HomeMy WebLinkAbout2025-02-11; City Council; 04; Agreement with GoFleet for Global Positioning System/Automated Vehicle Locator ServicesCA Review AZ
Meeting Date: Feb. 11, 2025
To: Mayor and City Council
From: Geoff Patnoe, City Manager
Staff Contact: Doug Kappel, Information Technology Enterprise Applications Manager
doug.kappel@carlsbadca.gov, 442-339-2791
Bradley Northup, Public Works Superintendent
bradley.northup@carlsbadca.gov, 442-339-5193
Subject: Agreement with GoFleet for Global Positioning System/Automated
Vehicle Locator Services
Districts: All
Recommended Action
Adopt a resolution authorizing the City Manager, or designee, to execute any necessary
documents with GoFleet for the fleet-wide implementation of Global Positioning System/
Automated Vehicle Locator Services for an amount not to exceed $530,500.00 over a five-year
period.
Executive Summary
The city does not have a system that provides for the tracking of the 490 various vehicles and
equipment that make up the city’s fleet. The proposed agreement is for a complete fleet
telematics solution that will enhance the safe operation of city vehicles, provide for the tracking
of locations and vehicle health information.
Staff evaluated proposals from vendors and selected GoFleet to complete a six-month pilot
with 15 vehicles and two pieces of equipment. The GoFleet solution successfully completed the
pilot, demonstrating its ability to meet all the city’s requirements.
The City Council approved the Fleet Telemetric Project as part of the fiscal year 2023-24
Strategic Digital Transformation Investment Program during the annual budget process and
allocated $175,916.00 for the project. This amount will be used to cover the implementation,
equipment and first-year maintenance services for the agreement. Beginning in the second year
of the agreement, the Information Technology Department will include a request for additional
operational budget for the annual maintenance services in the amount of $103,500.00 in fiscal
year 2025-26.
City Council action is needed to approve the GoFleet GPS/AVL Services agreement because
Carlsbad Municipal Code Section 3.28.060 – Procurement of Professional Services and Services
Feb. 11, 2025 Item #4 Page 1 of 71
requires the City Council’s approval for the procurement of professional services or services
that cost more than $100,000.00 per agreement year.
Explanation & Analysis
Staff published a request for proposals for the installation, maintenance and support of an
internet-based global positioning system/automated vehicle locating tracking system for the
city’s fleet of vehicles. The goal was to implement this system, known as GPS/AVL, to enhance
the safety, management and security of the city’s fleet vehicles and equipment.
In total the city received ten proposals. Staff conducted two evaluation phases to select a
vendor.
In the first phase, a team of City department stakeholders evaluated the written and oral
proposals. This team included representatives from city employee associations.
The second phase was a pilot program in which a limited number of systems were installed in
city vehicles and activated. That phase confirmed to the evaluation team that the proposed
GPS/AVL system could perform as designed and proposed in the written and oral proposals.
The evaluation team concluded that the proposal and solution provided by GoFleet Corporation
provided the best value to the city.
GoFleet’s GPS/AVL solution provides the city the ability to track a wide range of fleet asset
information such as:
Usage
• Location information by latitude and longitude and nearest address where available
• Date and time of travel
• Trip route
• Dash odometer values at beginning and end of each trip
• Mileage
• Engine operating hours
• Storage location
• Operator identification
• Days of use
Diagnostics
• Malfunction indication light
• Diagnostic trouble codes
• Fluid levels
• Tire pressure monitoring
• Emissions monitor status
Vehicle operation
• Excessive idling
• Speeding
• Harsh braking
• Harsh acceleration
Feb. 11, 2025 Item #4 Page 2 of 71
Electric vehicles
• State of charge
• Charging status
Other
• Fuel usage
• Greenhouse gas emissions
• Low fuel
• Low battery charge
This data will allow the city to proactively monitor all the vehicles and equipment in the city’s
fleet inventory to provide greater operational insights into vehicle usage, location and vehicle
telematic data while also providing risk mitigation with real time vehicle location and
information on vehicle speed and seat restraint use and notifications of a crash.
Having this information will reduce the city’s overall risk and liability and improve the city
fleet’s existing mileage tracking efforts. The system will provide better customer service to user
departments, reduce the time and effort it takes staff to track and reconcile account
information and expand data collection to provide a more robust platform for identifying
vehicle operational history, vehicle health and driving characteristics.
This system is in keeping with the city’s Administrative Order 3, Fleet Management Program,
which states,
City vehicles may be equipped with monitoring devices to assist the city in
managing assets, dispensing fuel, scheduling maintenance and monitoring CAP
[Climate Action Plan] initiatives. Monitoring devices shall have the capability, at
a minimum, to monitor a vehicle's geographic location, ignition status, speed,
day and time of operation, engine idle time, vehicle trips and other related
information relevant to vehicle utilization review.
Fiscal Analysis
The cost of the first year of the GoFleet agreement is not to exceed $116,500.00. The cost for
years two through five will be $103,500.00 a year.
Implementing a new fleet telematics solution was approved by City Council as part of the fiscal
year 2023-24 Strategic Digital Transformation Investment Program budget.
There is $175,816.00 budgeted in that program for the project, with the Technology Investment
Capital Fund as the funding source. The pilot evaluation cost $6,471.00, leaving a remaining
project budget of $169,945.00.
Strategic Digital Transformation Investment Program budget
Total budget to date $175,816.00
Total expenditures and encumbrances to date -$6,471.00
Total budget available balance $169,945.00
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The first year of the agreement will be funded out of the project budget. Once implementation
is complete, the GoFleet GPS/AVL services will be included as part of the Information
Technology Department’s operating fund budget and will be included as part of the annual
budget process.
GoFleet Agreement
Year 1 Year 2 Year 3 Year 4 Year 5
Software licensing $103,500.00 $103,500.00 $103,500.00 $103,500.00 $103,500.00
Equipment & Services $13,000.00
Total project costs $116,500.00
Annual operational costs $103,500.00 $103,500.00 $103,500.00 $103,500.00
Total agreement costs $530,500.00
Next Steps
With the City Council’s approval, the City Manager will execute the agreement with GoFleet for
global positioning system /automated vehicle locator services.
Environmental Evaluation
This action does not require environmental review because it does not constitute a project
within the meaning of the California Environmental Quality Act under California Public
Resources Code Section 21065 in that it has no potential to cause either a direct physical
change or a reasonably foreseeable indirect physical change in the environment.
Exhibits
1. City Council resolution
Feb. 11, 2025 Item #4 Page 4 of 71
RESOLUTION NO. 2025-045
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING THE CITY MANAGER, OR DESIGNEE, TO
EXECUTE ANY NECESSARY DOCUMENTS WITH GOFLEET FOR THE FLEET-
WIDE IMPLEMENTATION OF GLOBAL POSITIONING SYSTEM/AUTOMATED
VEHICLE LOCATOR SERVICES FOR AN AMOUNT NOTTO EXCEED $530,500.00
OVER A FIVE-YEAR PERIOD
WHEREAS, the City Council of the City of Carlsbad, California has determined that the most
effective way to operate, support and track the City of Carlsbad's vehicles and equipment is with a
global positioning system /automated vehicle locator service, commonly known as GPS/AVL service;
and
WHEREAS, the City of Carlsbad currently does not have a GPS/AVL service; and
WHEREAS, the City of Carlsbad issued a request for proposal for a GPS/AVL solution; and
WHEREAS, staff evaluated proposals received from vendors and selected GoFleet Corporation
("Go Fleet") to complete a six-month pilot program; and
WHEREAS, the GoFleet pilot program was determined to be successful and to meet the city's
requirements; and
WHEREAS, GoFleet has negotiated a fleet wide agreement to expand the pilot program citywide
to all appropriate vehicles and equipment in an amount not to exceed $530,500.00 over a five-year
period; and
WHEREAS, Carlsbad Municipal Code 3.28.060 -Procurement of Professional Services and
Services requires the City Council's approval for the procurement of professional services or services
that cost more than $100,000.00 per agreement year; and
WHEREAS, the Strategic Digital Transformation Investment Program ("SDTIP") budget for fiscal
year 2023-24 included $175,816.00 in funding for the pilot, implementation and first year maintenance
of the GPS/AVL solution; and
WHEREAS, funding for annual maintenance costs of $103,500.00 for years 2 through 5 will be
requested as part of the fiscal year 2025-26 operating budget process by the Information Technology
Department; and
WHEREAS, the City Manager, or designee, will have the authority to execute the GoFleet
GPS/AVL Services agreement in an amount not to exceed $530,500.00; and
WHEREAS, GoFleet will provide implementation and services of GPS/AVL solution.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1. That the above recitations are true and correct.
2. That the GoFleet GPS/AVL implementation and services agreement is approved
(Attachment A), and the City Manager, or designee, is authorized to execute all required
documents on behalf of the city.
3. That the total for the implementation and services with GoFleet will not exceed
$530,500.00 for the five-year agreement.
4. That the funding for the first year of the agreement is included in the Strategic Digital
Transformation Investment Program budget for fiscal year 2023-24, and that funding for
years two through five will be requested as part of the Information Technology
Department's operating fund for fiscal year 2025-26.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 11th day of February 2025, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
Blackburn, Bhat-Patel, Acosta, Burkholder, Shin .
None.
None.
None.
KEITH BLACKBURN, Mayor
~K1Zlc~
~SHERRY FREISINGER, City Clerk
U~ (SEAL)
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AGREEMENT FOR GLOBAL POSITIONING SYSTEM (GPS)/
AUTOMATED VEHICLE LOCATOR (AVL) SERVICES
GOFLEET CORPORATION
made and entered into as of the } 2-lh day of
-~--,..L..l...ll,d,-:.-1-----' 2025, by and between the City of Carlsbad, California, a
municipal corpor • n, ("City"), and GoFleet Corporation, an Ontario, Canada Corporation,
("Contractor").
RECITALS
A. City requires the professional services of a vendor who is able to furnish, install,
maintain and support an internet-based Global Positioning System/Automated Vehicle Locator
("GPS/AVL") tracking system for a diverse fleet of vehicles and equipment.
B. Contractor has the necessary experience in providing professional services and
advice related to GPS/AVL.
C. Contractor has submitted a proposal to City and has affirmed its willingness and
ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A", which is incorporated by this reference in
accordance with this Agreement's terms and conditions. The City and Contractor both agree to
incorporate by this reference attached Exhibit "B", Software Licensing and Hosting Terms &
Conditions. To the extent any of the terms in any exhibit or attachment to this Agreement conflict,
in whole or in part, with the terms of this Agreement, the terms of this Agreement shall control.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill
customarily exercised by reputable members of Contractor's profession practicing in the
Metropolitan Southern California Area, and will use reasonable diligence and best judgment while
exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of five (5) years from the date first above
written. The City Manager may amend the Agreement to extend it for two (2) additional one (1)
year(s) or parts thereof. Extensions will be based upon a satisfactory review of Contractor's
performance, City needs, and appropriation of funds by the City Council. The parties will prepare
a written amendment indicating the effective date and length of the extended Agreement.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term will be
five hundred thirty thousand five hundred dollars ($530 ,500.00). No other compensation for the
Services, will be allowed, except for items covered by subsequent amendments to this
Agreement.
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Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
In no event, shall the City be liable for any type of fees associated with cancellation of the Services
or deactivation of devices or any other type of cost recovery fees. All compensation and fees
payable to Contractor are specified in this Section 5. To the extent any of the terms in any exhibit
or attachment to this Agreement conflict, in whole or in part, with the terms of this Agreement, the
terms of this Agreement shall control.
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and in
pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished, but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty
(30) days for any tax, retirement contribution, social security, overtime payment, unemployment
payment or workers' compensation payment which City may be required to make on behalf of
Contractor or any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City’s election, City may deduct the indemnification amount from any balance
owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City. If
Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the
acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly
employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a
subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically
noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees
and volunteers from and against all claims, damages, losses and expenses including attorneys
fees arising out of the performance of the work described herein caused by any negligence,
recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or
indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney’s fee, costs or expense City incurs or
makes to or on behalf of an injured employee under the City’s self-administered workers’
compensation is included as a loss, expense or cost for the purposes of this section, and that this
section will survive the expiration or early termination of this Agreement.
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10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property which may
arise out of or in connection with performance of the services by Contractor or Contractor’s
agents, representatives, employees or subcontractors. The insurance will be obtained from an
insurance carrier admitted and authorized to do business. The insurance carrier is required to have
a current Best's Key Rating of not less than "A-:VII".
10.1 Coverage and Limits.
Contractor will maintain the types of coverage and minimum limits indicated below, unless the
Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage
will not constitute any limitations or cap on Contractor's indemnification obligations under this
Agreement. City, its officers, agents and employees make no representation that the limits of the
insurance specified to be carried by Contractor pursuant to this Agreement are adequate to
protect Contractor. If Contractor believes that any required insurance coverage is inadequate,
Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense. The full limits available to the named insured shall also be available
and applicable to the City as an additional insured.
10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an
“occurrence” basis, including personal & advertising injury, with limits no less than $2,000,000 per
occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply
separately to this project/location or the general aggregate limit shall be twice the required
occurrence limit.
10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work
for City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor
has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor’s
profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a
period of five years following the date of completion of the work.
10.1.5 Cyber Insurance. Coverage limit in the amount of $2,000,000 per occurrence with
a $2,000,000 aggregate.
10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
10.2.1 The City will be named as an additional insured on Commercial General Liability
which shall provide primary coverage to the City.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which
will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and any extensions
of it and will not be canceled without thirty (30) days prior written notice to City sent by certified
mail pursuant to the Notice provisions of this Agreement.
10.2.4 This insurance will be in force during the life of the Agreement and any extensions
of it and will not be canceled without thirty (30) days prior written notice to City sent by certified
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mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance
coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain
the required coverages. Contractor is responsible for any payments made by City to obtain or
maintain insurance and City may collect these payments from Contractor or deduct the amount
paid from any sums due Contractor under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete
and certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the
Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and
any other documents created pursuant to this Agreement. Contractor will allow inspection of all
work, data, documents, proceedings, and activities related to the Agreement for a period of three
(3) years from the date of final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant
to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this
Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy
of the work product for Contractor’s records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City.
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15. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on
behalf of City and on behalf of Contractor under this Agreement.
For City For Contractor
Name Doug Kappel Name Vishal Singh
Title Applications Manager Title CEO
Department IT Department Address 102-2680 Matheson Blvd E
City of Carlsbad Mississauga, ON L4W 0A5,
Canada
Adress 1635 Faraday Ave Phone No. +1-647-894-9353
Carlsbad, CA 92008 Email vsingh@gofleet.com
Phone No. 442.339.2791
Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report
investments or interests as required in the City of Carlsbad Conflict of Interest Code.
Yes No
If yes, list the contact information below for all individuals required to file:
Name Email Phone Number
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations
which in any manner affect those employed by Contractor, or in any way affect the performance
of the Services by Contractor. Contractor will at all times observe and comply with these laws,
ordinances, and regulations and will be responsible for the compliance of Contractor's services
with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986
and will comply with those requirements, including, but not limited to, verifying the eligibility for
employment of all agents, employees, subcontractors and consultants whose services are
required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
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19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not otherwise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be forwarded to both parties
involved along with recommended methods of resolution, which would be of benefit to both
parties. The representative receiving the letter will reply to the letter along with a recommended
method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The
City Manager will consider the facts and solutions recommended by each party and may then opt
to direct a solution to the problem. In such cases, the action of the City Manager will be binding
upon the parties involved, although nothing in this procedure will prohibit the parties from seeking
remedies available to them at law.
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination. If City decides to abandon or indefinitely postpone the work or services contemplated
by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon
notification of termination, Contractor has five (5) business days to deliver any documents owned
by City and all work in progress to City address contained in this Agreement. City will make a
determination of fact based upon the work product delivered to City and of the percentage of work
that Contractor has performed which is usable and of worth to City in having the Agreement
completed. Based upon that finding City will determine the final payment of the Agreement.
City may terminate this Agreement by tendering thirty (30) days written notice to Contractor.
Contractor may terminate this Agreement by tendering thirty (30) days written notice to City. In
the event of termination of this Agreement by either party and upon request of City, Contractor
will assemble the work product and put it in order for proper filing and closing and deliver it to City.
Contractor will be paid for work performed to the termination date; however, the total will not
exceed the lump sum fee payable under this Agreement. City will make the final determination as
to the portions of tasks completed and the compensation to be made.
Contractor will execute termination of all subscription and license services for all items listed in
Exhibit A.
21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that
Contractor has not paid or agreed to pay any company or person, other than a bona fide
employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration
contingent upon, or resulting from, the award or making of this Agreement. For breach or violation
of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion,
to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the
fee, commission, percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must
be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation
of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is
submitted to City, it may be considered fraud and Contractor may be subject to criminal
prosecution. Contractor acknowledges that California Government Code sections 12650 et seq.,
the False Claims Act applies to this Agreement and, provides for civil penalties where a person
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knowingly submits a false claim to a public entity. These provisions include false claims made
with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to
recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a
false claim may subject Contractor to an administrative debarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement for
a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is
grounds for City to terminate this Agreement.
23. JURISDICTION AND VENUE
This Agreement will be governed by the laws of the State of California regardless of conflict of
laws principles. Any action at law or in equity brought by either of the parties for the purpose of
enforcing a right or rights provided for by this Agreement will be tried in a court of competent
jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of
law providing for a change of venue in these proceedings to any other county.
24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor
and their respective successors. Neither this Agreement nor any part of it nor any monies due or
to become due under it may be assigned by Contractor without the prior consent of City, which
shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along
with the purchase order for this Agreement and its provisions, embody the entire Agreement and
understanding between the parties relating to the subject matter of it. In case of conflict, the terms
of the Agreement, a supersede the purchase order. Neither this Agreement nor any of its
provisions may be amended, modified, waived or discharged except in a writing signed by both
parties.
[THIS SECTION IS INTENTIONALLY LEFT BLANK]
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26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of
Contractor each represent and warrant that they have the legal power, right and actual authority
to bind Contractor to the terms and conditions of this Agreement.
5th February Executed by Contractor this _____ day of ___________ , 2025.
CONTRACTOR
GoFleet Corporation,
an Ontario, Canada Corporation
By:
(sign here)
vi pu l Rustgi
(print name/title)
(sign here)
coo
Vishal Singh President, CTO
(print name/title)
CITY OF CARLSBAD, a municipal
corporation of the State of California
City Manager
ATTEST:
~ Acx/?:n1cz7k~-'
~HERRY FREISINGER
City Clerk
If required by City, proper notarial acknowledgment of execution by contractor must be attached.
If a corporation, Agreement must be signed by one corporate officer from each of the following
two groups.
Group A
Chairman ,
President, or
Vice-President
Group B
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CINDIE K. McMAHON, City Attorney
BY: 4 W~
DepJty City Attorney
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Exhibit A
Software and Equipment
After a Request for Proposal (RFP) process, the City selected Contractor for the immediate
installation and activation of a GPS/AVL system into a subset of the City’s fleet for a Pilot Phase
evaluation. This Pilot Phase validated and confirmed to the City that the Contractor’s product
offering met its stated capabilities outlined within Contractor’s proposal in response to RFP23-
2208FLT. Having successfully completed the Pilot Phase, City has selected Contractor for a
fleet-wide roll out of tis GPS/AVL system.
Contractor will supply as per its RFP and the Proposal.
GPS Vehicle Tracker:
GO9 devices that are designed to seamlessly integrate with light-duty, heavy-duty
vehicles, and zero or low emission vehicles.
● Interface OBD, OBDII, J1939, J1708, CANBUS, OBDII over CAN and more.
● SAE J1455
● Operating Temperature: -40℃ ~ + 80℃ (-40°F ~ 180°F)
Non-Self-Propelled Assets:
A solar-powered GPS tracking device that is designed to track the location of assets / trailers /
trucks with big internal battery and solar powered. Its battery can obtain power from solar panel
to avoid maintenance cost.
● IP67 rated
● Rechargeable Li-Polymer 9600 mAh/3.6V battery, battery last for months without solar
charging.
● Operating Temperature: -25℃ ~ +70℃ (-13°F ~ 158°F)
Hardware bill of Material:
Fleet Wide Hardware
Item Hardware Qty
1 Geotab GO9 - GPS Vehicle Tracker 400
2 Universal Harness 400
3
HW ASSET - TOP IoT ZenTRACK Solar - Non-Self-
Propelled Assets 50
Provision of SIM Cards
Contractor will manage hardware fulfillment by drop shipping hardware to the City agreed upon
location. Contractor will deliver hardware in a ready state with SIM card and configuration preset
prior to delivery. Monthly SIM card costs are included in the Rates.
Description of Documentation for the Software:
As per the RFP and the Proposal.
Description of Software:
Product Name MyGeotab / Trax
Product Version Not Applicable
Initial Operating System and
version Not Applicable
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Type of License Software as a Service (SaaS)
Number of Copies to be
delivered Not Applicable
Delivery date Not Applicable
Support Services and Service Level
Agreement
1. Support Services. Contractor shall provide online and phone support services
(“Support Services”) to City through its Help Desk support program during the
hereunder defined timings. In addition, Geotab ProPlus plan users have the option
to avail Premium Support directly from Geotab. Refer to the section ‘Premium
Support Services’.
2. Telephone Support: 8:00 A.M. to 6:00 P.M. EST Monday - Friday (Calls outside
these hours or missed support calls within availability are emailed to
https://support.gofleet.com)
3. Email Support: Servicedesk@gofleet.com 07:00 A.M. to 06:00 P.M. EST, Monday -
Friday
4. Support Portal: https://support.gofleet.com
5. Chat Support through MyGeotab dashboard and Contractor webchat.
6. City Acknowledgement Response and Resolution Time Commitment:
Critical High Medium Low Cosmetic
or
Feedback
Description
Business
halted, no
workaround
and loss of
revenue
Business
possible, no
workaround
, causes
delay and
difficulty
Business possible,
limited features and
workaround
Business
possible,
workarounds
available.
Including
how to and
why
questions
No impact to
functionality
Response
Strategy
Immediate phone response
with email follow up to review
issues and resolution
timeframe and procedure.
Regular progress updates to
City.
Call/Email response to
the City with
acknowledgement or
solution.
Regular progress
updates to
City.
Correspond
by most
appropriate
communicatio
n channel
Research and
Solution Time 4
Business
Hours
6
Business
Hours
1 Business Day 2 Business
Days
3 Business
Days
Resolution 3 6 8 Business Days 10 Business 18
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Time Business
Days
Business
Days
Days Business
Days
SLA
Breach
Escalation
Procedure
Automatic notification to Support Manager at SLA breach. The Service Desk Manager will respond
to the City and confirm the current situation. Update on new timeframe for follow up and resolution
will be established. For critical issues relating to hardware, onsite assistance will be given as an
option where applicable.
7. Return Merchandise Authorizations (RMA’s). Troubleshooting is required before
submitting an RMA request. Free replacements do not apply to devices damaged by
water or human error. Once replacement hardware is received by client, faulty
hardware must be returned to City within 15 business days. The limited lifetime
warranty does not include shipping RMA devices to Geotab.
Software Specifications and City Obligations
1. Customer Application Service: During the term of this Agreement, Contractor will provide
City access to and use of the Software and the related applications thereto (the “Customer
Application Software” or “Software”).
2. The Software License in this Agreement allows for City and any Person authorized by
City (collectively, the “Users”) to access remotely and use (only through remote access) the
object code version of the Software by means of the Customer site.
3. The Customer Application Service consists of a hosted web enabled application, data
access and storage, and carrier interface(s).
4. Upon execution of this Agreement, Contractor will provide City with login access to the
Customer Application Service for the term of the Agreement.
5. Member Account, Password, Access Code and Security. City shall access the Customer
Application Service by means of the browser that is recommended by City and using equipment
obtained by City as further described in this Agreement. To open an account for usage of the
Customer Application Service, City must complete the registration process, which will include a
temporary password and username. City may then choose its own password and account name.
City shall access the Customer Application Service through the website provided and by entering
the appropriate username. In all cases City shall assign, record and control the use of the User
Access Codes and will be solely responsible for any use thereof. City will not be responsible for
the use or misuse of any User Access Code. City is entirely responsible for: (i) maintaining
confidentiality with regard to its password and account information, and (ii) any and all activities
that occur under City’s account. City will not be held liable for any unauthorized access to City’s
account by any Person other than City and/or any third party claims and/or actions associated
therewith.
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Fees
(Leveraging Sourcewell Contract #020221-GEO)
*Sourcewell Contract may change on an annual basis. Any changes in pricing will be reflected in an amendment
to this agreement and will be subject to the annual appropriation of funds by the City Council.
Fleet Wide Hardware Installation & Activation
Hardware
Light Duty Vehicle Device
(Category 1)
Heavy Duty Vehicle Device
(Category 2)
Zero or Low Emission
Vehicle Device (Category 3)
Vehicle hardware components
to achieve Light Duty GPS &
Telematics (GO9) (includes a
harness)
Per Vehicle $ 0.00 400 $ 0.00
HRN-GS16K22: Universal OBDII
T-Harness Kit (1x included in a
bundle with GO9)
Per Vehicle $ 31.20 - $ 0.00
HRN-GS09K2: Universal Heavy-
Duty T-Harness Kit (1x included in
a bundle with GO9)
Per Vehicle $ 29.04 - $ 0.00
HRN-CW03K3: Custom 3-wire
harness kit. (1x included in a
bundle with GO9)
Per Vehicle $ 14.52 - $ 0.00
HRN-DS06S4: 6-pin straight
harness for heavy-duty Deutsch
connector installations. (1x
included in a bundle with GO9)
Per Vehicle $ 17.42 - $ 0.00
HRN-DS06T2: 6-pin heavy-duty
T-harness for installations where
the Deutsch connector needs to
remain available for other
applications (1x included in a
bundle with GO9)
Per Vehicle $ 29.04 - $ 0.00
Heavy Duty Vehicle Device
(Category 2)
Vehicle hardware components
for Heavy Duty GPS &
Telematics (GO9 Rugged)
(includes a harness)
Per Vehicle $ 20.00 0 $ 0.00
HRN-RW03K4: 3-wire harness kit
for GO Rugged (1x included in a
bundle with GR9)
Per Vehicle $ 18.74 - $ 0.00
HRN-GR09K1: Universal Rugged
Heavy-Duty T-Harness Kit (IP67).
(1x included in a bundle with
GR9)
Per Vehicle $ 29.04 - $ 0.00
HRN-RS12S2: Harness to
connect GO RUGGED device to
vehicle diagnostic port for engine
data. (1x included in a bundle with
GR9)
Per Vehicle $ 14.52 - $ 0.00
HRN-RX06S4: 6-way IOX
harness for GO RUGGED to
provide digital auxiliary support
Per Vehicle $ 14.52 - $ 0.00
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Non-Self-Propelled Assets
(Category 4)
Non-Self Propelled Assets
hardware components (HW
ASSET - TOP IoT ZenTRACK
Solar)
Per Asset $ 110.00 50 $ 5,500.00
Installation
Light Duty Vehicle Device
(Category 1)
Heavy Duty Vehicle Device
(Category 2)
Zero or Low Emission
Vehicle Device (Category 3)
Install configure set-up and test in
vehicle hardware including setup
parts equipment labour and travel
including connection all suitable
vehicle adapters and cables.
Per Vehicle $ 0.00 400 $ 0.00
Non-Self-Propelled Assets
(Category 4)
Install configure set-up and test in
vehicle hardware including setup
parts equipment labour and travel
Including all connections and all
suitable vehicle adapters and
cables.
Per Vehicle $ 150.00 50 $ 7,500.00
INS-TRIPFEE -Trip fee per 1
mi/km for installations that require
trips over 50 mi/km. Only
mileage/kilometers in excess of
50 mi/km one way shall be
billable. (If applicable)
Miles $ 1.20 - $ 0.00
INS-NOSHOW -Vehicle not
available at the time and place of
the scheduled installation. (If
applicable)
Per Vehicle $ 114.00 - $ 0.00
Fleet Wide Hardware (Optional Additional Terms) Installation & Activation Total $13,000.00
Annual Software & Subscription Fees
Light Duty Vehicle Device
(Category 1)
Heavy Duty Vehicle Device
(Category 2)
Zero or Low Emission
Vehicle Device (Category 3)
Annual Subscription Fee per
Vehicle (ProPlus License) Per Vehicle $ 240.00 400 $ 96,000.00
Non-Self-Propelled Assets
(Category 4)
Annual Subscription Fee per
Vehicle (Asset tracker License) Per Vehicle $ 150.00 50 $ 7,500.00
Annual Software & Subscription Fees Total (based on Sourcewell Contract #020221-GEO) $103,500.00
TOTAL FLEET WIDE ONE TIME PRICING $ 13,000.00
TOTAL YEAR 1 ONGOING ANNUAL SOFTWARE & SUBSCRIPTION FEES & ONE TIME COSTS $ 116,500.00
TOTAL YEAR 2 ONGOING ANNUAL SOFTWARE AND SUBSCRIPTION FEES $ 103,500.00
TOTAL YEAR 3 ONGOING ANNUAL SOFTWARE AND SUBSCRIPTION FEES $ 103,500.00
TOTAL YEAR 4 ONGOING ANNUAL SOFTWARE AND SUBSCRIPTION FEES $ 103,500.00
TOTAL YEAR 5 ONGOING ANNUAL SOFTWARE AND SUBSCRIPTION FEES $ 103,500.00
AGREEMENT GRAND TOTAL $ 530,500.00
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Year 1 Year 2 Year 3 Year 4 Year 5 Total
One-time Costs
Equipment 13,000$ -$ -$ -$ -$ 13,000$
Total One-time Costs 13,000 - - - - 13,000
Annual Software & Subscription 103,500 103,500 103,500 103,500 103,500 517,500
Total Agreement Costs 116,500$ 103,500$ 103,500$ 103,500$ 103,500$ 530,500$
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Exhibit B – Software Licensing and Hosting Terms & Conditions
1. DEFINITIONS
1.1 For purposes of this Agreement, in addition to the capitalized terms defined elsewhere in
this Agreement, the following terms will have the following meanings:
(a) “Affiliate” means, as to a party, any other Person that, directly or indirectly, controls
such party, is controlled by such party or is under common control with such party, and includes
any person in like relation to an Affiliate. A Person shall be deemed to control a Person if such
Person possesses, directly or indirectly, the power to direct or cause the direction of the
management and policies of such Person, whether through the ownership of voting securities,
by contract or otherwise; and the term "controlled" shall have a similar meaning.
(b) “Confidential Information” means all intellectual property, City data, and other non-
public information not otherwise subject to disclosure under the California Public Records Act
(California Government Code Section 7920.000 et seq.), the California Civil Discovery Act
(California Code of Civil Procedure Section 2016.010 et seq.), and other applicable law.
(c) “Equipment” means all GPS wireless communications tracking equipment, accessories,
installation, and all instructional documentation supplied with the equipment or available on the
Contractor’s website, as specified in Exhibit A.
(d) “Intellectual Property Rights” means any and all world-wide rights provided under any
of: (a) patent law; (b) copyright law; (c) trademark law; (d) industrial design law; (e) any other
similar statutory provision or common law principle applicable to this Agreement, including trade
secret law; and any and all applications, registrations and licenses in relation to the foregoing.
(e) “Person” means any individual, corporation, partnership, limited partnership, sole
proprietorship, trust, association or other entity.
(f) “Personal Information” means any information defined as such under the California
Consumer Privacy Act (California Civil Code Section 1798.100 et. seq.) or any other applicable
federal law, as amended from time to time.
(g) “Professional Services” means management consulting, advisory, software installation,
implementation and configuration and other similar professional services.
(h) “Representatives” means the directors, officers, employees, agents, auditors and legal
advisors of a party and its Affiliates.
(i) “Services” means the Equipment, Software, and Professional Services thereof, provided
by Contractor.
(j) “Software” means hosted, web-enabled software applications, data access and storage
and carrier interface(s) provided by Contractor, as specified in Exhibit A.
(k) “Third Party Supplier” means any Person (other than Contractor) that supplies
hardware, software, systems or other products or services to City that may be related to or
interact with any Services or that are in the nature of management, business process and other
consulting services.
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(l) “End-User” means a customer who has, at the request or instruction of City, purchased
hardware from Contractor and the right to use the software.
2 SERVICES
2.1 Subject to the terms and conditions of this Agreement, City hereby retains Contractor,
and Contractor hereby accepts such retainer, to perform the Services for and on behalf of City
and/or its Affiliates.
2.2 During the term of this Agreement, Contractor will provide City with the Equipment,
Software, and Services as described in Exhibit A.
2.3 At City’s request, Contractor may provide City with training and technical assistance,
maintenance services, management services, installation of the Software, customizations, and
additional technical services, as described in an applicable written Statement of Work, at
Contractor’s then current Professional Services fees.
3 INTELLECTUAL PROPERTY RIGHTS
3.1 Contractor Materials. City acknowledges and agrees that Contractor is the owner of the
Intellectual Property Rights subsisting in the Equipment, Software, Documentation and the
Contractor Site (collectively, the “Contractor Materials”), in and to the and all copies thereof, or
otherwise has the right to license the Contractor Materials to the City, and that nothing herein
transfers or conveys to City any ownership right, title or interest in or to the Contractor Materials
or to any copy thereof or any license right with respect to same not expressly granted herein.
City agrees that it will not, either during or after the termination of this Agreement, contest or
challenge Contractor’s ownership in the Contractor Materials or any of its Intellectual Property
Rights therein.
3.2 City Data. As between Contractor and City, City will have sole and exclusive ownership
of all rights, title and interest in and to all City data, including all Intellectual Property Rights. City
grants to Contractor a non-exclusive, revocable right, during the Term, to host, copy, transmit
and display the City data solely to the extent necessary for the performance of the Services. All
City data will be deemed to be City Confidential Information for purposes of this Agreement.
Contractor shall implement and maintain appropriate administrative, technical, and
organizational security measures to safeguard against unauthorized access, disclosure or theft
of personal data and non-public data. Such security measures shall be in accordance with
recognized industry practice and not less stringent than the measures the service provider
applies to its own personal data and non-public data of similar kind. Contractor shall provide its
services to the City and its end users solely from data centers in the U.S. Storage of City data at
rest shall be located solely in data centers in the U.S. Contractor shall not allow its personnel or
contractors to store City data on portable devices, including personal computers, except for
devices that are used and kept only at its U.S. data centers. The Contractor shall permit its
personnel and contractors to access City data remotely only as required to provide technical
support.
4 SOFTWARE
4.1 License. Contractor hereby grants City a non-exclusive, non-sublicensable, non-
transferable, royalty- free revocable license during the Term to use the Software, in accordance
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with the terms of this Agreement and any applicable End User License Agreement included with
the Software (the “EULA”), and to copy any such documentation, whether printed or in
electronic form, and any revisions thereof made available by Contractor (“Documentation”). For
clarity, the licenses granted in this Agreement do not grant any ownership or security right or
title in any Intellectual Property Rights relating to the Software to City.
4.2 Except to the extent expressly set out in this Agreement as a Contractor responsibility,
City is responsible for obtaining and maintaining all computer equipment, Equipment, software
and communications equipment needed or necessary to access the Software.
4.3 Obligations of the City.
4.3.1 Modifications or adjustments to the Software, which are not expressly approved by
Contractor, may void City’s right or authority to operate the Software. City will not, nor permit
any Person to: (a) reverse assemble, reverse engineer, decompile or otherwise attempt to
derive source code or underlying ideas or algorithms from the Software nor any component
thereof, including the Equipment; or (b) copy, reproduce, modify, translate or create derivative
works of, the Services, Software or any component thereof including the Equipment, other than
as expressly agreed to in this Agreement.
4.3.2 The City shall not make any copies of the Software or Documentation nor permit anyone
else to use, have access to, or copy the Software or Documentation other than those that are
specifically authorized to be made under this Agreement.
4.3.3 Upon termination of this license, the City shall return to the Customer or destroy all
copies of the Software or Documentation. Within one month of the date of the termination of this
Agreement, the City shall notify Contractor in writing of the City’s compliance with the
requirements of this section.
4.3.4 Except to the extent otherwise expressly provided for in this Agreement, the City shall
not adapt, translate, re-configure, change, customize, enhance, augment, partially delete or
alter, or otherwise modify the Software or Documentation in any manner or to any extent
whatsoever, whether in whole or in part.
4.3.5 The City shall not use the Software on, or in conjunction with, any computer hardware or
link to any (or use in conjunction with) any software or database other than the software
platform specified in the Specification without the prior written approval of Contractor.
4.3.6 The City shall with respect to any copies of Software or Documentation made by the City
as permitted herein, cause to be reproduced, marked on or included in all such copies of
Software or Documentation made, such copyright, trade-mark and other proprietary and
confidentiality notices as were marked on or included with such original copies of same.
4.3.7 The City shall not be permitted to use the Software to act as a "service bureau" to
provide the benefit of the use of the Software to third parties.
4.3.8 City Security Responsibilities. City shall notify Contractor immediately if there is a
security breach or unauthorized use of the Service. If Contractor determines, in its sole
discretion, that any unauthorized use of the Service has occurred, Contractor shall have the
right to immediately suspend or terminate City’s use of the Service provided Contractor issues a
sixty (60) day written notice describing the breach in reasonable detail and proving City with an
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opportunity to cure the breach within the notice period.
4.4 Installation and Acceptance. Subject to the terms of Exhibit A, either Contractor will
install the Software on the designated Equipment at the Designated Location, or the City shall
be responsible for the installation of the Software on the designated Equipment. The Software is
deemed accepted by the City occurs when all of the following events have occurred: (i) the
Software has been installed, as described in this Agreement; (ii) the Software is executable and
installed, as determined by Contractor; and (iii) Contractor provides the City with its access
credentials to the Software and (iv) City accepts in writing that the software and equipment are
functioning as described in this Agreement.
4.5 Support. Contractor shall provide the City with Software Support, as specified in Exhibit
A, for the Term of the Agreement.
4.6 Documentation. The Software will conform to those technical and performance
specifications set out in the Documentation.
5 EQUIPMENT
5.1 Delivery and Installation of Equipment. The Equipment shall be deemed delivered to
the City at either the point of purchase or dropped-shipped to the City, as applicable (the
“Designated Location”). City accepts full and exclusive responsibility for proper installation of
the Equipment. Under no circumstances shall Contractor be liable to City or any other Person
for any loss, injury, or damage, of whatever kind or nature resulting from or arising out of any
mistakes, errors, and omissions arising out of or in connection with the installation of the
equipment.
5.2 Specifications. The Equipment will conform to those technical and performance
specifications set out in Exhibit A.
6 WARRANTIES AND DISCLAIMERS
6.1 Equipment Limited Warranty. Contractor warrants that the Equipment will conform to
the applicable Specifications for the Equipment for a period of a lifetime from the date of original
purchase (the “Equipment Warranty Period”). The warranty set forth in this paragraph shall
not apply to the Software. Modifications or adjustments to the Equipment, which are not
expressly approved by Contractor, will void City’s right or authority to operate the Equipment
and any warranty coverage provided hereunder.
6.2 Software Limited Warranty.
6.2.1 End User License Agreement. The Software included in the Equipment is licensed and
not sold. Its use is governed by the provisions of the applicable EULA, if any, included with the
Equipment, including any warranty terms, exclusions, and limitations.
6.2.2 Solely in the absence of a EULA included with the Software, Contractor warrants that
the Software will substantially conform to the applicable Documentation for the Software for a
period of ninety (90) days from the date of valid Acceptance (the “Software Warranty Period”).
6.2.3 If the Software does not materially comply with the Documentation within the Software
Warranty Period, City shall promptly notify Contractor, and Contractor shall within 30 days of the
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communication of the existence of the defect either: (i) correct the defect; or (ii) identify the
defect, and: (A) provide a schedule to the City for correcting the defect; and (B) advise the City
weekly on the progress made in correcting the defect. In the event that the Software fails to
materially comply within 60 days with the Documentation of the City advising Contractor of the
non-compliance, the City may terminate the Agreement and Contractor shall refund to the City
the license fees received by Contractor in respect of the non-conforming Software from the date
of non-compliance to the date of termination.
6.3 Equipment and Software Limited Warranty Remedies. Contractor’s sole liability and
City’s exclusive remedy under the Equipment Limited Warranty and Software Limited Warranty
set forth above shall be, at Contractor’s option, to repair or replace any Equipment or Software
that fails to conform to such warranty (“Nonconforming Product”), or refund the purchase price
paid by City for any such Nonconforming Product, upon City’s return of any Nonconforming
Product to Contractor. All replaced parts and products, and products on which a refund is made,
become the property of Contractor. Unless prohibited by law, new or reconditioned parts may be
used in the performance of warranty service. Repaired or replaced parts are warranted for the
remainder of the original applicable limited warranty period. City will be charged for the repair or
replacement of the Nonconforming Product made after the expiration of the applicable warranty
period.
6.4 Equipment and Software Limited Warranty Conditions. The preceding warranties
shall not apply to, and Contractor shall not be responsible for: (a) damage, failure or malfunction
caused by or attributable to acts of God, lightning or other incidence of excess voltage or
current, fresh or salt water immersion or spray, abuse, neglect, accident, misuse, alteration,
cosmetic damage or any other occurrence beyond the reasonable control of Contractor; (b) if
the Equipment and Software are not properly maintained, stored, and operated in accordance
with the relevant operator's Documentation, manuals, and specifications; (c) Services not
provided by Contractor; (d) the combination or utilization of the Equipment or Software with
accessories, products, information, data, systems, devices or ancillary or peripheral equipment
not made, supplied or specified by Contractor; (e) the operation of the Equipment or Software
under any specification other than, or in addition to, the standard Specifications for the
Equipment or Software; (f) the Equipment and Software if the serial number has been removed
or defaced; (g) any repairs other than those provided by a Contractor Authorized Service
Facility; (h) consumable parts (e.g., batteries and fuses); (i) the unauthorized modification or use
of the Equipment or Software; or (k) any shipment of the Equipment (claims must be presented
to the carrier).
6.5 General Warranties. Contractor represents and warrants to City as follows: (a) it has the
necessary expertise, personnel, technology and systems required to perform its obligations
under this Agreement; (b) it has all necessary title, right, and authority to provide the Services
as contemplated by this Agreement; (c) Contractor will provide the Services in accordance with
the Service Level Agreement included in (the “SLA”) Exhibit “A; and (d) Contractor warrants the
Software will perform substantially in accordance with the terms of the Agreement, failure to do
so will constitute a material breach of the Agreement provided Contractor is accorded with a
reasonable time to cure the breach at Contractor’s expense.
6.6 THE REPRESENTATIONS, WARRANTIES AND COVENANTS EXPRESSLY
CONTAINED IN THIS AGREEMENT ARE THE ONLY REPRESENTATIONS, WARRANTIES
AND COVENANTS PROVIDED BY CONTRACTOR AND STATE CONTRACTOR’S ENTIRE
LIABILITY, AND CITY’S EXCLUSIVE REMEDIES, RELATING TO THE FUNCTIONALITY,
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OPERATION, USE, OR PERFORMANCE OF THE EQUIPMENT, SOFTWARE AND
SERVICES, AND THERE ARE NO OTHER REPRESENTATIONS, WARRANTIES,
COVENANTS OR CONDITIONS, EXPRESS OR IMPLIED, INCLUDING IMPLIED
WARRANTIES OR CONDITIONS OF TITLE, MERCHANTABLE QUALITY OR FITNESS FOR
A PARTICULAR PURPOSE, OR THAT THE OPERATION OF THE SOFTWARE OR
EQUIPMENT WILL BE UNINTERRUPTED OR ERROR-FREE, OR WILL MEET
CUSTOMER’S REQUIREMENTS, OR THAT ALL DEFECTS IN SOFTWARE WILL BE
CORRECTED, AND THOSE ARISING BY STATUTE OR OTHERWISE IN LAW OR FROM A
COURSE OF DEALING OR USAGE OF TRADE, ALL OF WHICH ARE EXPRESSLY DENIED
AND DISCLAIMED.
6.6.1 Contractor shall indemnify, defend, and hold harmless City from and against any
and all third party claims and causes of action, as well as related losses, liabilities,
judgments, awards, settlements, damages, expenses and costs (including reasonable
attorney’s fees and related court costs and expenses) (collectively, “Damages”) incurred
or suffered by City which directly relate to or directly arise out of the violation or
infringement of any third-party intellectual property rights by City’s authorized use of the
Software. The foregoing provisions of this Section shall not apply to the extent the third-
party intellectual property Damages relate to or arise out of: (i) City data; (ii) City content;
or (iii) unauthorized use and/or alteration of the Software by City.
6.6.2 Should the Software or any part thereof become, or in Contractor’s reasonable
opinion be likely to become, the subject of a claim for infringement of a third party
intellectual property right, then Contractor shall, at its sole option and expense: (i)
procure for City the right to use and access the infringing or potentially infringing item(s)
of the Software (“Affected Software”) free of any liability for infringement; or (ii) replace
or modify the Affected Software with a non-infringing substitute otherwise materially
complying with the functionality of the replaced system; or (iii) if neither of the foregoing
is reasonably practicable, terminate the right to use and access the Affected Software
and refund unused prepaid fees. However, in the event Contractor exercises option (iii),
Contractor shall provide City with sixty (60) days of use and access to the Affected
Software prior to termination.
6.7 CONTRACTOR IS NOT RESPONSIBLE FOR THE OPERATION OR FAILURE OF
OPERATION OF GPS SATELLITES OR THE AVAILABILITY OF GPS SATELLITE SIGNALS.
UNDER NO CIRCUMSTANCES SHALL CONTRACTOR BE LIABLE FOR ANY LOSS,
INJURY OR DAMAGE, OF WHATEVER KIND OR NATURE, RESULTING FROM OR
ARISING OUT OF ANY MISTAKES, ERRORS, OMISSIONS, DELAYS OR INTERRUPTIONS
IN THE RECEIPT, TRANSMISSION OR STORAGE OF ANY MESSAGES, SIGNALS OR
INFORMATION ARISING OUT OF OR IN CONNECTION WITH THE SERVICES OR USE OF
ANY UNDERLYING CARRIER'S WIRELESS NETWORK. CONTRACTOR DOES NOT
REPRESENT OR WARRANT THAT THE SERVICES BEING PROVIDED BY CONTRACTOR
WILL CONTINUE TO MEET THE CITY’S REQUIREMENTS. CONTRACTOR DOES NOT
REPRESENT OR WARRANT THAT: (i) THE SERVICES WILL BE ERROR-FREE OR
UNINTERRUPTED OR THAT THE RESULTS OBTAINED FROM THEIR USE WILL BE
CORRECT, ACCURATE OR RELIABLE BUT THE SERVICES WILL BE REASONABLY
ERROR-FREE AND UNINTERRUPTED AND THE RESULTS OBTAINED FROM THEIR USE
WILL BE REASONABLY CORRECT, ACCURATE, AND RELIABLE; OR (ii) ALL
DEFICIENCIES IN THE SERVICES CAN BE FOUND OR CORRECTED. FURTHER, THE
SERVICES MAY BE INTERRUPTED OR UNAVAILABLE FOR THE PURPOSES OF
PERFORMING MAINTENANCE OR UPGRADES. CONTRACTOR WILL NOT BE
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RESPONSIBLE FOR: (1) SERVICE IMPAIRMENTS CAUSED BY ACTS WITHIN THE
CONTROL OF CITY OR ANY USER; (2) INTEROPERABILITY OF SPECIFIC CITY
APPLICATIONS OR EQUIPMENT; (3) INABILITY OF CITY TO ACCESS OR INTERACT
WITH ANY OTHER SERVICE PROVIDERS THROUGH THE INTERNET, OTHER
NETWORKS OR USERS THAT COMPRISE THE INTERNET OR THE INFORMATIONAL OR
COMPUTING RESOURCES AVAILABLE THROUGH THE INTERNET; (4) SERVICES
PROVIDED BY SERVICE PROVIDERS OTHER THAN CONTRACTOR; OR (5)
PERFORMANCE IMPAIRMENTS CAUSED ON THE INTERNET.
6.8 THE AGENTS, EMPLOYEES, DISTRIBUTORS AND DEALERS OF CONTRACTOR
ARE NOT AUTHORIZED TO MAKE MODIFICATIONS TO THE EXPRESS LIMITED
WARRANTIES SET FORTH HEREIN, OR MAKE ADDITIONAL WARRANTIES, WHETHER
EXPRESS OR IMPLIED, BINDING ON CONTRACTOR. ACCORDINGLY, ADDITIONAL
STATEMENTS SUCH AS DEALER ADVERTISING OR PRESENTATION, WHETHER ORAL
OR WRITTEN, DO NOT CONSTITUTE WARRANTIES BY CONTRACTOR AND SHOULD
NOT BE RELIED UPON.
6.9 IF ANY IMPLIED WARRANTY APPLIES TO THE EQUIPMENT, SOFTWARE,
SERVICES OR THE PROPRIETARY INFORMATION, SUCH IMPLIED WARRANTY IS
LIMITED IN DURATION TO THE DURATION OF THE EXPRESS LIMITED WARRANTIES
SET FORTH ABOVE. SOME STATES AND JURISDICTIONS DO NOT ALLOW LIMITATIONS
ON DURATION OR THE EXCLUSION OF AN IMPLIED WARRANTY, SO THE ABOVE
LIMITATION MAY NOT APPLY TO CITY. CITY MAY ALSO HAVE ADDITIONAL RIGHTS
NOT STATED IN THIS DOCUMENT. IF ANY PORTION OF THE LIMITED WARRANTIES
PROVIDED HEREIN IS ILLEGAL OR UNENFORCEABLE, SUCH PARTIAL ILLEGALITY OR
UNENFORCEABILITY SHALL NOT AFFECT THE REMAINDER OF THE LIMITED
WARRANTIES.
7 CONFIDENTIALITY, PRIVACY
7.1 Neither party will disclose any of the Confidential Information of the other party to any
other Person in any manner whatsoever, in whole or in part, and will not use any of the
Confidential Information, directly or indirectly, for any purpose other than in connection with
carrying out the party’s obligations under this Agreement; provided, however, that Contractor
may disclose Confidential Information to its Representatives (including any applicable Third
Party Suppliers) to whom disclosure is reasonably required for the purpose of this Agreement;
provided that such Persons are informed of the confidential nature of the Confidential
Information and that Contractor shall be responsible for any breach of this Agreement by such
Persons. Each party agrees that it will use at least the same degree of care to protect the
Confidential Information as it uses to protect its own information of a like nature but, in any
event, will employ at least a reasonable degree of care. Contractor expressly acknowledges
and agrees that City is a California public agency subject to the requirements of the California
Public Records Act (California Government Code § 7920.000 et seq.), and the California Civil
Discovery Act (California Code of Civil Procedure § 2016.010 et seq.), and other applicable law.
7.2 Notwithstanding anything contained in this Agreement to the contrary, each party may
disclose Confidential Information of the other party if required to do so by, and in accordance
with, a judicial or other governmental order or as may be required by law.
7.3 This section shall not apply to information that: (i) is or becomes generally available to
the public other than as a result of disclosure by a party’s violation of this Agreement; (ii)
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becomes available to the Receiving Party from a source other than the Disclosing Party,
provided that such source, so far as the Receiving Party is aware, is not bound by a
confidentiality agreement with the Disclosing Party or otherwise prohibited from transmitting the
Confidential Information to the Receiving Party by a contractual or legal obligation; (iii) was
known to the Receiving Party prior to its disclosure to the Receiving Party by the Disclosing
Party; or (iv) the Receiving Party or its Representatives are required to disclose by any
applicable Law or competent judicial, governmental or other authority.
7.4 Upon the expiration or termination of this Agreement or upon the Disclosing Party’s
request at any time, the Receiving Party will promptly (a) return to the Disclosing Party all
physical copies of Confidential Information in its possession or control without retaining any
copies; (b) destroy all physical copies of notes, analyses, compilations, forecasts, data, studies
or other documents prepared by, on behalf of or for the benefit of the Receiving Party that
contain, reflect, summarize, analyze, discuss or review any of the Confidential Information; (c) to
the extent reasonably practicable, remove all electronic copies of the foregoing from all of the
Receiving Party’s readily accessible electronic systems; and (d) provide written confirmation of
its compliance with this Section.
7.5 City hereby grants Contractor a royalty-free, non-exclusive, revocable, limited license for
the Term to use City Confidential Information solely to the extent and for the purpose of
performing the Services. Contractor agrees that, except for the preceding license, it does not
and will not acquire any right, title or interest in or to any City Confidential Information or other
intellectual property.
7.6 Each party acknowledges that there may be Personal Information disclosed to, collected
by, or acquired through performance of the Services. Contractor acknowledges and agrees that
all Personal Information handled by Contractor in the course of providing the Services
constitutes Confidential Information of City.
7.7 Each party agrees that any breach by the other party of this section may cause
irreparable damage or injury to the non-breaching party, the exact amount of which may be
impossible to ascertain, and that, for such reason, in addition to any other remedies available to
the non-breaching party, such non-breaching party will be entitled to proceed immediately to
court in order to obtain, in addition to any other remedies available to it, interlocutory and
permanent injunctive relief to restrain any anticipated, present or continuing breach of this
section without a requirement that a finding of irreparable harm or other criteria for the awarding
of injunctive relief be made.
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Exhibit C - Geotab Sourcewell Contract
The Sourcewell Contract #020221-GEO (“Sourcewell Contract”) is included
for informational purposes only and does not bind the City to any of its terms
and conditions.
[THIS SECTION IS INTENTIONALLY LEFT BLANK]
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020221-GEO
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Solicitation Number: 020221
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN
56479 (Sourcewell) and Geotab Inc., 2440 Winston Park Dr., Oakville, Ontario L6H 7V2 Canada
(Vendor).
Sourcewell is a State of Minnesota local government agency and service cooperative created
under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers
cooperative procurement solutions to government entities. Participation is open to federal,
state/province, and municipal governmental entities, higher education, K-12 education,
nonprofit, tribal government, and other public entities located in the United States and Canada.
Sourcewell issued a public solicitation for Fleet Management Technologies with Related
Software Solutions from which Vendor was awarded a contract.
Vendor desires to contract with Sourcewell to provide equipment, products, or services to
Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts
(Participating Entities).
1.TERM OF CONTRACT
A.EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
B.EXPIRATION DATE AND EXTENSION. This Contract expires March 26, 2025, unless it is
cancelled sooner pursuant to Article 22. This Contract may be extended up to one additional
one-year period upon request of Sourcewell and with written agreement by Vendor.
C.SURVIVAL OF TERMS. Articles 11 through 14 survive the expiration or cancellation of this
Contract.
2.EQUIPMENT, PRODUCTS, OR SERVICES
A.EQUIPMENT, PRODUCTS, OR SERVICES. Vendor will provide the Equipment, Products, or
Services as stated in its Proposal submitted under the Solicitation Number listed above.
Vendor’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated
into this Contract.
Exhibit "C:
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All Equipment and Products provided under this Contract must be new/current model. Vendor
may offer close-out or refurbished Equipment or Products if they are clearly indicated in
Vendor’s product and pricing list. Unless agreed to by the Participating Entities in advance,
Equipment or Products must be delivered as operational to the Participating Entity’s site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated,
sales and sales volume are not guaranteed.
B. WARRANTY. Vendor will extend to the Participating Entity the warranty set forth in
Vendor’s End User Agreement, subject to the related limitations, exclusions, and disclaimers set
forth therein. Vendor’s dealers and distributors must agree to assist the Participating Entity in
reaching a resolution in any dispute over warranty terms with the manufacturer. Any
manufacturer’s warranty that is effective past the expiration of the Vendor’s warranty will be
passed on to the Participating Entity.
C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution, Vendor will
make available to Sourcewell a means to validate or authenticate Vendor’s authorized dealers,
distributors, and/or resellers relative to the Equipment, Products, and Services related to this
Contract. This list may be updated from time-to-time and is incorporated into this Contract by
reference. It is the Vendor’s responsibility to ensure Sourcewell receives the most current
version of this list.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced as stated in Vendor’s
Proposal.
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a
Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered
Equipment, Products, and Services that are operational for their intended purpose, and
includes all costs to the Participating Entity’s requested delivery location.
Regardless of the payment method chosen by the Participating Entity, the total cost associated
with any purchase option of the Equipment, Products, or Services must always be disclosed in
the pricing quote to the applicable Participating Entity at the time of purchase.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly
packaged. Damaged Equipment and Products may be rejected. If the damage is not readily
apparent at the time of delivery, Vendor must permit the Equipment and Products to be
returned no more than 60 days after delivery at no cost to Sourcewell or its Participating
Entities. Subject to the above limit, Participating Entities reserve the right to inspect the
Equipment and Products at a reasonable time after delivery where circumstances or conditions
prevent effective inspection of the Equipment and Products at the time of delivery.
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Vendor must arrange for and pay for the return shipment on Equipment and Products that arrive
in a defective or inoperable condition.
Sourcewell may declare the Vendor in breach of this Contract if the Vendor intentionally
delivers substandard or inferior Equipment or Products. In the event of the delivery of
nonconforming Equipment and Products, the Participating Entity will notify the Vendor as soon
as possible and the Vendor will replace nonconforming Equipment and Products with
conforming Equipment and Products that are acceptable to the Participating Entity.
B. SALES TAX. Each Participating Entity is responsible for supplying the Vendor with valid tax-
exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax-
exempt entity.
C. HOT LIST PRICING. At any time during this Contract, Vendor may offer a specific selection
of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Vendor determines it will offer Hot List Pricing, it must be submitted electronically to
Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed
from the Hot List at any time through a Sourcewell Price and Product Change Form as defined
in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and
discontinued Equipment and Products as long as those close-out and discontinued items are
clearly identified as such. Current ordering process and administrative fees apply. Hot List
Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Vendor may request Equipment, Product, or Service changes, additions, or deletions at any
time. All requests must be made in writing by submitting a signed Sourcewell Price and Product
Change Request Form to the assigned Sourcewell Contract Administrator. This form is available
from the assigned Sourcewell Contract Administrator. At a minimum, the request must:
x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change;
x Individually list all Equipment, Products, or Services affected by the requested change,
along with the requested change (e.g., addition, deletion, price change); and
x Include a complete restatement of pricing documentation in Microsoft Excel with the
effective date of the modified pricing, or product addition or deletion. The new pricing
restatement must include all Equipment, Products, and Services offered, even for those
items where pricing remains unchanged.
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A fully executed Sourcewell Price and Product Request Form will become an amendment
to this Contract and be incorporated by reference.
5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and
nonprofit entities across the United States and Canada; such as federal, state/province,
municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally
access the Equipment, Products, or Services under this Contract. A Participating Entity’s
authority to access this Contract is determined through its cooperative purchasing, interlocal,
or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service
Member of Sourcewell during such time of access. Vendor understands that a Participating
Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating
Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Notwithstanding the foregoing, Vendor has the right to accept or reject orders from
Participating Entities at its sole discretion.
Vendor is responsible for familiarizing its sales and service forces with Sourcewell contract use
eligibility requirements and documentation and will encourage potential participating entities
to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its
roster during the term of this Contract.
B. PUBLIC FACILITIES. Vendor’s employees may be required to perform work at government-
owned facilities, including schools. Vendor’s employees and agents must conduct themselves in
a professional manner while on the premises, and in accordance with Participating Entity
policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under
this Contract, a Participating Entity must clearly indicate to Vendor that it intends to access this
Contract; however, order flow and procedure will be developed jointly between Sourcewell and
Vendor. Typically, a Participating Entity will issue an order directly to Vendor. If a Participating
Entity issues a purchase order, it may use its own forms, but the purchase order should clearly
note the applicable Sourcewell contract number. All Participating Entity orders under this
Contract must be issued prior to expiration of this Contract; however, Vendor performance,
Participating Entity payment, and any applicable warranty periods or other Vendor or
Participating Entity obligations may extend beyond the term of this Contract.
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Vendor’s acceptable forms of payment are included in the attached Proposal. Participating
Entities will be solely responsible for payment and Sourcewell will have no liability for any
unpaid invoice of any Participating Entity. Title of Products transfers to the Participating Entity
upon receipt by Vendor of full payment.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and
conditions to a purchase order, or other required transaction documentation, may be
negotiated between a Participating Entity and Vendor, such as job or industry-specific
requirements, legal requirements (e.g., affirmative action or immigration status requirements),
or specific local policy requirements. Vendor will require Participating Entity’s acceptance of
Vendor’s then-current End User Agreement. To the extent that the End User Agreement
conflicts with the Contract, the Contract will govern. Some Participating Entitles may require
the use of a Participating Addendum; the terms of which will be worked out directly between
the Participating Entity and the Vendor. Any negotiated additional terms and conditions must
never be less favorable to the Participating Entity than what is contained in this Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires
service or specialized performance requirements (such as e-commerce specifications,
specialized delivery requirements, or other specifications and requirements) not addressed in
this Contract, the Participating Entity and the Vendor may enter into a separate, standalone
agreement, apart from this Contract. Sourcewell, including its agents and employees, will not
be made a party to a claim for breach of such agreement.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order of any non-
custom Products, in whole or in part, immediately upon notice to Vendor in the event of
any of the following events:
1. The Participating Entity fails to receive funding or appropriation from its governing body
at levels sufficient to pay for the goods to be purchased;
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the
Participating Entity’s requirements; or
3. Vendor commits any material breach of this Contract or the additional terms agreed to
between the Vendor and a Participating Entity, and such breach continues for a period of 30
days following receipt of written notice to cure.
E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a
Participating Entity’s order will be determined by the Participating Entity making the purchase.
7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Vendor will assign an Account Representative to
Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is
changed. The Account Representative will be responsible for:
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x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and
x Business reviews to Sourcewell and Participating Entities, if applicable.
B. BUSINESS REVIEWS. Vendor must perform a minimum of one business review with
Sourcewell per contract year. The business review will cover sales to Participating Entities,
pricing and contract terms, administrative fees, supply issues, customer issues, and any other
necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT
A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Vendor must provide a contract
sales activity report (Report) to the Sourcewell Contract Administrator assigned to this
Contract. A Report must be provided regardless of the number or amount of sales during that
quarter (i.e., if there are no sales, Vendor must submit a report indicating no sales were made).
The Report must contain the following fields:
x Customer Name (e.g., City of Staples Highway Department);
x Customer Physical Street Address;
x Customer City;
x Customer State/Province;
x Customer Zip Code;
x Customer Contact Name;
x Customer Contact Email Address;
x Customer Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number;
x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Vendor.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell,
the Vendor will pay an administrative fee to Sourcewell on all Equipment, Products, and
Services provided to Participating Entities. The Administrative Fee must be included in, and not
added to, the pricing. Vendor may not charge Participating Entities more than the contracted
price to offset the Administrative Fee.
The Vendor will submit payment to Sourcewell for the percentage of administrative fee stated
in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased
by Participating Entities under this Contract during each calendar quarter. Payments should
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note the Vendor’s name and Sourcewell-assigned contract number in the memo; and must be
mailed to the address above “Attn: Accounts Receivable” or remitted electronically to
Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments
must be received no later than 45 calendar days after the end of each calendar quarter.
Vendor agrees to cooperate with Sourcewell in auditing transactions under this Contract to
ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Vendor is delinquent in any undisputed administrative fees, Sourcewell
reserves the right to cancel this Contract and reject any proposal submitted by the Vendor in
any subsequent solicitation. In the event this Contract is cancelled by either party prior to the
Contract’s expiration date, the administrative fee payment will be due no more than 30 days
from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Vendor’s Authorized Representative is the person named in the Vendor’s Proposal. If Vendor’s
Authorized Representative changes at any time during this Contract, Vendor must promptly
notify Sourcewell in writing.
10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE
A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records,
documents, and accounting procedures and practices relevant this Agreement are subject to
examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the
end of this Contract. This clause extends to Participating Entities as it relates to business
conducted by that Participating Entity under this Contract.
B. ASSIGNMENT. Neither the Vendor nor Sourcewell may assign or transfer any rights or
obligations under this Contract without the prior consent of the parties and a fully executed
assignment agreement. Such consent will not be unreasonably withheld.
C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective
until it has been fully executed by the parties.
D. WAIVER. If either party fails to enforce any provision of this Contract, that failure does not
waive the provision or the right to enforce it.
E. CONTRACT COMPLETE. This Contract contains all negotiations and agreements between
Sourcewell and Vendor. No other understanding regarding this Contract, whether written or
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oral, may be used to bind either party. For any conflict between the attached Proposal and the
terms set out in Articles 1-22, the terms of Articles 1-22 will govern.
F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent
contractors, each free to exercise judgment and discretion with regard to the conduct of their
respective businesses. This Contract does not create a partnership, joint venture, or any other
relationship such as master-servant, or principal-agent.
11. LIABILITY
Vendor must indemnify, save, and hold Sourcewell, including their agents and employees,
harmless from any claims or causes of action, including attorneys’ fees, arising out of the
performance of this Contract by the Vendor or its agents or employees; this indemnification
includes injury or death to person(s) or property alleged to have been caused by some defect in
the Equipment, Products, or Services under this Contract to the extent the Equipment, Product,
or Service has been used according to its specifications. Vendor’s indemnification and liability
obligations to a Sourcewell Participating Entity will be as set forth in Vendor’s End User
Agreement, subject to the limitations, exclusions, and disclaimers set forth therein.
12. GOVERNMENT DATA PRACTICES
Vendor and Sourcewell must comply with the Minnesota Government Data Practices Act,
Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell
under this Contract and as it applies to all data created, collected, received, stored, used,
maintained, or disseminated by the Vendor under this Contract.
If the Vendor receives a request to release the data referred to in this article, the Vendor must
immediately notify Sourcewell and Sourcewell will assist with how the Vendor should respond
to the request.
13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT
A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Vendor a royalty-free, worldwide, non-exclusive right and
license to use theTrademark(s) provided to Vendor by Sourcewell in advertising and
promotional materials for the purpose of marketing Sourcewell’s relationship with
Vendor.
b. Vendor grants to Sourcewell a royalty-free, worldwide, non-exclusive right and
license to use Vendor’s Trademarks in advertising and promotional materials for the
purpose of marketing Vendor’s relationship with Sourcewell.
2. Limited Right of Sublicense. The right and license granted herein includes a limited right
of each party to grant sublicenses to its and their respective distributors, marketing
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representatives, and agents (collectively “Permitted Sublicensees”) in advertising and
promotional materials for the purpose of marketing the Parties’ relationship to Participating
Entities. Any sublicense granted will be subject to the terms and conditions of this Article.
Each party will be responsible for any breach of this Article by any of their respective
sublicensees.
3. Use; Quality Control.
a. Sourcewell must not alter Vendor’s Trademarks from the form provided by
Vendor and must comply with Vendor’s removal requests as to specific uses of its
trademarks or logos.
b. Vendor must not alter Sourcewell’s Trademarks from the form provided by
Sourcewell and must comply with Sourcewell’s removal requests as to specific uses
of its trademarks or logos.
c. Each party agrees to use, and to cause its Permitted Sublicensees to use, the
other party’s Trademarks only in good faith and in a dignified manner consistent
with such party’s use of the Trademarks. Upon written notice to the breaching party,
the breaching party has 30 days of the date of the written notice to cure the breach
or the license will be terminated.
4. As applicable, Vendor agrees to indemnify and hold harmless Sourcewell and its
Participating Entities against any and all suits, claims, judgments, and costs instituted or
recovered against Sourcewell or Participating Entities by any person on account of the use
of any Equipment or Products by Sourcewell or its Participating Entities supplied by Vendor
in violation of applicable patent or copyright laws.
5. Termination. Upon the termination of this Contract for any reason, each party, including
Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites,
and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed
catalog of vendors which may be used until the next printing). Vendor must return all
marketing and promotional materials, including signage, provided by Sourcewell, or dispose
of it according to Sourcewell’s written directions.
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released
without prior written approval from the Authorized Representatives. Publicity includes notices,
informational pamphlets, press releases, research, reports, signs, and similar public notices
prepared by or for the Vendor individually or jointly with others, or any subcontractors, with
respect to the program, publications, or services provided resulting from this Contract.
C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be
approved by Sourcewell. Materials should be sent to the Sourcewell Contract Administrator
assigned to this Contract.
D. ENDORSEMENT. The Vendor must not claim that Sourcewell endorses its Equipment,
Products, or Services.
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14. GOVERNING LAW, JURISDICTION, AND VENUE
Minnesota law governs this Contract. Venue for all legal proceedings out of this Contract, or its
breach, must be in the appropriate state court in Todd County or federal court in Fergus Falls,
Minnesota.
15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God
or other conditions that are beyond that party’s reasonable control. A party defaulting under
this provision must provide the other party prompt written notice of the default.
16. SEVERABILITY
If any provision of this Contract is found to be illegal, unenforceable, or void then both
Sourcewell and Vendor will be relieved of all obligations arising under such provisions. If the
remainder of this Contract is capable of performance, it will not be affected by such declaration
or finding and must be fully performed.
17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and
address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and
work in good faith to resolve such dispute within a reasonable period of time. If necessary,
Sourcewell and the Vendor will jointly develop a short briefing document that describes the
issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified
above, either Sourcewell or Vendor may escalate the resolution of the issue to a higher
level of management. The Vendor will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the
Vendor must continue without delay to carry out all of its responsibilities under the
Contract that are not affected by the dispute. If the Vendor fails to continue without delay
to perform its responsibilities under the Contract, in the accomplishment of all undisputed
work, any additional costs incurred by Sourcewell and/or its Participating Entities as a result
of such failure to proceed will be borne by the Vendor.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract,
or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
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Written notice of default and a reasonable opportunity to cure must be issued by the party
claiming default. Time allowed for cure will not diminish or eliminate any liability for liquidated
or other damages. If the default remains after the opportunity for cure, the non-defaulting
party may:
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the
Contract.
18. INSURANCE
A. REQUIREMENTS. At its own expense, Vendor must maintain insurance policy(ies) in effect at
all times during the performance of this Contract with insurance company(ies) licensed or
authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better,
with coverage and limits of insurance not less than the following:
1. Workers’ Compensation and Employer’s Liability.
Workers’ Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Vendor will maintain insurance covering its
operations, with coverage on an occurrence basis, and must be subject to terms no less
broad than the Insurance Services Office (“ISO”) Commercial General Liability Form
CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include
liability arising from premises, operations, bodily injury and property damage,
independent contractors, products-completed operations including construction defect,
contractual liability, blanket contractual liability, and personal injury and advertising
injury. All required limits, terms and conditions of coverage must be maintained during
the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage
$1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract, Vendor
will maintain insurance covering all owned, hired, and non-owned automobiles in limits
of liability not less than indicated below. The coverage must be subject to terms no less
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broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or
equivalent.
Minimum Limits:
$1,000,000 each accident, combined single limit
4. Umbrella Insurance. During the term of this Contract, Vendor will maintain umbrella
coverage over Workers’ Compensation, Commercial General Liability, and Commercial
Automobile.
Minimum Limits:
$2,000,000
5. Network Security and Privacy Liability Insurance. During the term of this Contract,
Vendor will maintain coverage for network security and privacy liability. The coverage
may be endorsed on another form of liability coverage or written on a standalone
policy. The insurance must cover claims which may arise from failure of Vendor’s
security resulting in, but not limited to, computer attacks, unauthorized access,
disclosure of not public data – including but not limited to, confidential or private
information, transmission of a computer virus, or denial of service.
Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Vendor to maintain the required insurance will constitute a material breach entitling
Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Vendor must furnish
to Sourcewell a certificate of insurance, as evidence of the insurance required under this
Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to
Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the
Sourcewell Contract Administrator assigned to this Contract. The certificates must be signed by
a person authorized by the insurer(s) to bind coverage on their behalf.
Failure to request certificates of insurance by Sourcewell, or failure of Vendor to provide
certificates of insurance, in no way limits or relieves Vendor of its duties and responsibilities in
this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY
INSURANCE CLAUSE. Vendor agrees to list Sourcewell and its Participating Entities, including
their officers, agents, and employees, as an additional insured under the Vendor’s commercial
general liability insurance policy with respect to liability arising out of activities, “operations,” or
“work” performed by or on behalf of Vendor, and products and completed operations of
Vendor. The policy provision(s) or endorsement(s) must further provide that coverage is
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primary and not excess over or contributory with any other valid, applicable, and collectible
insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Vendor waives and must require (by endorsement or
otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional
insureds for losses paid under the insurance policies required by this Contract or other
insurance applicable to the Vendor or its subcontractors. The waiver must apply to all
deductibles and/or self-insured retentions applicable to the required or any other insurance
maintained by the Vendor or its subcontractors. Where permitted by law, Vendor must require
similar written express waivers of subrogation and insurance clauses from each of its
subcontractors.
E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this
Contract can be met by either providing a primary policy or in combination with
umbrella/excess liability policy(ies), or self-insured retention.
19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this
Contract must comply fully with applicable federal laws and regulations, and with the laws in
the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Vendor must maintain a valid and current status on all required federal,
state/provincial, and local licenses, bonds, and permits required for the operation of the
business that the Vendor conducts with Sourcewell and Participating Entities.
20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Vendor certifies and warrants that it is not in bankruptcy or that it has previously disclosed in
writing certain information to Sourcewell related to bankruptcy actions. If at any time during
this Contract Vendor declares bankruptcy, Vendor must immediately notify Sourcewell in
writing.
Vendor certifies and warrants that neither it nor its principals are presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs
operated by the State of Minnesota; the United States federal government or the Canadian
government, as applicable; or any Participating Entity. Vendor certifies and warrants that
neither it nor its principals have been convicted of a criminal offense related to the subject
matter of this Contract. Vendor further warrants that it will provide immediate written notice
to Sourcewell if this certification changes at any time.
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21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or
services from this Contract may be subject to additional requirements including the
procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit
Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may also require
additional requirements based on specific funding specifications. Within this Article, all
references to “federal” should be interpreted to mean the United States federal government.
The following list only applies when a Participating Entity accesses Vendor’s Equipment,
Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all
contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in
accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319,
12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending
Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing
regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal
Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated
herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal
program legislation, all prime construction contracts in excess of $2,000 awarded by non-
federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. §
3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5,
“Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted
Construction”). In accordance with the statute, contractors must be required to pay wages to
laborers and mechanics at a rate not less than the prevailing wages specified in a wage
determination made by the Secretary of Labor. In addition, contractors must be required to pay
wages not less than once a week. The non-federal entity must place a copy of the current
prevailing wage determination issued by the Department of Labor in each solicitation. The
decision to award a contract or subcontract must be conditioned upon the acceptance of the
wage determination. The non-federal entity must report all suspected or reported violations to
the federal awarding agency. The contracts must also include a provision for compliance with
the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor
regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work
Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that
each contractor or subrecipient must be prohibited from inducing, by any means, any person
employed in the construction, completion, or repair of public work, to give up any part of the
compensation to which he or she is otherwise entitled. The non-federal entity must report
all suspected or reported violations to the federal awarding agency. Vendor must be in
compliance with all applicable Davis-Bacon Act provisions.
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C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where
applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve
the employment of mechanics or laborers must include a provision for compliance with 40
U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of
every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess
of the standard work week is permissible provided that the worker is compensated at a rate of
not less than one and a half times the basic rate of pay for all hours worked in excess of 40
hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction
work and provide that no laborer or mechanic must be required to work in surroundings or
under working conditions which are unsanitary, hazardous or dangerous. These requirements
do not apply to the purchases of supplies or materials or articles ordinarily available on the
open market, or contracts for transportation or transmission of intelligence. This provision is
hereby incorporated by reference into this Contract. Vendor certifies that during the term of an
award for all contracts by Sourcewell resulting from this procurement process, Vendor must
comply with applicable requirements as referenced above.
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award
meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or
subrecipient wishes to enter into a contract with a small business firm or nonprofit organization
regarding the substitution of parties, assignment or performance of experimental,
developmental, or research work under that “funding agreement,” the recipient or subrecipient
must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit
Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative
Agreements,” and any implementing regulations issued by the awarding agency. Vendor
certifies that during the term of an award for all contracts by Sourcewell resulting from this
procurement process, Vendor must comply with applicable requirements as referenced above.
E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL
ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require
the non-federal award to agree to comply with all applicable standards, orders or regulations
issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution
Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA). Vendor
certifies that during the term of this Contract will comply with applicable requirements as
referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award
(see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions
in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R.
§180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3
C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names
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of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549. Vendor
certifies that neither it nor its principals are presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation by any federal
department or agency.
G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Vendors must file
any required certifications. Vendors must not have used federal appropriated funds to pay any
person or organization for influencing or attempting to influence an officer or employee of any
agency, a member of Congress, officer or employee of Congress, or an employee of a member
of Congress in connection with obtaining any federal contract, grant, or any other award
covered by 31 U.S.C. § 1352. Vendors must disclose any lobbying with non-federal funds that
takes place in connection with obtaining any federal award. Such disclosures are forwarded
from tier to tier up to the non-federal award. Vendors must file all certifications and disclosures
required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. §
1352).
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Vendor must comply with
the record retention requirements detailed in 2 C.F.R. § 200.333. The Vendor further certifies
that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after
grantees or subgrantees submit final expenditure reports or quarterly or annual financial
reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Vendor
must comply with the mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy
and Conservation Act.
J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Vendor must comply
with all applicable provisions of the Buy American Act. Purchases made in accordance with the
Buy American Act must follow the applicable procurement rules calling for free and open
competition.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Vendor agrees that duly authorized
representatives of a federal agency must have access to any books, documents, papers and
records of Vendor that are directly pertinent to Vendor’s discharge of its obligations under this
Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right
also includes timely and reasonable access to Vendor’s personnel for the purpose of interview
and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is
a state agency or agency of a political subdivision of a state and its contractors must comply
with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation
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and Recovery Act. The requirements of Section 6002 include procuring only items designated in
guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the
highest percentage of recovered materials practicable, consistent with maintaining a
satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the
value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring
solid waste management services in a manner that maximizes energy and resource recovery;
and establishing an affirmative procurement program for procurement of recovered materials
identified in the EPA guidelines.
22. CANCELLATION
Sourcewell or Vendor may cancel this Contract at any time, with or without cause, upon 60
days’ written notice to the other party. However, Sourcewell may cancel this Contract
immediately upon discovery of a material defect in any certification made in Vendor’s Proposal.
Cancellation of this Contract does not relieve either party of financial, product, or service
obligations incurred or accrued prior to cancellation.
Sourcewell Geotab Inc.
By: __________________________ By: __________________________
Jeremy Schwartz Neil Cawse
Title: Chief Procurement Officer Title: CEO
Date: ________________________
Date: ________________________
Approved:
By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________
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Bid Number: RFP 020221 Vendor Name: Geotab Inc.
Docusign Envelope ID: B64BA99B-4457-4EA5-88AC-C35E0864ECAC
Feb. 11, 2025 Item #4 Page 55 of 71
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Bid Number: RFP 020221 Vendor Name: Geotab Inc.
Docusign Envelope ID: B64BA99B-4457-4EA5-88AC-C35E0864ECAC
Feb. 11, 2025 Item #4 Page 56 of 71
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Bid Number: RFP 020221 Vendor Name: Geotab Inc.
Docusign Envelope ID: B64BA99B-4457-4EA5-88AC-C35E0864ECAC
Feb. 11, 2025 Item #4 Page 57 of 71
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Bid Number: RFP 020221 Vendor Name: Geotab Inc.
Docusign Envelope ID: B64BA99B-4457-4EA5-88AC-C35E0864ECAC
Feb. 11, 2025 Item #4 Page 58 of 71
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Docusign Envelope ID: B64BA99B-4457-4EA5-88AC-C35E0864ECAC
Feb. 11, 2025 Item #4 Page 60 of 71
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Docusign Envelope ID: B64BA99B-4457-4EA5-88AC-C35E0864ECAC
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Bid Number: RFP 020221 Vendor Name: Geotab Inc.
Docusign Envelope ID: B64BA99B-4457-4EA5-88AC-C35E0864ECAC
Feb. 11, 2025 Item #4 Page 62 of 71
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Bid Number: RFP 020221 Vendor Name: Geotab Inc.
Docusign Envelope ID: B64BA99B-4457-4EA5-88AC-C35E0864ECAC
Feb. 11, 2025 Item #4 Page 63 of 71
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Bid Number: RFP 020221 Vendor Name: Geotab Inc.
Docusign Envelope ID: B64BA99B-4457-4EA5-88AC-C35E0864ECAC
Feb. 11, 2025 Item #4 Page 67 of 71
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Bid Number: RFP 020221 Vendor Name: Geotab Inc.
Docusign Envelope ID: B64BA99B-4457-4EA5-88AC-C35E0864ECAC
Feb. 11, 2025 Item #4 Page 68 of 71
Bid Number: RFP 020221 Vendor Name: Geotab Inc.
71 Integrated video solutions Yes
No
The Geotab Marketplace is an expandable ecosystem of solutions and offers a great
variety of choices for camera and Advanced driver-assistance systems (ADAS) solutions
(https://marketplace.geotab.com/all-solutions/?partnerSolutionCategories=cameras-adas) with
comparison abilities between different product offerings. Participating entities can choose
from different camera solutions that are all integrated with MyGeotab, enabling them to
manage all their fleet data in one place.
Table 15: Industry Specific Questions
Line
Item Question Response *
72 If you are awarded a contract, provide a
few examples of internal metrics that will
be tracked to measure whether you are having success with the contract.
Geotab utilizes Salesforce to forecast opportunities, and move them through the
process of ordering. We use the reporting from Salesforce and Google Big Query to
quantify which resellers are placing orders, and which industries are growing from a subscription perspective. These metrics are reported internally and shared with our
sales and leadership teams. Geotab will follow the same method of tracking metrics
to measure the success of the Sourcewell program over the life of the contract.
*
73 Describe your approach to data privacy in
regard to your proposed solution(s).
Geotab has strategically defined what steps are taken to ensure on-going
confidentiality, integrity, availability, and resilience of systems and services processing
personal data. As a data processor, Geotab implements and maintains technical and
organizational measures designed to keep customer data secure and private.
Individual customer data is processed according to the customer's instructions and
chosen settings that enable the proper functioning of the solution and its ongoing
improvement. Geotab has carefully controlled and audited access to personal data in
a customers' database in the event that the customer needs support on their data for safety or troubleshooting. Geotab ensures that adequate steps are taken to
guard against unauthorized access to customers' data. Geotab models our
information security and privacy policies after industry best practices including ISO-
27001 and NIST 800-53 SP.
Exceptions to Terms, Conditions, or Specifications Form
Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been
incorporated into the contract text.
Docusign Envelope ID: B64BA99B-4457-4EA5-88AC-C35E0864ECAC
Feb. 11, 2025 Item #4 Page 69 of 71
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Feb. 11, 2025 Item #4 Page 70 of 71
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Docusign Envelope ID: B64BA99B-4457-4EA5-88AC-C35E0864ECAC
Feb. 11, 2025 Item #4 Page 71 of 71