3-SLCI26031 Attachment No. 1 Standard Terms and Conditions.docx

CONTRACT NO. TBD

Rev. /_

SAMPLE AGREEMENT

TIRE RECAPPING & RELATED SERVICES

CITY-WIDE

THIS AGREEMENT is between SALT LAKE CITY CORPORATION, a Utah municipal corporation (“City”), and Ø, a _ (“Contractor”), and is dated as of the date the City Recorder attests the applicable City signature (which date shall be the recordation date).

RECITALS

1. Contractor desires to provide certain road debris disposal services for City.

2. Salt Lake City Procurement Code and Procurement Policy, the solicitation and Contractor’s response to the solicitation are hereby incorporated into this contract by reference but not attached.

3. City desires to engage Contractor for such services.

AGREEMENT

In consideration of the promises and covenants hereinafter contained, the parties agree as follows:

1. Contractor shall provide certain tire recapping services for City as described in Exhibit “A.” The initial term of this Agreement shall commence on the date of recordation by the City Recorders office and shall continue for a period of five (5) years. Work authorized during the initial term of this Agreement may continue until that work has been completed. No additional work shall be authorized after the expiration of the initial term. Contractor shall maintain the required insurance coverage until all work under the Agreement has been completed by Contractor and accepted by City and for the three-year period following completion as required under Article 5. Comment by Lococo, Aron: This should be the date of the existing contract

This is a non-exclusive contract and City reserves the right to acquire the services or equipment, at its discretion, from other sources during the term of this Agreement. All financial commitments by City shall be subject to the appropriation of funds approved by the City Council and the limitations on future budget commitments provided under applicable Utah law, including the Utah Constitution.

City may extend this Agreement for an additional term of up to four (4) months by mutual agreement of the parties through a recorded amendment to the Agreement.

2. For services provided to City, Contractor shall be paid as specified under Exhibit “B” (Price Schedule).

3. For such consideration, Contractor shall furnish all materials, supervision, labor, and equipment to complete the requirements of this Agreement.

4. The following indemnification requirements apply to this Agreement:

A. Contractor shall indemnify, save harmless, and defend City, its officers and employees, from and against all losses, claims, demands, actions, damages, costs, charges, and causes of action of every kind or character, including attorney's fees, arising out of Contractor's intentional, reckless, or negligent performance hereunder. Contractor’s duty to defend City shall exist regardless of whether City or Contractor may ultimately be found to be liable for anyone’s negligence or other conduct. If City's tender of defense, based upon this indemnity provision, is rejected by Contractor, and Contractor is later found by a court of competent jurisdiction to have been required to indemnify City, then in addition to any other remedies City may have, Contractor shall pay City's reasonable costs, expenses, and attorney's fees incurred in proving such indemnification, defending itself, or enforcing this provision. Nothing herein shall be construed to require Contractor to indemnify the indemnitee against the indemnitee's own negligence. The provisions of this section 4 shall survive the termination of this Agreement.

B. City assumes no responsibility for any damage or loss that may occur to Contractor's property, except the obligation City assumes that it will not willfully or intentionally damage the property of Contractor. City has no responsibility for any equipment maintenance, or for Contractor's employees. Nothing in this Agreement shall be construed to create a partnership, joint venture, or employment relationship.

5. The following insurance requirements apply to this Agreement:

A. GENERAL INSURANCE REQUIREMENTS FOR ALL POLICIES.

(1) Any insurance coverage required herein that is written on a “claims made” form rather than on an “occurrence” form shall (i) provide full prior acts coverage or have a retroactive date effective before the date of this Agreement, and (ii) be maintained for a period of at least three (3) years following the completion by Contractor and acceptance by City of all work under this Agreement or shall contain a comparable “extended discovery” clause. Evidence of current extended discovery coverage and the purchase options available upon policy termination shall be provided to City.

(2) All policies of insurance shall be issued by insurance companies licensed to do business in the state of Utah and either:

(a) Currently rated A- or better by A.M. Best Company;

—OR—

(b) Listed in the United States Treasury Department’s current Listing of Approved Sureties (Department Circular 570), as amended.

(3) Contractor shall furnish certificates of insurance, acceptable to City, verifying the foregoing matters concurrent with the execution hereof and thereafter as required.

(4) In the event any work is subcontracted, Contractor shall require its subcontractor, at no cost to City, to secure and maintain all minimum insurance coverages required of Contractor hereunder.

(5) All required certificates and policies shall be endorsed as needed to provide that coverage thereunder shall not be canceled or modified without providing, in a manner approved by the City Attorney, 30 days’ prior written notice to City or 10 days’ prior written notice for cancellation due to non-payment of premiums.

B. REQUIRED INSURANCE POLICIES. Contractor, at its own cost, shall secure and maintain during the term of this Agreement, including while work under this Agreement is being completed and accepted and during all renewal terms, the following minimum insurance coverage:

(Note: Unless other limits, types of insurance, or terms are agreed to by the City Attorney’s Office, the following are the insurance requirements that will be required for this Agreement.)

(1) Workers’ compensation and employer’s liability insurance sufficient to cover all of Contractor’s employees pursuant to Utah law, unless a waiver of coverage is allowed and acquired pursuant to Utah law. In the event any work is subcontracted, Contractor shall require its subcontractor(s) similarly to provide workers’ compensation insurance for all of the latter’s employees, unless a waiver of coverage is allowed and acquired pursuant to Utah law.

(2) Commercial general liability (CGL) insurance with a policy endorsement naming Salt Lake City Corporation as an additional insured on a primary and non-contributory basis in comparison to all other insurance including City’s own policy or policies of insurance, in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general aggregate and $2,000,000 products-completed operations aggregate. The policy shall include contractual liability insurance for the indemnity provided under this Agreement. These limits can be covered either under a CGL insurance policy alone, or a combination of a CGL insurance policy and an umbrella insurance policy and/or a CGL insurance policy and an excess insurance policy. The policy shall protect City, Contractor, and any subcontractor from claims for damages for bodily injury, including accidental death, and property damage that may arise from Contractor’s operations under this Agreement, whether performed by Contractor itself, any subcontractor, or anyone directly or indirectly employed by either of them. Such insurance shall provide coverage for premises operations, acts of independent contractors, products and completed operations.

(3) Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles used in connection with this Agreement in the minimum amount of a combined single limit of $1,000,000 per occurrence or $500,000 liability per person, $1,000,000 liability per occurrence, and $250,000 property damage. These limits can be reached either with a commercial automobile liability insurance policy alone, or with a combination of a commercial automobile liability insurance policy and an umbrella insurance policy and/or a commercial automobile liability insurance policy and an excess insurance policy. If the policy only covers certain vehicles or types of vehicles, such as scheduled autos or only hired and non-owned autos, Contractor shall only use those vehicles that are covered by its policy in connection with any work performed under this Agreement.

6. Contractor shall obey all federal, state, county, and municipal laws, ordinances, regulations, and rules applicable to its operations. Said laws include, but are not limited to, the Equal Employment Opportunity laws, the Fair Labor Standards Act, Occupational Safety & Health Administration (OSHA) laws, Family Medical Leave Act (FMLA), the Americans with Disabilities Act (ADA), and the Utah Immigration Accountability and Enforcement Act. Any violation of applicable law shall constitute a breach of this Agreement and Contractor shall hold City harmless from any and all liability arising out of, or in connection with, said violations including any attorney's fees and costs incurred by City as a result of such violation.

7. City may terminate this Agreement for any reason, and without any liability therefor, upon giving Contractor 30 days prior written notice. Such notice shall be sent to the last known address of Contractor.

8. City may, without prejudice to any right or remedy, and without the necessity of giving the 30 day notice provided in paragraph 7 above, terminate this Agreement for cause in the event Contractor fails to fulfill, in a timely or satisfactory manner, any of the terms and conditions set forth in this Agreement and fails to cure such failure within seven days after written notice from City of such failure.

9. If this Agreement is terminated as provided herein, City shall pay Contractor on the basis of actual services satisfactorily performed as calculated by City.

10. Contractor, for itself, its successors and assigns, as part of the consideration provided under this agreement, covenants that no person shall be excluded from participation in, denied the benefits of, or be otherwise subject to unlawful discrimination in the furnishing of services hereunder on the grounds of race, color, national origin, age, sex, religion, disability, sexual orientation or gender identity, unless the characteristic in question is a bona fide occupational qualification.

11. REPRESENTATION REGARDING ETHICAL STANDARDS FOR CITY OFFICERS AND EMPLOYEES AND FORMER CITY OFFICERS AND EMPLOYEES. Contractor represents that it has not: (1) provided an illegal gift or payoff to a City officer or employee or former City officer or employee, or his or her relative or business entity; (2) retained any person to solicit or secure this contract upon an agreement or understanding for a commission, percentage, or brokerage or contingent fee, other than bona fide employees or bona fide commercial selling agencies for the purpose of securing business; (3) knowingly breached any of the ethical standards set forth in City's conflict of interest ordinance, Chapter 2.44, Salt Lake City Code; or (4) knowingly influenced, and hereby promises that it will not knowingly influence, a City officer or employee or former City officer or employee to breach any of the ethical standards set forth in City's conflict of interest ordinance, Chapter 2.44, Salt Lake City Code.

12. GOVERNMENT RECORDS ACCESS AND MANAGEMENT ACT. City is subject to the requirements of the Government Records Access and Management Act, Chapter 2, Title 63G, Utah Code Annotated or its successor (“GRAMA”). All materials submitted by Contractor pursuant to this Agreement are subject to disclosure unless such materials are exempt from disclosure pursuant to GRAMA. The burden of claiming an exemption from disclosure shall rest solely with Contractor. Any materials for which Contractor claims a privilege from disclosure shall be submitted marked as “Business Confidential” and accompanied by a concise statement of reasons supporting Contractor's claim of business confidentiality. City will make reasonable efforts to notify Contractor of any requests made for disclosure of documents submitted under a claim of business confidentiality. Contractor may, at Contractor’s sole expense, take any appropriate actions to prevent disclosure of such material. Contractor specifically waives any claims against City related to disclosure of any materials required by GRAMA.

13. Contractor is not an employee of City for any purpose whatsoever. Contractor is an independent contractor at all times during the performance of the services specified herein.

14. All notices shall be directed to the following addresses:

City: Salt Lake City Corporation Attn.: City Contracts Administrator, Purchasing

(For U.S. Postal Service delivery) P.O. Box 145455 Salt Lake City, UT 84114-5455 Or:

(By E-mail)

@slc.gov

With a copy to:

City: Salt Lake City Corporation Attn.:

(For U.S. Postal Service delivery) P.O. Box 14____ Salt Lake City, UT 84114-____

-OR-

Email address

Contractor: Ø Attention:

15. This Agreement may be assigned by either party but only with the prior written consent of the other party.

16. Contractor's obligations are solely to City and City’s obligations are solely to Contractor. This Agreement shall confer no third-party rights whatsoever.

17. Contractor certifies that it is not presently nor has ever been debarred, suspended, proposed for debarment, or declared ineligible by any governmental department or agency, whether international, national, state, or local. Contractor must notify City’s Contracts Administrator within thirty (30) days if Contractor has been debarred, suspended, proposed for debarment, declared ineligible, or involuntarily excluded from participation in any contract by any governmental entity during this Agreement.

18. This Agreement embodies the entire Agreement between the parties relating to the subject matter of this Agreement and shall not be altered except in writing signed by both an authorized representative of Contractor and by City’s Mayor or the Mayor’s designee. The terms of this Agreement shall supersede any additional or conflicting terms or provisions that may be set forth or printed on Contractor’s work plans, cost estimate forms, receiving tickets, invoices, or any other related standard forms or documents of Contractor that may subsequently be used to implement, record, or invoice services hereunder from time to time, even if such standard forms or documents have been signed or initialed by a representative of City. The intent of the parties is that the terms of this Agreement shall prevail in any dispute between the terms of this Agreement and the terms printed on any such standard forms or documents, and such standard forms or documents shall not be considered written amendments of this Agreement.

19. This Agreement shall be enforced in and governed by the laws of the state of Utah.

(Signature page follows)

The parties are signing this Agreement as of the date stated in the introductory clause.

ATTEST AND COUNTERSIGN

City Recorder

APPROVED AS TO FORM

Salt Lake City Attorney’s Office

Sign:

Name:

SALT LAKE CITY CORPORATION

By:

Title:

Ø

By:

Name:

Title:

EXHIBIT “A”

SCOPE OF WORK

TIRE RECAPPING & RELATED SERVICES

RESPONSIBILITIES OF CONTRACTOR

The responsibilities of Contractor include, but shall not be limited to, the following:

A. TIRE RECAP – TECHNICAL SPECIFICATION

Contractor shall recap radial 315/80R22.5 and 11R22.5 casings with cold cap as follows:

1. Contractor shall ensure that the read design used is regional Traction, Regional Rib, Drive Position Waste, or city’s Fleet Management approved equal.

2. 315/80R22.5 Drive Position Waste tire shall have a minimum of a 250mm width contact surface, with a tread depth not less than 32/32. 11R22.5 Drive Position Waste tire shall have a minimum of a 9.5” contact surface with a 26/32 tread depth.

3. Tires must be scrub and impact resistant with cleaning grooves and a built-in depth gauge to visually show 50% wear.

4. Contractor shall perform any required casing preparation, spot repair or section repairs required.

5. Contractor shall ensure that any non-City casing used is a major brand such as Michelin, Goodyear, Bridgestone, Continental or General.

6. Contractor shall ensure that no casing is capped more than five (5) times.

7. Contractor shall use Oliver brand recapping rubber product, or a city approved equal.

8. Contractor casing inspection shall be performed with non-destructive analysis equipment, in addition to visual inspection.

9. All recapping shall be done by the Contractor or, if subcontracting, a recapping facility pre-approved by City in writing prior to use.

10. All of Contractor’s tire technicians shall be TIA certified.

B. TIRE RECAP PERFORMANCE SPECIFICATION

1. Guarantee against defects.

Recapped tires shall be guaranteed against defects in materials and workmanship for the tread life of the tire. For purposes of this provision, “tread life” shall be defined as the period of wear between the original depth and when the remaining read depth measures 4/32 inch. Tread depth shall be measured at three points within each tire groove and equally spaced around the circumference of the tire and the results averaged.

Charges for ties failing before 25% of the original tread is worn shall be refunded at the full recap cost.

Tires failing after 25% of the original tread is worn shall be repaired or recapped (as appropriate_ at a prorated contract rate. The prorated charges shall be determined by measuring the remaining read depth in excess of 4/32”, The ratio shall then be applied to the contract price to establish the fee for the new recap.

2. Longevity Guarantee Tread life of the recap tire shall last 12,000 miles. For the purposes of this provision, “tread life” shall be defined as the period of wear between the original depth and when the remaining tread depth measures 4/32 inch. Tread depth shall be measured at three points within each tire groove and equally spaced around the circumference of the tire and the results averaged. Charges for ties wearing out prior to the 12,000 mile standard will be prorated by cost per mile.

Example: Recap tire costs $200.00. the 12,000 mile cost is $0.0166 per mile. The tire wears down as specified above after 9,000 miles. The prorated credit towards the replacement tire shall be 3,000 miles x $0.0166 = $49.80

C. TIRE RECAP STORAGE, PICK-UP, and DELIVERY

1. Contractor shall pick up casings from the City Fleet Management Shop located at 1990 West 500 South in Salt Lake City within one business day following request from City.

2. Contractor shall pick up casings when replacing worn recaps at City site. Contractor shall have casings recapped within a maximum of three (3) working days. Contractor will then *store the recapped tires at their site for City use when needed. Contractor’s service department will bring City recaps with service technician when replacing tires at City Site.

*It is anticipated that Contractor shall store sufficient quantities of City’s recapped tires to service two (2) trucks in order to help lessen any wait times if demand stats to exceed quantities on hand.

3. Contractor shall use City casing unless casing is non-recappable. Contractor shall dispose of all non-recappable casings and supply records of non-recappable casings to the City Fleet Management designee.

D. TIRE REPAIR SERVICES

Contractor shall provide tire repair services for light, medium and heavy trucks and heavy equipment on an “an-needed” basis. Repairs shall be performed primarily at: City’s Fleet Shop, sometimes at a City job site, or occasionally at Contractor’s facility as directed by City.

E. TIRE REPAIR OR REPLACEMENT RESPONSE TIME

Contractor shall provide 24/7 call-out service for tire repair or replacement. Contractor will adhere to the following response times;

1. Contractor will respond and be on site within 30 minutes for road-side service.

2. Contractor will respond (start the repair) within 30 minutes of arrival for a repair or replacement at Contractor’s place of business.

3. Contractor will respond and be on site within 1.5 hours for any non-emergency repair or replacement at the City Fleet Shop site.

4. Contractor will retain an adequate number of service vehicles to maintain the requested minimum response times above. During the summer months and other peak maintenance months repair service calls are frequently on daily basis. In the winter call outs of 1 or 2 per week are expected.

F. ALIGNMENT SERVICES

Contractor shall perform alignments on vehicles and trucks upon request. Contractor shall, in most cases, pick up vehicle, perform services at Contractor’s place of business, and deliver vehicle back to City’s Fleet Shop.

G. DISPOSAL SERVICES

Contractor shall be responsible for the disposal of City ties that are no longer fit for use on an on-going basis as repairs and replacement services are provided to City and will respond to calls for the pick-up of multiple tires when requested by City. Tires shall be disposed of in accordance to all applicable environmental guidelines.

H. FLEET TIRE SURVEY

Contractor shall provide “Fleet Tire Surveys” at the City’s Fleet Shop location each week surveying a minimum of five (5) vehicles per week. All surveys shall list and include:

1. Date of Survey

2. Unit number of each piece of equipment surveyed.

3. Check all tire pressures and adjust to manufacturer’s recommendations.

4. Check and record tread depth of all tires per unit.

5. Check condition of all tires per unit.

6. Check sidewall condition of all tires per unit.

7. Record Contractor’s recommendations.

I. GENERAL SERVICE REQUIREMENTS

1. Contractor shall use high quality materials and workmanship in performing all services.

2. Contractor shall provide sufficient personnel to accomplish the required services as scheduled. All personnel shall be skilled in the various tasks assigned to them.

3. Contractor warrants that products furnished conform to the specified requirements and are of good merchantable quality and suitable for the purpose intended.

4. Contractor shall warrant tire repair services (not related to the production of recapped tires) to the extent the resulting work product shall remain functional and in good order for a minimum of one (1) year from the date of acceptance. The date of acceptance shall be defined as the dated of the final payment for the work. Recapped ties shall be guaranteed as stated in II-B above.

5. Contractor shall guarantee that all services meet Federal Specification ZZ-T-441H, as recommended by the EPA. If contractor does not meet such specification, then documentation must be submitted to City and show the reason (specific costs differences that are prohibitive, etc.)

J. Biweekly after business hours yard check – “in yard” tire inspections to document any repairs that may be needed. Contractor shall provide photo of asses number and as well as repair needed prior to making any repairs. On the next business day, Contractor shall request a work order from City’s Fleet Shop for each asset documented as needing repair and upon receipt of the work order from Fleet, shall repair the asset(s) in accordance with the work order.

K. After business hours in yard tire rotation – Contractor shall request a work order from city’s Fleet Shop to authorize tire rotations on vehicles to extend the longevity of the tires based upon Fleet tire rotation program. Upon receipt of approval, Contractor shall perform the tire rotations authorized.

EXHIBIT “B”

PRICE SCHEDULE

TIRE RECAPPING & RELATED SERVICES

I. GENERAL

A. Prices stated include all costs associated with the performance of the services specified, including materials, supervision, labor, insurance, transportation, delivery, fuel or other surcharges, demurrage, and related costs. No other charges shall be allowed. All prices and fees are stated in U.S. dollars.

B. City is exempt from sales, use, and federal excise taxes on these products and services. Exemption certificates shall be furnished upon request.

C. Prices and/or discount percentages stated shall be firm for the full term of this Agreement, including any renewal terms.

---OR---

C. Prices stated shall be firm for the first ___ years of this Agreement. Requests for price adjustment thereafter shall follow the requirements specified in Paragraph III, Price Adjustment. Any stated discount percentages shall be firm for the full term of this Agreement, including any renewal terms.

II. PRICING FEES

To be completed upon award of contract.

III. PRICE ADJUSTMENT.

Prices stated are firm for the initial _-year term of this Agreement. If this Agreement is extended for additional periods, price adjustments may be made; however, any request for a price adjustment shall be made at least thirty (30) days before the beginning date of the contract renewal period. Contractor may calculate and make a written request to City that the prices for the next renewal year be increased by the lesser of three percent (3%) or the percentage increase, if any, in the latest published Producers Price Index (“PPI”), published by the Bureau of Labor Statistics of the US Federal Government for the most recent twelve (12) month period, and City shall respond to such request. Price adjustment requests received at least 30 days before the beginning date of any subsequent contract year may become effective on the beginning date of the next contract year and price adjustment requests received fewer than 30 days before the beginning date of the next contract year may, at City’s discretion, become effective 30 days after City’s receipt of the price adjustment request. If publication of said PPI index should cease, such percentage increase shall be determined by reference to a similar index, or as agreed upon by the parties. Contractor shall send all requests for price adjustment to the City Contracts Administrator at the address listed in Section 14 (Notices) of this Agreement.

IV. INVOICING AND PAYMENT

City shall pay Contractor for all products and services provided by Contractor pursuant to this Agreement. Contractor shall submit a written invoice, for services rendered and City shall pay the invoiced fee within thirty (30) days after receipt of the invoice by City. Contractor shall list the City contract number on all invoices, quotes, correspondence, and documentation relating to this contract.

Salt Lake City prefers a paperless invoice and payment process. Include the contract number on all invoices and email invoices for this agreement to: ______________________@slc.gov.

If unable to email invoices, mail the paper invoice to:

Salt Lake City Corporation £, Attn.:

P.O. Box ______ Salt Lake City, UT 84114-____