Loading...
HomeMy WebLinkAboutResolution - 2010-R0374 - Contract (No. 9648) Answering Service - Answer Live, LLC - 08_12_2010Resolution No. 2010-RO374 August 12, 2010 Item No. 5.35 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for and on behalf of the City of Lubbock, Contract No. 9648 for after hours answering service for select city departments, by and between the City of Lubbock and Answer Live, LLC of Lubbock, Texas, and related documents. Said Contract is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council on August 12, 2010 e - """ "V� TOM MARTIN, MAYOR ATTEST: Reber a Garza, City Secretary APPROVED AS TO CONTENT: F Mark earw , Assistant City Manager Chief Information Officer APPROVED AS TO FORM: had Weaver, Assistant City Attorney vwxcdocs/RES.Contract-Answer Live, LLC July 26, 2010 Resolution No. 2010—RO374 CITY OF LUBBOCK CONTRACT FOR SERVICES For After -Hours Telephone Answering Services ITB 10-014-DT Contract #9648 THIS CONTRACT, made and entered into this 12th day of August, 2010, pursuant to a resolution heretofore adopted by the City of Lubbock, Texas, by and between the City of Lubbock ("City"), and Answer Live, LLC of Lubbock, Texas ("Contractor"). WITNESSETH: WHEREAS, the City of Lubbock duly advertised for bids for After -Hours Telephone Answering Services and bids were received and duly opened as required by law; and WHEREAS, after careful consideration of the bid submitted by Contractor, the City of Lubbock has heretofore adopted a resolution authorizing the acceptance of such bid, and the execution, in the name of the City of Lubbock a contract with said Contractor covering the purchase and delivery of the said After -Hours Telephone Answering Services. NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well as the financial consideration hereinafter referred to, the parties hereby covenant and agree as follows: 1. In accordance with City's specifications and Contractor's bid, copies of which specifications and bid are attached hereto and made part hereof, Contractor will deliver to the City the After -Hours Telephone Answering Services specifically referred to as Item(s) No. 1 and more particularly described in the bid submitted by the Contractor or in the specifications attached hereto. 2. The City promises and agrees to employ, and does employ, the Contractor to cause to be done the work provided for in this Contract and to complete and finish the same according to the attached specifications, offer, and terms and conditions contained herein. The City agrees to pay the Contractor according to the payment schedule attached; said payment schedule does not include any applicable sales or use tax. 3. The Contractor shall perform the work according to the procedure outlined in the specifications and Invitation to Bid attached hereto and incorporated herein. 4. The contract shall be for two (2) year firm pricing, said date of term beginning upon City Council date of formal approval. This contract can be extended for an additional three (3) one year terms upon mutual agreement of both parties under the same terms and conditions. 5. Prices may be adjusted upward or downward at this time at a percentage not to exceed the effective change in Consumer Price Index (CPI) or Product Price Index (PPI), which ever is most appropriate for the specific contract for the previous 12-months at the City's discretion, the effective change rate shall be based on either the local or national index average rage for all items. If agreement cannot be reached, the contract is terminated at the end of the current contract period. 6. This contract shall remain in effect until the expiration date, performance of services ordered, or termination of by either party with a thirty (30) day written notice. Such written notice must state the reason for cancellation. The City of Lubbock reserves the right to award the canceled contract to the next lowest and best bidder as it deems to be in the best interest of the city. 7. Contractor shall at all times be an independent contractor and not an agent or representative of City with regard to performance of the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of City. In no event shall Contractor be authorized to enter into any agreement or undertaking for or on behalf of City. 8. Neither the City nor the Contractor shall assign, transfer or encumber any rights, duties or interests accruing from this Contract without the written consent of the other. 9. This Contract consists of the following documents set forth herein; Invitation to Bid 10-014-DT, General Conditions, Specifications, and the Bid Form. IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year first above written. Executed in triplicate. CITY OF LUBBOCK Tom Martin , Mayor ATTEST: Rebec a Garza, City Secretary APPROVED AS TO CONTENT: Mark Yea oo ,Chief Inform Son Officer APPRO�D 4TO F . Assistant City Attorney CONTRACTOR BY A 4 1 y ��1^ � Authorized Representative ma a_ol 2 r Title _ �l S (fin rlet S i� �/ �.wl�boc. 1 ?� Address --p `i 13 Resolution No. 2010—RO374 "REVISED" BID PORK After -Hours Telephone Answering Services CITY OF LUBBOCK, TEXAS ITB # 10-014-DT In compliance with the Invitation to Bid #10-014-DT, the undersigned Bidder having examined the Invitation to Bid and Specifications, and being familiar with the conditions to be met, hereby submits the following Bid for furnishing the material, equipment, labor and everything necessary for providing the items listed below and agrees to deliver said items at the locations and for the prices set forth on this form. The Invitation to Bid #10-014-DT is by reference incorporated in this contract. The Bid Form must be completed in blue or black ink or by typewriter. ITEM QTY Approx. UNIT OF MEASURE DESCRIPTION UNIT PRICE* BID Estimated Monthly Cost I. 1,700 Each After -Hours Call, per specifications herein. S` r $ 1,1 T" PAYMENT TERMS AND DISCOUNTS -Bidder offers a prompt payment discount of _X_%, net calendar days, Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms will be NET TH RTY DAYS. The City will pay the successful bidder within thirty days after the receipt of a correct invoice or after the date of acceptance, whichever event occurs later. Discounts for prompt payment requiring payment by the City within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days after the date of receipt by the City of a correct invoice or after the date of acceptance that meets contract requirements, whichever event occurs later. Discounts for payment in less than ten days will not be considered_ MOST FAVOURED PRICING: The Bidder certifies that the price quoted is not in excess of the lowest price charged anyone else, including its most favored customer, for like quality and quantity of the products/services; does not include an element of profit on the sale in excess of that normally obtained by the Bidder on the sale of products/services of like quality and quantity; and does not include any provision for discounts to selling agents. If at any time during the contract period, the supplier should sell or offer for sale to any other customer, an equal or less quantity of similar contract products of like or better quality, at a lower not price(s) than provided herein, supplier agrees to notify the City and sell same product(s) at the lower price(s) on all deliveries made during the period in which such lower price(s) is effective. INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental entities of the State of Texas, by mutual agreement with the successful bidder, and properly authorized interlocal purchasing agreements as provided for by the Jnterlocal Cooperation Act (Chapter 791, Government Code), the right to purchase the same services, at the prices quoted, for the period of this contract. Each bidder shall indicate on the Bid Form m the space provided below if he/she will honor Political Subdivision orders in addition to orders from the City of Lubbock. Should these other governmental entities decide to participate in this contract, would you (the bidder) agree that all terms, conditions, specifications, and pricing would apply? Other governmental entities that might have Interests in this contract are )irenship Independent School District, Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock Independent School District, South Plains Association of Governments, City Of Texarkana, Texas Tech Unive ►ty, West Texas Municipal Power Agency, Lynn County, and City of Wolffotth. Yl S s NO • If you (the bidder) checked YES, the following will apply: • Governmental entities utilizing Interlocal Agreements for Cooperative Purchasing with the City of Lubbock will be eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a result of this solicitation.. All purchases by governmental entities other than the City of Lubbock will be billed directly to that governmental entity and paid by that governmental entity. Cily of Lubbock will not be responsible for another governmental entity's debts. Each governmental entity will order their own materials/service as needed. 11/10/2009 18:53 6099217976 345 WITHERSPOON ST PAGE 01 rrB 41"14.pT,AW-Mows TalePlmne AnowNing S—IN-4 THIS Bio IS SUBMITTED BY l9 5wlar Lt ✓e, . LL-C-- a corporation organized under the laws of t the State of V 1 ��2 Y f11i (jam . of a pazu=hip consisting of �! 1f71►'z 00 klL� `�+1 ! i or an indl Viduai trading of rho City o Firm ,,., j + :f Address- .7i, UT I C5 cityt'k�Ut"1 �— state:_ woman Mack Amcrican Native American `41 1 Hispanic American � AsianPacific American { t ` 1Inuc Other (Specify) ) Officer Name and .Please Print Id Ila sign by hand V bati Busincss Telephone Nurnber bo a j� — Fax: bc)q - RQ L " `1 a Y9 FOR CITY USE ONLY Bid Foam item Nwnber(s) Awarded to Above }Named Firm4ndividusl: Date of Award by City Council (kr bids ov& 525,000): Date P.OJContract Issued: WMBeatVal.dac ITB 10-014-DT ADDENDUM #1 **REVISED** City of Lubbock, Texas Telephone Services Specifications for Call Answering Service November 3, 2009 1. The City of Lubbock is seeking after -hour call answering service for City of Lubbock departments. A. Currently the Animal Services department is the only department to have calls sent for delivery. B. The City has the right to add other departments as needed during the term of the contract. 2. Times need for call answering are: A. Weekdays — 5:00 p.m. to 8:00 a.m. B. Weekends — 24 hours a day 3. Calls Scope: A. Average monthly call intake total 1,670 calls. B. When calls are answered, the call taker will contact the appropriate City of Lubbock operating department to respond to citizen requests. C. No long distance or patch calls will be allowed. D. Calls will vary in length. Current average calls range up to three minutes depending on the call. E. A call constitutes incoming from the citizen, taking the information and paging the Animal Services contact person. 4. Vendor will: A. Provide staffing levels available to answer after-hours calls for the City of Lubbock. B. Provide ability to answer bilingual calls. C. Establish a redundancy plan to insure that minimal interruption of service occurs in the case of equipment failure, natural disasters, or other catastrophic events. D. Maintain multiple transmitter sights as well as generator battery backup. E. Provide to the City of Lubbock weekly and monthly call count management reports. F. Provide cost rate based on per call unit price.