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HomeMy WebLinkAboutC-4295-0 - PSA for Administration of Dog Licensing ProgramPROFESSIONAL SERVICES AGREEMENT WITH PETDATA, INC. FOR DOG LICENSING THIS AGREEMENT is made and entered into as of this 3v day of , 2009, by and between the CITY OF NEWPORT BEACH, a Municipal Corporation ("City"), and PETDATA, INC., a Texas Corporation, whose address is 1850 Crown Drive, Farmers Branch, TX 75234, Texas ("Consultant"), and is made with reference to the following: RECITALS A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. City intends to outsource its dog licensing operations and desires to engage Consultant to manage City's dog licensing program ("Project"). C. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement. D. The principal members of Consultant for purposes of the Project shall be Marilee Seay, Mark Gilbert and Brian Campbell. E. City solicited and received a proposal from Consultant, reviewed the previous experience and evaluated the expertise of Consultant, and desires to retain Consultant to render professional services under the terms and conditions set forth in this Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. TERM The term of this Agreement shall commence on the above written date, and shall terminate on the L day of , 2011, unless terminated earlier as set forth herein. Upon mutual agreemenf, City and Consultant may extend the term for two (2) additional consecutive terms of twelve (12) months each. Such option must be exercised within thirty (30) days of the expiration of the prior term. 2. SERVICES TO BE PERFORMED Consultant shall diligently perform all the services described in the Scope of Services attached hereto as Exhibit "A" and incorporated herein by reference. City may elect to delete certain tasks of the Scope of Services at its sole discretion. 3. TIME OF PERFORMANCE Time is of the essence in the performance of services under this Agreement and the services shall be performed to completion in a diligent and timely manner. The failure by Consultant to perform the services in a diligent and timely manner may result in termination of this Agreement by City. Notwithstanding the foregoing, Consultant shall not be responsible for delays due to causes beyond Consultant's reasonable control. However, in the case of any such delay in the services to be provided for the Project, each party hereby agrees to provide notice to the other party so that all delays can be addressed. 3.1 Consultant shall submit all requests for extensions of time for performance in writing to the Project Administrator not later than ten (10) calendar days after the start of the condition that purportedly causes a delay. The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays that are beyond Consultant's control. 3.2 For all time periods not specifically set forth herein, Consultant shall respond in the most expedient and appropriate manner under the circumstances, by either telephone, fax, hand -delivery or mail. 4. COMPENSATION TO CONSULTANT City shall pay Consultant for the services on a time and expense not -to -exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached hereto as Exhibit "B" and incorporated herein by reference. Consultant's compensation for all work performed in accordance with this Agreement, including all reimbursable items and subconsultant fees, shall not exceed Twenty Thousand Dollars and no/100 ($20,000.00) without prior written authorization from City. No billing rate changes shall be made during the term of this Agreement without the prior written approval of City. 4.1 Consultant shall submit monthly invoices to City describing the work performed the preceding month. Consultant's bills shall include a brief description of the services performed and/or the specific task in the Scope of Services to which it relates, the date the services were performed, and a description of any reimbursable expenditures. City shall pay Consultant no later than thirty (30) days after submission of the monthly invoice to City staff. 4.2 City shall reimburse Consultant only for those costs or expenses specifically approved in this Agreement, or specifically approved in writing in advance by City. Unless otherwise approved, such costs shall be z limited and include nothing more than the following costs incurred by Consultant: A. The actual costs of subconsultants for performance of any of the services that Consultant agrees to render pursuant to this Agreement, which have been approved in advance by City and awarded in accordance with this Agreement. B. Approved reproduction charges. C. Actual costs and/or other costs and/or payments specifically authorized in advance in writing and incurred by Consultant in the performance of this Agreement. 4.3 Consultant shall not receive any compensation for Extra Work performed without the prior written authorization of City. As used herein, "Extra Work" means any work that is determined by City to be necessary for the proper completion of the Project, but which is not included within the Scope of Services and which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Compensation for any authorized Extra Work shall be paid in accordance with the Schedule of Billing Rates as set forth in Exhibit "B". 5. PROJECT MANAGER Consultant shall designate a Project Manager, who shall coordinate all phases of the Project. This Project Manager shall be available to City at all reasonable times during the Agreement term. Consultant has designated Marilee Seay to be its Project Manager. Consultant shall not remove or reassign the Project Manager or assign any new or replacement personnel to the Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to the removal or assignment of non -key personnel. Consultant, at the sole discretion of City, shall remove from the Project any of its personnel assigned to the performance of services upon written request of City. Consultant warrants that it will continuously furnish the necessary personnel to complete the Project on a timely basis as contemplated by this Agreement. 6. ADMINISTRATION This Agreement will be administered by the Revenue Division. Glen Everroad shall be the Project Administrator and shall have the authority to act for City under this Agreement. The Project Administrator or his authorized representative shall represent City in all matters pertaining to the services to be rendered pursuant to this Agreement. 3 7. CITY'S RESPONSIBILITIES In order to assist Consultant in the execution of its responsibilities under this Agreement, City agrees to, where applicable: A. Provide access to, and upon request of Consultant, provide one copy of all existing relevant information on file at City. City will provide all such materials in a timely manner so as not to cause delays in Consultant's work schedule. B. Provide historical licensing data, consisting of licenses older than 90 days, in a readily importable format. 8. STANDARD OF CARE 8.1 All of the services shall be performed by Consultant or under Consultant's supervision. Consultant represents that it possesses the professional and technical personnel required to perform the services required by this Agreement, and that it will perform all services in a manner commensurate with community professional standards. All services shall be performed by qualified and experienced personnel who are not employed by City, nor have any contractual relationship with City. By delivery of completed work, Consultant certifies that the work conforms to the requirements of this Agreement and all applicable federal, state and local laws and the professional standard of care. 8.2 Consultant represents and warrants to City that it has, shall obtain, and shall keep in full force in effect during the term hereof, at its sole cost and expense, all licenses, permits, qualifications, insurance and approvals of whatsoever nature that is legally required of Consultant to practice its profession. Consultant shall maintain a City of Newport Beach business license during the term of this Agreement. 8.3 Consultant shall not be responsible for delay, nor shall Consultant be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, or acts of God, or the failure of City to furnish timely information or to approve or disapprove Consultant's work promptly, or delay or faulty performance by City, contractors, or governmental agencies. 9. HOLD HARMLESS To the fullest extent permitted by law, Consultant shall indemnify, defend and hold harmless City, its City Council, boards and commissions, officers, agents, 4 volunteers, and employees (collectively, the "Indemnified Parties") from and against any and all claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's fees, disbursements and court costs) of every kind and nature whatsoever (individually, a Claim; collectively, "Claims"), which may arise from or in any manner relate (directly or indirectly) to any breach by Consultant of the terms and conditions of this Agreement, any work performed or services provided under this Agreement by or on behalf of Consultant including, without limitation, defects in workmanship or materials or Consultant's presence or activities conducted on the Project (including the negligent and/or willful acts, errors and/or omissions of Consultant, its principals, officers, agents, employees, suppliers, consultants, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable or any or all of them). Notwithstanding the foregoing, nothing herein shall be construed to require Consultant to indemnify the Indemnified Parties from any Claim arising from the sole or concurrent negligence or willful misconduct of the Indemnified Parties, and Claims do not include any consequential damages that may be incurred by any of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any award of attorney's fees in any action on or to enforce the terms of this Agreement. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by the Consultant. 10. INDEPENDENT CONTRACTOR It is understood that City retains Consultant on an independent contractor basis and Consultant is not an agent or employee of City. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to constitute approval for Consultant or any of Consultant's employees or agents, to be the agents or employees of City. Consultant shall have the responsibility for and control over the means of performing the work, provided that Consultant is in compliance with the terms of this Agreement. Anything in this Agreement that may appear to give City the right to direct Consultant as to the details of the performance or to exercise a measure of control over Consultant shall mean only that Consultant shall follow the desires of City with respect to the results of the services. 11. COOPERATION Consultant agrees to work closely and cooperate fully with City's designated Project Administrator and any other agencies that may have jurisdiction or 5 interest in the work to be performed. City agrees to cooperate with the Consultant on the Project. 12. CITY POLICY Consultant shall discuss and review all matters relating to policy and Project direction with City's Project Administrator in advance of all critical decision points in order to ensure the Project proceeds in a manner consistent with City goals and policies. 13. PROGRESS Consultant is responsible for keeping the Project Administrator and/or his duly authorized designee informed on a regular basis regarding the status and progress of the Project, activities performed and planned, and any meetings that have been scheduled or are desired. 14. INSURANCE Without limiting Consultant's indemnification of City, and prior to commencement of work, Consultant shall obtain, provide and maintain at its own expense during the term of this Agreement, a policy or policies of liability insurance of the type and amounts described below and in a form satisfactory to City. A. Certificates of Insurance. Consultant shall provide certificates of insurance with original endorsements to City as evidence of the insurance coverage required herein. Insurance certificates must be approved by City's Risk Manager prior to commencement of performance or issuance of any permit. Current certification of insurance shall be kept on file with City at all times during the term of this Agreement. B. Signature. A person authorized by the insurer to bind coverage on its behalf shall sign certification of all required policies. C. Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with an assigned policyholders' Rating of A (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. D. Coverage Requirements. Workers' Compensation Coverage(10 calendar days written notice of non-payment of premium) prior to such change. The insurer 0 shall agree to waive all rights of subrogation against City, its officers, agents, employees and volunteers for losses arising from work performed by Consultant for City. Consultant shall maintain Workers' Compensation Insurance and Employer's Liability Insurance for his or her employees in accordance with the laws of the State of California. In addition, Consultant shall require each subcontractor to similarly maintain Workers' Compensation Insurance and Employer's Liability Insurance in accordance with the laws of the State of California for all of the subcontractor's employees. Any notice of cancellation or non -renewal of all Workers' Compensation policies must be received by City at least thirty (30) calendar days ii. General Liability Coverage. Consultant shall maintain commercial general liability insurance in an amount not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury, and property damage, including without limitation, contractual liability. If commercial general liability insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement, or the general aggregate limit shall be at least twice the required occurrence limit. iii. Automobile Liability Coverage. Consultant shall provide automobile liability coverage under its General Liability Policy. E. Endorsements. Each general liability insurance policy shall be endorsed with the following specific language: The City, its elected or appointed officers, officials, employees, agents and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the Consultant. ii. This policy shall be considered primary insurance as respects to City, its elected or appointed officers, officials, employees, agents and volunteers as respects to all claims, losses, or liability arising directly or indirectly from the Consultant's operations or services provided to City. Any insurance maintained by City, including any self -insured retention City may have, shall be considered excess insurance only and not contributory with the insurance provided hereunder. iii. The insurer waives all rights of subrogation against City, its elected or appointed officers, officials, employees, agents and volunteers. iv. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to City, its elected or appointed officers, officials, employees, agents or volunteers. V. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits, by either party except after thirty (30) calendar days (10 calendar days written notice of non-payment of premium) written notice has been received by City. F. Timely Notice of Claims. Consultant shall give City prompt and timely notice of claim made or suit instituted arising out of or resulting from Consultant's performance under this Agreement. G. Additional Insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. 15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS Except as specifically authorized under this Agreement, the services to be provided under this Agreement shall not be assigned, transferred contracted or subcontracted out without the prior written approval of City. Any of the following shall be construed as an assignment: The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or joint -venture or syndicate or cotenancy, which shall result in changing the control of Consultant. Control means fifty percent (50%) or more of the voting power, or twenty-five percent (25%) or more of the assets of the corporation, partnership or joint -venture. 16. SUBCONTRACTING The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience and competence of Consultant. Assignments of any or all rights, duties or obligations of the Consultant under this Agreement will be permitted only with the express written consent of City. Consultant shall not subcontract any portion of the work to be performed under this Agreement without the prior written authorization of City. 0 17. OWNERSHIP OF DOCUMENTS Each and every report, draft, map, record, plan, document and other writing produced (hereinafter "Documents"), prepared or caused to be prepared by Consultant, its officers, employees, agents and subcontractors, in the course of implementing this Agreement, shall become the exclusive property of City, and City shall have the sole right to use such materials in its discretion without further compensation to Consultant or any other party. Consultant shall, at Consultant's expense, provide such Documents to City upon prior written request. Documents, including drawings and specifications, prepared by Consultant pursuant to this Agreement are not intended or represented to be suitable for reuse by City or others on any other project. Any use of completed Documents for other projects and any use of incomplete Documents without specific written authorization from Consultant will be at City's sole risk and without liability to Consultant. Further, any and all liability arising out of changes made to Consultant's deliverables under this Agreement by City or persons other than Consultant is waived against Consultant and City assumes full responsibility for such changes unless City has given Consultant prior notice and has received from Consultant written consent for such changes. 18. CONFIDENTIALITY All Documents, including drafts, preliminary drawings or plans, notes and communications that result from the services in this Agreement, shall be kept confidential unless City authorizes in writing the release of information. 19. INTELLECTUAL PROPERTY INDEMNITY The Consultant shall defend and indemnify City, its agents, officers, representatives and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in Consultant's drawings and specifications provided under this Agreement. 20. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures and disbursements charged to City, for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of E City to examine, audit and make transcripts or copies of such records and invoices during regular business hours. Consultant shall 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 to Consultant under this Agreement. 21. WITHHOLDINGS City may withhold payment to Consultant of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a failure to pay according to the terms of this Agreement. Consultant shall not discontinue work as a result of such withholding. Consultant shall have an immediate right to appeal to the City Manager or his/her designee with respect to such disputed sums. Consultant shall be entitled to receive interest on any withheld sums at the rate of return that City earned on its investments during the time period, from the date of withholding of any amounts found to have been improperly withheld. 22. ERRORS AND OMISSIONS In the event of errors or omissions that are due to the negligence or professional inexperience of Consultant which result in expense to City greater than what would have resulted if there were not errors or omissions in the work accomplished by Consultant, the additional design, construction and/or restoration expense shall be borne by Consultant. Nothing in this paragraph is intended to limit City's rights under the law or any other sections of this Agreement. 23. EXCLUSIVE AGREEMENT City agrees, for the term of this Agreement, that Consultant shall be the exclusive provider of the services described in Exhibit "A". 24. CONFLICTS OF INTEREST The Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act"), which (1) requires such persons to disclose any financial interest that may foreseeably be materially affected by the work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. If subject to the Act, Consultant shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for immediate termination of this Agreement by City. Consultant shall indemnify and hold 10 harmless City for any and all claims for damages resulting from Consultant's violation of this Section. 25. NOTICES All notices, demands, requests or approvals to be given under the terms of this Agreement shall be given in writing, and conclusively shall be deemed served when delivered personally, or on the third business day after the deposit thereof in the United States mail, postage prepaid, first-class mail, addressed as hereinafter provided. All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: Attn: Glen Everroad, Revenue Manager Administrative Services Department City of Newport Beach 3300 Newport Boulevard Newport Beach, CA, 92663 Phone: 949-644-3144 Fax: 949-644-3723 All notices, demands, requests or approvals from CITY to Consultant shall be addressed to Consultant at: Attention: Chris Richey, President PetData PO Box 141929 Irving, TX 75014-1929 Phone: 214-821-3100 Fax: 214-821-3106 26. TERMINATION In the event that either party fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of ten (10) calendar days, or if more than ten (10) calendar days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within ten (10) calendar days after receipt of written notice of default, specifying the nature of such default and the steps necessary to cure such default, and thereafter diligently take steps to cure the default, the non -defaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. Notwithstanding the above provisions, City shall have the right, at its sole discretion and without cause, of terminating this Agreement at any time by giving 11 thirty (30) calendar days prior written notice to Consultant. In the event of termination under this Section, City shall pay Consultant for services satisfactorily performed and costs incurred up to the effective date of termination for which Consultant has not been previously paid. On the effective date of termination, Consultant shall deliver to City all reports, Documents and other information developed or accumulated in the performance of this Agreement, whether in draft or final form. 27. COMPLIANCE WITH ALL LAWS Consultant shall at its own cost and expense comply with all statutes, ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, whether now in force or hereinafter enacted. In addition, all work prepared by Consultant shall conform to applicable City, county, state and federal laws, rules, regulations and permit requirements and be subject to approval of the Project Administrator and City. 28. WAIVER A waiver by either party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein, whether of the same or a different character. 29. INTEGRATED CONTRACT This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions herein. 30. CONFLICTS OR INCONSISTENCIES In the event there are any conflicts or inconsistencies between this Agreement and the Scope of Services or any other attachments attached hereto, the terms of this Agreement shall govern. 31. INTERPRETATION The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of the Agreement or any other rule of construction which might otherwise apply. 12 32. AMENDMENTS This Agreement executed by bot 33. SEVERABILITY h If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 34. CONTROLLING LAW AND VENUE The laws of the State of California shall govern this Agreement and all matters relating to it and any action brought relating to this Agreement shall be adjudicated in a court of competent jurisdiction in the County of Orange. 35. EQUAL OPPORTUNITY EMPLOYMENT Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. 13 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the day and year first written above. APPROVED AS TO FORM: OFFICE O THE CITY ATTORNEY: By: ,- c Aaron C Harp Assistant City Attorney ATTEST: ONSULTANT: ZE 6�1`/ B Aj' eilani Brown, �,EwP°RT City Clerk m iU ? CITY OF NEWPORT BEACH, A Municipal Corporation By: R '-, Gleh-verroad Revenue Manager By: i� KA't- Chris Ritchey President Print Name: r,L, A. C�2 l By: Brian Campbell Vice President Print Name: 8/1'an Coma6pll Attachments: Exhibit "A" — Scope of Services Exhibit "B" — Schedule of Billing Rates 14 EXHIBIT "A" Scope of Services Consultant shall: 1. Manage daily operations of dog licensing, which shall include, but may not be limited to: processing the licensing mail from pet owners; processing license sales and vaccination reports; entering licensing and vaccination data; providing customer service and depositing money. 2. Provide veterinarians and other authorized registrars with reasonable quantities of supplies (reporting forms, vaccination certificates, citizen mailing envelopes, etc.) necessary to sell Iicense tags report information on citizens vaccinating their dogs against rabies to the Dog License Program. Supplies are to be printed in one color with the design and layout to be determined by Consultant. City shall be responsible for purchasing license tags to Consultant's specifications and shipping them to Consultant. Consultant recommends that tags be shipped directly from tag vendor to Consultant to reduce shipping costs. 3. Track monthly vaccination and/or sales reports from all veterinarians participating in dog licensing program and keep records of all tag inventories at authorized registrars. Consultant shall provide this, information to City at City's request. Furthermore, Consultant shall communicate directly with veterinarians and the Orange County Health Officer as may be required by City. I 4. Enter all new and renewal licenses into Consultant's proprietary database, provided that all information has been submitted to Consultant in a complete and accurate format. 5. Process and mail license tags to customers within ten business days after receipt of the licensing payment and complete documentation as required by local ordinance. 6. Issue replacement license tags as needed. 7. Process rabies vaccination certificates on behalf of City and mail notices to those pet owners who vaccinated their pet(s) against rabies, but did not purchase license(s). City shall have the right to review and edit all notice forms sent on its behalf prior to transmittal. 8. Mail renewal and reminder notices to pet owners who have a prior license that will be expiring in the near future. Mailing timetables are to be mutually agreed upon. 9. Deposit all receipts collected for license fees, with the exception of those payments made via credit card, into a Bank of America bank account at a local branch in Irving, TX. Credit card payments will be processed through Consultant's merchant account and paid to City monthly. Mailing expenses associated with sending payments to City will be borne by City. 10. Provide a monthly report of licensed dogs. Format of report is to be mutually agreed upon. 11. Provide statistical reports as requested within a timely manner. Depending on the information requested, Consultant can provide most reports within five (5) business days. 12. Respond to and communicate with animal control officer inquiries or dog owners' requests in a timely fashion. 13. Communicate with citizens by phone, mail or email as needed. 14. Comply with all state and local laws governing dog licensing. 15. Provide secure password -protected access to animal licensing data via a web -based application developed by Consultant. Access will be granted only to authorized City personnel, and the application will be available 24 hours a day, 7 days a week except for periodic maintenance by Consultant or internet outages outside Consultant's control. The application will allow City to search licensing data by various criteria, including but not limited to pet owner name, address, phone number, and license tag number. 16. Provide an online license tag lookup to the public to include the owner's last name, any available -phone numbers and the_pet_s_name and description. Consultant may remove this feature from its website at City's request. IMPORTANT: TRANSITION PHASE Consultant plans to begin processing licenses sixty (60) days from the date the Agreement is executed provided City meet the following requirements: 1. City shall provide historical license data files ("Data") within five (5) business days from the date that the Agreement is executed. 2. Consultant requires certain supplies, Data, feedback, process information and approvals for such items as form designs ("Deliverables") in order for Consultant to begin processing licenses. Such Deliverables shall be requested by Consultant throughout the 60-day transition phase and City shall provide such requested Deliverables within five (5) business days from Consultant's date of request. Any delays in providing Deliverables will result in delays in implementing this Agreement. Representations made in this Exhibit "A" with regards to processing time for data entry and tag mailings are contingent upon all Deliverables being provided to Consultant in a timely manner. 2 EXHIBIT B - FEES 1. Base Fees CONTRACTOR shall receive base fees as follows: • $3.85 per license for a one-year license or a replacement tag. A one-year license shall be defined as any license issued with a term of 1-18 months. • $2.00 for each additional year of a multi -year license. A two-year license shall be defined as any license issued with a term greater than 18 months and up to 30 months. A three-year license shall be defined as any license issued with a term greater than 30 months up to 36 months. Contractor is paid for all licenses issued during term of this Agreement, whether they are issued by Contractor, City or an agent of the City. • $2.50 Collection Service Fee for each late fee collected during the term of this Agreement, if applicable. 2. Start -Up Fee $1 000 one-time only start-up fee. There are no Start -Up Fees for term extensions and/or renewals. Note: Postal Surcharge. In the event that the United States Postal Service increases its postage rates during the term of this contract in a manner that affects CONTRACTOR'S cost to provide service to Newport Beach, both parties agree that CONTRACTOR'S fees may be adjusted to compensate CONTRACTOR for actual increased costs. The justification for such increase will be submitted to CITY for approval. ADDITIONAL SERVICE FEES The following fee(s) will only apply if services are requested by CITY. 1. In the event CONTRACTOR establishes and/or maintains a separate bank account on behalf of CITY, CITY will be responsible for the actual cost of the bank account. Any bank fees will be paid directly by CONTRACTOR and CONTRACTOR will be reimbursed for those fees on a monthly basis. CITY can request copies of the bank statements at any time and CONTRACTOR will provide bank statements within five business days. 2. Bank Deposit Mailing Fees: In the event that CONTRACTOR is required to deposit money into an CITY bank account other than at a local branch in Texas, the actual cost to mail the deposits to CITY'S bank will be added to the invoice submitted to CITY. 3. Postal Box/Mail Forwarding Fee: In the event that CITY requests CONTRACTOR to establish a local post office box for mail collection and forwarding, CITY will be billed for the actual costs of mail box rental, mail forwarding and postage fees. 4. Supply Fee: In the event that CITY requests changes to supplies which it has previously approved, CITY will be responsible for all reasonable costs associated with changing, replacing or discontinuing the use of the previously approved supplies. 5. Lock Box Fees: In the event that CITY utilizes a lockbox, actual fees and costs associated with the lockbox, including the cost to forward mail to CONTRACTOR from a lockbox, shall be borne solely by CITY. CHARGES TO LICENSEE, NOT CITY l . Online Transaction Fees (Paid by licensee, not by CITY): $1.75 per online transaction to be charged to licensee. 2. Bad Check/Payment Fees (Paid by licensee, not by CITY): If CONTRACTOR establishes a depository account on behalf of CITY, CONTRACTOR shall be entitled to charge a fee of $25.00 to any individual who submits a check or payment which is not valid or otherwise returned for any reason.