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HomeMy WebLinkAboutTorburn, Tara; 2014-12-16;AGREEMENT FOR GRAPHIC DESIGN SERVICES BETWEEN CITY OF CARLSBAD AND TARA TORBURN, A SOLE PROPRIETOR THIS AGREEMENT is made and entered into as of the IGT^ day of 'T>CCCmhC/ir' . 20 IH- , by and between the CITY OF CARLSBAD, a municipal corporation, ("City"), and Tara Torburn, a sole proprietor ("Contractor"). RECITALS City requires the professional services of a graphic designer who is experienced in graphic design for digital and print public outreach services. Contractor has the necessary experience in providing these professional services, 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 Exhibit "A", attached and incorporated by this reference in accordance with the terms and conditions set forth in this Agreement. 2. Term. This Agreement will be effective for a period of one year from the date first above written. The Agreement may be extended for two additional one year terms with the consent of both parties. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. 3. Compensation. The total fee payable for the Services to be performed shall not exceed twelve thousand dollars ($12,000.00) per agreement year and shall be billed at the rate of eighty dollars ($80.00) per hour. No other compensation for the Services will be allowed except for items covered t)y subsequent amendments to this Agreement. City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or the Services specified in Exhibit "A." 4. 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 City Attorney Approved Version 1.2014 from any balance owing to Contractor 5. Ownership of Work(s). Excepting such items which are specifically identified by Contractor as proprietary trade secrets, any and all sketches, drawings, tracings, images (whether still or moving), audio sounds, recordings, notes, computations, writings, and other materials and documents (collectively "Work(s)") prepared by Contractor in the performance of this Agreement shall be the property of City from the moment of their preparation, and Contractor shall deliver such materials and documents to City, upon request. Contractor shall have the right to make duplicate copies of such materials and documents for its own file or for other purposes the City may agree as to in writing. 6. Titles and Copyright Assignment. Contractor and City intend this to be an Agreement for Services and each considers the deliverable product (Work) and results of the Services to be rendered by Contractor hereunder to be a work made-for-hire. Contractor acknowledges and agrees that the Work (and all rights therein, including, without limitation, copyright) belongs to and shall be the sole and exclusive property of City. If for any reason the Work would not be considered a work made-for-hire under applicable law, Contractor does hereby sell, assign, and transfer to City, its successors and assigns, the entire right, title and interest in and to the copyright in the Work and any registrations and copyright applications relating thereto and any renewals and extensions thereof, and in and to all works based upon, derived from, or incorporating the Work, and in and to all income, royalties, damages, claims and payments now or hereafter due or payable with respect thereto, and in and to all causes of action, either in law or in equity for past, present, or future infringement based on the copyrights, and in and to all rights corresponding to the foregoing throughout the worid. Ifthe Work is one to which the provisions of 17 U.S.C. 106A apply, the Contractor hereby waives and appoints City to assert on the Contractor's behalf the Contractor's moral rights or any equivalent rights regarding the forni or extent of any alteration to the Work (including, without limitation, removal or destruction) or the making of any derivative works based on the Work, including, without limitation, photographs, drawings or other visual reproductions orthe Work, in any medium, for City purposes. Contractor agrees to execute all required documents and to perform such other proper acts, as City may deem necessary to secure for City or its designee the rights herein assigned. 7. Indemnification for Intellectual Propertv Infringement. Contractor agrees to defend, indemnify and hold harmless City, its elected officials, employees and agents from and against any claim, action, proceeding, liability, loss, damage, cost or expense, including, without limitation, reasonable attorneys' fees, as provided herein, arising out of any claim that the Contractor's Works, products, services and/or deliverables, or any part of them, infringes upon or otherwise violates any copyright, trade secret, trademark, service mark, patent, invention, proprietary infonnation, or other rights of any third party, or that City's use of them otherwise violates this Section [collectively referred to for purposes ofthis Section as "Infringement Claims(s)"], by paying all amounts that a court finally awards or that Contractor agrees to in settlement of such Infringement Claim(s), as well as any and all expenses or charges arising from such Infringement Claim(s), including reasonable attomeys' fees, as they are incunred by City or any other party indemnified underthis Section. City Attomey Approved Version 1.2014 City also agrees that, if the use or operation of the Contractor's Works, products, services and/or deliverables, or any part of them, becomes, or in Contractor's opinion is likely to become, the subject of an Infringement Claim(s), City will permit Contractor, at Contractor's option and expense for all associated costs, either to procure the right for City to continue to use Contractor's Works, products, services and/or deliverables, or part thereof, or to replace or modify them with another item of comparable quality and performance capabilities to become non-infringing, provided such replacement or modification does not cause the product, services and/or deliverables, or any part thereof, to fail to comply with any ofthe requirements ofthis Agreement, including but not limited to, all functionality, technical specifications and performance warranties. In the event City's ongoing use of Contractor's Work's, products, services and/or deliverables, or any part of them, is the subject of any act by a third party arising from an Infringement Claim that would preclude or impair City's use of Contractor's Works, products, services and/or deliverables (e.g., injunctive relief), or if City's continued use of them may subject it to punitive damages or statutory penalties. City shall give written notice to Contractor of such fact(s). Upon notice of such facts, Contractor shall procure the right for City to continue to use the Works, products, services and/or deliverables, or part thereof, or replace or modify the Works, products, services and/or deliverables of comparable quality and performance capabilities to become non-infringing. if Contractor fails to complete the remedial acts set forth above within forty-five (45) calendar days of the date of the written notice from City, City shall have the right to take such remedial acts it determines to be reasonable to mitigate any impairment of its use of Contractor's Works, products, services and/or deliverables or damages (hereafter referred to as "City's Remedial Acts"). Contractor shall indemnify City for all amounts paid and direct and indirect costs associated with City's Remedial Acts. Failure by Contractor to pay such amounts within ten (10) calendar days of invoice by City shall, in addition to and cumulative to all other remedies, entitle City to immediately withhold payments due Contractor under this Agreement up to the amount paid in connection with City's Remedial Acts. 8. Indemnification - General. 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 in whole or in part by any willful misconduct or negligent act or omission 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 eariy termination of this Agreement. 9. Insurance. Contractor will obtain and maintain policies of commercial general liability insurance, automobile liability insurance, a combined policy of workers' compensation, employers liability insurance, and professional liability insurance from an insurance company authorized to transact the business of insurance in the State of Califomia which has a current rating in the Best's Key Rating guide of at least A-:V in an amount of not less than one million dollars ($1,000,000) for each policy, unless otherwise authorized and approved by the City Attorney or the City Manager. Notwithstanding, Workers' Compensation and employers liability City Attorney Approved Version 1.2014 insurance limits shall not be less than the amount required by the Califomia Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage. The insurance will be in force during the life of this Agreement and will not be canceled without thirty (30) days prior written notice to the City by certified mail. City will be named as an additional insured on General and Automobile liability. Contractor will furnish certificates of insurance to the Contract Department, with endorsements to City prior to Crty's execution of this Agreement. 10. Conflict of Interest. City will evaluate Contractor's duties pursuant to this Agreement to detemnine whether disclosure under the Polrtical Reform Act and City's Conflict of Interest Code is required of Contractor or any of Contractor's employees, agents or subcontractors. Should rt be determined that disclosure is required, Contractor or Contractor's employees, agents, or subcontractors will complete and file with the Crty Clerk those schedules specified by City and contained in the Statement of Economic Interests Form 700. 11. Compliance With Laws. Contractor will comply with all applicable local, state and federal laws and regulations prohibrting discrimination and harassment and wilt obtain and maintain a City of Carisbad Business License for the term ofthis Agreement. 12. 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 and/or U.S. Mail of the termination. If City decides to abandon or indefinrtely 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 Crty 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 Crty 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. Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put rt in order for proper filing and closing and deliver rt 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. 13. 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 Irtigation or in conjunction with litigation. Contractor acknowledges that rt a false claim is submitted to City, rt may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that Califomia Govemment Code sections 12650 et seq., the False Claims Act applies to this Agreement and, provides for civil penarties where a person 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 penarties pursuant to the False Claims Act, rt is entitied to recover its Irtigation costs, including attomey's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the resurt 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. City Attomey Approved Version 1.2014 Contractor acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 14. Venue and Jurisdiction. Contractor agrees and stipulates that the proper venue and jurisdiction for resolution of any disputes between the parties arising out of this Agreement is the State Superior Court, San Diego County, California. 15. Assignment. Contractor may assign neither this Agreement nor any part of rt, nor any monies due or to become due under rt, without the prior written consent of City. 16. Amendments This Agreement may be amended by mutual consent of City and Contractor. Any amendment will be in wrrting. signed by both parties, wrth a statement of estimated changes in charges or time schedule. 17. Entire Agreement. This Agreement, together with any other written document referred to or contemplated by rt, 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 rt. In case of conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modtfied, waived or discharged except in a writing signed by both parties. 18. Authoritv. The individuals executing this Agreement and the instruments referenced in rt on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractorto the terms and condrtions of this Agreement. CONTRACTOR (Sign here) CITY OF CARLSBAD, a municipal corporation ofthe State of Califomia By: 1^^0^^/OUA^ (Print name/trtle) AssCrtJity Manager-e?^*iy©r Kathryn B. Dodson ATTEST: (e-mail address) "By: (Sign here) ^RBARA City Clerk (Print name/trtle) (e-mail address) 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. City Attomey Approved Version 1.2014 "Group A. **Group B. Chairman, Secretary, President, or Assistant Secretary, Vice-President 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: CELIA A. BREWER, Qttv Attomey City Attorney City Attomey Approved Version 1.2014 EXHIBIT "A" Professional graphic design services for the City of Carlsbad. City will provide a detailed description of each graphic design project, including goals, audience, uses and deadlines, through e-mail, phone or in-person meeting. Contractorto design city materials, including but not limited to newsletters, brochures, ads, web graphics and fact sheets. Contractor to submit to community relations manager or media and graphics supervisor a draft for review and approval. Contractor will modify designs based on direction from the community relations manager or media and graphics supervisor. City will provide Contractor with photos, if needed. Contractor to obtain unlimited usage rights for any additional stock photos purchased and used. Contractor to follow style guidelines provided by the Communications Department for any Contractor created graphics, including fonts and colors. Contractor will deliver the following for each project: • All Project files in Adobe PDF files • All physical and digital media source files (graphics, animations and any other elements created for the project). Other considerations: • All works submitted to and accepted by the city must be an original piece designed by the contractor. • Contractor's graphic design submissions to the city may not contain profanity, erotica or pornography and/or the Contractor's personal racial, polifical or religious views. • The City reserves the right to use all submitted works in current and/or future forms of current media and/or media to be developed. For each task. Contractor will produce materials by specific deadlines created by communications department. Contractor will receive written notice from communications department for each task and deadline date for each task. Dates and times will be mutually agreed upon by the parties and subject to the availability of city staff and Contractor. Total for contract: NTE $ 12,000 Number of hours: NTE 150 City Attomey Approved Version 1.2014