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HomeMy WebLinkAbout25B - AGMT - CODIFICATION SERVICES - MUNICODEREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: DECEMBER 16, 2013 TITLE: AGREEMENT WITH MUNICIPAL CODE CORPORATION FOR CODIFICATION AND ON -LINE PUBLICATION OF THE CITY'S CODES / CITY MAN R CLERK OF COUNCIL USE ONLY: U , , 1111M ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2od Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER RECOMMENDED ACTION Authorize the City Manager and Clerk of the Council to execute the attached agreement with Municipal Code Corporation for a three year period in the annual amount not to exceed $25,000 subject to non - substantive changes approved by the City Manager and City Attorney. The City has had a long- standing relationship with Municipal Code Corporation "MCC" for codification and publication of its ordinances into code books. The City has paid $21.50 per page for supplements to our code books for the past three years and vendor has agreed to maintain their rates for the next three years. Supplements are distributed to various departments, county offices and law libraries throughout the State. The per page rate includes updated pages for the Table of Contents, the Index and Section listings for each new ordinance submitted. In addition, the City pays MCC $500 per year for publication of the Code via the internet. Additional services provided in the base rate include A Code Comparative Table supplied with each supplement which provides history of the ordinances codified. FISCAL IMPACT Funds are available in the Clerk of the Council's Office Contractual Services (account no. 01107031 - 62300). Maria D. Huizar Clerk of the Council Attachment: Contract APPROVED AS TO FUNDS AND ACCOUNT: Francisco Gutierrez Executive Director Finance & Management Services Agency �� 25B -1 25B -2 CONSULTANT AGREEMENT THIS AGREEMENT, made and entered into this — day of December, 2013 by and between Municipal Code Corporation, a Florida corporation (hereinafter "Consultant'), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City "). RECITALS A. The City desires to retain a consultant having special skill and knowledge in the field of municipal code republication services. B. Consultant represents that Consultant is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall provide Santa Ana Municipal Code (hereinafter "SAMC) republication and update services in both written and electronic versions as set forth in Exhibit A to this Agreement. SAMC shall be published in a double column format, 10 point font. Updates will be provided on a semi -annual basis. Consultant shall also provide New Ordinances on the Web (N.O.W.) services 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the rates and charges identified in Exhibit A. The total sum to be expended under this Agreement shall not exceed $25,000.00 annually during the three (3) year Term of this Agreement; with aggregate payment not to exceed $75,000.00 over the three (3) year Term. b. Payment by City shall be made within thirty (3 0) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 258 -3 3. TERM This Agreement shall commence on the date first written above for a three (3) year Term with tennination date of December 31, 2016, unless terminated earlier in accordance with Section 12, below. This Term of this Agreement may be extended by a writing executed by the City Manager and the City Attorney. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer - employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. INSURANCE Due to the nature of the services provided, no insurance shall be required. 6. INDEMNIFICATION Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liability for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including health, and claims for property damage, which may arise from the direct or indirect operations of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement. CK1JL1[3 =JLLV /\ @I Jk1d If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and /or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential. Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and /or agent of the other party is covered by this Agreement. The foregoing obligations of non -use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful 258 -4 possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 8. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified wider this Agreement. 9. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M -30) P.O. Box 1988 Santa Ana, CA 92702 -1988 Telefacsimile (714) 647 -6956 With courtesy copy to: City Attorney City of Santa Ana 20 Civic Center Plaza (M -29) P.O. Box 1988 Santa Ana, California 92702 Telefacsimile (71.4) 647 -6515 To Consultant: Municipal Code Corporation P.O. Box 2235 Tallahassee, Florida 32316 Telephone (800)262 -2633 Telefacsimile (850) 575 -8852 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by telefacsimile, communication shall be effective or deemed to have been given twenty -four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes 256 -5 of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 10. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant nor the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 11. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 12. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. hi such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the City Manager may require Consultant to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 13. DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or r l� other employment related activities. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. fC1�111J��77 [�11�.[�J►��f�►111 DJ This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 15. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 259 -7 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: Lisa Storck Assistant City Attorney P CITY OF SANTA ANA DAVID CAVAZOS City Manager hR1ALCy 161,11 A. LAWRENCE LANGFORD President /CEO EXHIBIT A SUPPLEMENTATION QUOTATION SHEET FOR THE CITY OF SANTA ANA, CALIFORNIA 259 -9 PRICING SHEET FOR THE CITY OF SANTA ANA, CALIFORNIA November 6, 2013 Supplement Service Base Page Rate' Page Format Base Page Rate Double Column $21.50 per page Form Based Code, Ch. 41 only $45.00 per page Base page rate above includes • Acknowledgement of Material • Data conversion, as necessary • Editorial Work • Proofreading • Indexing Creation of Tables2 • Schedule as selected by City': Current schedule is semi - annual print each May and December. Supplements are completed within 30 -45 days and a set of proofs are provided to the City to review. Electronic supplements can be completed in 15 days if elected and the City can adjust the schedule anytime. • Updating Electronic version 54 (CDs and Internet) • Printing PDF copy of each supplement, sent via email for internal printing (no additional charge) Additional Services currently enrolled in that apply to Supplement Service • Code on the Internet with CodeBank', invoiced each October $700 ❑ The City can elect to remove CodeBank and pay only $550 per year • Transit Zoning Code on the Internet, per update $100 • Graphics & Tabular' matter, per graphic or table $10 • New Ordinances on the Web, per ordinance $25 • Freight, per supplement actual cost • State Sales Tax If applicable Optional Services to Supplement Service (please check) ❑ OrdBank, per ordinance $10 ❑ OrdLink /OrdBank', per ordinance $50 ❑ MuniPRO, 1 year subscription $495 All prices quoted in this section may be increased annually in accordance with the Producer Price Index — Internet Publishing and web search portals (NAICS 519130) as reported by US Department of Labor — Bureau of Labor Statistics. 2 The following tables will be updated and are included in the base per page rate: Supplement History Table, Code Comparative Table, State Law Reference Table and Ordinance History Table. An additional hourly charge applies for creation , modification, addition or updating any other table other than those enumerated in this footnote. ' Schedule for Supplements can be weekly, bi- weekly, monthly, bi- monthly, quarterly, tri- annual, semi - annual, annual or upon authorization. Electronic Updates can occur more frequently than printed Supplements. 4 We do not charge a per page rate for updating CDs or the Internet, however a handling fee may be charged. ' CodeBank is the nation's newest and most advanced code management tool. CodeBank allows you, your staff and your citizens to easily retrieve past versions of your Code with the simple click of a button! Historic versions of your Code are fully searchable and printable, making the task of researching and archiving your Code more efficient and less time consuming. Tabular matter is defined as tables, Algebra formulae, or other materials that require special programs or extra editorial time to modify and prepare for inclusion in an update. ' If Ord Link is selected the NOW service is unnecessary.