HomeMy WebLinkAboutMOU - Ice Box Expansion Proj No. 123-036 – American Arena, LLC SB Youth Hockey, Inc.
ELIZABETH A. MARADIK JOSEPH R. MOLNAR GARY A. GILOT ALEXANDRA DOLZ-LANE MURRAY L. MILLER
1316 COUNTY-CITY BUILDING
227 W. JEFFERSON BOULEVARD
SOUTH BEND, INDIANA 46601-1830
PHONE 574/ 235-9251
FAX 574/ 235-9171
CITY OF SOUTH BEND JAMES MUELLER, MAYOR
BOARD OF PUBLIC WORKS
August 22, 2023
Mr. Sean Passingham
All American Arena, LLC South Bend Youth Hockey, Inc.
1353 Larc Industrial Blvd. 1421 S. Walnut St.
Burnsville, MN 55337 South Bend, IN 46619
sean@allamericanarena.com
RE: Memorandum of Understanding
To Whom It May Concern:
At its August 22, 2023 meeting, the Board of Public Works approved the above
referenced memorandum for Ice Box expansion and chiller unit, Project No. 123-036 in the
amount of $1,539,292.26.
Enclosed please find a copy of the memorandum for your records.
If you have any further questions, please call this office at (574) 235-9251.
Sincerely,
/s/ Theresa Heffner
Theresa Heffner, Clerk
Enclosures
TH/lh
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MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF SOUTH BEND, INDIANA,
SOUTH BEND YOUTH HOCKEY, INC., and AMERICAN ARENA, LLC
This Memorandum of Understanding (this “Agreement”) is made and executed between
the City of South Bend, Indiana, acting by and through its Board of Public Works (together, the
“City”), South Bend Youth Hockey Inc., an Indiana non-profit corporation (“SBYH”), and
American Arena, LLC, (“American Arena”), (collectively referred to as the “Parties.”)
WHEREAS, pursuant to I.C. 36-9-6, the City Board of Public Works has broad power to
operate as the contracting authority on behalf of the City; and
WHEREAS, pursuant to a Development Agreement (“Development Agreement”) dated
July 27, 2023 between the City, acting through the South Bend Redevelopment Commission
(“Commission”) and SBYH, the City is committing Two Million Dollars ($2,000,000) towards
the planned expansion of facilities owned by SBYH in a manner as outlined in the Development
Agreement; and
WHEREAS, American Arena is an industry leading company specializing in design,
engineering, construction, mechanical systems, and accessories related to ice/hockey rink
installations; and
WHEREAS, American Arena participated in a publicly let cooperative purchasing
contract through Sourcewell; and
WHEREAS, American Arena executed Sourcewell Contract No. 120320-AMR
(“Sourcewell Contract”) on or about April 5, 2021 which provided guaranteed pricing to
government entities for specialized refrigeration equipment and related accessories necessary for
the planned SBYH expansion; and
WHEREAS, SBYH, prior to the formation and subsequent execution of the Development
Agreement, executed a certain contract with American Arena dated October 17, 2022, pursuant to
the publicly let Sourcewell Contract in the amount of Two Million Six Hundred Fifty-Five
Thousand Five Hundred Forty-One Dollars ($2,655,541) (“American Contract”).
WHEREAS, the parties hereto agree to the limited assignment of certain contractual
obligations set forth in the American Contract as delineated in this Agreement.
NOW, THEREFORE, the City, SBYH and American Arena do hereby mutually agree as
follows:
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I. EFFECTIVE DATE
This Agreement shall be effective as of August 4, 2023.
II. Assignment
Pursuant to the terms of the American Contract and a Four Hundred Sixty Three Thousand
Dollars ($463,000) deposit (“Deposit”) made payable by the SBYH for the benefit of American
Arena, SBYH agreed to purchase the following equipment and related services:
1. Chiller in building with single pump as described in more detail in the Sourcewell
Contract as Exhibit A, Option A, including Exhibits A1, A2, and A6.
2. Rink Floor Specifications.
3. Dasher Specifications.
4. An allowance for heat to the newly constructed rink resurfacer room.
5. A credit for existing EVAPCO brand condenser and stand.
SBYH agrees to assign to the City the limited contractual obligation related to the
purchase of the chiller and related accessories and expenses as described in more detail in the
Sourcewell Contract as Exhibit A, Option A, including Exhibits A1, A2, and A6, and American
Arena agrees to the assignment. In exchange for this assignment, the City agrees to pay American
Arena One Million Five Hundred Thirty Nine Thousand Two Hundred Ninety Two Dollars and
Twenty Six Cents ($1,539,292.26). See Exhibit 1 attached and incorporated herein for a list of all
equipment and related accessories assigned to the City under this Agreement. Upon receipt of
such payment from the City, American Arena agrees the American Contract will be reduced in an
equal amount and SBYH shall be responsible for all other fees and representations associated with
the American Contract. Upon payment to American Arena, the City shall be the outright owner of
the equipment described in Exhibit 1, free and clear or any liens or other security interests, until
SBYH fulfills its duties towards the City as described in the Development Agreement at which
time, ownership shall be transferred to SBYH.
American Arena further represents that all equipment, accessories and related services for
which SBYH is assigning its contractual rights to the City pursuant to this Agreement have been
previously publicly let and such equipment, accessories and related services being purchased by
the City are subject to terms and conditions of that certain Sourcewell Contract.
SBYH and American Arena further agree and acknowledge that all other commitments
and responsibilities set forth in the American Contract, which were otherwise not assigned to the
City, remain enforceable and intact. American Arena acknowledges receipt of the Deposit from
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the SBYH and agrees to apply the proceeds of the Deposit towards the remaining amounts owed
by SBYH under the American Contract.
III. NOTICE
All written notifications required hereunder must be sent via certified mail or overnight
carrier to the addresses designated below:
SBYH:
Attn: ____________________
South Bend Youth Hockey, Inc.
1421 S. Walnut Street
South Bend, Indiana 46619
American Arena:
Attn: Mike McDevitt
American Arena, LLC
1353 Larc Industrial Boulevard
Burnsville, Minnesota 55337
The City:
Attn: Erik Glavich
Department of Community Investment
227 West Jefferson Boulevard
14th Floor
South Bend, Indiana 46601
With a copy to:
Corporation Counsel
227 West Jefferson Boulevard
12th Floor
South Bend, Indiana 46601
IV. MISCELLANEOUS
a) The Parties will coordinate public communication concerning the project
contemplated under this Agreement. To the extent possible, each party shall provide
notice and advance copy of press releases or public statements to the public
relations office of the other parties in advance of public release.
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b) This Agreement may be modified only by the written mutual consent of the
authorized representative of the Parties.
c) This Agreement shall be construed and governed according to the laws of the State
of Indiana, and any disputes arising hereunder that cannot be resolved amicably as
set forth herein shall be resolved exclusively in the State or Federal Courts seated in
St. Joseph County, Indiana.
d) This Agreement shall be binding upon, and inure to the benefit of, the parties hereto
and their respective successors in interest and assigns.
e) In the event of any litigation, mediation, or arbitration among the Parties regarding
an alleged breach of this Agreement, no party shall be entitled to any award of
attorney’s fees. SBYH and American Arena agree to indemnify and hold the City,
its officers, employees and designees, harmless from and against any third party
claim or any potential claim which either SBYH or American Arena may have
against one another stemming from the American Contract.
f) Each undersigned person executing and delivering this Agreement on behalf of a
party represents and certifies that he or she is the duly authorized officer or
representative of such party, that he or she has been fully empowered to execute and
deliver this Agreement on behalf of such party, and that all necessary action to
execute and deliver this Agreement has been taken by such party.
g) Nothing in this Agreement, express or implied, is intended or shall be construed to
confer upon any person, firm, or corporation other than the Parties hereto and their
respective successors or assigns, any remedy or claim under or by reason of this
Agreement or any term, covenant, or condition hereof, as third-party beneficiaries
or otherwise, and all of the terms, covenants, and conditions hereof shall be for the
sole and exclusive benefit of the parties herein.
h) This document contains all of the agreements between the Parties and supersedes all
prior negotiations, representations, or agreements, either written or oral.
i) If any provision of this Agreement is found by any court of competent jurisdiction
to be illegal, invalid, or unenforceable, the remainder of this Agreement will not be
affected thereby, and in lieu of any provision that is found to be illegal, invalid, or
unenforceable, there will be added as part of this Agreement a provision as similar
to such illegal, invalid, or unenforceable provision as may be possible and be legal,
valid, and enforceable.
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j) This Agreement may be executed in counterparts, all of which shall be deemed
originals.
k) Parties may not assign rights or obligations under this Agreement to any third party
without obtaining the prior written consent of all parties to such assignment, which
may be given or withheld in their sole discretion.
****SIGNATURE PAGE FOLLOWS****
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IN WITNESS WHEREOF, the parties hereto, through their duly authorized
representatives, have caused this Agreement to be executed as of the day and year first written
above. The parties have read and understand the foregoing terms of this Agreement and do, by
their respective signatures hereby agree to its terms.
City Of South Bend Attest:
Board Of Public Works
___________________________________
Theresa Heffner, Clerk
________________________________
Elizabeth Maradik, President ___________________________________
Date
________________________________
Joseph Molnar, Vice President American Arena, LLC
________________________________
Jordan Gathers, Member By: ________________________________
________________________________ Printed: _____________________________
Gary Gilot, Member
Title: _______________________________
________________________________
Murray Miller, Member Date: _______________________________
South Bend Youth Hockey, In
c
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By: _____________________
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Printed: _________________
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Title: ___________________
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Date: ___________________
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August 22, 2023
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EXHIBIT 1
EQUIPMENT, RELATED ACCESSORIES AND SERVICES
Exhibit A1, A2, & A6 5-8-23 1
Exhibit A1: Design & Engineering
DESIGN & ENGINEERING
•Work with general contractor on all aspects of the construction scope and scheduling
•Prepare Specifications for the: chiller(s), ice rinks, dasher boards, and accessories
•Prepare Construction Drawings for the: chiller(s), ice rinks, dasher boards, and resurfacer room.
•Prepare and Present: Submittals for Owner’ approval
•Produce Engineered Stamped Drawings of ice rink related work for permitting
SPECIFICATIONS
REFRIGERATION DESIGN CRITERIA
1.Operational Season:8-12 months per year depending on rink
2.Geographical Region:South Bend, IN
3.Seating Capacity (approximate):
a.Rink 1 TBD
b.Rink 2 TBD
c.Rink 3 TBD
4.Ice Rink Size:
a.Rink 1 - existing 200’ x 85’
b.Rink 2 - existing 200’ x 85’
c.Rink 3 – new construction 200’ x 85’
5.Ice Thickness:Maintained at 1 ¾” thick
6.Ice Rink Cold Floor Warranty:10-year leak free
7.Dasher Placement:Dasher frame mounted on the Cold Floor in concrete
floor application and on perimeter concrete for sand floor application
8.Refrigeration System:
a.Construction:
i.Custom industrial Ammonia skid to be installed in the existing mechanical room
b.Total Cooling Capacity:
i.300 Tons for three rink industrial chiller design
c.Redundancy:
i.3 Compressors, 300 ton chiller design – 3 rink capacity
d.Primary Refrigerant:
i.Custom ammonia skid R-717
e.Secondary Refrigerant:22% Calcium Chloride
f.Ambient Design Conditions:80ᵒF wet bulb, 95 oF dry bulb. (ASHRAE 0.4%)
g.Arena Space Conditions:60ᵒF & 40% relative humidity (36ᵒF Dew Point)
h.Electrical Service:Single power point connection
Exhibit A1, A2, & A6 5-8-23
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i. Controls:
i. Custom ammonia chiller: Beyond Cool™ rink control system
j. Warrantees:
i. Custom chiller: Compressors & Pumps 2 years, Vessels 5 years
k. The max Delta-T for supply and return temps across the ice rink floor will be 3ᵒF or less:
This cannot be achieved with a commercial refrigeration system.
9. Waste Heat Reclaim and Supplementals Heating System: This has to be discussed further
a. Total capacity: xxx MBH
b. Subfloor Systems 1 ice sheet
c. Supplemental heat: For Snow-melt and resurfacer room
d. Snow-Melt One ice cut per floor, per hour 2 Sheets
e. Zamboni Fill Station Capacity 1 ice sheet
f. Zamboni Deicing 1 cut per hour
All Design and Engineering including stamped drawings to be used for permitting.
Total Cost of Exhibit A1: Design & Engineering: $82,577.00
Total Cost of Materials Procurement through Sourcewell: $0.00
Total Ice Box Commitment: $82,577.00
Exhibit A2 – Chiller Specifications
CHILLER DESIGN AND ENGINEERING
1. The refrigeration system will be factory built on a frame (skid) for transportation. The ice rink
subcontractor designs the skid with serviceability in mind.
2. All motors must be easily accessible for repair and replacement, i.e.: compressor motors will
not be positioned under any vessels.
3. Control system to have the control (Low voltage section) isolated from the power (high voltage
460/3/60) with a physical barrier.
4. Mechanical contractor shall include:
a. All primary and secondary refrigerants
b. All refrigerant oil
c. Initial motor lubrication
5. The ice rink subcontractor will provide engineered stamped drawings for their approved
complete refrigeration system: chiller, floors, snowmelt.
Exhibit A1, A2, & A6 5-8-23
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ICE SYSTEM ELECTRICAL & CONTROLS
1. Motor Control Panel (MCP) for ice equipment Computer control system that includes
monitors and controls all temperatures, pressures, runtimes, etc. for all equipment and sub-
systems.
2. The control system must be controlled by a central microprocessor-based controller or
preferred a non-proprietary PLC based controller with open-source programming.
3. Owner to determine final monitoring points. 17” min. size touch screen size with graphics for:
a. Major components (ie: Compressor, Evaporator, Condenser, etc.)
b. Ice rink sub-system (ie: Snow Melt / Sub-Soil System screen, Ice Floor, etc.)
c. and must include a single, easy to use “Overview” screen.
4. Shall be accessible through internet connection.
5. Shall include e-mail-based and or text-based notifications of system Alarm and Fault status.
6. Provide all control and monitoring points and alarms to existing Building Management System
(BMS) or Energy Management System (EMS).
7. Control / Monitoring Panel must include but not limited to:
a. Power Monitoring: Line voltage, Line amperage, power factor, overall energy
consumption.
b. Data shall be accessible and downloadable by internet connection.
c. Data include operating cost savings via power clipping by limiting power consumption
during peak hours with the intent to limit electrical “Demand Factor”
MOTOR CONTROL PANEL
1. Motor Control Panel to house and including all starters, breakers, controls, running lights,
contacts, relays, switches, fuses, safety switches, alarms, overload relays, resets, and all other
electrical devices required for an independent and fully operational ice system.
2. Shall be a dead-front, Type 1 enclosure in accordance with UL 508, UL845 and shall be NEMA
rated.
3. Computer control system that includes monitors and controls all temperatures, pressures,
runtimes, etc. for all equipment and systems.
COMPRESSORS
Ammonia
1. Open Drive Screw Compressors – Bitzer OSKA8591 or approved equal.
2. Oil cooling will be in two parts:
a. The snow melt / sub-soil heat transfer heat exchanger will remove the required
heat load. The snow melt / sub-soil system loop will include a control valve
limiting the loop temperature to a maximum of 95ᵒF.
3. All remaining oil cooling heat will be rejected through a second thermosyphon heat
exchanger
Exhibit A1, A2, & A6 5-8-23
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MAJOR COMPENENTS: EVAPORATOR / H.P. RECEIVER / CONDENSER
Ammonia
1. One (1) flooded, shell and tube type evaporator with surge drum, (Delta-Tee or
approved equal)
2. Oil pot
3. Level column
4. One (1) high pressure storage receiver sized for full capacity of system plus required
safety volume.
5. One (1) Evaporative Condenser (Evapco, BAC or approved equal)
RINK PUMPS
1. Cold Floor Pumps: One primary pump for each rink and one 100% stand-by pump. VFDs on all
cold floor pumps. Control system shall include sequencing to rotate the stand-by pump into
operation designed for equal hourly operation for all pumps. (Bell & Gossett or approved
equal)
2. Warm Floor Pump: One primary pump and one 100% stand-by pump. Control system shall
include sequencing to rotate the stand-by pump into operation designed for equal hourly
operation for all pumps. (Bell & Gossett or approved equal)
WASTE HEAT RECOVERY SYSTEMS shall be designed to remove heat generated by the refrigeration
system for the purpose of providing heat to the snow melt / sub-soil loop.
1. One (1) shell and tube heat exchanger by Delta-Tee or approved equal.
2. One (1) Snow melt coil:
a. Size and design shall be specific to meet the snow melt pit configuration
b. Nominal 2.5” stainless steel pipe on 7.5” centers
c. Heat of rejection shall meet the capacity as specified in the minimum system design as
noted above.
3. Two (2) pump subfloor snowmelt system with flow directional actuators. (Bell & Gossett or
approved equal)
4. Note: The one sheet chiller will not have heat reclaim built in. Subsoil and snowmelt heat will
have to come from the existing system or from a sperate boiler not included.
CONDENSER
Ammonia
1. Evaporative Condenser type,
a. Local water sump configuration
b. Selection sized for dry operation at 25ᵒF dry bulb.
c. VFD on fan motor
d. Factory protection coating or stainless-steel sump
Exhibit A1, A2, & A6 5-8-23
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e. OSHA approved safety ladders and service platforms
EXPANSION TANKS All applicable Ice Rink Floor, Snow melt / Sub-Soil system, Fluid Cooler, etc.
loops shall be design as closed loop. The expansion tanks shall include:
1. Expansion tank level site glass and vent
2. Airtrol fittings.
3. Drain
PIPING SYSTEMS
1. Schedule 40 and 80 welded steel ASTMA 53A or equal
PIPE AND EQUIPMENT INSULATION SYSTEMS
1. Above grade: Extruded polystyrene with PVC jacket.
2. Below grade: Foam Glass with Pit wrap.
LIFE SAFETY SYTEMS
1. One (1) Ammonia refrigerant leak detection and alarming system with up to six (6) audio and
visual alarms.
2. One water diffusion tank to contain a full release of ammonia from the system.
3. Emergency E-stop controls at all door ways.
START-UP, COMMISSIONING AND OPERATIONS
1. Chiller start-up and day to day operations training
2. Chiller controls training
ANNUAL MONITORING AND MAINTENANCE PROGRAM
1. 24-7-365 - Remote chiller monitoring
2. Quarterly chiller maintenance
3. Annual chiller maintenance
Total Cost of Exhibit A2 – Chiller Specifications: $1,661,150.00
Total Cost of Materials Procurement through Sourcewell: $1,446,500.26
Total Ice Box Commitment: $214,649.74
Exhibit A1, A2, & A6 5-8-23
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Exhibit A6 – Rerouting Rinks 1, 2 & 3 mains to new chiller location
Total Cost of Exhibit A6 – Rerouting Rinks 1, 2 & 3 mains to new chiller location: $168,410.00
Total Cost of Materials Procurement through Sourcewell: $92,792.00
Total Ice Box Commitment: $75,618.00
Phase 1 Total as of 1-13-23: $1,912,137.00
Not Included: Sales and Use Tax (if necessary), Bonding, Permits
Total Sourcewell Commitment: $1,539,292.26
Total Ice Box Commitment: $372,844.74
STORED MATERIALS AFFIDAVIT & BILL OF SALE
MATERIAL/EQUIP.QUANTITY
300 ton Ammonia System 1
Includes the Following Materials:
BITZER U.S., Inc. Compressors 3
HT Industrial Heat Exchanger 1
HT Industrial Oil Seperator 1
Ht Industrial Liquid Reciever 1
HT industrial Thermosyphon Reciever 1
HT industrial Oil Pot 1
Vahtterus Oil Cooler 1
Ht Industrial Evaporator 1
Baltimore Aircoil Compant Evap. Condenser 1
Mulcahy Pumps - Main Floor and Suction diffusers 4
Mulcahy Pumps - Subfloor and Suction diffusers 2
DSI Innovation Motor Control Panel 1
Diffusioon Tank 1
Connetion Pipe, Fitttings, and Valves
Skid Frame and Coondensor Stand
Water Treatment System
Leak Detection System
Ammonia
Ethlene Glycol
Beyond Cool Software Controls
TOTAL
American Arena LLC has stored certain materials and/or equipment, herein called materials, at a location other than the site of this project. American Arena LLC agrees that:
1. American Arena LLC has good title to the materials, free and clear of all liens and encumbrances, and title is granted to City of South Bend and South Bend Youth Hockey, Inc.
2. The materials will be used only in the construction of the above referenced contract and will not be diverted elsewhere without the prior written consent of City of South Bend
3. The materials have been delivered to and are at the places approved for storage, and they are clearly marked and identified as the property of South Bend Ice Box and are stored in a safe and secure manner to protect from damage or loss;
4. American Arena LLC will pay all expenses in connection with the sale, delivery, storage, protection and insurance of materials granted to South Bend Ice Box Chiller and Ice Rink Floor Project and American Arena LLC and will remain responsible for the materials;
5. American Arena LLC agrees that the quantities of materials set forth in the Schedule of Values represents the maximum quantities for which it may be entitled to payment under the provisions of the Contract.
6. Both the City of South Bend and South Bend Youth Hockey, Inc. will have access to the materials being stored.
$ 1,539,292.26
C430025D-1
$ 1,539,292.26
ACO model: CT-805
C345435-01,C345435-02 Mounted Pump Series e-1510, 1.5 BC, SS, 7.5
HP,QEL2209596.0
PROJECT TITLE: South Bend Ice Box Chiller and Ice Rink Floor Project
LOCATION: Watertown Ice Complex 30015 31st Street NE, Watertown, SD 57201
CONTRACT NUMBER: CS23-04
CONTRACTOR: American Arena LLC.
STORED LOCATION: 1353 Larc Industrial Blvd, Burnsville, MN 55337
SERIAL NUMBER Part Number PRICE
10002601141, 1002700940, 1004201603 UNIT,SD,OSKA 8591,200HP
460/3/60,ODP,BALDOR
C430025A-1 OC-10144-210
C430025B-1 COS-24156-600
C430025C-1 Attached C430024B-1 RA-30216-600
RA-18084-600
C430025E-1 RA-10036-800
69421 PSHE 3HH-222/4/1
C430024A-1 FA-24240-110
PCC-0346-1212N025
C345434-01,C345434-02,C345434-03,C345434-04 Mounted Pump Series e-1510
Signature of American Arena LLC Authorized Representative Date
120320-ALL
Rev. 10/2020 1
Solicitation Number: 120320
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN
56479 (Sourcewell) and All-American Ice, LLC, dba All-American Arena Products, 1414 S. 4th
Avenue, Albert Lea, MN 56007 (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 Ice Rink and Arena Equipment with Related Supplies
and Services 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 January 8, 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.
120320-ALL
Rev. 10/2020 2
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 warrants that all Equipment, Products, and Services furnished are free
from liens and encumbrances, and are free from defects in design, materials, and workmanship.
In addition, Vendor warrants the Equipment, Products, and Services are suitable for and will
perform in accordance with the ordinary use for which they are intended. 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 within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities will inspect the Equipment and Products at the time of delivery per
Vendor’s Return Policy and note any damage incurred in transit on the bill of lading..
120320-ALL
Rev. 10/2020 3
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.
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.
Vendor’s acceptable forms of payment are included in Attachment A. Participating Entities will
be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of
any Participating Entity.
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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. 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. With the exception of custom-made equipment or
products, Participating Entities may terminate an order, 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.
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:
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.
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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
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.
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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
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
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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 and its Participating Entities, 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.
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
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.
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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.
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.
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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.
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:
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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
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
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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. Professional/Technical, Errors and Omissions, and/or Miscellaneous Professional
Liability. During the term of this Contract, Vendor will maintain coverage for all claims
the Vendor may become legally obligated to pay resulting from any actual or alleged
negligent act, error, or omission related to Vendor’s professional services required
under this Contract.
Minimum Limits:
$2,000,000 per claim or event
$2,000,000 – annual aggregate
6. 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
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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
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
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all suspected or reported violations to the federal awarding agency. Vendor must be in
compliance with all applicable Davis-Bacon Act provisions.
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.
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§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
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.
120320-ALL
Rev. 10/2020 17
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
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 All-American Ice, LLC, dba All-American
Arena Products
By: __________________________ By: __________________________
Jeremy Schwartz Sean Passingham
Title: Director of Operations &
Procurement/CPO
Title: President
Date: ________________________
Date: ________________________
Approved:
By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________
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Bid Number: RFP 120320 Vendor Name: All-American Ice, LLC
Bid Number: RFP 120320 Vendor Name: All-American Ice, LLC
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Bid Number: RFP 120320 Vendor Name: All-American Ice, LLC
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Bid Number: RFP 120320 Vendor Name: All-American Ice, LLC
Sourcewell Contract #120320-ALL | Amendment #1
Page 1 of 1
AMENDMENT #1
TO
CONTRACT #120320-ALL
THIS AMENDMENT is effective upon the date of the last signature below by and between
Sourcewell and All-American Ice, LLC, dba All-American Arena Products (Vendor).
Sourcewell awarded a contract to Vendor to provide Ice Rink and Arena Equipment with
Related Supplies and Services, to Sourcewell and its Participating Entities, effective January 6,
2021, through January 8, 2025 (Contract).
The parties wish to amend the following terms within the Contract.
1. Section 18. Insurance–Subsection A. Requirements– Item 5. Professional/Technical,
Errors and Omissions, and/or Miscellaneous Liability, of the Contract, is deleted in its
entirety.
2. Section 18. Insurance–Subsection A. Requirements– Item 6. Network Security and
Privacy Liability Insurance, of the Contract, is modified to reduce the minimum limits
required to $1,000,000 per occurrence and annual aggregate.
Except as amended by this Amendment, the Contract remains in full force and effect.
Sourcewell All-American Ice, LLC,
dba All-American Arena Products
By: By:
Jeremy Schwartz, Director of Operations/CPO Sean Passingham
Date: Title:
Approved: Date:
By:
Chad Coauette, Executive Director/CEO
Date:
All-American Arena Products #120320-ALL
Pricing for contract #120320-ALL is provided at a discount of 5% on average, ranging from 3-10% across product
and services lines, to Sourcewell participating agencies.
BOARD OF PUBLIC WORKS
AGENDA ITEM REVIEW REQUEST FORM
Date 08/17/2023
Name Zach Hurst Department DPW
BPW Date 08/22/2023 Phone Extension 3057
Review and Approval Required Prior to Submittal to Board Diversity Compliance
and Inclusion Officer Officer Name BPW Attorney Attorney Name
Dept. Attorney Attorney Name
Purchasing
Check the Appropriate Item Type – Required for All Submissions
Professional Services Agreement Contract Proposal
Open Market Contract Amendment/Addendum Special Purchase, QPA
Bid Opening Bid Award Req. to Advertise Title Sheet
Quote Opening Quote Award Reject Bids/Quotes
Proposal Opening C/O & PCA No. PCA
Chg. Order, No. Traffic Control Resolution
Other: MOU Ease./Encroach
Required Information
Company or Vendor Name American Arena / South Bend Youth Hockey
New Vendor Yes If Yes, Approved by Purchasing
No
MBE/WBE Contractor MBE
WBE Completed E-Verify Form Attached Yes
No
Project Name Ice Box TIF Project
Project Number 123-036
Funding Source River West DA TIF
Account No. PR-00026976
Amount $1,539,292.26
Terms of Contract Sourcewell Contract #120320
Purpose/Description MOU between City, American Arena, and South Bend Youth Hockey for a
Sourcewell special purchase of a chiller unit for ice rink expansion
For Change Orders Only
Amount of
Increase
Decrease
$
($ )
Previous Amount $
Current Percent of Change:
Increase
Decrease
%
( %)
New Amount $
Total Percent of Change:
Increase
Decrease
%
( %)
Time Extension Amount:
New Completion Date: