HomeMy WebLinkAbout14-28 Resolution No. 14-28
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
STRATHMORE COMPANY FOR PRINTING AND MAIL COORDINATION
SERVICES REGARDING THE ELGIN NEIGHBOR NEWSLETTER
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that Sean R. Stegall, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby
authorized and directed to execute an Agreement with Strathmore Company on behalf of the City
of Elgin for printing and mail coordination services regarding the Elgin Neighbor newsletter, a
copy of which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: March 19, 2014
Adopted: March 19, 2014
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/ Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 19thday of P "-k`' 2014, by and
between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as
"CITY") and The Strathmore Company, Illinois corporation (hereinafter referred to as
"CONSULTANT").
WHEREAS, the CITY desires to engage the CONSULTANT to furnish certain services
in connection with the Elgin Neighbor newsletter printing and mail coordination (hereinafter
referred to as the "PROJECT"); and
WHEREAS, the CONSULTANT represents that it has the necessary expertise and
experience to furnish such services upon the terms and conditions set forth herein below.
NOW, THEREFORE, it is hereby agreed by and between the CITY and the
CONSULTANT that the CITY does hereby retain the CONSULTANT for and in consideration
of the mutual promises and covenants contained herein, the sufficiency of which is hereby
acknowledged, to perform the services relating to the PROJECT as described herein, subject to
the following terms, conditions and stipulations:
1. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the City Manager of
the CITY, herein after referred to as the "DIRECTOR".
B. Print, sort and deliver to mail house or post-office five (5) full-color eight-page
newsletters to each address within the corporate limits of the city of Elgin.
C. A detailed Scope of Services is attached hereto and made a part hereof as
Attachment A.
2. SCHEDULE
The CONSULTANT shall complete the services to be provided pursuant to this
Agreement according to the project schedule attached hereto and made a part hereof as
Attachment B.
3. WORK PRODUCT
All work product prepared by the CONSULTANT pursuant hereto including, but not
limited to, reports, plans, designs, calculations, work drawings, studies, photographs,
models and recommendations shall be the property of the CITY and shall be delivered to
the CITY upon request of the DIRECTOR; provided, however, that the CONSULTANT
may retain copies of such work product for its records. CONSULTANT's execution of
this Agreement shall constitute CONSULTANT's conveyance and assignment of all
right, title and interest, including but not limited to any copyright interest, by the
CONSULTANT to the CITY of all such work product prepared by the CONSULTANT
pursuant to this Agreement. The CITY shall have the right either on its own or through
such other consultants as determined by the CITY to utilize and/or amend such work
product. Any such amendment to such work product shall be at the sole risk of the
CITY.
4. PAYMENTS TO THE CONSULTANT
A. For services provided the CONSULTANT shall be paid a total fee not to exceed
$20,000 regardless of the actual costs incurred by the CONSULTANT unless
substantial modifications to the scope of the work are authorized in writing by the
DIRECTOR and approved by way of written amendment to this Agreement
executed by the parties.
B. For any outside services provided by other firms or subcontractors, the
CONSULTANT shall provide invoices to the CITY, which invoices for such
outside services shall be paid by the CITY to the CONSULTANT; provided,
however, that any such fees for outside services shall be included into the no-to-
exceed total fee of$20,000 provided for in Section 4(A) hereof In no event shall
the CITY be liable to CONSULTANT, either directly or indirectly for any fees or
damages or any cumulative combination thereof for an amount in excess of the
aforementioned $20,000 cap for any reason.
C. The CITY shall make periodic payments to the CONSULTANT based upon
actual progress within thirty (30) days after receipt and approval of invoice. Said
periodic payments to the CONSULTANT shall not be made until the task is
completed and accepted by the DIRECTOR.
5. INVOICES
A. The CONSULTANT shall submit invoices in a format approved by the CITY.
B. The CONSULTANT shall maintain records showing actual time devoted and cost
incurred. The CONSULTANT shall permit the authorized representative of the
CITY to inspect and audit all data and records of the CONSULTANT for work
done under this Agreement. The CONSULTANT shall make these records
available at reasonable times during the Agreement period and for one (1) year
after termination of this Agreement.
6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof, the CITY may terminate this Agreement at
any time upon fifteen (15) days prior written notice to the CONSULTANT. In the event
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that this Agreement is so terminated, the CONSULTANT shall be paid for services
actually performed and reimbursable expenses actually incurred prior to the effective date
of such termination, except that reimbursement shall not exceed the task amounts set
forth under Paragraph 4 above.
7. TERM
This Agreement shall become effective as of the date the CONSULTANT is given a
notice to proceed and, unless terminated for cause or pursuant to Paragraph 6, shall be
deemed concluded on the date the CITY determines that all of the CONSULTANT's
work under this Agreement is completed. A determination of completion shall not
constitute a waiver of any rights or claims which the CITY may have or thereafter
acquire with respect to any term or provision of this Agreement.
8. NOTICE OF CLAIM
If the CONSULTANT wishes to make a claim for additional compensation as a result of
action taken by the CITY, the CONSULTANT shall give written notice of its claim and
amount thereof within fifteen (15) days after occurrence of such action. No claim for
additional compensation shall be valid unless so made. Any changes in the
CONSULTANT's fee shall be valid only to the extent that such changes are approved in
writing and signed by the CITY and the CONSULTANT. Regardless of the decision of
the DIRECTOR relative to a claim submitted by the CONSULTANT, all work required
under this Agreement as determined by the DIRECTOR shall proceed without
interruption.
9. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement, such violation or breach
shall be deemed to constitute a default, and the other party has the right to seek such
administrative, contractual or legal remedies as may be suitable to the violation or breach;
and, in addition, if either party, by reason of any default, fails within fifteen (15) days
after notice thereof by the other party to comply with the conditions of the Agreement,
the other party may terminate this Agreement. Notwithstanding the foregoing, or
anything else to the contrary in this Agreement, with the sole exception of an action to
recover the monies the CITY has agreed to pay to the CONSULTANT pursuant to
Paragraph 4 hereof, no action shall be commenced by the CONSULTANT against the
CITY for monetary damages. CONSULTANT hereby further waives any and all claims
or rights to interest on money claimed to be due pursuant to this Agreement, and waives
any and all such rights to interest which it claims it may otherwise be entitled pursuant to
law, including, but not limited to, the Local Government Prompt Payment Act (50 ILCS
501/1, et seq.), as amended, or the Illinois Interest Act (815 ILCS 205/1, et seq.), as
amended. The parties hereto further agree that any action by the CONSULTANT arising
out of this Agreement must be filed within one year of the date the alleged cause of
action arose or the same will be time-barred. The provisions of this paragraph shall
survive any expiration, completion and/or termination of this Agreement.
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10. INDEMNIFICATION
To the fullest extent permitted by law, CONSULTANT agrees to and shall indemnify,
defend and hold harmless the CITY, its officers, employees, agents, boards and
commissions from and against any and all claims, suits,judgments, costs, attorneys fees,
damages or other relief, including, but not limited to, workers' compensation claims, in
any way resulting from or arising out of negligent actions or omissions of the
CONSULTANT in connection herewith, including negligence or omissions of employees
or agents of the CONSULTANT arising out of the performance of this Agreement. In the
event of any action against the CITY, its officers, employees, agents, boards or
commissions, covered by the foregoing duty to indemnify, defend and hold harmless such
action shall be defended by legal counsel of the CITY's choosing. The provisions of this
paragraph shall survive any expiration, completion and/or termination of this Agreement.
11. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged personally
or held contractually liable under any term or provision of this Agreement or because of
their execution, approval or attempted execution of this Agreement.
12. INSURANCE
A. Comprehensive Liability. The CONSULTANT shall provide, pay for and
maintain in effect, during the term of this Agreement, a policy of comprehensive
general liability insurance with limits of at least $1,000,000 aggregate for bodily
injury and $1,000,000 aggregate for property damage.
The CONSULTANT shall deliver to the DIRECTOR a Certificate of Insurance
naming the CITY as additional insured. The policy shall not be modified or
terminated without thirty (30) days prior written notice to the DIRECTOR.
The Certificate of Insurance shall include the contractual obligation assumed by
the CONSULTANT under Paragraph 10 entitled "Indemnification".
This insurance shall be primary and non-contributory to any other insurance or
self-insurance programs afforded to the CITY. There shall be no endorsement or
modification of this insurance to make it excess over other available insurance.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability
Insurance covering all owned, non-owned and hired motor vehicles with limits of
not less than $500,000 per occurrence for bodily injury and/or property damage.
C. Combined Single Limit Policy. The requirements for insurance coverage for the
general liability and auto exposures may be met with a combined single limit of
$1,000,000 per occurrence subject to a $1,000,000 aggregate.
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13. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement, there shall
be no discrimination against any employee or applicant for employment because of sex,
age, race, color, creed, national origin, marital status, of the presence of any sensory,
mental or physical handicap, unless based upon a bona fide occupational qualification,
and this requirement shall apply to, but not be limited to, the following: employment
advertising, layoff or termination, rates of pay or other forms of compensation and
selection for training, including apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit of any
services or activities made possible by or resulting from this Agreement on the grounds
of sex, race, color, creed, national origin, age except minimum age and retirement
provisions, marital status or the presence of any sensory, mental or physical handicap.
Any violation of this provision shall be considered a violation of a material provision of
this Agreement and shall be grounds for cancellation, termination or suspension, in whole
or in part, of the Agreement by the CITY.
14. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors
and the assigns of the parties hereto; provided, however, that no assignment shall be
made without the prior written consent of the CITY.
15. DELEGATIONS AND SUBCONTRACTORS
Any assignment, delegation or subcontracting shall be subject to all the terms, conditions
and other provisions of this Agreement and the CONSULTANT shall remain liable to the
CITY with respect to each and every item, condition and other provision hereof to the
same extent that the CONSULTANT would have been obligated if it had done the work
itself and no assignment, delegation or subcontract had been made. Any proposed
subcontractor shall require the CITY's advanced written approval.
16. NO CO-PARTNERSHIP OR AGENCY
This Agreement shall not be construed so as to create a partnership, joint venture,
employment or other agency relationship between the parties hereto.
17. SEVERABILITY
The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or
other provision of this Agreement, or any portion thereof, shall be held to be void or
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otherwise unenforceable, all other portions of this Agreement shall remain in full force
and effect.
18. HEADINGS
The headings of the several paragraphs of this Agreement are inserted only as a matter of
convenience and for reference and in no way are they intended to define, limit or describe
the scope of intent of any provision of this Agreement, nor shall they be construed to
affect in any manner the terms and provisions hereof or the interpretation or construction
thereof.
19. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on the
subject matter hereof and may not be changed, modified, discharged or extended except
by written amendment duly executed by the parties. Each party agrees that no
representations or warranties shall be binding upon the other party unless expressed in
writing herein or in a duly executed amendment hereof, or change order as herein
provided.
20. APPLICABLE LAW
This Agreement shall be deemed to have been made in, and shall be construed in
accordance with the laws of the State of Illinois. Venue for the resolution of any disputes
or the enforcement of any rights pursuant to this Agreement shall be in the Circuit Court
of Kane County, Illinois.
21. NEWS RELEASES
The CONSULTANT may not issue any news releases without prior approval from the
DIRECTOR, nor will the CONSULTANT make public proposals developed under this
Agreement without prior written approval from the DIRECTOR prior to said
documentation becoming matters of public record.
22. COOPERATION WITH OTHER CONSULTANTS
The CONSULTANT shall cooperate with any other consultants in the CITY's employ or
any work associated with the PROJECT.
23. INTERFERENCE WITH PUBLIC CONTRACTING
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The CONSULTANT certifies hereby that it is not barred from bidding on this contract as
a result of a violation of 720 ILCS 5/33E et seq. or any similar state or federal statute
regarding bid rigging.
24. SEXUAL HARASSMENT
As a condition of this Agreement, the CONSULTANT shall have written sexual
harassment policies that include, at a minimum, the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment,utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse, investigative and complaint process available through the
Illinois Department of Human Rights, and the Illinois Human Rights
Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights
Act.
A copy of the policies shall be provided by CONSULTANT to the Department of Human
Rights upon request 775 ILCS 5/2-105.
25. WRITTEN COMMUNICATIONS
All recommendations and other communications by the CONSULTANT to the
DIRECTOR and to other participants which may affect cost or time of completion, shall
be made or confirmed in writing. The DIRECTOR may also require other
recommendations and communications by the CONSULTANT be made or confirmed in
writing.
26. NOTICES
All notices, reports and documents required under this Agreement shall be in writing and
shall be mailed by First Class Mail, postage prepaid, addressed as follows:
A. As to the CITY:
Sean R. Stegall
City Manager
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City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to the CONSULTANT:
Jack Tinney
The Strathmore Company
2000 Gary Lane
Geneva, Illinois 60134
27. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this AGREEMENT it is expressly agreed and
understood that in connection with the performance of this AGREEMENT that the
CONSULTANT shall comply with all applicable federal, state, city and other
requirements of law, including, but not limited to, any applicable requirements regarding
prevailing wages, minimum wage, workplace safety and legal status of employees.
Without limiting the foregoing, CONSULTANT hereby certifies, represents and warrants
to the CITY that all CONSULTANT's employees and/or agents who will be providing
products and/or services with respect to this AGREEMENT shall be legal residents of the
United States. CONSULTANT shall also at its expense secure all permits and licenses,
pay all charges and fees and give all notices necessary and incident to the due and lawful
prosecution of the work, and/or the products and/or services to be provided for in this
AGREEMENT. The CITY shall have the right to audit any records in the possession or
control of the CONSULTANT to determine CONSULTANT's compliance with the
provisions of this paragraph. In the event the CITY proceeds with such an audit the
CONSULTANT shall make available to the CITY the CONSULTANT's relevant records
at no cost to the CITY. CONSULTANT shall pay any and all costs associated with any
such audit.
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IN WITNESS WHEREOF, the parties hereto have entered into and executed this
agreement effective as of the date and year first written above.
CITY OF ELGI - /f
By: ■/ 4
Sean Stegall, City Manager
Aft t:
City Clerk
CONSULTANT:
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F:\Legal Dept\Agreement\Consultant Agreement-Marketplace Media Group LLC-10-4-12.docx
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ATTACHMENT A
SCOPE OF SERVICES
"Elgin Neighbor Newsletter Design Services"
A. Printing needs for term of contract:
• Issues:
o Five (5), 4/4-color issues per year, with one-full color proof to be approved by
CITY prior to printing commencing
• Copies:44,000 per issue
• Paper: Gloss; 80# paper
• Format: 11" x 17" flat size, 8%2" x 11" finished size
• Pages: Eight (8) 4/4-color; full bleed
• Ink: Standard
• Bindery:Trim, fold and stitch
Time is of the essence of this agreement. To achieve a timely release for each quarterly issue,
CONSULTANT shall strictly adhere to the project schedule attached to the project schedule
attached hereto as Attachment B and to any other written schedules provided by the CITY from
time to time which includes postage cost estimates, printing, stitching,fulfillment, sorting per
mail routes and delivery of the finished product to two city of Elgin post offices or other
distribution center. All printing services shall be completed and provided within five business
days of submission by the CITY.
Extra copies—above what is needed to deliver to each address in Elgin—will be delivered to
City Hall, 150 Dexter Court, Elgin IL 60120 for use at city facilities.
Consultant Costs:
Design & Layout Printing (Standard
Issue Option)
Spring N/A $4,000
Summer N/A $4,000
Fall N/A $4,000
Winter N/A $4,000
Fifth Issue N/A $4,000
GRAND TOTAL (5 Issues) $20,000
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ATTACHMENT B
PROJECT SCHEDULE
Issue Design Complete Printing Complete Mailing Date
Issue #1 — Spring March 2014 March 2014 April 2014
Issue #2— Summer May May 2014 June 2014
Issue #3 —Fall July 2014 July 2014 August 2014
Issue #4—Winter September 2014 October 2014 October 2014
Issue #5 -Budget December 2014 January 2015 January 2015