ordering with a specific proposal for processing orders under the Master Agreement. State which forms of ordering allow the use of a procurement card and the accepted banking (credit card) affiliation. B. Describe your company's internal management system for processing orders from E:3 %iif-,Da:l►lil4,ki0 point of customer contact through delivery and billing. Please state: 1.) If your internet ordering system is OBI (open buying on the internet) compatible; 2.) If you use a single system or platform for all phases of the ordering, processing, delivery and billing. C. Describe the state of e-commerce within your company and detail how Participating Public Agencies can benefit from your approach. Please document your company's level of expertise with the following software; Peoplesoft, Lawson, SAP, Oracle, JD Edwards, School Dude and all others your company has successfully interfaced with a public agency. List, by software supplier, the following information: name of public agency, software system used, "go -live" date, net amount of total sales per Calendar Year since "go -live", and percentage of sales being processed exclusively via Internet/EDX (paperless) ordering. Include, by public agency, any enhancement, such as e-mail order acknowledgement and on-line order/tracking ability. D. Please provide a plan to integrate for free, participating public agencies that utilize a software company describing above in section 3.6 C. E. Describe your company's implementation and success with existing cooperative purchasing programs, if any, and provide the entity's name(s), contact person(s) and contact information as reference(s). F. Describe the capacity of your company to report quarterly sales under the Master Agreement by Participating Public Agency within each State and to provide monthly program sales updates. G. Describe the capacity of your company to provide management reports, i.e. commodity histories, procurement card histories, etc. for each Participating Public Agency. H. Describe the capacity of your company to meet qualified Community Business Enterprises (CBE) which includes Minority & Women Business Enterprises (MWBE), Single Women & Minorities (SWAM), Disadvantaged Business Enterprises (DBE) and. Disabled Veterans Business Enterprises (DVBE) and other local purchasing preferences which will vary among Participating Public Agencies. 1. Please provide any suggested improvements and alternatives for doing business with your company that will make this arrangement more cost effective for your company and Participating Public Agencies. 4.0 REQUEST FOR BUSINESS PROPOSAL Complete attachments A through D and submit as the business proposal response to the RFP. Follow instructions set forth in pages 18 through 29 of the Los Angeles County RFP. 5.0 EVALUATION OF PROPOSALS Proposals will be evaluated by the Lead Public Agency in compliance with public bidding requirements. U.S. Communities Advisory Board members may be requested to assist the Lead Public Agency in evaluating proposals. The companies with the best value and most competitive proposals will be invited for interviews and a further 0 ATTACHMENT E 6.0 clarification of the proposal content. The overall ranking of proposals is based on the following: Section A. TECHNICAL PROPOSAL I. Company (Ref. Paragraph 3.2 above) 2. Distribution (Ref. Paragraph 3.3 above) 3. Marketing (Ref. Paragraph 3 A above) 4. Products (Ref. Paragraph 3.5 above) 5. Administration (Ref. Paragraph 3.6 above) B. BUSINESS PROPOSAL 1. Pricing (Ref. Attachments A through. D) REQUEST FOR PROPOSAL SCHEDULE The following schedule will be used for the Request for Proposal: SOLICITATION RELEASE DATE 06/23/05 WRITTEN QUESTIONS -- DUE BY 12:00 NOON 07/18/05 PROPOSER'S CONFERENCE (MANDATORY) 8:30 AM 07/21/05 QUESTIONS/ANSWERS TO PROPOSERS 07/27/05 PROPOSAL DUE (CLOSING) DATE 12:00 NOON 08/18/05 BEGIN AGREEMENT(S) PERFORMANCE (ESTIMATE) MARCH 5, 2006 W] ATTACHMENT F ADDENDUM Pursuant to Oregon Revised Statutes Chapter 279A.220 the following Oregon public agencies are hereby given notice of the foregoing request for proposal: Registered Agencies in the State of Oregon CITY OF ADAIR VILLAGE CITY OF AUMSVILLE CITY OF BOARDMAN CITY OF CANBY CITY OF CANYONVILLE CITY OF CLATSKANIE CITY OF COBURG CITY OF CONDON CITY OF COTTAGE GROVE CITY OF DALLAS CITY OF DUNDEE CITY OF EUGENE CITY OF GRANTS PASS CITY OF HOOD RIVER CITY OF JOHN DAY CITY OF LA GRANDE CITY OF LEBANON CITY OF MILL CITY CITY OF MILWAUKIE CITY OF NORTH PLAINS CITY OF OREGON CITY CITY OF PILOT ROCK CITY OF PORTLAND CITY OF POWERS CITY OF SCAPPOOSE CITY OF SHERWOOD CITY OF TIGARD, OREGON CITY OF WARRENTON CITY OF WILSONVILLE CITY OF WOOD VILLAGE CLATSOP COUNTY CURRY COUNTY OREGON DESCHUTES COUNTY DOUGLAS COUNTY HOOD RIVER COUNTY LAKE COUNTY LINCOLN COUNTY LINN COUNTY MARION COUNTY, SALEM, OREGON MORROW COUNTY POLK COUNTY UNION COUNTY WASCO COUNTY YAMHILL COUNTY Page 1 of 3 ATTACHMENT F BEAVERTON SCHOOL DISTRICT BROOKING HARBOR SCHOOL DISTRICT NO.17-C CENTRAL POINT SCHOOL DISTRICT NO. 6 COUNTY OF YAMHILL SCHOOL DISTRICT 29 DAVID DOUGLAS SCHOOL DISTRICT ESTACADA SCHOOL DISTRICT NO.108 GREATER ALBANY PUBLIC SCHOOL DISTRICT KLAMATH FALLS CITY SCHOOLS LANE COUNTY SCHOOL DISTRICT 4J LOWELL SCHOOL DISTRICT NO.71 MEDFORD SCHOOL DISTRICT 549C MULTNOMAH EDUCATION SERVICE DISTRICT OREGON TRAIL SCHOOL DISTRICT NO.46 SCAPPOOSE SCHOOL DISTRICT 1J SHERWOOD SCHOOL DISTRICT 88J SPRINGFIELD SCHOOL DISTRICT NO.19 TIGARD-TUALATIN SCHOOL DISTRICT WEST LINN WILSONVILLE SCHOOL DISTRICT COLUMBIA GORGE COMMUNITY COLLEGE GEORGE FOX UNIVERSITY LEWIS AND CLARK COLLEGE LINFIELD COLLEGE NORTHWEST CHRISTIAN COLLEGE PACIFIC UNIVERSITY REED COLLEGE ROGUE COMMUNITY COLLEGE SOUTHERN OREGON UNIVERSITY TILLAMOOK BAY COMMUNITY COLLEGE WESTERN STATES CHIROPRACTIC COLLEGE WILLAMETTE UNIVERSITY BOARD OF MEDICAL EXAMINERS OFFICE OF MEDICAL ASSISTANCE PROGRAMS OREGON CHILD DEVELOPMENT COALITION OREGON OFFICE OF ENERGY CITY COUNTY INSURANCE SERVICES CITY OF DAMASCUS CITY OF SANDY CLACKAMAS COUNTY DEPT OF TRANSPORTATION CLEAN WATER SERVICES COLUMBIA RIVER PUD COOS COUNTY HIGHWAY DEPARTMENT CROOK COUNTY ROAD DEPARTMENT GASTON RURAL FIRE DEPARTMENT GLADSTONE POLICE DEPARTMENT HOODLAND FIRE DISTRICT #74 KEIZER POLICE DEPARTMENT LANE TRANSIT DISTRICT MARION COUNTY FIRE DISTRCT #1 MULTNOMAH COUNTY BUSINESS AND COMMUNITY SERVICES MULTONAH COUNTY DRAINAGE DISTRICT #1 Page 2 of 3 ATTACHMENT F NW POWER POOL PORTLAND CENTER FOR THE PERFORMING ARTS PORTLAND DEVELOPMENT COMMISSION SUNSET EMPIRE PARK AND RECREATION THE PORT OF PORTLAND TUALATIN VALLEY FIRE & RESCUE WILLAMALANE PARK AND RECREATION DISTRICT ASSOCIATION OF OREGON COUNTIES BENTON HOSPICE SERV!C.E CASCADIA BEHAVIORAL HEALTHCARE CATHOLIC CHARITIES CENTRAL CATHOLIC HIGH SCHOOL DOUGLAS ELECTRIC COOPERATIVE, INC. EVERGREEN AVIATION MUSEUM AND CAP. MICHAEL KING. FAMILIES FIRST OF GRANT COUNTY, INC. HEAD START OF LANE COUNTY LANE ELECTRIC COOPERATIVE LANE MEMORIAL BLOOD BANK LAUREL HILL CENTER LEAGUE OF OREGON CITIES LOCAL GOVERNMENT PERSONNEL INSTITUTE MID COLUMBIA COUNCIL OF GOVERNMENTS MID-WILLAMETTE VALLEY COMMUNITY ACTION AGENCY, INC MOSAIC CHURCH OREGON DEATH WITH DIGNITY PACIFIC CASCADE FEDERAL CREDIT UNION PLANNED PARENTHOOD OF SOUTHWESTERN OREGON PORTLAND ART MUSEUM PORTLAND SCHOOLS FOUNDATION ROGUE FEDERAL CREDIT UNION SAIF CORPORATION SEXUAL ASSAULT RESOURCE CENTER SPRINGFIELD UTILITY BOARD SUMMIT VIEW COVENANT CHURCH TRI-COUNTY HEALTH CARE SAFETY NET ENTERPRISE UMPQUA COMMUNITY DEVELOPMENT CORPORATION USAGENCIES CREDIT UNION VOLUNTEERS OF AMERICA OREGON Page 3 of 3 ATTACHMENT G U.S. COMMUNITIES ADMINISTRATION AGREEMENT This ADMINISTRATION AGREEMENT (THIS "Agreement") is made this day of between the U.S. Communities Purchasing and Finance Agency (herein "Agency") and (herein "Supplier,,). RECITALS WHEREAS, the (herein "Lead Public Agency") has entered into a Master Agreement dated Agreement No. , by and between the Lead Public Agency and Supplier, as may be amended from time to time in accordance with the terms thereof (the "Master Agreement"), for the purchase of (herein "Product"); WHEREAS, said Master Agreement provides that any or all public agencies (herein "Participating Public Agencies") may purchase Product at prices stated in the Master Agreement; WHEREAS, the Agency is an instrumentality of government with the administrative and legal capacity to administer purchases under the Master Agreement to Participating Public Agencies; WHEREAS, the Agency serves as the administrative agent for Lead Public Agency and other lead public agencies with regard to other Master Agreements offered through the U.S. Communities Government Purchasing Alliance; WIIERFAS, Lead Public Agency desires the Agency to proceed with administration of the Master Agreement on the same basis as other Master Agreements; WHEREAS, the Agency and Supplier desire to enter into this Agreement to make available the Master Agreement to Participating Public Agencies on a national basis; NOW, THEREFORE, in consideration of the payments to be made hereunder and the mutual covenants contained in this Agreement, the Agency and Supplier hereby agree as follows: DEFINITIONS 1. Capitalized terms used in this Agreement and not otherwise defined herein shall have the meanings given to them in the Master Agreement. TERMS AND CONDITIONS 2. The Master Agreement, as attached hereto as Exhibit I and incorporated herein by reference as though fully set forth herein, and the terms and conditions contained therein shall apply to this Agreement except as expressly changed or modified by this Agreement. 3. The Agency shall be afforded all of the rights, privileges and indemnifications afforded to Lead Public Agency under the Master Agreement, and such rights, privileges and indemnifications shall accrue and apply with equal effect to the Agency under this Agreement including, but not Limited to, the Supplier's obligation to provide the indemnification and insurance set forth in the General Conditions and Instructions to Suppliers. 4. The Supplier shall perform all of its duties, responsibilities and obligations in the time and manner as required to be performed by the Supplier as set forth in the Master Agreement. 5. The Agency shall perform all of its duties, responsibilities and obligations as administrator of purchases under the Master Agreement as set forth herein, and Supplier hereby agrees that the Agency shall act in the capacity of administrator of purchases under the Master Agreement. 6. With respect to any purchases by Lead Public Agency or any Participating Public Agency pursuant to the Master Agreement, the Agency: (i) shall not be construed as a dealer, re -marketer, representative, partner or agent of any type of the Supplier, Lead Public Agency or such Participating Public Agency; (ii) shall not be obligated, liable or responsible for any order made by Lead Public Agency or any Participating Public Agency or any employee thereof under the Master Agreement or for any payment required to be made with respect to such order; and (iii) shall not be obliged, liable or responsible for any failure by any Participating Public Agency to comply with procedures or requirements of applicable law or to obtain the due authorization and approval necessary to purchase under the Master Agreement. The Agency makes no representation or guaranty with respect to any minimum purchases by Lead Public Agency or any Participating Public Agency or any employee thereof under this Agreement or the Master Agreement, TERM OF AGREEMENT 7. This Agreement shall be in effect so long as the Master Agreement remains in effect, provided, however, that all indemnifications afforded by the Supplier to the Agency shall survive the term of this Agreement. NATIONAL PROMOTION S. Agency and Supplier shall publicize and promote the availability of the Master Agreement's products and services to any other public agencies and such agencies' verified employees. Supplier has reviewed, understands and agrees to the Supplier Commitments and Program Standards attached hereto and incorporated herein as Exhibit II. Supplier's failure to maintain the Commitments and/or comply with the Program Standards shall be a material breach under this Agreement and if not cured within thirty (30) days of written notice to Supplier shall be deemed a cause for termination of the Master Agreement at Page 1 of 3 Version 20 ATTACHMENT G Lead Public Agency's sole discretion or this Agreement at the Agency's sole discretion. 9. Lead Public Agency shall execute a completed Lead Public Agency Certificate to a Master Intergovernmental Cooperative Purchasing Agreement. An example of the Lead Public Agency Certificate is attached hereto as Exhibit III and an example of the Master Intergovernmental. Cooperative Purchasing Agreement is attached hereto as Exhibit IV. Supplier shall require each Participating Public Agency register its participation in the U.S. Communities program using the electronic registration feature at www.uscommunities.ore No purchases shall be made hereunder until the applicable public agency has registered electronically with U.S. Communities. 10. Upon request, Supplier shall make available to interested public agencies a copy of the Master Agreement and such price lists or quotes as may be necessary for such agencies to evaluate potential purchases. Supplier authorizes Agency's use of Supplier's name, trademarks and materials in promoting the use of the Master Agreement. QUARTERLY FEES & REPORTING II. Supplier shall pay Agency a quarterly administrative fee in the amount of 1 % of the total purchase price for the first $10 million in annual sales; 1.5% of the total purchase price for the next $10 million in annual sales; 2% of the total purchase price for the next $320 million in annual sales; and 2.5% of the total purchase price for annual sales of $340 million and beyond, , excluding taxes and shipping, for all purchases under the Master Agreement and provide the Agency with an electronic accounting report, in a format prescribed by the Agency, summarizing all purchases under the Master Agreement. A sample of the reporting format appears at Exhibit V. Quarterly fees and reports shall be made with respect to all purchases shipped and billed pursuant to the Master Agreement for the applicable -quarter. 12. Supplier shall at its expense maintain an accounting of all purchases made by Participating Public Agencies. Agency and Lead Public Agency reserve the right to audit the accounting for a period of four (4) years from the date the Agency receives the accounting. In the event of such an audit, the requested materials shall be provided at the location designated by Lead Public Agency or Agency. Quarterly reports and the administrative fee applicable to each quarter are due within 30 days of the end of each calendar quarter as set forth above. The Agency reserves the right upon reasonable advance notice to Supplier to change the prescribed report format to accommodate the distribution of the administrative fee to program sponsors and state associations of government. 13. Failure to provide a quarterly report and/or payment of the administrative fee within the time and manner specified shall be regarded as a material breach under this Agreement and if not cured within thirty (30) days of written notice to Supplier shall be deemed a cause for termination of the Master Agreement at Lead Public Agency's sole discretion or this Agreement at the Agency's sole discretion. All administrative fees not paid within 30 days of the end of each quarter shall bear interest at the rate of 1 1/2% per month until paid. Administrative fee payments shall be made by check or wire to U.S. Communities or the Agency's Designee or Trustee as may be directed in writing by the Agency. 14. Agency or its designee may, at the Agency's sole discretion, compare public agency records with quarterly reports submitted by Supplier. If there is a discrepancy, the Agency will notify the Supplier in writing. Supplier will have 30 days from the date of such notice to resolve the discrepancy to the Agency's reasonable satisfaction. If the Supplier does not so resolve the discrepancy, the Agency shall have the right to engage outside services to conduct an independent audit of Supplier's quarterly reports and Supplier shall be obligated to reimburse the Agency's costs and expenses for such audit. GENERAL PROVISIONS 15, This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the subject matter hereof, and no other agreement, statement, or promise relating to the subject matter of this Agreement which is not contained herein shall be valid or binding, 16. If any action at law or in equity is brought to enforce or interpret the provisions of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees and costs in addition to any other relief to which he may be entitled. 17. This Agreement and the Agency's rights and obligations hereunder may be assigned at Agency's sole discretion, to an existing or newly established legal entity that has the authority and capacity to perform Agency's obligations hereunder. 18. All reports, notices or other communications given hereunder shall be delivered by first-class mail, postage prepaid, or overnight delivery requiring signature on receipt to the addresses as set forth below. The Agency may, by written notice delivered to Supplier, designate any different address to which subsequent reports, notices or other communications shall be sent. A. Agency U.S. Communities 2033 N. Main Street., Suite 700 Walnut Creek, CA 94596 Attn: Program Manager Administration B. Lead Public Agency Page 2 of 3 - V"ian 2.0 ATTACHMENT G C. Supplier Attn: U.S. Communities Project Manager 19. If any provision of this Agreement shall be deemed to be, or shall in fact be, illegal, inoperative or unenforceable, the same shall not affect any other provision or provisions herein contained or render the same invalid, inoperative or unenforceable to any extent whatever. 20. This Agreement may be executed in several counterparts, each of which shall be an original and all of which shall constitute but one and the same instrument. 21. This Agreement may not be effectively amended, changed, modified, altered or terminated without the prior written consent of the parties hereto. 22. This Agreement shall be governed exclusively by and construed in accordance with the applicable laws of the State of California as a contract executed and delivered within the State of California and to be Sally performed within the State of California. 23. This Agreement shall inure to the benefit of and shall be binding upon the Agency, the Supplier and any successor and assign thereto; subject, however, to the limitations contained herein. IN WITNESS WHEREOF, the U.S. Communities Purchasing and Finance Agency has caused this Agreement to be executed in its name and the Supplier has caused this Agreement to be executed in its name, all as of the date first above written. U.S. COMMUNITIES PURCHASING AND FINANCE AGENCY By [typed name] SUPPLIER: By [typed name] 10/14/2004 Page 3 of 3 Version 2.0 EXHIBIT G-1 MASTER INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENT This agreement is made between certain government agencies that execute a Lead Public Agency Certificate (`Lead Public Agencies") to be appended and made a part hereof and other government agencies that register electronically with U.S. Communities or otherwise execute a Participating Public Agency Certificate ("Participating Public Agencies") to be appended and made a part hereof. RECITALS WHEREAS, after a competitive bidding and selection process by Lead Public Agencies, a number of Suppliers have entered into Master Agreements to provide a variety of goods, products and services based on national volumes (herein "Products"); WHEREAS, Master Agreements are made available by Lead Public Agencies through U.S. Communities and provide that Participating Public Agencies may purchase Products on the same terms, conditions and pricing as the Lead Public Agency, subject to any applicable local purchasing ordinances and the laws of the State of purchase; WHEREAS, the parties desire to comply with the requirements and formalities of the Intergovernmental Cooperation Act as may be applicable to the laws of the State of purchase; WHEREAS, the parties hereto desire to conserve resources and reduce procurement cost; WHEREAS, the parties hereto desire to improve the efficiency, effectiveness and economy of the procurement of necessary Products; NOW, THEREFORE, in consideration of the mutual promises contained in this agreement, and of the mutual benefits to result, the parties agree as follows: 1. That each party will facilitate the cooperative procurement of Products. 2. That the procurement of Products subject to this agreement shall be conducted in accordance with and subject to the relevant statutes, ordinances, rules and regulations that govern each party's procurement practices. 3. That the cooperative use of bids obtained by a party to this agreement shall be in accordance with the terms and conditions of the bid, except as modification of those terms and conditions is otherwise allowed or required by applicable law. 4. That the Lead Public Agencies will make available, upon reasonable request and subject to convenience, information which may assist in improving the effectiveness, efficiency and economy of Participating Public Agencies procurement of Products. 5. That a procuring party will make timely payments to the Supplier for 'Products received in accordance with the terms and conditions of the procurement. Payment for Products and inspections and acceptance of Products ordered by the procuring party shall be the exclusive obligation of such procuring party. Disputes between procuring party and Supplier are to be resolved in accord with the law and venue rules of the State of purchase. 6. The procuring party shall not use this agreement as a method for obtaining additional concessions or reduced prices for similar products or services. 7. The procuring party shall be responsible for the ordering of Products under this agreement. A non - procuring party shall not be liable in any fashion for any violation by a procuring party, and the procuring party shall hold non -procuring party harmless from any liability that may arise from action or inaction of the procuring party. Page I of 2 EXHIBIT G-1 8. The exercise of any rights or remedies by the procuring party shall be the exclusive obligation of such procuring party. 9. This agreement shall remain in effect until termination by a party giving 30 days written notice to U.S. Communities at 2033 North Main Street., Suite 700, Walnut Creek, CA 94596-3722. 10. This agreement shall take effect after execution of the Lead Public Agency Certificate or Participating Public Agency Participation Certificate or electronic registration, as applicable. Page 2 of 2 ATTACHMENT H U.S. Communities Purchasing & Finance Agency (U.S. Communities) is a non-profit instrumentality of government established by local government to assist public agencies reduce the cost of purchased goods and finance purchased goods. The Association of School Business Officials, International (ASBO), the National Association of Counties (NACo), the National Institute of Governmental Purchasing (NIGP), the National League of Cities (NLC), and the United States Conference of Mayors (USCM), jointly sponsor the U.S. Communities Government Purchasing Alliance (U.S. Communities). Designed in cooperation with an Advisory Board of state and local government purchasing officials, U.S. Communities pools the purchasing power of public agencies, achieves bulk volume discounts on behalf of public agencies, competitively solicits quality products through a lead public agency and provides a purchasing forum for public agencies nationwide. The following document contains an explanation of the commitments, requirements and expectations of all suppliers that enter into an administrative agreement with U. S. Communities. Please review and provide the signature of a Corporate Officer at the end of each section. Page 1 of 5 Version 3.1 ATTACHMENT H SUPPLIER COMMITMENTS U.S. Communities asks each supplier to make three basic commitments to ensure the overall success of the program.: Corporate Commitment — A commitment that U.S. Communities has the support of senior management, and that the U.S. Communities contract is the supplier's primary offering to state and local government agencies nationwide. The supplier shall make its existing state and local public agency clients aware of its U.S. Communities contract, and upon the state or local public agency's request, such agency will be transitioned to the supplier's U.S. Communities Contract. Pricing Commitment — A commitment that supplier's U.S. Communities pricing is the lowest available pricing (net to buyer) to state and local public agencies nationwide and a further commitment that, if a state or local public agency is otherwise eligible for lower pricing through a federal, state, regional or local contract, the supplier will match the pricing under U.S. Communities. Sales Commitment — A commitment that the supplier will aggressively market U.S. Communities nationwide and that the sales force will be trained, engaged and committed. to offering U.S. Communities to state and local public agencies nationwide, with a further commitment that all U.S. Communities sales be accurately and timely reported. The Corporate, Pricing and Sales Commitments are the foundation of the relationship between U.S. Communities and its suppliers. The Commitments are not negotiable. If a supplier is found to be in violation and/or non-compliance with one or more of the U.S. Communities Commitments, the supplier. will have ninety days to provide resolution and come into compliance. Failure to do so will result in removal from the U.S. Communities national program. Name: Title: Signature: Page 2 of 5 Version 3.1 ATTACHMENT H SUPPLIER PROGRAM STANDARDS We recognize that each supplier has a successful business and may choose to manage its U.S. Communities program in a variety of ways that best suit the supplier's business model, organization and market approach. The following are Program Standards intended to assist the supplier in successfully implementing the U.S. Communities contract: U.S. Communities Administration Agreement - The supplier is required to execute the U.S. Communities Administration Agreement ("Agreement") prior to the award of the U.S. Communities contract. The Agreement outlines the supplier's general duties and responsibilities in implementing the U.S. Communities contract. National Account Management Team — The supplier shall provide a National Account manager with the authority and responsibility for the overall success of the U.S. Communities contract within the supplier's organization. The supplier shall also designate a Lead Referral Contact Person, responsible for receiving communications from U.S. Communities concerning new public agency registrations and for ensuring timely follow up by the supplier's staff to requests for contact from public agencies. Additionally, the supplier shall provide the personnel necessary to implement and support a supplier -based internet web page dedicated to the supplier's U.S. Communities program and linked to the U.S. Communities web site. State and Local Agency Access - Establish the following communication links to facilitate customer access and communication: a A dedicated U.S. Communities internet web -based homepage with: -U.S. Communities standard logo with bounding Co -Sponsors; -Copy of original Request for Proposal or Invitation to Bid; -Copy of contract and amendments between lead public agency and supplier; -Summary of products and pricing; -Electronic link to U.S. Communities' online registration page; -Other promotional material as desired. ❑ A dedicated toll free national hotline for U.S. Communities ❑ A fax number for inquiries and orders ❑ A dedicated a mail address for general inquiries, "uscommunities@(name of supplier.com) Electronic. Registration - The supplier is responsible for ensuring that each Participating Public Agency has completed U.S. Communities' online registration process prior to processing the Participating Public Agency's first sales order. Sales Report - The supplier is responsible for reporting all Participating Public Agency sales within 30 days of the end of each calendar quarter in the prescribed format set forth in the Agreement. Page 3 of 5 Version 3.1. ATTACHMENT H Administrative Fees - The supplier is responsible for paying to U.S. Communities an administrative fee on all Participating Public Agency sales volumes within 30 days of the end of each calendar quarter as set out in the Agreement. Quarterly Review - U.S. Communities will schedule a quarterly meeting with the supplier to evaluate the supplier's performance of Supplier Commitments and Program Standards outlined herein. U.S. Communities Awareness - U.S. Communities is responsible for marketing the overall U.S. Communities concept and program to Participating Public Agencies. U.S. Communities marketing is intended to supplement and enhance the direct sales effort of the supplier. The supplier assists by providing camera-ready logos and by participating in related trade shows and conferences. U.S. Communities employs a national marketing team, a web based registration and lead referral system, a network of national and state sponsors, direct mail, the Internet and newsletters and other publications to increase U.S. Communities awareness. Supplier Sales - Supplier is responsible for proactive direct sales of supplier's goods and services to public agencies nationwide and the timely follow up to leads established. by U.S. Communities. Use of product catalogs, targeted advertising, direct mail and other sales initiatives are encouraged. All sales materials are to use the U.S. Communities logo. U.S. Communities will provide each Supplier with its logo and the standards to be employed in the use of the logo. At a minimum, the supplier's sales initiatives should communicate: ❑ Contract was competitively solicited by a Lead Public Agency; ❑ Best government pricing ❑ No cost to participate ❑ Non-exclusive contracts Sales Force Training - Supplier is responsible for the training of its national sales force on the U.S. Communities contract. U.S. Communities is available to train regional or district managers and generally assist with the education of sales personnel. At a minimum, sales training should include: ❑ Key features of U.S. Communities contract ❑ Working knowledge of National Sponsors and U.S. Communities Organization and Solicitation Process ❑ Awareness of the range of public agencies that can access U.S. Communities Name: Title: Signature: Page 4 of 5 Version 3.1 ATTACHMENT H PUBLIC AGENCY SOLICITATION RESPONSE GUIDELINES While it is the objective of the U.S. Communities program to have public agencies piggyback on the contracts rather than issue their own bids and RFPs, U.S. Communities recognizes that for various reasons'many public agencies will issue their own solicitations. The following options are available to U.S. Communities Suppliers when responding to Public Agency solicitations. 1. Respond to the bid or RFP with pricing that is higher (net to buyer) than the Suppliers' U.S. Communities contract pricing. 2. Respond to the bid or RFP with pricing that is higher (net to buyer) than the Suppliers U.S. Communities contract pricing. If an alternative response is permitted offer the U.S. Communities contract as an alternative for their consideration. 3. Respond with your U.S. Communities contract pricing. If successful the sales would be reported under U.S. Communities, 4. If competitive conditions required pricing lower than the standard U.S. Communities contract pricing, the supplier can submit lower pricing through the U.S. Communities contract. If successful the sales would be reported under U.S. Communities, 5. Do not respond to the bid or RFP. Make the U.S. Communities contract available to the agency to compare against their solicitation responses. Name: Title: Signature: Page 5 of 5 Version 3.1 ATTACHMENT Information Copy Electronic Distribution List Walt Weglarz WWeglarz@mail.maricopa.gov Maricopa County, AZ Cathy Muse cathy.muse( )fairfaxcountyTjzov Fairfax County, VA Karen Ruppe kruppenci.charlotte.nc.us Charlotte / Mechlenburg, NC Sherry Grams sberryraams@ci.denver.co.us Denver, CO Arthur Hanby arthur.hanbya,detro itk 12. org hanby_l@yahoo.com Detroit Public Schools, MI Jane Maggett jmaggett@usd259.net Wichita Public Schools, KS Darren Muci dmucigusd259.net Wichita Public Schools, KS John Miller John jn i l ler&hcps. org Harford Public Schools, MD Steve Hamill shamill@uscommunities.org U.S. Communities .z TR11052 EXHIBIT 1 TERM CONTRACT AWARD INTERNAL SERVICES DEPARTMENT OFFICE DEPOT -BUSINESS SERVICES 225 PARKSIDE DR. SAN FERNANDO, CA 91340-3033 OFFICE AND CLASSROOM SUPPLIES EXHIBIT B NUMBER • 425" BUYER : PAYTON PRICE BUYER PHONE : (323) 267-205-MM T-NUMBER DATE ISSUED 11/WM VENDOR NUMBER : 001059 -03 VENDOR PHONE : (818) 837-2580-511 REQ AGENCY : I59000 INTERNAL SERVICE'S DEPARTMENT AGENCY REQ NO. REQ NO. : 11022107 FISCAL YEAR : 06 EFFECTIVE DATE : 01/02/06 EXPIRATION DATE: 01/01/10 The County of Los Angeles accepts your offer to furnish our requirements (and such requirements as may be ordered by cities and/or districts indicated herein) of the listed commodity, or service, as needed, subject to conditions of the stated quotation and as provided herein. All Purchase Agreements, Purchase Orders and Contracts will be deemed to be made and entered into the State of California under the wnstitution and laws of this state and are to be so construed. PRICE GUARANTEE: Unless otherwise provided herein, prices are maximum for the period of this agreement. In the event of a price decline, or, should you at any time during the life of this agreement sell the same material or service under similar quantity and deliver conditions to the State of California, or legal diatrict thereof, or to any county or Municipality within the state of California at prices below those stated herein, you will immediately extend such lower prices to the County of Los Angeles. ATTENTION: VENDOR/DEPARTMENT - SPECIAL NOTE: County departments are not authorized to use this agreement as a purchasing source for products not specifically covered herein. Changes of items, equipment, or modifications to prices, specifications, or conditions, etc., of this agreement can be made only by the Purchasing Agent by issuance of official amendment and in accordance with properly authorized changes agreed upon prior to consummation--- -- — - Los Angeles County will not pay for items not listed below that have not been processed in accordance with the above paragraph. Vendor will incur payment problems. County's Quality Assurance Plan. The County or its agent will evaluate Contractor's performance under this agreement on not less than an annual basis_ Such evaluation will include assessing Contractor's compliance with all contract terms and performance standards. Contractor deficiencies which County determines are severe or continuing and that may place performance of the agreement in jeopardy if not corrected will be reported to the Board of Supervisors. The report will include improvement/corrective action measures taken by the County and Contractor. if improvement does not occur consistent with the corrective action measures, County may terminate this agreement or impose other penalties as specified in this agreement. 4r COUNTY LOS ANGELES PSCW T. 1NIaNM6 1995 NO VENDOR SIGNATURE/DATE by- OfG:.r, Depot Legal Department Attorney I Paralegal: Date: ` Ps STANDARD TERMS AND CONDITIONS I TERM CONTRACT NUMBER .42595 I VENDOR: OFFICE DEPOT -BUSYNESS SERVICES I PAGE T-NUMBER 1 CONTRACTOR RESPONSIBILITY AND DEBARMENT 1. A responsible Contractor is a Contractor who has demonstrated the attribute of trustworthiness, as well as quality, fitness, capacity and experience to satisfactorily perform the contract. It is the County'* policy to conduct business only with responsible contractors. 2. The Contractor is hereby notified that, in accordance with Chapter 2.202 of the County Code, if the County acquires information concerning the performance of the contractor on this or other contracts which indicates that the Contractor is not respoftbible, the Cody -may, in addition to other remedies provided in the contract, debar the Contractor from bidding on County contracts for a specified period of time not to exceed 3 years, and terminate any or all existing contracts the Contractor may have with the County. 3. The County may debar a contractor if the Board of Supervisors finds, in its discretion, that the Contractor has done any of the following: (1) violated any term of a contract with the County, (2) committed any act or omission which negatively reflects on the Contractor's quality, fitness or capacity to perform a contract with the County or any other public entity, or engaged in a pattern or practice which negatively reflects on same, (3) committed an act or offense which indicates a lack of business integrity or business honesty, or (4) made or submitted a false claim against the county or any other public entity. 4. if there is evidence that the Contractor may be subject to debarment, the Department will notify the Contractor in writing of the evidence which is the basis for the proposed debarment and will advise the Contractor of the scheduled date for a debarment hearing before the Contractor Hearing Board. S. The Contractor Hearing Board will conduct a hearing where evidence on the proposed debarment is presented. The Contractor and/or the contractor's representative shall be given an opportunity to submit evidence at that hearin%. After the hearing, the Contractor Hearing Board shall prepare a proposed decision, which' shall contain a recommendation regarding whether the contractor should be debarred, and, if so, the appropriate length of time of the debarment. If the Contractor fails to avail itself of the opportunity to submit evidence to the Contractor Hearing Beard,the Con- tractor may be deemed to have waived all rights of appeal. 5. A record of the hearing, the proposed decision and any other recommendation of the Contractor Hearing Board shall be presented to the Board of Supervisors. The Board of Supervisors shall have the right to modify, deny or adopt the proposed decision and recommendation of the Hearing Board. 7. These terms shall also apply to (subcontractors/subconsultants) of County Contractors. PROHIBITION AGAINST USE OF CHILD LABOR VENDOR shall: 1. Not knowingly sell or supply to COUNTY any products, goods, supplies or other personal property produced or manufactured in violation of child labor standards set by the International Labor Organizations through its 1973 Convention Concerning Minimum Age for Employment. 2. Upon request by COUNTY, identify the country/countries of origin of any products, goods, supplies or other personal property bidder sells or supplies to COUNTY, and 3_ Upon request by COUNTY, provide to COUNTY the manufacturer's certification of compliance with all international child labor conventions. Should COUNTY discover that any products, goods, supplies or other personal property sold or supplied by VENDOR to COUNTY are produced in violation of any international child labor conventions, VENDOR shall immediately provide an alternative, compliant source of supply. Failure by VENDOR to comply with the provisions of this clause will be grounds for immediate ,cancellation of this Purchase Order or termination of this Agreement and award to an alternative vendor. rsruT. crruw %VV5 .-STANDARD TERMS AND CONDITIONS Tu MSTr, � DER 242595 T-NUMBER A. Jury Service Program. This Contract is subject to the provisions of the County's ordinance entitled contractor Employee Jury Service (*Jury Service Program") as codified in Sections 2.203.010 through 2.203.D90 of ,the Los Angeles County Code. H. Written Employee Jury Service Policy. Unless Contractor has demonstrated to the County's satisfaction either that Contractor is not a "Contractor" as defined under the Jury Service program (Section 2.203.020 of the County Code) or that Contractor qualifies for an exception to the Jury Service Program (Section .7.203.070 of the County Code), Contractor shall have and adhere to a written policy that provides that its Employees shall receive from the Contractor, on an annual basis, no less than five days of regular pay for actual jury service. This policy may provide that Employees deposit any fees received for such jury service with the Contractor or that the Contractor deduct from the Employee's regular pay the fees received for jury service. For purposes of this Section, 'Contractor" means a person, partnership, corporation or other entity which has a contract with the County or a subcontract with a County contractor and has received or.'will receive an aggregate sum of $50,000 or more in any 12-month period under one or more County contracts or subcontracts. "Employee" means any California resident who is a full time employee of Contractor. "Full time" means 40 hours or more worked per week, or a lesser number of hours if the lesser number is a recognized industry standard and is approved as such by the County. If Contractor uses any subcontractor to perform services for the County under the Contract, the subcontractor shall also be subject to the provisions of this Section_ The provisions of this Section shall be inserted into any such subcontract agreement and a copy of the Jury Service Program shall be attached to the agreement. if contractor is not required to comply with the .jury Service Program when the Contract commences, Contractor shall have a continuing obligation to review the applicability of its "exception status' from the Jury Service Program, and Contractor shall immediately notify County if Contractor at any time either comes within the Jury Service Program's definition of "Contractor" or if Contractor no longer qualifies for an exception to the Program. In either event, Contractor shall immediately implement a written policy consistent with the Jury Service Program. The County may also require, at any time during the Contract and at its sole discretion, that Contractor demonstrate to the County's satisfaction that Contractor either continues to remain outside of the Jury Service Program's definition of "Contractor, and/or that Contractor continues to qualify for an exception to the Program. 4. Contractor's violation of this Section of the contract may constitute a material breach of the Contract. In the event of such material breach, County may, in its sole discretion, terminate the Contract and/or bar Contractor from the award of future County contracts for a period of time consistent with the seriousness of the breach. PAGE STANDARD TERMS.AND CONDMONS TERM CONTRACT INUbIBKR :42595 J VENDOR: OFFICE DEPOT4USINESS SERVICES I PAGE PRICE SPECIFIC CONTRACTS AND PURCHASE ORDERS Vendors are entitled to receive payment for goods received by, or services provided to the County specific to the Contract or Purchase Order price amount. Under no circumstances will those Suppliers, Contractors or Vendors who supply goods or otherwise contract services with the County Of Los Angeles be entitled to or paid for expenditures beyond the Contract or Purchase order amounts. PRICE SHEET TERM CONTRACT NUMBER : 42595 VENDOR: OFFICE DEPOT -BUSINESS SERVICES PAGE T-NUMBER 5 LINE COMMODITYISERVICE DESCRIITION QUANTITY UNIT UNIT PRICE DISCOUNT OFF NO FROM7!'O CATALOG PRIG.'!: UNLESS SPECIFIED ELSEWHERE SHIP TO: COUNTY WIDE 0=1 COMMODITY CODE: 615-99-035866 BRAND: OFFIC: DEPOT OFFICE SUPPLIES -COMPLETE LINE - pRICING BASED ON DISCOUNTS OFF MANUFACTURER'S PUBLISHED PRICE UST/CATALOG AND COST PLUS PERCENTAGES REFERENCE THE EXH1BIT'A' DOCUMENT WITHIN THE MASTER AGREEMENT FOR PRICING TO INCLUDE: GENERAL OFFICE SUPPLIES. PAPER pRODUCTS. TECHNOLOGY PRODUCTS. FURNITURE AND TONER PRODUCTS NOTE: THE FOLLOWING ITEMS ARE EXCLUDED FROM THIS AGREEMENT/CONTRACT FOR THE COUNTY OF LDS ANGELES: PAPER • FOR.CDPIFM AND PRINTERS COMPUTERS AND COMPUTER PERIPHERALS P)iOTOCDPIW . TONER PRODUCTS CAMERAS. FILM AND ACCESSORIES 1ANt1ORIAL PRODUCTS FOOD ITEMS REFRIGERATORS AUDIOVISUAL ITEMS FURNnlW (PURCHASE OR RENTAL)' CLASSROOM SUPPLIES ARTS R CRAFT ITEMS OOD02 COMMODITY CODE: 61549-0358" BRAND: OFFICE DEPOT OFFICE SUPPLIES - CORE LIST OF MOST FREQUENTLY ORDERED ITEMS (MFOI) - PRICING IS FIRM FOR A PERIOD OF ONE (1) YEAR FROM COMMENCEMENT OF AGREEMENT/CONTRACT PERIOD. REFERENCETHE EXHIBIT 'A' DOCUMENT WITHIN THE MASTER AGREEMENT FOR CORE LIST OF ITEMS AND PRICING. PSPRSN, larma 199E .-PRICE-SHEET TERM CONTRACT ggR 42595 VENDOR: OFFICE DEPO'C-BUSINESS SERVICES PAGE T-NUMBER 6 LINE COMMODITYISEW CE DESCRIPTION QUANITI'Y UNIT UNIT PRKX OLSMUNT OFF NO. FROMMO CATALOG PRICE ODOM COMMODITY CODE: 615-99-035566 BRAM.- OPPICE P CLASSROOM SUPPLIES - COMPLETE LINE - PRICING BASED ON DISCOUNT OFF MANUFACTURER'S PUBLISHED PRICE LIST/CATALOG, AND COST PLUS PERCENTAGES' RoatENCE THE EXKJBIT'A-1' DOCUMENT WITHIN THE MASTER AGREEM04T FOR PRICING. TO INCLUDE ART AND CRAFTS PRODUCTS AND CLASSROOM PAPER PRODUCTS 00004 COMMODITY CODE. 615-99-035866 BRAND: OFFICE DEPOT CLASSROOM SUPPLIES - CORE LIST OF MOST FREQUENTLY ORDERED ITEMS (MFOI) - PRICING IS FIRM FOR A PERIOD OF ONE (1) YEAR FROM COMMENCEMENT OF AGREEMENT/ CONTRACT PERIOD. REFERENCE THE EXHIBIT 'A -I' DOCUMENT WITHIN THE MASTER AGREEMENT F1OR ITE1tS AND PRICING PRICES, TERMS AND CONDITIONS ARE IN ACCORDANCE WITH REQUEST FOR PROPOSAL UM NO.218955 AND OFFICE DEPOT'S RESPONSE TO RFP NO.21NS5. MAIL PURCHASE ORDERS TO. OFFICE DEPOT- BUSINESS SERVICES VENDOR NO.051258-15 ATTENTION: JEAN DAVIS 6304 WOODSIDE COURT COLUMBIA. MD 21046 (Sp 0%4914, EExT_ 356D FEIN-. 5%2663954 REMLERCS TAX PERMIT NO.I CERTIFICATE OF REGISTRATION NO.: SR Z OHC 99.801149 p$pASK. S11p011118 1l77 PRICE SIMET TERM CONTRACT NUMBER 4Z595 VENDOR: OFFICE DEPOT -BUSINESS SERVICES PAGE T-NUMBER 7 LINE COIHMODITY/SERVICE OFSCRIPPION QUANTITY UNIT UNIT PRICE DISCOUNT OFF Na FROM= CATALOG PRICE REFERENCE MASTER AGREEMENT NO. 42593 BY AND BETWEEN THE COUNTY OF LOS ANGELES AND OFFICE DEPOT FOR OFFICE AND CLASSROOM SUPPLIES VENDOR CONTACT FOR LOS ANGELES COUNTY: SAM CISTERNINO (M 4W2018, 6XT. 5W ISD - PURCHASING DIVISION CONTACT: MARY WALCOTT (323) 267-ZWB +aniax, �xraw�s.ia�5 INTERNAL SERVICES DEPARTMENT PURCHASING DIVISION MASTER AGREEMENT NO. .42595. BY AND BETWEEN COUNTY OF LOS ANGELES OFFICE DEPOT OFFICE AND CLASSROOM SUPPLIES MASTER AGREEMENT BETWEEN COUNTY OFLOS/\NC3ELES AND OFFICE DEPOT FOR OFFICE AND CLASSROOM SUPPLIES TABLE OF CONTENTS 1.0 PURPO0E------------------------------..1 1.1Priority ................................................... ............... 1 1.2Entire ........................ ......... ................... ........ 1 2.0 DEFINITIONS ................................................... —............................... 2 21........... ---................................................................... 2 3.2 ....................................... .................................. 2 2.3 Fiscal Year ............................................................................ .... 2 2/4Normal ............ ...................................................... 2 2.5 ..-------________________.2 3.0 CHANGE NOTICES AND AMENDMENT ...................................... ............ 3 3.1 ---_____.................................. 3 4.0 WORK ................................................................................................ 3 41 _________________ 3 4.2 Assignment and Subcontracting ............. 3 4.3 ..--........................................................ 5.0 TERM OFAGREEMENT ........................ ................................................. 4 5.1 Term .......................................... ................................................ 4 5.2 ----------------------------4 6.0 METHOD OF PURCHASE, INVOICING AND PAYMENTS ............. .............. 4 6.1 ..--------------------.. 4 6.2.............. ......... --.................. .................. 4 6.3 —__—___................ 5 6/4 -------------------'5 6.5 '----------...5 6.6 Independent CONTRACTOR Status .......................... —.................. 6 7.0 INDEMNIFICATION AND INSURANCE ....................................................... 6 7] '------------------------. 7 7.2 ................................ 7 7.3 ........................................................ 7 7/4 ........................................................... 8 8.0 RECORDS, DOCUMENTS AND AUDITS ............ ...................................... 8 8.1 Publicily ...................................... __.................. ..................... 9 9.0 EMPLOYMENT ELIGIBILITY VER|F|CAT|C)N—................ ......................... 9 10.0 CAPTIONS AND PARAGRAPH HEADINGS.................................................9 11.0 WAIVER.............................................................................................. 9 12.0 GOVERNING LAW, JURISDICTION AND VENUE ....................................... 10 13.0 SEVERABILITY.................................................................................... 10 14.0 HIRING POLICIES....................................................... I ..................... I... 10 14.1 Prohibition of Hiring....................................................................... 10 15.0 TERMINATION FOR GRATUITIES........................................................... 10 16.0 TERMINATION FOR INSOLVENCY......................................................... 10 17.0 TERMINATION FOR DEFAULT............................................................... 11 18.0 TERMINATION FOR CONVENIENCE....................................................... 11 19.0 TERMINATION FOR FAILURE TO OPERATE IN ORDINARY COURSE.......... 12 20.0 COUNTY AUDIT SETTLEMENTS............................................................ 12 21.0 CONFLICT OF INTEREST...................................................................... 12 22.0 FORCE MAJEURE................................................................................ 13 23.0 MOST FAVORED PUBLIC ENTITY.......................................................... 13 24.0 DAMAGE TO COUNTY FACILITIES, BUILDINGS OR GROUNDS .................. 13 25.0 RESTRICTIONS ON LOBBYING.............................................................. 13 25.1 .COUNTY Projects......................................................................... 13 26.0 NOTICES............................................................................................. 13 27.0 AUTHORIZATION WARRANTY................................................................ 14 28.0 VARIATION OF TERMS........................................................................... 14 29.0 CANCELLATION OF ORDERS................................................................ 14 30.0 NON-EXCLUSIVE AGREEMENT............................................................. 14 31.0 COMPLIANCE WITH APPLICABLE LAW ................................................... 14 32.0 FAIR LABOR STANDARDS..................................................................... 15 33.0 NONDISCRIMINATION AND AFFIRMATIVE ACTION ................................... 15 34.0 CONSUMPTION REPORTS/ITEM NUMBERS/RESTRICTED PURCHASES.... 16 ii 35.0 ORDERING REQUIREMENTS .................. ........................ I..................... 16 36.0 PARTICIPATING MUNICIPALITIES.......................................................... 17 37.0 EXCLUSIONS........................................................................................ 17 AUTHORIZATION OF MASTER AGREEMENT..................................................... 18 EXHBIITS. EXHIBIT A - PRICING AND DISCOUNTS EXHIBIT B - VENDOR'S PROPOSAL (Not Attached) EXHIBIT C - COUNTY'S REQUEST FOR PROPOSALS (Not Attached) EXHIBIT D - VENDOR'S EEO CERTIFICATION MASTER AGREEMENT BETWEEN COUNTY OF LOS ANGELES AND OFFICE DEPOT FOR OFFICE AND CLASSROOM SUPPLIES 1.0 PURPOSE This Office and Classroom Supplies Master Agreement (hereafter "Master Agreement") is made and entered into by and between the County of Los Angeles (hereafter "COUNTY"), and Office Depot (hereafter 'VE N DO R"). WHEREAS, COUNTY AND VENDOR agree that VENDOR will offer to provide COUNTY, COUNTY employees and others as more fully described herein with Office and Classroom Supplies (Office Supplies only for COUNTY), hereafter sometimes referred to as the ("Product"), WHEREAS, VENDOR is in the business of selling and supplying Office and Classroom Supplies, and WHEREAS, VENDOR is willing and able to offer, deliver, service and support the Product it offers to, COUNTY departments/divisions, COUNTY offices/organizations, COUNTY employees, and any other entities as set forth herein (hereafter "Customer(s)"). This document, together with the Exhibits identified in Paragraph 1.1 (Priority of Interpretation), defines the scope of this Agreement. 1.1 .Priority of Interpretation. This document without Exhibits is referred to as the "Base Agreement." The Base Agreement and Exhibit A are attached to and form a part of this Master Agreement. Exhibits B and C, referenced below but not attached, are hereby incorporated herein by reference. Any reference throughout the Base Agreement and each of its Exhibits to the "Master Agreement" shall, unless the context clearly denotes otherwise, denote the Base Agreement with all Exhibits hereby incorporated. In the event of any conflict or inconsistency in the definition or interpretation of any word, responsibility, schedule, or the contents or description of any task, deliverable, service, or other work, or otherwise, between the Base Agreement and the Exhibits, or between Exhibits, such conflict or inconsistency shall be resolved by giving precedence first to the body of this Master Agreement, and then to the Exhibits according to the following priority: 1. EXHIBIT A — PRICING AND DISCOUNTS 2, EXHIBIT B — VENDOR'S Proposal (Not Attached) 3. EXHIBIT C — COUNTY'S Request for Proposals (RFP/Not Attached) 4. EXHIBIT D - VENDOR's EEO Certification 1.2 .Entire Master Agreement This Master Agreement incorporates and supersedes all previous agreements, written and oral, and all prior and contemporaneous communications between the parties, regarding this subject. COUNTY reserves the right to initiate change to any provision of the Master Agreement. All such changes shall be accomplished only by mutual signed Agreements, as provided under the Paragraph 1.2. No change hereto shall be valid unless in the form of a signed Amendment prepared and approved pursuant to Subparagraph 3.0 (Change Notices and Amendments). 2.0 DEFINITIONS: The following terms shall have the following meaning and use herein. Capitalized terms used in this Master Agreement, not defined in this Paragraph 2.0 shall have the meaning ascribed to them elsewhere in this Master Agreement or in the Exhibits. 2.1 "Da s ". means calendar day(s) unless otherwise specified. 2.2 "Eligible Vendor". identifies a Vendor whose evidences of insurance, as required by Paragraph 7.0 (Indemnification and Insurance), have all been received by the Internal Services Department (ISD) Purchasing Division, as set forth in Section 26.0 (Notices), and are valid and in effect at the time of a given Purchase Order solicitation under this Master Agreement. 2.3. . Fiscal Year. "Fiscal Year" means the twelve (12) month period beginning July I.". and ending June 30t".. 2.4 . Normal Working Hours. "Normal Working Hours" means one of the followiing work schedules, according to individual COUNTY department policy, excluding COUNTY holidays: A. "5/40" which is normally eight (8) hours per day Monday through Friday ("Working Days"), with starting and ending times departmentally established; B. °9/80", which is a flexibly arranged nine (9) hours on each of eight Working Days in a given two -week period, plus 8 hours arranged, per department policy, on the ninth Working Day; or C. "4/40", which is a flexibly arranged ten (10) hours on each of four fixed Working Days each week, with starting and ending times departmentally established. 2.5 .Master Agreement "Master Agreement" means COUNTY's standard agreement entitled "Office and Classroom Supplies Master Agreement," as specified in Paragraph 1.1, copies of which are separately executed between COUNTY and individual Qualified Vendors, and which sets forth the terms and conditions for the provision of Office and Classroom Supplies, Master Agreement to COUNTY. COUNTY shall execute Master Agreements with as �I many vendors as COUNTY deems qualified and appropriate for COUNTY needs. All Master Agreements shall be undertaken with terms of equal duration as set forth in Paragraph 5.0 (Terms of Agreement). Undertaking this Master Agreement does not grant any right to compensation to VENDOR, or to vendors in the aggregate. 3.0 CHANGE NOTICES AND AMENDMENTS 3.1 .Master Agreement Changes.: 3.1.1 For any change which affects the period of performance, payments, or any term condition included in this Master Agreement, a negotiated Amendment to this Master Agreement shall be prepared and executed by COUNTY's Purchasing Agent, or designee and VENDOR"s originally executing Authorized Officials, or designees. 3.1.2 For any change which does not affect the, period of performance, payments, or any rights or obligations of this Master Agreement, a Change Notice shall be prepared and executed by COUNTY's Purchasing Agent, or designee and VENDOR. 4.0 WORK VENDOR shall fully complete and timely deliver, pursuant to standards, requirements, and schedules either presently incorporated in or to be developed hereunder, all tasks, deliverables, sub -deliverables, goods, services, and other work as set forth herein and elsewhere hereunder. 4.1 Non -transferable Responsibilities. No assumption or takeover of any of VENDOR's duties, responsibilities, or obligations, or performance of same by any entity other than VENDOR whether through assignment, subcontract, delegation, merger, buyout, or any other mechanism, with or without consideration, for any reason whatsoever, may occur without COUNTY's express prior written approval. If any such assumption, takeover, or unauthorized performance does occur without such prior written approval, this Agreement will become void for failure of its essential purpose. Such act is therefore a material breach of this Agreement, upon which COUNTY may pursue any lawful remedy. 4.2 Assignment and Subcontracting. VENDOR shall not assign its rights, delegate its duties or subcontract any performance of our Agreement without the express prior written consent of COUNTY. Any assignment, delegation or subcontract without such express prior written consent shall be null and void and shall constitute a material breach of this Agreement, upon which COUNTY may immediately terminate the Agreement in accordance with the provisions of paragraph 17.0 (TERMINATION BY DEFAULT). 4.3 .Time is of the Essence. 3 Time is of the Essence. If any anticipated or actual delays arise, VENDOR shall immediately so notify COUNTY. Regardless of notice if deliveries are not made at the time agreed upon, COUNTY may, at its sole discretion, terminate this Agreement and proceed pursuant to Paragraph 17.0 (TERMINATION BY DEFAULT). 5.0 TERM OF AGREEMENT 5.1 .Term. This Master Agreement shall go into effect for a four (4) year period effective January 2, 2006 as indicated on the signature page hereof and shall expire at the close of COUNTY business on January 1, 2010, unless sooner terminated, in whole or in part, as provided herein. 5.2 .Extension. 5.2.1 The COUNTY's Purchasing Agent may exercise the option to extend the Master Agreement period for two (2) additional twelve (12) month periods as set forth in Paragraph 3.0 (Change Notices and Amendments), of this Master Agreement. 5.2.2 COUNTY shall notify VENDOR of any determination to extend this Agreement no less than thirty (30) days prior to the beginning of this relevant option year. 6.0 METHOD OF PURCHASE, INVOICING AND PAYMENTS 6.1 Purchase Order(s). 6.1.1 COUNTY shall purchase the items listed herein by issuance of a formal purchase order. Such purchase order shall contain the terms and conditions applicable for that purchase, notwithstanding anything herein to the contrary. The purchase order, as specifically noted, shall govern and control the applicable purchase. Preprinted additional or different terms and conditions on the purchase order will be of no force or effect. 6.1.2 VENDOR shall not deliver products and/or goods to COUNTY as loaner equipment or for trial unless and until a "No Charge" purchase order and loan agreement is received by VENDOR from COUNTY's ISD - Purchasing Division. 6.2 Prices, Discounts and Changes. 6.2.1 Vendor agrees for the period of this Agreement that prices for products covered herein will be based on a Discount from Manufacturers' current published price lists or Cost Plus Percentage, except for those identified in EXHIBITS A and A-1 as Core Products. Price changes (increases) from price lists will be allowed only on a semi-annual basis on January 1st. and July 1"of each contracting year. 6.2.2 Vendor shall advise the Los Angeles County ISD Purchasing Division in writing of any proposed price increases or manufacturer's discount structure changes, identifying Agreement by number, providing a copy of the proposed price list and/or acceptable evidence of change in manufacturers discount structure. VENDOR will be responsible for furnishing and delivering approved price lists to all County departments and other participating government entities. It also shall be VENDOR's responsibility to keep COUNTY and participating government entities informed of any other changes. 4 Unless otherwise qualified, revisions shall be effective on the seventh (7) business day after such notification and receipt thereof. Upward revisions shall be subject to acceptance by COUNTY. 6.2.3 If an increase in price is determined not to be acceptable by COUNTY, VENDOR will be obligated to furnish the ordered products at the previous price(s). 6.2.4 COUNTY reserves the right to review discount structures at the end of the initial twelve (12) months of the proposed Agreement and amend same if such is in the best interest of the COUNTY. A primary consideration will be the then current annual dollar volume as opposed to the original dollar estimate of the Agreement (including volume generated by all participating agencies). 6.2.5 Notwithstanding anything herein to the contrary for thirty (30) days from date of delivery to Customer, should Customer find a lower price, offered in Southern California, for the same product, payment terms, quantity and delivery terms and conditions set forth in the applicable purchase order and this Agreement, VENDOR shall, upon presentation of authentic, (e.g., sales invoice, advertisement(s) proof of such, immediately refund the difference to Customer. This paragraph shall not apply to special and/or one-time offers, liquidation sales and discounted product(s). Further, COUNTY contract VENDORS and non -authorized resellers where required by the manufacturers, are excluded. 6.3 .Warranty and Product Compliance. 6.3.1 All equipment provided to COUNTY must be brand new, unused, and be approved by either U.L., L.A. City Testing Lab, Factory Mutual Corp, or ETL testing labs. Further, equipment provided to COUNTY shall meet other such standards as the COUNTY may require. 6.4 Invoices and Payment Terms. 6.4.1 In no event shall the COUNTY be liable for any late fees or charges. 6.4.2 Invoices shall bear upon their face the Purchase Order number which appears in the upper right-hand corner hereof. Invoices must state what they cover, as the case may be, complete or partial delivery, and must show unit and unit prices. Invoices will not be paid unless and until the requirements have been fully met. When price shown is a delivered price, all transportation and delivery charges must be prepared in full to destination. 6.4.3 Unless otherwise set forth on the applicable purchase order, payment terms are net thirty (30) days from receipt of a properly prepared and submitted invoice. Invoices shall only be issued after COUNTY's acceptance of the goods and/or products. Discounts shall be set forth herein. 6.5 Product Pricing and Maintenance. 6.5.1 VENDOR will be solely responsible for the maintenance of the Agreement and will document all additions, deletions, manufacturers' discontinuances of products, and all associated variables, including pricing revisions. Any changes, substitutions, additions, 5 deletions and/or pricing revisions must be reviewed and approved by the COUNTY and VENDOR in writing prior to any inclusion to the Agreement. 6.5.2 COUNTY"s Purchasing Agent designee will notify VENDOR in writing of formal approval within seven (7) days after VENDOR submittal of any change to the catalogs. 6.5.3 Said notification and approval shall be binding upon the COUNTY and VENDOR. Upon such approval the Agreement shall be deemed to be amended to include such Changes. All documentation and formal approvals and revised copies of the effected Agreement page(s) reflecting current release revisions will be submitted to: COUNTY OF LOS ANGELES Internal Services Department Purchasing Division 1100 N. Eastern Avenue, Room G115 Los Angeles, CA 90063 Attn: Mary Walcott, Purchasing & Contracts Analyst 11 6.5.4 COUNTY'S Purchasing Agent designee will notify VENDOR of acceptance of any and all catalog revisions prior to any purchases. Notification shall be sent to: Office Depot Business Services Division 13405 Kildare Place Bradenton, FL 34202 Attn: David Swanstrom, Director of Local Government Services 6.5.5 Catalojs shall have complete descriptions of each item. 6.6 Independent CONTRACTOR Status. 6.6.1 This Master Agreement is by and between COUNTY and VENDOR and is not intended, and shall not be construed, to create the relationship of agent, servant, employee, partnership, joint venture, or association, as between COUNTY and VENDOR. The employees and agents of one party are not the employees or agents of the other party for any purpose whatsoever. 6.6.2 VENDOR understands and agrees that all persons performing work pursuant to this Master Agreement are, for purposes of worker's compensation liability, solely employees of VENDOR and not employees of COUNTY. VENDOR shall be solely liable and responsible for furnishing any and all workers' compensation benefits to any person as a result of any injuries arising from or connected with any work performed by or on behalf of VENDOR hereunder. 6.6.3. The employees and agents of each party, shall while on the premises of the other party, comply with all rules and regulations of the premises, including, but not limited to, security and requirements. 7.0 INDEMNIFICATION AND INSURANCE L 7.1 Indemnification. VENDOR agrees to indemnify, defend and hold harmless COUNTY, COUNTY Special Districts, and Participating Government entities and their elected and appointed officers, employees, and agents, from and against any and all liability and expense, including defense costs and legal fees, arising from or connected with claims and lawsuits connected with VENDOR's operations, goods and/or commodities or services provided hereunder as well as for damage or workers' compensation benefits relating to VENDOR's and its subcontractors operations and services, which result from bodily and/or personal injury, death, or property damage (including physical damage to VENDOR's and its subcontractors' property, or property in the care, custody, or control of VENDOR and/or its subcontractor(s). This indemnity shall include, but not be limited to claims for or by reason of any actual or alleged infringement of any United States patent or copyright or any actual or alleged trade secret disclosure. 7.2 Insurance. Without limiting VENDOR's indemnification of COUNTY, and during the term of this Agreement, VENDOR shall provide and maintain at its own expense the below - described programs of insurance. Such programs and evidence of insurance shall be satisfactory to'COUNTY and shall be primary to and not contributing with any other insurance maintained by COUNTY. Certificates or other evidence of coverage shall be delivered to: County of Los Angeles Internal Services Department Purchasing Division 1100 N. Eastern Avenue, Room G115 Los Angeles, CA 90063 Attn: Mary Walcott, Purchasing & Contracts Analysts II g p g p_ Prior to commencing performance under this Agreement, shall specifically identify this Agreement, . and shall contain the express condition that COUNTY is to be given written notice by certified mail at least thirty (30) days in advance of any modification or termination of insurance. 7.3 .Liability Insurance. 7.3.1 Any and all insurance described below shall be endorsed .naming the County of Los An eles as an additional insured., and shall include: 7.3.2 General liability insurance written on a commercial general liability form or on a comprehensive general liability form covering the hazards of premises/operations, products/completed operations, contractual, broad form property damage, independent contractors, and personal and advertising injury with a combined single limit of not less than One Million Dollars ($1,000,000) per occurrence. A. If written with an annual aggregate limit, the policy limit shall be three times the above required occurrence limit. 7 B. If written on a claims made form, the VENDOR shall provide an extended two (2) year reporting period commencing upon expiration or termination of this Agreement. 7.3.3 Comprehensive Auto Liability insurance endorsed for all owned, non -owned and hired vehicles with a combined single limit of not less than Three Hundred Thousand Dollars ($300,000) per occurrence. 7.3.4 A program of Workers' Compensation insurance in an amount and form to meet all applicable requirements of the California Labor Code including employer's liability with a limit no less than One Million Dollars ($1,000,000), covering all persons performing work on behalf of VENDOR and all risks to such persons under this Agreement. 7.3.5 .Crime Coveraoe.: Insurance in an amount not less than $1,000,000 covering against loss of money, securities, or other property referred to hereunder which may result from employee dishonesty, forgery or alteration, theft, disappearance and destruction, computer fraud, burglary and robbery. Such insurance shall name COUNTY as loss payee. 7.4 .Failure to Procure Insurance. Failure on the part of VENDOR to obtain and maintain all required insurance coverage is a material breach upon which COUNTY may, in its sole discretion, immediately suspend VENDOR's performance or terminate this Agreement. 8.0 RECORDS, DOCUMENTS AND AUDITS VENDOR shall maintain accurate and complete financial records of its activities and operations relating to this Agreement in accordance with generally accepted accounting principles. VENDOR shall also maintain accurate and complete employment and other records relating to its performance of this Agreement. VENDOR agrees that COUNTY, or its authorized representatives, shall have access to and the right to examine, audit, excerpt, copy or transcribe any pertinent transaction, activity, or records relating to this Agreement. All financial records, timecards and other employment records, and proprietary data and information, shall be kept and maintained by VENDOR and shall be made available to COUNTY during the terms of this Agreement and for a period of four (4) years thereafter unless COUNTY's written permission is given to dispose of any such material prior to such time. All such material shall be maintained by VENDOR at a location in Los Angeles County, provided that if any such material is located outside Los Angeles County, then, at COUNTY's option, VENDOR shall pay COUNTY for travel, per diem, and other costs incurred by COUNTY to examine, .audit, excerpt, copy or transcribe such material at such other location. In the event that an audit is conducted of VENDOR specifically regarding this Agreement by any Federal or State auditor, or by any auditor or accountant employed by VENDOR or otherwise, then VENDOR shall file a copy of the audit report with COUNTY's Auditor - Controller within thirty (30) days of VENDOR's receipt thereof, unless otherwise provided by applicable Federal or State law or under this Agreement. COUNTY shall make a reasonable effort to maintain the confidentiality of such audit report(s). 8 Failure on the part of VENDOR to comply with the provisions of this Paragraph 8.0 shall constitute a material breach upon which COUNTY may terminate or suspend this Agreement. 8.1. Publicity[ VENDOR shall not disclose any details in connection with this Agreement to any person or entity except as may be otherwise provided herein or required by law. However, in recognizing VENDOR' need to identify its services and related clients to sustain itself, COUNTY shall not inhibit VENDOR from publishing its role under this Agreement, with the following conditions: A. VENDOR shall develop all publicity material in a professional manner. B. During the term of this Agreement, VENDOR shall neither, authorize another to, nor publish or disseminate any commercial advertisements, press release, feature articles, or other materials using the name of COUNTY without the prior written consent of COUNTY's Purchasing Agent. COUNTY shall not unreasonably withhold written consent, and approval by COUNTY may be assumed in the event no adverse comments are received in writing within two (2) weeks after submittal of written request for such consent. C. VENDOR may, without the prior written consent of COUNTY, indicate in its proposals and sales materials that it has been awarded this Agreement with the County of Los Angeles, provided that the requirements of this Paragraph 8.0 shall apply. 9.0 EMPLOYMENT ELIGIBILITY VERIFICATION VENDOR warrants that it fully complies with all Federal statutes and regulations regarding the employment of aliens and others and that all its -employees performing work under this Master Agreement meet the citizenship or alien status requirements set forth in Federal statutes and regulations. VENDOR shall indemnify, defend, and hold harmless COUNTY, its officers, participating government agencies and employees from and against any emptier sanctions and any other liability which may be assessed against VENDOR or COUNTY in connection with any alleged violation of any Federal statutes or regulations pertaining to the eligibility for employment of any persons performing work hereunder. 10.0 CAPTIONS AND PARAGRAPH HEADINGS Captions and paragraph headings used in this Master Agreement are for convenience only and are not a part of this Master Agreement and shall not be used in construing this Master Agreement. 11.0 WAIVER No waiver by either party of any breach of any provision of this Master Agreement shall constitute a waiver of any other breach or of such provision. Failure of either party to enforce at any time, or from time to time, any provision of this Master Agreement shall not be construed as a waiver thereof. The rights and remedies set forth in this Paragraph 11.0 are non-exclusive and cumulative. 9 12.0 GOVERNING LAW, JURISDICTION AND VENUE This Master Agreement shall be governed by, and construed in accordance with, the laws of the State of California. VENDOR agrees and consents to the exclusive jurisdiction of the courts of the State of California for all purposes regarding this Master Agreement and further agrees and consents that venue of any action brought hereunder shall be exclusively in the County of Los Angeles, California. 13.0 SEVERABILITY If any provision of this Master circumstances is held invalid, application of such provision to unless the essential purposes thereby. 14.0 HIRING POLICIES 14.1 Prohibition of Hiring. Agreement or the application thereof to any person or the remainder of this Master Agreement and the other persons or circumstances shall not be affected, of this Master Agreement shall be materially impaired VENDOR and COUNTY agree that, during the term of this Agreement and for a period of six (6) months following its termination, neither party shall in any way induce or persuade any employee of one party to become an employee or agent of the other party. No bar exists to any hiring initiated through a public announcement. 15.0 TERMINATION FOR GRATUITIES COUNTY may, by written notices to VENDOR, terminate the right of VENDOR to proceed under this Master Agreement upon one (1) day's written notice, if it is found that gratuities in the form of entertainment, gifts, or otherwise were offered or given by, or any agent or representative of VENDOR, to any officer or employee of COUNTY with a view toward securing a contract or securing favorable treatment with respect to the awarding or amending, or the making of any determinations with respects to the performing, of such contract. In the event of such termination, COUNTY shall be entitled to pursue the same remedies against VENDOR as it could pursue in the event of default by VENDOR. 16.0 TERMINATION FOR INSOLVENCY COUNTY may terminate this Master Agreement forthwith in the event of the occurrence of any of the following: A. Insolvency of VENDOR. VENDOR shall be deemed to be insolvent if it has ceased to pay its debts for at least sixty (60) days in the ordinary course of business, whether or not a petition has been filed under the Federal Bankruptcy Code and whether or not VENDOR is insolvent within the meaning of such laws. 10 B. The filing of a voluntary or involuntary petition regarding VENDOR under the Federal Bankruptcy Code. C. The appointment of a Receiver or Trustee for VENDOR. D. The execution by VENDOR of a general assignment for the benefit of creditors. The rights and remedies of COUNTY provided in this Paragraph 16.0 shall not be exclusive and are in addition to any other rights and remedies provided by law or under this Master Agreement. 17.0 TERMINATION FOR DEFAULT COUNTY may, by written notice to VENDOR, terminate the whole or any part of this Master Agreement if, in the judgment of COUNTY's Purchasing Agent: A. VENDOR has materially breached this Master Agreement as elsewhere provided herein: or B. VENDOR fails to timely provide and/or satisfactorily perform any task, deliverable, service, or other work required under this Master Agreement hereunder; or C. VENDOR has assigned or delegated its duties or subcontracted any performance of this Agreement without prior written consent by COUNTY as elsewhere provided. VENDOR shall not be liable for any excess costs if its failure to perform under this Master Agreement, arises from force majeure, i.e., causes beyond the control and without the fault or negligence of VENDOR. If the failure to perform is caused by the default of a subcontractor, and if such default arises out of causes beyond the control of both VENDOR and subcontractor, and without the fault or negligence of either, VENDOR shall not be liable for any such excess costs for failure to perform, unless the goods or services to be furnished by the subcontractor were obtainable from other sources in sufficient time to permit VENDOR to meet the requirements. As used in this subparagraph the terms "subcontractor" and "subcontractors" mean subcontractor($) at any tier. If, after COUNTY has given notice of termination under the provisions of the Paragraph 17.0, it is determined by COUNTY that VENDOR was not in default under these provisions, or that the default was excusable under these provisions, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to Paragraph 18.0 (Termination for Convenience). The rights and remedies of COUNTY provided in this Paragraph 17.0 are non-exclusive and cumulative. 18.0 TERMINATION FOR CONVENIENCE This Master Agreement, may be terminated, when such action is deemed by COUNTY to be in its best interest. Termination shall be effected by delivery to VENDOR of a notice of termination specifying the extent to which performance of Agreement is 11 terminated and the date upon which such termination becomes effective, which shall be no less than ten (10) days after the notice is sent. After receipt of a notice of termination, VENDOR shall submit its termination claim and invoice to COUNTY, in the form and with any certifications as may be prescribed by COUNTY. Such claim and invoice shall be submitted promptly, but not later than three months from the effective date of termination. Upon failure of VENDOR to submit its termination claim and invoice within the time allowed, COUNTY may determine on the basis of information available to COUNTY, the amount if any, due to VENDOR in respect to the termination, and such determination shall be final. When such determination is made, COUNTY shall pay VENDOR the amount so determined. VENDOR shall honor purchase orders accepted on or before the effective date of termination. 19.0 TERMINATION FOR FAILURE TO OPERATE IN ORDINARY COURSE VENDOR's stability was and/is a primary basis for entering into and continuing with this Agreement, therefore, COUNTY may terminate this Agreement by thirty (30) days written notice should vendor fail to continue to do business in the ordinary course. 20.0 COUNTY AUDIT SETTLEMENTS If, at any time during or after the term of this Master Agreement, representatives of COUNTY conduct an audit of VENDOR regarding the work performed under this Master Agreement, and if such audit finds that COUNTY's dollar liability for any such work is less than payments made by COUNTY to VENDOR, then the difference shall be either repaid by VENDOR to COUNTY by cash payment upon demand or, at the sole option of COUNTY, deducted from any amounts due to VENDOR from COUNTY. If such audit finds that COUNTY's dollar liability for such work is more than the payments made by COUNTY to VENDOR, then the difference shall be paid to VENDOR by COUNTY by cash payment. 21.0 CONFLICT OF INTEREST No COUNTY employee whose position with COUNTY enables such employee to influence the award or conduct of this Master Agreement, and no spouse or economic dependent of such employee, shall be employed in any capacity by VENDOR or have any other direct or indirect financial interest in this Master Agreement. No officer or employee of, nor any individual possessing any direct or indirect financial interest in, VENDOR, may in any way participate in COUNTY's approval, or ongoing evaluation, of such work, or in any way attempt to influence COUNTY's approval or ongoing evaluation of such work. VENDOR shall comply with all conflict of interest laws, ordinances and regulations now in effect or hereafter to be enacted during the term of this Master Agreement. VENDOR warrants that it is not now aware of any facts which create a conflict of interest. If VENDOR hereafter becomes aware of any facts which might reasonably be expected to create a conflict of interest, it shall immediately make full written disclosure of such facts to COUNTY. Full written disclosure shall include, but is not limited to, identification of all persons implicated and a complete description of all relevant circumstances. 12 22.0 FORCE MAJEURE Neither party will be liable for delays in performance beyond reasonable control, including, but not limited to, fire, flood, acts of God, or restriction of civil or military authority. 23.0 MOST FAVORED PUBLIC ENTITY VENDOR represents that the price charged to COUNTY in this Agreement do not exceed existing selling prices to other customers for the same or substantially similar items or services for comparable quantities under similar terms and conditions. If VENDOR'S prices decline, or should VENDOR, at any time during the term of this Master Agreement, provide the same goods or services under similar quantity and delivery conditions to the State of California or any county, municipality or district of the State at prices below those set forth in this Master Agreement, then such lower prices shall be immediately extended to COUNTY. 24.0 DAMAGE TO COUNTY FACILITIES, BUILDING OR GROUNDS VENDOR shall repair, or cause to be repaired, at its own cost, any and all damage to COUNTY facilities, buildings, or grounds caused by VENDOR or employees, subcontractors or agents of VENDOR. Such repairs shall be made immediately after VENDOR has become aware of such damage, but in no event later than thirty (30) days after the occurrence. If VENDOR fails to make timely repairs, COUNTY may make any necessary repairs. All costs incurred by COUNTY, as determined by COUNTY, as determined by COUNTY, for such repairs shall be repaid by VENDOR by cash payment upon demand or COUNTY may deduct such cost from any amounts due to VENDOR from COUNTY. 25.0 RESTRICTION ON LOBBYING 25.1 _COUNTY Projects. VENDORS, and each COUNTY lobbyist or COUNTY lobbying firm as defined in COUNTY Code Section 2.160.010 retained by VENDORS, shall fully comply with COUNTY's Lobbyist Ordinance, COUNTY Code Chapter 2.160. Failure on the part of VENDOR or any COUNTY lobbyist or COUNTY lobbying firm retained by VENDOR to fully comply with COUNTY's Lobbyist Ordinance shall constitute a material breach of this Agreement, upon which COUNTY may immediately terminate or suspend this Agreement. 26.0 NOTICES All notices or demands required or permitted to be given or made under this Agreement shall be in writing and shall be hand -delivered with signed receipt or mailed by first-class registered or certified mail, postage prepaid, addressed to the parties at the following addressee: 13 If to COUNTY: County of Los Angeles Internal Services Department Purchasing Division 1100 N. Eastern Avenue, Room G115 Los Angeles, CA 90063 Attn: Mary Walcott, Purchasing & Contracts Analyst II If to VENDOR: Office Depot Business Services Division 13405 Kildare Place Bradenton, FL 34202 Attn: David Swanstrom, Director of Local Government Services Addresses may be changed upon ten (10) days prior written notice. 27.0 AUTHORIZATION WARRANTY VENDOR represents and warrants that the person executing this Agreement for VENDOR is an authorized agent who has actual authority to bind VENDOR to each and every term, condition and obligation of this Agreement and that all requirements of VENDOR have been fulfilled to provide such actual authority. 28.0 VARIATION OF TERMS The parties hereto agree that the terms and conditions contained herein shall prevail notwithstanding any variations on any acknowledgements, invoices or such other documents submitted by VENDOR. Any addendum hereto shall become binding upon the parties only after signature by authorized representatives of both parties. 29.0 CANCELLATION OF ORDERS COUNTY may cancel any purchase order with respect to any Supplies or Product ordered without incurring any cancellation charges by giving VENDOR notice of such cancellation at least ten (10) days prior to the scheduled delivery date specified in COUNTY's order. 30.0 NON -EXCLUSIVITY This Agreement is non-exclusive and shall not in any way preclude COUNTY from entering into similar agreement and/or arrangements with other vendors or from acquiring similar, equal or like goods and/or services from other entities or sources. COUNTY makes no representation that it or any governmental entity will purchase any minimum quantities or dollar amounts. 31.0 Compliance with Applicable Law 14 VENDOR shall comply with all applicable Federal, State and local laws, rules, regulations, and ordinances, and all provisions required thereby to be included in this Master Agreement are hereby incorporated herein by reference. VENDOR warrants that the products shipped may be used in a customary manner without violation of any law, ordinance, rule or regulation of any government or administrative body. These laws, ordinances, rules or regulations include, but are not limited to, CAL/OSHA and County Code Title 27 and Ordinance No. 4388 (electrical approval) and are incorporated herein by reference.' VENDOR shall indemnify and hold harmless COUNTY from and against any and all liability, damages, costs, and expenses, including, but not limited to, defense costs and attorneys' fees, arising from or related to any violation on the part of VENDOR, its employees, agents, or subcontractors of any such laws, rules, regulations, and ordinances. 32.0 Fair Labor Standards VENDOR shall comply with all applicable provisions of the Federal Fair Labor Standards Act (FLSA), and shall indemnify, defend, and hold harmless COUNTY, its officers, employees, and agents from any and all liability, including, but not limited to, wages, overtime pay, liquidated damages, penalties, court costs, and attorneys' fees arising under any wage and hour law, including, but not limited to, FLSA, for work performed by VENDOR's employees for which COUNTY may be found jointly or solely liable. 33.0 Nondiscrimination and Affirmative Action VENDOR certifies and agrees that all persons employed by it, its affiliates, subsidiaries or holding companies are and will be treated equally without regard to or because of race, color, religion, ancestry, national origin, sex, age, or physical or mental handicap, in compliance with all applicable Federal and State anti -discrimination laws and regulations. VENDOR shall certify to, and comply with, the provisions of Exhibit A (VENDOR'S EEO Certification). VENDOR shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to race, color, religion, ancestry, national origin, sex, age, or physical or mental handicap, in compliance with all applicable Federal and State anti -discrimination laws and regulations. Such action shall include, but is not limited to: employment, ugrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination, rates of pay other forms of compensation, and selection for training, including apprenticeship. VENDOR certifies and agrees that it will deal with its subcontractors, bidders or vendors without regard to or because of race, color, religion, ancestry, national origin, sex, age, or physical or mental handicap. VENDOR certifies that it is in compliance with all federal, state, and local laws, including, but not limited to: A. Title VI. Civil Rights Act of 1964; B. Section 504, Rehabilitation Act of 1973; C. Age Discrimination Act of 1975; 15 D. Title IX, Education Amendments of 1973, as applicable; and E. Title 43, Part 17, Code of Federal Regulations, Subparts A & B; And that VENDOR shall subject no person, on the grounds of race, creed, color, national origin, political affiliation, marital status, sex, age, or handicap, to discrimination as to any privileges or uses granted by this Agreement or under any project, program or activity supported by this Agreement. VENDOR shall allow COUNTY representatives access to its employment records during regular business hours to verify compliance with the provisions of this Paragraph 33.0 when so requested by COUNTY. If COUNTY finds that any of the provisions of this Paragraph 33.0 have been violated, such violation shall constitute a material breach of this Agreement upon which COUNTY may terminate or suspend this Agreement. While COUNTY reserves the right to determine independently that the anti -discrimination provisions of this Agreement have been violated, in addition, a determination by the California Fair Employment Practices Commission or the Federal Equal Employment Opportunity Commission that VENDOR has violated State or Federal anti -discrimination laws or regulations shall constitute a finding by COUNTY that VENDOR has violated the anti -discrimination provisions of this Agreement. The parties agree that in the event VENDOR violates the anti -discrimination provisions of this Agreement, COUNTY shall, at its option, be entitled to the sum of Five Hundred Dollars ($500) for each such violation pursuant to California Civil Code Section 1671 as liquidated damages in lieu of terminating or suspending this Agreement. 34.0 CONSUMPTION REPORTS/ITEM NUMBERS/RESTRICTED PURCHASES Each COUNTY department procurement office and participating agency is to be assigned a customer number to be used in identifying each sale and proper billing address. VENDOR is required to furnish to the COUNTY'S Internal Services Department (ISD) - Purchasing Division, monthly computer based usage reports of purchases separated by individual COUNTY departments, and/or delivery locations, and employee purchases, listing quantities of separate items purchased and total dollars expended. Usage reports listing items in alphabetical order and descending dollar volume order must also be furnished. VENDOR must provide any other usage reports that COUNTY departments or participating agencies may require for their internal controls. Computer generated requests for restricted items shall cause a message (on screen or verbally as appropriate) informing requestor of such restriction. 35.0 ORDERING REQUIREMENTS VENDOR shall provide the ability for unlimited amount of users to order via on-line communication with the vendor's computer system by COUNTY -owned PC/CRT terminals and printers, or by FAX, telephone, direct mail or walk-in orders. fi[: VENDOR shall design an Input Screen/Order Form to be used on all orders (which may be supported by normal COUNTY Purchase Order Form). Cost of input form creation, programming, future changes or modifications, and maintenance shall be exclusively for VENDOR'S account. 36.0 PARTICIPATING MUNICIPALITIES The COUNTY has designated U.S. Communities Purchasing and Finance Agency (U.S. Communities) as the agency to provide administrative services related to purchases by other governmental entities (Participating Public Agencies) under this Agreement. At COUNTY'S sole discretion and option, and upon VENDOR entering into the requisite U.S. Communities Administration Agreement, Participating Public Agencies may acquire items listed in this Agreement. Such acquisition(s) shall be at the prices stated in this Agreement, or lower. In no event shall COUNTY be considered a dealer, remarketer, agent or representative of VENDOR. 37.0 EXCLUSIONS: The following items are excluded from purchase by the County of Los Angeles: Classroom Supplies (including Arts & Crafts), Paper, Computers & Computer Peripherals, Cameras, Film & Accessories, Photocopiers, Toner Products, Janitorial Equipment & Supplies, Food Products, Refrigerators, Audio -Visual Equipment & Supplies and Furniture. 17 AUTHORIZATION OF MASTER AGREEMENT BY AND BETWEEN COUNTY OF LOS ANGELES AND OFFICE DEPOT FOR OFFICE AND CLASSROOM' SUPPLIES IN WITNESS WHEREOF, the County of Los Angeles has caused this Agreement to be subscribed by its Purchasing Agent and VENDOR has caused this Agreement to be subscribed in its behalf by its duly authorized officer, this .2nd. day of .January, 2006.. AUTHORIZATION OF MASTER AGREEMENT 3�T►17=3=ili'L*J COUNTY OF LOS ANGELES AND OFFICE DEPOT FOR OFFICE AND CLASSROOM SUPPLIES IN WITNESS WHEREOF, the County of Los Angeles has caused this Agreement to be subscribed by its Purchasing Agent and VENDOR has caused this Agreement to be subscribed in its behalf by its duly authorized officer, this 2n day of January. 2006. -- COUNTY OF LOS ANGELES By Name: Title: _ Purchasing Agent Designee VENDOR By: Name:'_4@C7 QgaL A Title: U'� `�sC? Reviewed and approved as to fort and legality ay: Office Depot Legal Department Attorney 1 Paralgal. Date: 1 I s 'AC DATE(MM/DD/YY). as/aa o6 , PRODUCER TMIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION AOn Risk services, Inc. Of New York ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE 55 East 52nd Street HOLpER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR New York NY 10055 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. COMPANIES AFFORDING COVERAGE ' f COMPANY Fidelity & Guaranty ins Co PHONE - (866) 266-7475 FAX. (866) 467-7847 A INSURED COMPANY USF&G specialty Ins Co r OFFICE DEPOT INC. & SUBSIDIARIES 8 r nr 2200 old Germantown Road Delray Beath FL 33445 USA COMPDiscover Property & Casualty Ins Co N � C A*c V COMPANY National Union Fire Ins Co of Pittsburgh- THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. Co LTR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE (MM/DD/YY) POLICY EXPIRATIb DATE (MM/DD/YY) LIMITS C GENERAL LIABILITY D008000005 11/01/05 11/01/06 GENERALAGGREGATE $15,000,000 X COMMERCIAL GENERAL LIABILITY General Liability Q1 ry PRODUCTS • COMP/OP AGG S2 , 000, 000 CLAIMS MADE X OCCUR Lai PERSONAL & ADV INJURY S1,100,000 OWNER'S & CONTRACTOR'S PROT rn" EACH OCCURRENCE S1,100,500 FIRE DAMAGE(Anyone fiire) S450,002 v d MED EXP (Any one person) Excl uded C AUTOMOBILE LIABILITY D008A00034 11/01/05 11/01/06 X ANY AUTO Auto (ADS) COMBINED SINGLE LIMIT S2,000,00001 •E C ALL OWNED AUTOS D008AO0032 11/01/05 11/01/06 Auto (TX) BODILY INJURY U SCHEDULED AUTOS 1 Per person) HIRED AUTOS BODILY INJURY NON -OWNED AUTOS (Per accident) PROPERTY DAMAGE GARAGE LIABILITY AUTO ONLY - EA ACCIDENT ANY AUTO OTHER THAN AUTO ONLY: EACH ACCIDENT AGGREGATE D EXCESS LIABILITY 4485019 11/01/05 11/01/06 EACH OCCURRENCE 5 , ODO , 00 UMBRELLA FORM umbrella AGGREGATE $5,000100 OTHER THAN UMBRELLA FORM Retained Limit Amoun S10,00 l� I IV A WORKER'S COMPENSATION AND DOOBW00021 11/01/05 11/01/06 X I WC STATU- TORY LIMITS OTN_ EMPLOYERS'LIABILITY Workers Compenation ADS EL EACH ACCIDENT B THE PROPRIETOR! INCL PARTNERS]EXECUTIVE D008W00022 11/01/05 11/01/06 EL DISEASE•POLI r W}MIT 4. $1,000,000 OFFICERS ARE: EXCL workers comp p Hz EL DISEASE -EA EMPLOYEE,? { S1, ,Ono B 0008XO0003 11/01/05 11/01/06 Limit (1) 51,W,000� )( excess WC DESCRIPTION OF OPERATIONSILOCATIONSNEHICLES/SPECIAL ITEMS ; City Of Tamarac is included as additional insured (excluding WC) ATIMAF PH zr lei :Sc* SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CAPICfLLED FORF.E City of 'Tamarac EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL 7525 NW 88th Avenue 30 r� DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, Tamarac FL 33321 USA BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE tt / ``4. Attachment to ACORD Certificate for OFFICE DEPOT INC. & SUBSIDIARIES The terms, conditions and provisions noted below are hereby attached to the captioned certificate as additional description of the coverage afforded by the insurer(s). This attachment does not contain all terms, conditions, coverages or exclusions contained in the policy. INSURED OFFICE DEPOT INC. & SUBSIDIARIES 2200 old Germantown Road Delray Beach FL 33445 USA ADDITIONAL POLICIES If a policy below does not include limit information, refer to the corresponding policy on the ACORD certificate form for policy limits. CO LTR TYPE OF INSURANCE POLICY NUMBER POLICY DESCRIPTION POLICY EFFECTIVE DATE POLICY EXPIRATION DATE LIMITS WORKERS COMPENSATION A DOOSW00024 11/01/05 11/01/06 Workers Compensation AR OR tl A D001w00033 11/01/05 11/01/06 workers Compensation NJ, NV DESCRIPTION OF OPERATIONSILOCATIONSNENICLES/SPECIAL ITEMS Certificate No: 570019297775