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HomeMy WebLinkAboutResolution - 2015-R0245 - Contract - Lubbock Radio Paging Inc - After-Hours Answering Services - 08/13/2015No. 2015-RO245 No. 6.11 August 13, 2015 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT City of Lubbock Invitation to Bid No. ITB 15-12365-DGB / Contract 12365 is awarded to Lubbock Radio Paging, Inc., d/b/a Stenocall, for after-hours answering services for Animal Services, with the option of adding additional departments, and further THAT the Mayor of the City of Lubbock is authorized and directed to execute, for and on behalf of the City of 'Lubbock, a contract for said activities with Lubbock Radio Paging, Inc., d/b/a Stenocall, consistent with the terms of the bid submittal attached hereto and incorporated herein, in a form j acceptable to the City Attorney, and related documents. Passed by the City Council on August 13, 2015 ATTEST: Reb tcca Garza, City Secretary APPROVED AS TO CONTENT: Mark Y tivoo Assistant City Manager r:11aaWON MIXAM John C. f 4eq; A/�sistanj/Cjty Attorney 15.doc Resolution No. 2015-R0245 City of Lubbock, TX Contract for Services After -Hours Answering Services ITB 15-12365-DGB Contract 12365 THIS CONTRACT, made and entered into this 13th day of August, 2015, pursuant to a resolution heretofore adopted by the City of Lubbock, Texas, by and between the City of Lubbock ("City"), and Lubbock Radio Paging, Inc. dba Stenocall ("Contractor"). WHEREAS, the City of Lubbock duly advertised for bids for After -Hours 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 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 Answering Services specifically referred to as Item 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. The contract shall be for a term of two years, with the option of three, one year extensions, said date of term beginning upon formal approval. All stated quantities are approximations of usage during the time period to be covered by pricing established by this bid. Actual usage may be more or less. The City of Lubbock does not guarantee any specific amount of compensation, volume, minimum or maximum amount of services under this bid and resulting contract. 4. 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 cancelled contract to the next lowest and best bidder as it deems to be in the best interest of the city. SYurchaseBidDocs9M 15-12365-DGB, After -Hours Answering Services 5. 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. 6. The contractor shall obtain and maintain in full force and effect during the term of the contract, commercial general liability coverage with insurance carriers admitted to do business in the State of Texas. The insurance companies must carry a Best's Rating of A- VII or better. The policies will be written on an occurrence basis, subject to the following minimum limits of liability: TYPE AMOUNT General Liability $500,000 Commercial General Liability General Aggregate Professional Liability $500,000 General Aggregate The City of Lubbock shall be named as additional insured on General Liability on a primary and non-contributory basis, with a waiver of subrogation in favor of the City of Lubbock on all coverages. All copies of the Certificates of Insurance shall reference the project name or bid number for which the insurance is being supplied. Copies of all endorsements are required. The contractor will provide a Certificate of Insurance to the City as evidence of coverage. The certificate will provide 30 days notice of cancellation, and under the cancellation section, the wording "endeavor to" and "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives" will be crossed out. A copy of the additional insured endorsement attached to the policy will be included with the certificate. If at any time during the life of the contract or any extension, the contractor fails to maintain the required insurance in full force and effect, all work under the contract shall be discontinued S:Po haWllidl)=TM 15-12365-DGB. Afleo-Hou Aosv g Services immediately. Any failure to maintain the required insurance may be sufficient cause for the City to terminate the contract. 7. 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. 8. The City reserves the right to exercise any right or remedy available to it by law, contract, equity, or otherwise, including without limitation, the right to seek any and all forms of relief in a court of competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to exercising its unrestricted right to seek judicial remedy. The remedies set forth herein are cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict between this provision and another provision in, or related to, this document, this provision shall control. 9. At any time during the term of the contract, or thereafter, the City, or a duly authorized audit representative of the City or the State of Texas, at its expense and at reasonable times, reserves the right to audit Contractor's records and books relevant to all services provided to the City under this Contract. In the event such an audit by the City reveals any errors or overpayments by the City, Contractor shall refund the City the full amount of such overpayments within 30 days of such audit findings, or the City, at its option, reserves the right to deduct such amounts owing the City from any payments due Contractor. 10. All funds for payment by the City under this contract are subject to the availability of an annual appropriation for this purpose by the City. In the event of non -appropriation of funds by the City Council of the City of Lubbock for goods or services provided under the contract, the City will terminate the contract, without termination charge or other liability, on the last day of the then -current fiscal year or when the appropriation made for the then -current year for the goods or services covered by this contract is spent, whichever event occurs first. If at any time funds are not appropriated for the continuance of this contract, cancellation shall be accepted by the Seller on 30 days prior written notice, but failure to give such notice shall be of no effect and the City shall not be obligated under this contract beyond the date of termination. 11. The contractor shall not assign or sublet the contract, or any portion of the contract, without written consent from the Director of Purchasing and Contract Management. Should consent be given, the Contractor shall insure the Subcontractor or shall provide proof of insurance from the Subcontractor that complies with all contract Insurance requirements 12. This Contract consists of the following documents set forth herein; Invitation to Bid 15-12365- DGB General Conditions, Specifications, and the Bid Form. S:P.1.sJBidD.csJM 15-12365.DGB. Afte-Ho Ansering Services 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 Glen ertson, ayor ATTEST: Rebe ca Garza, City Secretary APPROVED AS TO CONTENT: Mark Yea ood, Msistant Ci Manager APPROVED AS TO John S:PurchudBidDces/r 15-12365-DGB, Mer -Hours ANuwedng Services CO TT OR BY Authorized Represen alive 3PI21 mAN14gCr— Title IS %J Aye- -Z-. L%66,cL, Ty 7�yo I Address BID FORM After -Hours Answering Services CITY OF LUBBOCK, TEXAS ITB 15-12365-DGB In compliance with the Invitation to Bid 15-12365-DGB, 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 15.12365-DGB is by reference incorporated in this contract. The Bid Forth must be completed in blue or black ink or by typewriter. ITEM QTY Approx. UNIT OF MEASURE DESCRIPTION (see bidspecifications .20) UNIT PRICE* BID Extended Cost 1. 1,700 Months Cost Per Call $ .so per, $ gs-6 0 6 PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of/.,net—calendar days. Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms will be NET THIRTY 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 net 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 Interlocal 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 in the space provided below i f 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 Frenship 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 University, West Texas Municipal Power Agency, Lynn County, and City of Wolfforth. YES NO —X • 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. City of Lubbock will not be responsible for another governmental entity's debts. Each governmental entity will order their own materials/service as needed. 5 Pu d sdBidDms/1TB 15 -12165 -DOB. Aflv.Ho Anmaina Smite, THIS BID IS SUBMITTED BY j% bt IcRAetic QAj.r ci:p GeeAorporation organized under the laws of the State of elf A S , or a partnership consisting of or an individual trading as of the City of L �' 60 C_k Address: 15 ►S &u2 -S v J City. L &IL, n e k —State: 1'% Zip_1r1 go 1 M:WBE: I I Woman I I Black American I I Native American Hispanic American f') By L.,A 5!!ir 6-I� - ►f Authorized Representative - must sign by hand Date Officer Name and Title: �Bfz40 -�A a ole -}n &,r Sta ►e i rnAN A3 e 4_- Please Print OG'titOZ o�l� Business Telephone Number ?0 b - —I �a 6 - z l'► vi —Fax: gp (, - G (, - V-118 E -Mail Address: ID e ct oL S S4EN ocp 11. Corr - FOR CITY USE ONLY Bid Form Item Number(s) Awarded to Above Named Firm/Individual: Date of Award by City Council (for bids over S50,000): Date P.O. Contract Issued: RETURN COMPLETED & SIGNED BID FORM ALONG WITH CITY OF LUBBOCK SPECIFICATIONS. LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE CLOSING DATE AND TIME, AND YOUR COMPANY NAME AND ADDRESS. 5 PurciuselBidDoe✓ITU 15-11365 DGB. Afta Hours Answ. g Scmi.p SPECIFICATIONS After -Hours Answering Services CITY OF LUBBOCK, TEXAS ITB 15-12365-DGB 1. The City of Lubbock is seeking after -hour call answering services 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 and Holidays — 24 hours a day 3. Calls Scope: A. Average monthly call intake total 1,700 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. 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. SPECIFICATIONS After -Hours Answering Services CITY OF LUBBOCK, TEXAS ITB 15-12365-DGB I. The City of Lubbock is seeking after -hour call answering services 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 and Holidays —24 hours a day 3. Calls Scope: A. Average monthly call intake total 1,700 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. 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. ITB 15-12365-DGB After Hours Answering Services Item Qty U/M 1 1,700 Each Ansv, City of Lubbock, TX After Hours Answering Services Bid Tabulation August 13, 2015 Lubbock Radio Paging, Inc dba Stenocall Answerlive, LLC No Bid Personalized Communications S:Wrthw.W.dDocOM 1512365 -MB After Hours A .,,wg SM. Cost Per Monthly Annual Location Call Cost Cost Lubbock, TX 0.5 850 10,200 Lubbock, TX 0.71 1207 14,484 Duncanville, TX