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HomeMy WebLinkAboutResolution - 2013-R0044 - Contract - Dailey & Wells Communications Inc.- Two-Way Radio System Upgrade - 01/31/2013Resolution N0. 2013-R0044 January 31, 2013 Item No. 5.27 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. 11004 for two-way radio system upgrade, by and between the City of Lubbock and Dailey & Wells Communications, Inc. of San Antonio, 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 January 31, 2013 ATTEST: _f� . t-0--1 ec' - RebecLa Garza, City Secret APPROVED AS TO CONTENT: Mark earw d, Assistant City Manager Chief Information Officer APPROVED -AS TO FORM: Chad Weaver, Assistant City Attorney vwxcdocs./RES.Contract-Dailey & Wells December 18, 2012 Resolution N0. 2013-R0044 CONTRACT 11004 STATE OF TEXAS COUNTY OF LUBBOCK TWO-WAY RADIO SYSTEM UPGRADE CONTRACT This contract is for the upgrade of the current EDACS trunked radio system and migration to a P25 digital trunked radio system. This contract will become effective upon the concurrence between the City of Lubbock, (City), a municipal corporation, and Dailey and Wells Communications, Inc. (Contractor). WITNESSETH WHEREAS, the City requires Contractor to provide Phase 1 of a P25 trunked radio system upgrade for the City of Lubbock as described in Exhibit A - Cost Proposal, Exhibit B — Statement of Work and Equipment Detail List (a copy of which is incorporated by reference as if fully set forth), Exhibit C - Insurance Requirements and WHEREAS, the Contractor is an authorized Harris dealer; and NOW THEREFORE, for and in consideration of the terms, covenants and conditions set forth in this contract, the City and the Contractor hereby agree as follows: ARTICLE I TERM The contract shall be for the period required to manufacture, deliver, implement, and test the two-way radio system P25 upgrade. Upon satisfactory implementation, functional testing and acceptance by the City of Lubbock, this system upgrade contract will conclude. ARTICLE II COMPENSATION Contractor shall be paid in accordance with pricing in Exhibit A, attached hereto. ARTICLE III TERMINATION A. General. City may terminate this contract, for any reason, upon Thirty (30) days notice to Contractor in accordance with Article XI of this Contract. B. Termination and remedies. In the event the Contractor breaches any term and/or provision of this Contract the City shall be entitled to exercise any right or remedy available to it at law or equity, including without limitation, immediate termination of Two -Way Radio System Upgrade this Contract and assertion of action for damages and/or injunctive relief. The exercise of any right or remedy shall not preclude the concurrent or subsequent exercise of any other right or remedy and all other rights and remedies shall be cumulative. ARTICLE IV REPRESENTATIONS AND WARRANTIES A Existence. Contractor is a corporation duly organized, validly existing, and in good standing in the State of Texas. B. Corporate Power/Authorization. The Contractor represents that the corporate representative designated to execute this document on the Contractor's behalf has full and complete authority to bind the Contractor, and that he is vested through the corporate Bylaws to enter into this Agreement and to perform its duties under this Agreement. This Contract constitutes legal, valid, and binding obligations of the Contractor and is enforceable in accordance with the terms thereof. ARTICLE V SCOPE OF WORK A. General. Contractor responsibilities and City of Lubbock responsibilities are listed in Exhibits A, B and C. B. Except as provided herein, the Contractor agrees to assign to the CITY any warranty on equipment or software provided by the manufacturer or developer thereof. C. Contractor agrees to use its best effort to make all equipment in the detailed equipment list available to perform this contract, unless like equipment is substituted by the manufacturer. ARTICLE VI INDEMNITY Contractor shall indemnify, defend, and hold harmless the City, its agents, officials and employees, against all injuries, deaths, loss, damages, claims, patent claims, suits, liabilities, judgments, costs and expenses, which may arise or accrue against the City as a result of the award of this Contract, to the extent it is caused by the negligence or omission of the Contractor or its employees, or of the subcontractor or assignee or its employees. The Contractor shall, at its own expense, appear defend and pay all costs incurred by the City associated with the Claim, and, if any judgment shall be rendered against the City in any such action, the Contractor shall, at its own expenses, satisfy discharge of the same. The Contractor will have no indemnity liability for the negligence or fault of the City. Contractor expressly understands and agrees that any bond, if required by this Contract, or otherwise provided by Contractor, shall in no way limit the responsibility to indemnify and hold harmless the City as herein provided. Two -Way Radio System Upgrade 7 ARTICLE VII INDEPENDENT CONTRACTOR STATUS Contractor and City agree that Contractor shall perform the duties under this Contract as an independent contractor. The Contractor has the sole discretion to determine the manner in which the services are to be performed. The City reserves the right to request the a replacement of Project Manager and any other team member that the City fills that is not performing to the level of standards necessary for this project. ARTICLE VIII EMPLOYMENT OF AGENTS Contractor may employ or retain agents, consultants, subcontractors, or third parties, to perform certain duties of Contractor under this Contract, provided that Contractor is in no way relieved of any obligation under this Contract. ARTICLE IX COMPLIANCE WITH APPLICABLE LAWS Contractor shall comply with all applicable federal, state and local laws, statutes, ordinances, rules and regulations relating, in any way, manner or form, to the activities under this Contract, and any amendments thereto. ARTICLE X CONFIDENTIALITY Contractor shall retain all information received from or concerning the City and the City's business in strictest confidence and shall not reveal such information to third parties without prior written consent of the City, unless otherwise required by law. ARTICLE XI NOTICE A. General. Whenever notice from Contractor to City or City to Contractor is required or permitted by this Contract and no other method of notice is provided, such notice shall given by: (1) actual delivery of the written notice to the other party by hand: (2) facsimile, or other reasonable means (in which case such notice shall be effective upon delivery); or (3) by depositing the written notice in the United States mail, properly addressed to the other party at the address provided in this article, registered or certified mail, return receipt requested, in which case such notice shall be effective in the third business day after such notice is so deposited. B. Contractor's Address. Contractor's addresses and numbers for the purpose of placing this order or change orders: Attn: Richard Kirian Two -Way Radio System Upgrade 3 Director, New Mexico and West Texas Region Dailey -Wells Communication. Inc. 801 Piedra Vista NE Albuquerque, New Mexico 86123 Telephone: (505) 453-2029 Facsimile: (505) 292-1943 Toll Free: (888) 311-9832 E-mail: rkirianLi:DWComm.com or Attn: Jim Sawyer Director of Corporate Sales Dailey -Wells Communication 3440 E. Houston St. San Antonio, TX 78219 Telephone: (210) 893-6701 Facsimile: (210) 893-6702 E-mail: sawyer «,DWComm.com Purchase Orders Should be addressed to: Order Department Dailey -Wells Communications 3440 E. Houston St. San Antonio, Texas 78219 All Receivables Accounts Receivables Dailey -Wells Communications 3440 E. Houston St. San Antonio, Texas 78219 ARTICLE XII MISCELLANEOUS A. Captions. The captions for the articles and sections in this Contract are inserted in this Contract strictly for the parties' convenience in identifying the provisions to this Contract and shall not be given any effect in construing this Contract. B. Audit. Contractor shall provide access to its corporate books and records to the City. The City may audit, at its expense and during normal business hours, Contractor's books and records with respect to this Contract between the Contractor and City. Two -Way Radio System Upgrade 4 C. Records. Contractor shall maintain records that are necessary to substantiate services provided by the Contractor. D. Assignability. This Agreement may not be assigned by either party without the written consent of the other party. E. Successor and Assigns. This Contract binds and inures to the benefit of the City, Contractor, and their respective successors, legal representatives, and assigns. F. Construction and Venue. THIS CONTRACT SHALL BE GOVERNED BY AND CONSTRUED IN ACCORDANCE WITH THE LAWS OF THE STATE OF TEXAS. THE PARTIES HERETO IRREVOCABLY CONSENT TO THE EXCLUSIVE JURISDICTION AND VENUE OF THE COURTS OF THE STATE OF TEXAS, COUNTY OF LUBBOCK, FOR THE PURPOSES OF ALL LEGAL PROCEEDINGS ARISING OUT OF OR RELATING TO THIS CONTRACT OR THE ACTIONS THAT ARE CONTEMPLATED HEREBY. G. Severability. If any provision of this Contract is ever held to be invalid or ineffective by any court of competent jurisdiction with respect to any person or circumstances, the remainder of this Contract and the application of such provision to persons and/or circumstances, other than those with respect to which it is held invalid or ineffective, shall not be effected thereby. H. Amendment. No amendment, modification, or alteration of the terms of this Contract shall be binding unless such amendment, modification or alteration is in writing, dated subsequent to this Contract, and duly executed by the Contractor and City. I. Entire Agreement. This Contract, including Exhibits A, B and C hereto, contains the Entire Contract between the City and Contractor, and there are no other written or oral promises, conditions, warranties, or representations relating to or affecting the matters contemplated herein. J. 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 thirty (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. K. The City reserves the right to exercise any right or remedy 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 Two -Way Radio System Upgrade 5 exercised concurrently. To the extent of any conflict between this provision and another provision in, or related to, this document, this provision shall control. IN WITNESS WHEREOF, this Agreement is executed as of the Effective Date. CITY OF LUBBOCK obertson, Mayor ATTEST: [) 0 , , 4A Reb cca Garza, CitASecretar APPROVED AS TO CONTENT: 1�2� " MarkVearAod, Assistant City Manager` Chief Information Officer APP A _ TO FORM: Chad Weaver, Assistant City Attorney CONTRACTOR B uthorized Representative Print Name: Jim Sawyer Title: Director of Sales Two -Way Radio System Upgrade 6 EXHIBIT A COST PROPOSAL Two -Way Radio System Upgrade I��/�/�/S lubbiock City of Lubbock EDACS to P25 Migration Quote EXHIBIT A JIMANICKM Dailey Wells Communications is pleased to offer the City of Lubbock a complete migration path from your existing Harris EDACS system, to a Harris P251P Phase 2 Simulcast solution, which meets all of the City's communications needs in one package! In developing the proposed new P251P communications system for the City of Lubbock, Dailey Wells has taken into account, and exceeded, all critical design criteria expressed by the City. System coverage, interoperability, features / functions, fault tolerance / system redundancy, and complete system cost were all considered when developing the proposed system design. Features and Functions • All P251P Simulcast System Design! • A complete P251P Phase 2 System from initial installation! Includes all required Phase II features / licenses for all infrastructure equipment! • EDACS IP GATEWAY to allow seem -less communication between existing EDACS users and P25 users • Geographically separated Network Switching Server • BeOn Server allows connection of the City of Lubbock Radio System to Android Devices using a commercial Broadband Cellular Network or WiFi Network. Operational Advantages: • 100% Simulcast = No Manual Switching or Roaming between Sites • IP Gateway allows users on P25 to communicate with users on the existing EDACS system seamlessly (All Groups, All User IDs, All Emergencies) • Commercial "Off the Shelf' Network Components from Dell and Cisco. • Advanced Management and Alarm System allows for Easy Network Monitoring and Administration Financial Advantages: • No Cost P25 Phase II in the initial infrastructure migration purchase • No Cost BeOn Server and 25 BeOn terminal licenses • 2 -year warranty on Infrastructure and Terminals • IP Network Based Radio Network = Lower Maintenance & Non -Obsolescence. Terminal Trade-in DWC recognizes the City has invested money in P25 phase I radios, and is providing the City EDACS features and P25 Phase II features in the XG-75 portable with the trade in of a P7100 or P5100 radio. DWC is also providing P25 Phase II features in the M5300 mobile, with the trade in of a M7100 radio.) Dailey & Wells Communications Inc., Company Proprietary and Confidential EXHIBIT A COST PROPOSAL lubliock City of Lubbock EDACS to P25 Migration Quote Svstem Infrastructure Unarade PART DESCRIPTION PART NUMBER Qnty. UNIT SALE EXT. SALE EXT. SALE Prima NSC - VIDA Transcoder MANS-STD10 1 $277,913.99 $ 277,913.99 Secondary NSC MANS-SG6G 1 $205,222.43 $ 205,222.43 IP Gateway MAMS-NDF2M 1 $140,843.52 $ 140,843.52 P25 Simulcast Control Point CP-VCPP25-AC 1 $265,009.18 $ 265,009.18 P25 Simulcast TX Site Sunrise SC-VTXP25 1 $191,439.94 $ 191,439.94 Sunrise Antenna System DWCANT1 1 $ 35,590.37 $ 35,590.37 P25 Simulcast TX Site Sunset SC-VTXP25 1 $191,439.94 $ 191,439.94 Sunset Antenna System DWCANT2 1 $ 8,575.89 $ 8,575.89 RVM / RSM MANM-RSMPVM 1 $128,118.75 $ 128,118.75 BeOn Server and 25 Android Licenses BN-SV3E 1 $ - $ - SUB TOTAL $ 1,444,154.01 Terminal Uperades - Police & Fire PART DESCRIPTION PART NUMBER Qnty. UNIT SALE EXT. SALE M5300 Mobile - Fire Department MAMW-SDMXX 30 $ 3,386.27 $ 101,588.10 M5300 Mobile - Police Department MAMW-SDMXX 100 $ 3,386.27 $ 338,627.00 XG-75 Portable, Yellow - Fire Department EVXG-PF78Y 50 $ 3,138.76 $ 156,938.00 XG-75 Portable, Black - Police Department EVXG-PF78B 100 $ 2,925.01 $ 292,501.00 See note below regarding trade in special. SUB TOTAL $ 889,654.10 Svstem Services PART DESCRIPTION PART NUMBER I Qnty. I UNIT SALE I EXT. SALE Staging, Installation ,and Engineering Services SERVICES 1 $330,000.00 $ 330,000.00 SUB TOTAL $ 330,000.00 GRAND TOTAL $ 2,663,808.11 NOTE: • P25 Phase II is included on the initial 6 channels per site. • P25 and P25 Phase II provided at no charge with trade-in of existing P5100, P7100 and M7100 radios. • Radio Programming and Mobile Installations are not included. • P5100, P7100 and M7100 Trade-in program good for 2 years after receipt of Infrastructure order. • XG-75 Pricing Requires trade-in of P5100 or P7100 portable radio. • Terminals 2 year warranty • Terms: Milestone Payments based on Project Schedule • This quote does not include shipping charges. • Harris terminals certified for P25 Phase II: P7300, XG-75, XG-25, P5500, XG-100P, M7300, and Unity Mobile. Dailey & Wells Communications Inc., Company Proprietary and Confidential 1 2 7 EXHIBIT B STATEMENT OF WORK AND DETAILED EQUIPMENT LIST Two -Way Radio System Upgrade AN: 1=1kr=? IRR/S >lubbiock ®�.�. City of Lubbock EDACS to P25 Migration Quote Statement of Work Dailey Wells Communications (DWC) will stage, test, deliver and install the equipment stated in the Equipment List section of this document, with the exception of the Antenna and TTA equipment. An implementation and milestone payment schedule will be worked out between the City and DWC. Stagiu DWC will setup and test the proposed equipment in San Antonio. DWC will provide transportation and lodging for 2 City of Lubbock employees to travel to San Antonio and witness a functional demonstration of the system, prior to deployment in Lubbock. DWC will deliver the equipment to Lubbock and install it in each of the locations designated below. Municipal Square DWC responsibility: • Install the Primary NSC, EDACS IP Gateway, Network Management Server, and BeON equipment. To include: • Upgrade the IMC using the existing City of Lubbock FX software. • Configure the BeOn Server to work with the City designated Broadband data provider. City responsibility: • Provide a quantity of 2 —120 Volt, 30 Amp circuits for the installed equipment. • Provide Ethernet Layer 2 Connectivity from Municipal Square, Sunrise Tower, Sunset Tower, and the Location of the backup NSS (DataCenter.) • Internet Connectivity for the BeOn Server. • Provide Space in the IMC for 4 Contiguous Card Slots to accommodate the EDACS IP Gateway equipment. Sunrise Site DWC responsibility: • Install the Simulcast Control Point and 6 Channel Transmit Site in the Sunrise Shelter. This will include: • Configure the MASTR V Stations • Cable to New Combiner • Cable New Combiner to existing unused TX #3 Coax • Cable Stations to Receiver Multicoupler • Connect to AC Power • Connect and Configure Network Backhaul from Municipal Square, Sunset Site, and DataCenter. • Provide the City with the antenna, tower top amplifier, and receiver multicoupler included in the equipment list. Dailey & Wells Communications Inc., Company Proprietary and Confidential /S lubbby& l City of Lubbock EDACS to P25 Migration Quote City Responsibility: • Install Bogner Antenna on the tower to replace TX Antenna #3. • Replace the connectors from the new Transmit Antenna to the new combiner with DIN connectors. (The connectors are included in the equipment list.) • Have Tower Top Amplifier and Receiver Multicoupler replaced with the devices included in the equipment list. • The equipment requires a quantity of 6 — 120 Volt 20 Amp circuits. This will power the control point and the transmit site equipment. • Provide Ethernet Layer 2 Connectivity from Municipal Square, Sunrise Tower, Sunset Tower, and the Location of the backup NSS (DataCenter.) Sunset Site DWC responsibility: • Install a 6 Channel Transmit Site in the Sunset Shelter. This will include: • Configure Stations • Cable Stations to existing Combiner • Retune existing combiner to new Simulcast Frequencies • Replace the N Connector junction on the combiner with the DIN Connector junction included on the equipment list. • Cable Stations to the existing Receiver Multicoupler • Connect the site to AC Power • Connect and Configure Network Backhaul from Municipal Square, Sunset Site, and DataCenter. • Provide the City with the antenna, tower top amplifier, and receiver multicoupler included in the equipment list. City Responsibility: • Have Bogner Antenna installed on Tower. • Replace the connectors from the Transmit Antenna to the combiner with DIN connectors. (The connectors are included in the equipment list.) • The equipment requires a quantity of 6 — 120 Volt 20 Amp circuits. This will power the control point and the transmit site equipment. • Provide Ethernet Layer 2 Connectivity from Municipal Square, Sunrise Tower, Sunset Tower, and the Location of the backup NSS (DataCenter.) Data Center DWC responsibility: • Install the Secondary NSC equipment. • Connect the Secondary NSC equipment to the City provided Layer 2 Network. Dailey & Wells Communications Inc., Company Proprietary and Confidential 4 ►RR/S lubb'ock - City of Lubbock EDACS to P25 Migration Quote City responsibility: Provide a quantity of 2 —120 Volt, 30 Amp circuits for the installed equipment. Provide Ethernet Layer 2 Connectivity from Municipal Square, Sunrise Tower, Sunset Tower, and the Location of the backup NSS (DataCenter.) Configuration DWC will work with the City to develop: • P25 Fleet Mapping • EDACS to P25 Unit and Group Mapping • Template Portable and Mobile Personality • Initial P25 Database Configuration Dailey & Wells Communications Inc., Company Proprietary and Confidential w O 3 cr C O m m L. 00 r4 G Ln ao a o a W Y V O J O CU H .m 4J C G1 _ �3 Q W G u G d 3 Z t m a 0000 t00000tootoLn1-0omctOmOw000po O O O O O N O 1n ul w %-i 0 1, 1, to O p tD N ri m O p O O O O O O O O Ln 0 00 0 N t` 00 m o 00 w' Ln to N m o0 w rn Ln p 0 0 0 uj vi Ln O rNi 000 .N -i .r -i M r n O N M N lwD Ol OMj aN-1 O O O M lD r I O (N 1, vA N r, n N' M r 4 0) tD 0) nj V) V) V) V) V) in V) V) in V) in V) V) V) V> V> V) V) V). 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LJ V' m O W mQ) Q) Q) :� e- :� e :� co co L tA co c aci w C� aci p w c m cco m Z w ci G U J U J C U J U J U J J Q (n V) L V) V1 (n (n (n G G Ln n E w > Y a 2 0000 C7 01 U' 0000 (D z 0 2 Y U 00 0 > to 00 Z o Z O Ln CA 0 CA Vt w 0 N Z Z Z O cc VZ) 'n z 0 Z O O W W LU NN > mcn3> g z z z z z z z z o a z z r > o T > 112 LL >a a a a a a a a a N N a a a a a, z z EXHIBIT C INSURANCE REQUIREMENTS SECTION A. Prior to the approval of this contract by the City, the Contractor shall furnish a completed Insurance Certificate to the City, which shall be completed by an agent authorized to bind the named underwriter(s) to the coverages, limits, and termination provisions shown thereon, and which shall furnish and contain all required information referenced or indicated thereon. THE CITY SHALL HAVE NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATES) HAVE BEEN DELIVERED TO THE CITY. INSURANCE COVERAGE REQUIRED SECTION B. The City reserves the right to review the insurance requirements of this section during the effective period of the contract and to require adjustment of insurance coverages and their limits when deemed necessary and prudent by the City based upon changes in statutory law, court decisions, or the claims history of the industry as well as the Contractor. SECTION C. Subject to the Contractor's right to maintain reasonable deductibles in such amounts as are approved by the City, the Contractor shall obtain and maintain in full force and effect for the duration of this contract, and any extension hereof, at Contractor's sole expense, insurance coverage written by companies approved by the State of Texas and acceptable to the City, in the following type(s) and amount(s): TYPE General Liability General Aggregate Product-Comp/Op Agg Contractual Liability Personal & Adv. Injury Automotive Liability Combined Single Limit Any Auto Workers Compensation and Employer's Liability and/or Occupational Medical & Disability AMOUNT Per Occurrence $1,000,000 $1,000,000 $1,000,000 The City of Lubbock shall be named as additional insured on Auto/General Liability on a primary and non-contributory basis with a waiver of subrogation in favor of the City on all coverage's. ADDITIONAL POLICY ENDORSEMENTS The City shall be entitled, upon request, and without expense, to receive copies of the policies and all endorsements thereto and may make any reasonable request for deletion, revision, or modification of particular policy terms, conditions, limitations, or exclusions (except where policy provisions are established by law or regulation binding upon either of the parties hereto or the underwriter of any of such policies). Upon such request by the City, the Contractor shall exercise reasonable efforts to accomplish such changes in policy coverages, and shall pay the cost thereof. REQUIRED PROVISIONS The Contractor agrees that with respect to the above required insurance, all insurance contracts and certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the following required provisions: a. Name the City of Lubbock and its officers, employees, and elected representatives as additional insured, (as the interest of each insured may appear) as to all applicable coverage; b. Provide for 30 days notice to the City for cancellation, nonrenewal, or material change; c. Provide for notice to the City at the address shown below by registered mail; d. The Contractor agrees to waive subrogation against the City of Lubbock, its officers, employees, and elected representatives for injuries, including death, property damage, or any other loss to the extent same may be covered by the proceeds of insurance; e. Provide that all provisions of this contract concerning liability, duty, and standard of care together with the indemnification provision, shall be underwritten by contractual liability coverage sufficient to include such obligations within applicable policies. f. All copies of the Certificates of Insurance shall reference the project name or proposal number for which the insurance is being supplied. NOTICES The Contractor shall notify the City in the event of any change in coverage and shall give such notices not less than 30 days prior the change, which notice must be accompanied by a replacement CERTIFICATE OF INSURANCE. All notices shall be given to the City at the following address: Marta Alvarez, Director of Purchasing & Contract Management City of Lubbock 1625 13`h Street, Room 204 Lubbock, Texas 79401 SECTION D. Approval, disapproval, or failure to act by the City regarding any insurance supplied by the Contractor shall not relieve the Contractor of full responsibility or liability for damages and accidents as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial of liability by the insurance company exonerate the Contractor from liability.