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14-33 Resolution No. 14-33 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH B.M.K. VETERINARY ASSOCIATES, P.C. FOR ANIMAL SHELTER SERVICES BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Sean R. Stegall, City Manager, be and is hereby authorized and directed to execute an agreement on behalf of the City of Elgin with B.M.K. Veterinary Associates, P.C. for animal shelter services, 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 CITY OF ELGIN AGREEMENT FOR RFP: 13-067 for: Animal Shelter Services for Police Department This Agreement is made and entered into this 13th day of February, 2014 by and between the City of Elgin ("the CITY"), a municipal corporation organized and existing under the laws of the State of Illinois, and B.M.K. Veterinary Associates, P.C., which is incorporated in the state of Illinois and having a principal place of business at 1375 / 1355 N. Roselle Rd, Schaumburg, IL 60195 ("the CONTRACTOR"). ARTICLE I. DEFINITION. "THIS CONTRACT" as used herein shall mean this Agreement, including all documents referenced therein and the Contractor's proposal thereto incorporated by reference herein and made a part hereof. The CONTRACTOR agrees to provide the goods and/or services all in accordance with the proposal and pursuant to the terms and conditions described in Attachment A,attached hereto and made a part hereof. In the event there is a conflict between this Agreement and the proposal documents, this agreement and any attachments hereto shall control and supersede any such CONTRACTOR'S proposal or proposal documents. ARTICLE H. DURATION. This agreement shall terminate on December 31, 2017; provided, however, that in consideration of good and valuable additional consideration,the receipt and sufficiency of which is hereby acknowledged by the CONTRACTOR, the CITY shall have two (2) consecutive one-year options to renew this agreement under the terms and conditions provided for herein at the CITY'S sole discretion for the years 2018 and 2019 respectively. ARTICLE M. PAYMENT. The CITY shall pay CONTRACTOR according to the rates provided for herein at Attachment A and as may otherwise be provided for by THIS CONTRACT within 30 days of receipt of invoices from the CONTRACTOR; provided, however, that in no event shall the CITY pay the CONTRACTOR an amount in excess of a total amount of $180,000 for services provided in any calendar year without a written amendment to this agreement signed by both parties hereto. ARTICLE IV. TERMINATION. The following shall constitute events of default under THIS CONTRACT: a) any material misrepresentation made by the CONTRACTOR to the CITY, b) any failure by the CONTRACTOR to perform any of its obligations under THIS CONTRACT including, but not limited to, the following: (i) failure to commence performance of THIS CONTRACT at the time specified in THIS CONTRACT due to a reason or circumstance within the CONTRACTOR's reasonable control, (ii) failure to perform THIS CONTRACT with sufficient personnel and equipment or with sufficient material to ensure the completion of THIS CONTRACT within the specified time due to a reason or circumstance within the CONTRACTOR's reasonable control, (iii) failure to perform THIS CONTRACT in a manner reasonably satisfactory to the CITY, (iv) failure to promptly re-perform within reasonable time the services that were rejected by the CITY as erroneous or unsatisfactory, (v) failure to comply with a material term of THIS CONTRACT, including, but not limited to the Affirmative Action requirements, and(vi) any other acts specifically and expressly stated in THIS CONTRACT as constituting a basis for termination for cause. The CITY may terminate THIS CONTRACT for its convenience upon fourteen (14) days prior written notice. In the event of such termination by the CITY for its convenience, the CITY shall not be liable for any monetary damages, and shall only be required to pay for any services actually provided by the CONTRACTOR prior to the effective date of such termination under the terms and provisions of this agreement. ARTICLE V . DAMAGES. From any sums due to the CONTRACTOR for services, the CITY may keep for its own the whole or any part of the amount for expenses, losses and damages as directed by the Purchasing Director, incurred by the CITY as a consequence of procuring services as a result of any failure, omission or mistake of the CONTRACTOR in providing services as provided in THIS CONTRACT. ARTICLE VI. GOVERNING LAWS AND ORDINANCES. This CONTRACT is made subject to all the laws of the State of Illinois and the ordinances of the CITY and if any such clause herein does not conform to such laws or ordinances, such clause shall be void(the remainder of the contract shall not be affected) and the laws or ordinances shall be operative in lieu thereof. ARTICLE VII. AFFIRMATIVE ACTION. The CONTRACTOR will not discriminate against any employee or applicant for employment because of race, color, religion, sex, ancestry, national origin, place of birth, age or physical handicap which would not interfere with the efficient performance of the job in question. The CONTRACTOR will take affirmative action to comply with the provisions of Elgin Municipal Code Section 3.12.100 and will require any .122, 11Page Bidder lb -~ • subcontractor to submit to the CITY a written commitment to comply with those provisions. The CONTRACTOR will distribute copies of this commitment to all persons who participate in recruitment, screening, referral and selection of job applicants and prospective subcontractors. The CONTRACTOR agrees that the provisions of Chapter 3.12 of the Elgin Municipal Code, 1976, is hereby incorporated by reference,as if set out verbatim. ARTICLE VIII. ASSIGNABILITY. The CONTRACTOR shall not assign, sell or transfer any interest in THIS CONTRACT without prior written consent of the CITY. ARTICLE IX. AMENDMENTS. There shall be no modification of the CONTRACT, except in writing and executed with the same formalities of the original. ARTICLE X. NOTICES. Any notice given under this CONTRACT shall be in writing and shall be deemed to have been given when hand delivered or deposited in the U.S. mail, certified or registered, return receipt requested, addressed, if to CONTRACTOR, at the address set forth above to the attention of the project manager or undersigned representative, and if to the City,to the attention of the City Manager, 150 Dexter Court, Elgin, IL 60120 or to such other address and/or authorized representatives as either party shall designate in writing to the other in the manner herein provided. ARTICLE XI. INDEMNIFICATION. To the fullest extent permitted by law,Contractor agrees to and shall indemnify, defend and hold harmless the City, the Engineer, Engineer's consultants and the officers, employees, boards and commissions of each and any of them from and against any and all claims, suits, judgments, costs, attorneys' fees, damages or any and all other relief or liability arising out of or resulting from or through, or alleged to arise out of, any acts or negligent acts or omissions of Contractor or Contractor's officers, employees, agents or subcontractors in the performance of this agreement, or arising out of or in connection with litigation based on any mechanic's lien or other claims, suits,judgments and/or demands for damages by subcontractors. 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 City's choosing. In the event and to the extent that any legal work is performed by City's in-house legal counsel pursuant to the provisions of this section, City shall be reimbursed by Contractor for such legal work at the rate of$200 per hour,which rate Contractor hereby agrees and acknowledges to be a reasonable rate for such in-house attorneys' fees. The provisions of this paragraph shall survive any expiration and/or termination of this agreement. ARTICLE XII. PUBLICITY. The CONTRACTOR may not use, in any form or medium,the name of the City of Elgin for public advertising unless prior written permission is granted by the CITY. ARTICLE XIII. APPROPRIATIONS. The fiscal year of the CITY is the 12 month period ending December 31. The obligations of the CITY under any contract for any fiscal year are subject to and contingent upon the appropriation of funds sufficient to discharge the obligations which accrue in that fiscal year and authorization to spend such funds for the purposes of the contract. If, for any fiscal year during the term of the CONTRACT, sufficient funds for the discharge of the CITY'S obligations under the contract are not appropriated and authorized, then the CONTRACT shall terminate as of the last day of the preceding fiscal year, or when such appropriated and authorized funds are exhausted, whichever is later, without liability to the CITY for damages,penalties or other charges on account of such termination. ARTICLE XIV. NO AGENCY. This CONTRACT shall not be construed so as to create a joint venture, partnership, employment or other agency relationship between the parties hereto,except as may be specifically provided for herein. ARTICLE XV. CONFLICT. In the event of any conflict between the terms provided in any attachments hereto and the body of this CONTRACT,the terms and provisions of this CONTRACT shall control. ARTICLE XVI. ENTIRE AGREEMENT. This CONTRACT embodies the whole agreement of the parties. There shall be no promises, terms, conditions or obligations other than those contained therein; and this agreement shall supersede all previous communications,representations, or agreements,either verbal or written,between the parties. 2 II, ag Bidder�i� '/ ARTICLE XVII. COMPLIANCE WITH LAWS. Notwithstanding any other provision of this CONTRACT it is expressly agreed and understood that in connection with the performance of this CONTRACT that the CONTRACTOR 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, CONTRACTOR hereby certifies, represents and warrants to the CITY that all CONTRACTOR'S employees and/or agents who will be providing products and/or services with respect to this CONTRACT shall be legal residents of the United States. CONTRACTOR 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 CONTRACT. The CITY shall have the right to audit any records in the possession or control of the CONTRACTOR to determine CONTRACTOR'S compliance with the provisions of this section. In the event the CITY proceeds with such an audit the CONTRACTOR shall make available to the CITY the CONTRACTOR'S relevant records at no cost to the CITY. CONTRACTOR shall pay any and all costs associated with any such audit. Contractor hereby waives any and all claims to interest on money claimed to be due pursuant to this Agreement, and all such rights to interest to which it may otherwise be entitled pursuant to law, including, but not limited to, pursuant to the Local Government Prompt Payment Act, as amended(50 ILCS 505/1, et.seq), or the Illinois Interest Act as amended(815 ILCS 205/1, et.seq). Contractor shall not be entitled to and hereby waives,any and all rights that it might have to file suit or bring any cause of action or claim for damages against the City of Elgin and/or its affiliates, officers, employees, agents, attorneys, Boards and Commissions, of whatsoever nature and in whatsoever forum after two(2)years from the date of this Agreement The entity submitting this bid or proposal hereby warrants and represents that to the extent it may be applicable, it is registered with the Illinois Secretary of State's Office or has been incorporated in the State of Illinois; and such entity further hereby warrants and represents that it is in good standing in the state of its incorporation or organization. The person signing THIS CONTRACT certifies that s/he has been authorized by the CONTRACTOR to commit the CONTRACTOR contractual and has been authorized to execute THIS CONTRACT on its behalf. IN WITNESS WHEREOF the parties have hereto set their hands the day and year first above written. CONTRACTOR CITY OF ELGIN _144, Char!: Bulson Sean Stegall . Chief Operating Officer City Manager FEIN NO. ,, "5/U(p$w 3IPage Bidder Attachment A SERVICE YEAR 2014 SERVICE ELGIN COST CITIZEN COST Boarding per night $36.00 $36.00 Varies by Parasite Control Included Animal Vaccines-Dog(IF required) $15.65 $29.00 Vaccines-Cat(IF required) $11.50 $29.00 Varies by Euthanasia/Disposal Included Animal Microchip N/A $35.50 Registration N/A $27.00 Varies by Veterinarian Care Varies by Animal(20%disc) Animal SERVICE YEAR 2015 SERVICE ELGIN COST CITIZEN COST Boarding per night $37.45 $37.45 Varies by Parasite Control Included Animal Vaccines-Dog(IF required) $16.25 $30.15 Vaccines-Cat(IF required) $11.95 $30.15 Varies by Euthanasia/Disposal Included Animal Microchip N/A $36.90 Registration N/A $28.10 Varies by Veterinarian Care Varies by Animal(20%disc) Animal SERVICE YEAR 2016 SERVICE ELGIN COST CITIZEN COST Boarding per night $37.45 $37.45 Varies by Parasite Control Included Animal Vaccines-Dog(IF required) $16.25 $30.15 Vaccines-Cat(IF required) $11.95 $30.15 Varies by Euthanasia/Disposal Included Animal Microchip N/A $69.90 Registration N/A $28.10 Varies by Veterinarian Care Varies by Animal(20%disc) Animal Golf Rose Animal Services provides housing and care for animals brought in by the City of Elgin. Stray Animals are provided a parasite control to reduce the potential for infectious disease to the facility and animals.This parasite control will be waived if the animal has been taken to the facility within the last year and has been previously medicated.The Vaccines for animals is for Distemper and is a disease that can hinder the animal and facility due to an outbreak.The City Cost for vaccines does not include Rabies Vaccination as it is the owner's responsibility to obtain the vaccination not the City.The Vaccine cost for the citizens includes the Rabies Vaccinations.The City will not pay for Microchipping of animals or the registration of the microchip as it is the owner's responsibility to pay for this service under Illinois Compiled Statue 510 ILCS 5/10-f. Stray animals that need medical care for injuries or illness are reviewed on a case by case basis.Historically the standard is that an initial$500.00 per animal is approved.This is the same number that is pre-approved for service at Dundee Animal Hospital.This dollar figure was determined to be appropriate to cover initial diagnostic costs and up to two(2)x-ray views. Anything over the$500.00 figure has to obtain approval from Animal Control Officer James Rog. Criminal Cases are handled under Illinois Compiled Statue 510 ILCS 70/3.04.The animals are in taken the same way at the facility such as Parasite Control and Vaccinations as needed.The major difference with these animals is that almost all of them require medical care and examination to determine the extent of the criminal case.These animals must also be held pending a court order for disposition. Under this statue,the municipality handling the criminal case"MAY"file for a petition for forfeiture prior to trial. This is a civil hearing heard in the same court as the criminal case.The purpose of the hearing is to get the animals forfeited prior to trial. If the forfeiture is granted,the animals can be disposed of either by adoption or euthanasia prior to the outcome of the criminal case,thus reducing the potential cost to the municipality.If an animal is in/has a severe medical condition,the criminal statue allows for the municipality to euthanize the animal prior to a court order if deemed appropriate by veterinarian personnel. Since using Golf Rose Animal Services,our costs associated with stray animals at Dundee Animal Hospital has been reduced.Golf Rose Animal Services has a 24 hour vet office attached to the boarding facility. Elgin Police Department Procedure for injured stray animals is to evaluate the animal. If it is in immediate need of medical care,it is to be transported to Dundee Animal Hospital for stabilization care. If the animal needs care but not emergency care,it is to be transported to Golf Rose Animal Services to have them evaluate the animal.The bills associated with Golf Rose Veterinarian Services,is put onto the shelter bills so that only one bill is received. Due to the fact The City of Elgin has a contract with Golf Rose for housing of animals;the city is given a 20%discount on veterinarian services provided to animals brought in.