HomeMy WebLinkAboutAgreement A-15-537 with Canteen of Fresno Inc..pdf Agreement No. 15-537
1 COMMISSARY SERVICES MANAGEMENT AGREEMENT
Jail Facilities
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THIS AGREEMENT, executed this 27th day of October, 2015 between the COUNTY of
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Fresno, a political subdivision of the State of California, hereinafter referred to as "COUNTY"
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and Canteen of Fresno, Inc., a California corporation, 527 "L" Street, Fresno, CA. 93721,
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hereinafter referred to as "CONTRACTOR." Hereinafter referred together as the "Parties".
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Whereas, the COUNTY has need for services of an independent CONTRACTOR to provide
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commissary services at the Fresno County Jail Facilities, and;
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Whereas, the COUNTY desires to contract for the provision of such services in
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connection with the operation of its Correctional Facilities, and;
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Whereas, the CONTRACTOR represents that it is qualified and willing to provide such
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services.
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NOW, THEREFORE, the parties agree as follows:
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1. RESPONSIBILITIES OF THE COUNTY
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A. GENERAL RESPONSIBLITIES:
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1) COUNTY designates the Jail Programs and Services Bureau Captain, or his or
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her Assignee, as the liaison between CONTRACTOR and the COUNTY with
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respect to all communications, billing, and invoicing necessary for the
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performance of this contract.
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2) COUNTY shall make necessary background checks on all personnel, which the
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CONTRACTOR assigns to work in the Fresno County Jail Facilities. Background
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checks must be completed on all CONTRACTOR personnel before placement
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into a COUNTY Jail Facility. The Sheriff reserves the right to refuse admittance
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at his/her sole discretion. The Sheriff reserves the right to require background
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checks of all personnel the CONTRACTOR assigns to service this agreement,
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regardless of whether the personnel normally access the Jail Facilities or not.
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3) COUNTY will provide direction to CONTRACTOR employees in the event
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of any disturbances or security related incidents while inside the facilities.
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CONTRACTOR employees will immediately follow the directions of
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correctional staff in such circumstances.
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4) COUNTY shall immediately notify the CONTRACTOR of the
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inaccessibility of any CONTRACTOR employee assigned to the Jail
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Facilities. CONTRACTOR will immediately remove employee from the
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facility.
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5) COUNTY designated Jail Watch Commander will resolve disputes
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involving jail staff and the CONTRACTOR in matters such as work
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location and security measures.
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6) COUNTY will provide ingress/egress, subject to security requirements, to
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CONTRACTOR employees at all COUNTY Jail Facilities.
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7) COUNTY will provide the CONTRACTOR access to the Fresno County
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Offendertrak System (OTS). COUNTY will provide a detailed contingency
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plan in case of system failure; modem or connection failure, file corruption
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or other problems that result in the inability to obtain the inmate download
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file. If CONTRACTOR does not receive the inmate download file in its
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correct format by 7:OOAM, commissary delivery will be delayed. All
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ongoing equipment and on line charges shall be at CONTRACTOR'S
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expense. All initial hook-up and installation charges shall be at
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CONTRACTOR'S expense.
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8) COUNTY shall make inmate accounts accessible to the CONTRACTOR.
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2. RESPONSIBILITIES OF THE CONTRACTOR
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CONTRACTOR shall perform all commissary management services for Fresno County Jail
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Facilities and fulfill all responsibilities as identified in COUNTY'S request for quotation (RFP) No.
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393-5351 dated May 13, 2015 and CONTRACTOR'S response to said RFP, dated July 2, 2015
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both incorporated herein by reference and made part of this Agreement. A copy of RFP No.
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393-5351 and CONTRACTOR'S Response, shall be retained and made available during the
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term of this Agreement by the Sheriff- Coroner's Office Contract Coordinator.
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In performance of this Agreement, CONTRACTOR will provide commissary services at
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COUNTY'S Jail Facilities at the following locations:
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1. Main Jail
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1225 "M" Street, Fresno, CA 93721
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2. South Annex Jail
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2280 Fresno Street, Fresno, CA 93621
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110 "M" Street, Fresno, CA 93721
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3. North Annex Jail
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1265 "M" Street, Fresno, CA 93721
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The COUNTY reserves the right to modify, eliminate or add commissary service needs at
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any location. Such modification or elimination of commissary service requirements shall not
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affect the obligation of the CONTRACTOR with respect to other COUNTY facilities.
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In performance of this Agreement, the CONTRACTOR also agrees to provide commissary
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services at any future facility of the COUNTY, which is put into operation during the term of this
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contract at the time, place and amount as designated by the COUNTY.
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A. GENERAL RESPONSIBILITIES:
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1) CONTRACTOR will designate the CONTRACTOR'S Commissary Service
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Manager as liaison between COUNTY and CONTRACTOR with respect to all
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notices, communications, and invoices necessary for execution and performance of
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this contract.
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2) CONTRACTOR agrees to comply with all Federal, State and local laws and
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regulations governing the quality, transportation and delivery of commissary items,
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and to procure and keep in effect all necessary licenses and permits, as required by
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law.
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3) CONTRACTOR agrees to comply with all applicable Federal, State and local laws
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and regulations pertaining to wages and hours of employment.
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4) The CONTRACTOR shall hire, administrate, supervise, and train all appropriate
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personnel to accomplish the requirements of this contract.
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5) CONTRACTOR is responsible for ensuring that all CONTRACTOR employees wear
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appropriate CONTRACTOR provided uniforms and jail issued I.D. while on duty and
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present in or around any of the Jail Facilities.
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6) No CONTRACTOR employee shall report for duty in or around any Jail Facility; while
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under the influence of alcohol or drugs. The odor of alcohol or observable physical
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symptoms shall be presumptive of being under the influence.
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7) No CONTRACTOR employee shall bring into or cause to be brought into the facilities
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any alcohol, tobacco, drugs, or any COUNTY determined contraband.
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8) It shall be the CONTRACTOR'S responsibility to ensure that all employees and
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agents of the CONTRACTOR are informed of and observe all applicable rules,
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regulations, policies and procedures pertaining to all Fresno County Jail Facilities.
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All applicable rules, regulations, policies and procedures will be provided to
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CONTRACTOR by COUNTY.
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9) The CONTRACTOR shall provide to the COUNTY background information and a
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resume for the individual who will be designated as the CONTRACTOR'S
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commissary services manager. COUNTY's Division Commander and/or his or her
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staff shall interview any proposed commissary manager prior to their placement into
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the facility. If there is any change in the commissary manager during the term of this
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Agreement, the same procedures will be required. The COUNTY reserves the right
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to reject any commissary manager without cause.
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10) CONTRACTOR shall provide to COUNTY the employment applications and
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resumes, if available, of prospective CONTRACTOR employees, and have the
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applicants complete an "Application for Facility Access County Service Provider" a
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minimum of 30 days in advance of the employment date to provide the COUNTY
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necessary time to complete the required background check.
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11)All CONTRACTOR employees will be made aware by the CONTRACTOR of the
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COUNTY'S "No Hostage Policy" within any Jail Facility.
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B. COMMISSARY ITEMS:
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1) CONTRACTOR shall develop a list of items to be offered to Inmates. The
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CONTRACTOR shall provide a variety of items, reflective of the ethnically diverse
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inmate population. CONTRACTOR will also provide, as directed by the COUNTY,
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items, which comply with, recognized religious tenets. Commissary items must be
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approved by the Jail Programs and Services Bureau Captain.
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a) CONTRACTOR shall submit in writing any proposed item additions or deletions
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at least one month in advance of their offering to the Jail Program and Services
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Bureau Captain for approval.
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b) CONTRACTOR's items sold shall comply with the provisions of State of
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California Code of Regulations, Title 15, Article 11 and any other Federal, State,
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and local laws and regulations applicable to the Fresno County Jail Facilities
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commissary services.
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c) Commissary lists must accurately document actual items for purchase along with
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cost. If any items sold vary from the approved list, the change must be noticed to
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the COUNTY'S contract administrator.
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d) CONTRACTOR shall provide for sale by COUNTY approved therapeutic and
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over the counter medicine as needed.
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e) CONTRACTOR will withhold commissary purchases and deny new commissary
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purchases to those inmates identified by the Sheriff's staff to be in a disciplinary
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status or when they may have lost their commissary privileges.
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f) The CONTRACTOR must begin and complete delivery of commissary items at
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the date and times determined by the COUNTY.
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1) It shall be the CONTRACTOR'S responsibility to deliver commissary items to
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the delivery points as designated by the COUNTY.
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2) It is the CONTRACTOR'S responsibility to deliver all commissary items
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directly to the housing units of all inmates housed at the Main Jail, North
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Annex Jail, South Annex Jail and any future facilities.
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3) It is the CONTRACTOR'S responsibility to remove all equipment used to
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transport commissary items and any resulting waste from the various delivery
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points as designated by the COUNTY.
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4) CONTRACTOR shall provide vending machines for inmate use if approved
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by Sheriff's staff at selected Jail Facilities, including the Main Jail, South
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Annex, and North Annex Jail.
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5) CONTRACTOR shall provide free of charge the "myca repack.com" website to
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accommodate an e-commerce solution that will be maintained by
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CONTRACTOR at no cost to the COUNTY. Said website is to be for the sole
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purpose of providing an additional point of service for inmate commissary and
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gift packs for the convenience of relatives, friends, loved ones and other
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interested parties.
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C. PRICING:
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1) CONTRACTOR agrees to maintain an adequate inventory in order to provide
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commissary service to inmates on a regular basis. Prices for products sold by
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CONTRACTOR shall be determined by mutual consent between CONTRACTOR
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and the COUNTY. Postage stamps and pre-stamped envelopes will be sold at
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face value with no markup. Purchases will be limited to a maximum of $175.00
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per inmate per week.
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2) CONTRACTOR shall pay all federal, state, and local taxes associated with the
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operation of the commissary service.
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3) CONTRACTOR will provide and distribute welfare/indigent kits as defined by the
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COUNTY to inmates. CONTRACTOR will also provide the COUNTY a sufficient
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number of welfare/indigent kits to be issued to each inmate at the time of
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booking. All welfare/indigent kits shall be provided at no expense to the
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COUNTY. The term "indigent inmate" is defined to mean any inmate who has
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less than $2.00 on their books at the time the order is processed.
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4) Any inmate who receives a welfare/indigent kit as defined by the COUNTY at the
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time of booking or any time during their incarceration may be charged up to
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$1.50 by the CONTRACTOR for said issue.
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D. OPERATIONAL ISSUES:
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1) CONTRACTOR will ensure that every inmate who properly completes a
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commissary form, has been deemed eligible for commissary by the COUNTY,
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and has sufficient, verifiable trust funds, may purchase commissary items a
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minimum of once per week. Additional opportunities to purchase commissary
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items must be mutually agreed upon by both the COUNTY and the
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CONTRACTOR.
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a) CONTRACTOR shall provide. commissary order forms and shall update
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them as items change. The CONTRACTOR shall be responsible for the
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delivery and pick up of the order forms from a pre-determined location at
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each facility to be mutually agreed by COUNTY and CONTRACTOR.
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2) CONTRACTOR will be required to store all inventory off-site. No on-site storage
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or preparation area will be provided by the COUNTY.
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3) CONTRACTOR agrees to meet on an as needed basis with designated jail
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representatives for purposes of resolving all commissary service issues.
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CONTRACTOR may be directed to maintain a written record of meetings and
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supply a copy of these records to the jail representative.
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4) CONTRACTOR shall be responsible for responding to all inmate grievances
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concerning commissary service issues within 24 hours of receiving said
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grievance from correctional staff.
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5) The CONTRACTOR will provide the COUNTY with a detailed emergency plan
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which addresses interruption of normal welfare/indigent delivery; i.e., loss of
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power, water, electricity, fire, employee actions, etc., for any period of time for all
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facilities.
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6) CONTRACTOR will provide a method of handling backorders and restocking for
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items that have been ordered and not delivered to the inmate because they may
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have been released. CONTRACTOR shall maintain a 99.9% or greater
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completed (no backorder) order percentage.
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3. COMPENSATION AND INVOICING
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A. COMPENSATION TO CONTRACTOR:
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1) CONTRACTOR shall invoice the Fresno County Sheriff's Office business office on
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a weekly basis for the prior week's commissary deliveries including personal
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hygiene products, food and snacks, postage stamps, envelopes and
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welfare/indigent kits for inmates with less than $2.00 at the time of booking.
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a) COUNTY shall pay CONTRACTOR'S invoice for commissary deliveries from
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inmate accounts, only.
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b) CONTRACTOR shall be responsible for posting commissary purchases to
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each inmate's account. CONTRACTOR must provide COUNTY with a
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complete audit trail of all transactions.
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B. COMPENSATION TO COUNTY
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CONTRACTOR shall pay COUNTY as full fixed commission, 48% of net sales of
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commissary services. Net sales equal gross sales, less sales tax, less welfare/indigent
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and less postage sales reimbursement. All food sales are non-taxable; all other
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applicable sales are fully taxable at the current established sales tax rate.
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CONTRACTOR shall remit 48% of weekly net sales to the Inmate Welfare Fund within
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three (3) working days after CONTRACTOR receives remittance for the prior week's
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sales.
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4. INDEPENDENT CONTRACTOR
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In performance of this work, duties and obligations assumed by CONTRACTOR under this
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Agreement, it is mutually understood and agreed that CONTRACTOR, including any and all of
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CONTRACTOR'S officers, agents, and employees will at all times be acting and performing as
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an independent CONTRACTOR, and shall act in an independent capacity and not as an officer,
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agent; servant, employee, joint venture, partner, or associate of the COUNTY. Furthermore,
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COUNTY shall have no right to control or supervise or direct the manner or method by which
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CONTRACTOR shall perform its work and function. However, COUNTY shall retain the right to
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administer this Agreement so as to verify that CONTRACTOR is performing its obligations in
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accordance with the terms and conditions thereof. CONTRACTOR and COUNTY shall comply
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with all applicable provisions of law and the rules and regulations, if any, of governmental
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authorities having jurisdiction over matters the subject thereof.
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Because of its status as an independent CONTRACTOR, CONTRACTOR shall have
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absolutely no right to employment rights and benefits available to COUNTY employees.
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CONTRACTOR shall be solely responsible and save COUNTY harmless from all matters
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relating to payment of CONTRACTOR'S employees, including compliance with Social Security
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withholding, and all other regulations governing such matters. It is acknowledged that during
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the term of this Agreement, CONTRACTOR may be providing services to others unrelated to
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the COUNTY or to this Agreement.
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5. HOLD HARMLESS
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9 CONTRACTOR agrees to indemnify, save, hold harmless, and at COUNTY'S request,
10 defend the COUNTY, its officers, agents, and employees from any and all costs and expenses,
11 damages, liabilities, claims, and losses occurring or resulting to COUNTY in connection with the
12 performance, or failure to perform, by CONTRACTOR, its officers, agents, or employees under this
13 Agreement, and from any and all costs and expenses, damages, liabilities, claims, and losses
14 occurring or resulting to any person, firm, or corporation who may be injured or damaged by the
15 performance, or failure to perform, of CONTRACTOR, its officers, agents, or employees under this
16 Agreement. CONTRACTOR agrees to indemnify and hold COUNTY harmless from any copyright
17 infringement or proprietary right claim arising from the use of the "mycarepack.com" website.
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6. INSURANCE
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Without limiting the COUNTY's right to obtain indemnification from
20 CONTRACTOR or any third parties, CONTRACTOR, at its sole expense, shall maintain in full
21 force and effect the following insurance policies throughout the term of this Agreement:
A. Commercial General Liability
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Commercial General Liability Insurance with limits of not less than One Million Dollars
23 ($1,000,000) per occurrence and an annual aggregate of Two Million Dollars ($2,000,000).
24 This policy shall be issued on a per occurrence basis. COUNTY may require specific
coverages including completed operations, products liability, contractual liability, Explosion-
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Collapse-Underground, fire legal liability or any other liability insurance deemed necessary
because of the nature of this contract.
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B. Automobile Liability
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Comprehensive Automobile Liability Insurance with limits for bodily injury of not less than
2 Two Hundred Fifty Thousand Dollars ($250,000.00) per person, Five Hundred Thousand
3 Dollars ($500,000.00) per accident and for property damages of not less than Fifty
Thousand Dollars ($50,000.00), or such coverage with a combined single limit of Five
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Hundred Thousand Dollars ($500,000.00). Coverage should include owned and non-
5 owned vehicles used in connection with this Agreement.
6 C. Professional Liability
If CONTRACTOR employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W.,
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M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than
8 One Million Dollars ($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00)
9 annual aggregate.
D. Worker's Compensation
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A policy of Worker's Compensation insurance as may be required by the California Labor
11 Code.
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CONTRACTOR shall obtain endorsements to the Commercial General Liability
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insurance naming the County of Fresno, its officers, agents, and employees, individually and
14 collectively, as additional insured, but only insofar as the operations under this Agreement are
15 concerned. Such coverage for additional insured shall apply as primary insurance and any
other insurance, or self-insurance, maintained by COUNTY, its officers, agents and employees
16 shall be excess only and not contributing with insurance provided under CONTRACTOR's
17 policies herein. This insurance shall not be cancelled or changed without a minimum of thirty-
18 (30) day's advance written notice given to COUNTY. Within Thirty (30) days from the date
CONTRACTOR executes this Agreement, CONTRACTOR shall provide certificates of
19 insurance and endorsement as stated above for all of the foregoing policies, as required herein,
20 to the County of Fresno, Jail Programs and Services Bureau Captain, 1225 M Street, Fresno,
21 CA 93721 this contract, stating that such insurance coverage have been obtained and are in
full force; that the County of Fresno, its officers, agents and employees will not be responsible
22 for any premiums on the policies; that such Commercial General Liability insurance names the
23 County of Fresno, its officers, agents and employees, individually and collectively, as additional
24 insured, but only insofar as the operations under this Agreement are concerned; that such
coverage for additional insured shall apply as primary insurance and any other insurance, or
25 self-insurance, maintained by COUNTY, its officers, agents and employees, shall be excess
only and not contributing with insurance provided under CONTRACTOR's policies herein; and
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that this insurance shall not be cancelled or changed without a minimum of thirty (30) days
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advance, written notice given to COUNTY.
2 In the event CONTRACTOR fails to keep in effect at all times insurance coverage as
3 herein provided, the COUNTY may, in addition to other remedies it may have, suspend or
terminate this Agreement upon the occurrence of such event.
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All policies shall be with admitted insurers licensed to do business in the State of California.
5 Insurance purchased shall be purchased from companies possessing a current A.M. Best, Inc.
6 rating of B+ FSC VIII or better.
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7. TERMINATION
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A. Non-Allocation of Funds -The terms of this Agreement, and the services to be
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provided thereunder, are contingent on the approval of funds by the appropriating
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government agency. Should sufficient funds not be allocated, the services provided
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may be modified, or this Agreement terminated, at any time by giving the
12 CONTRACTOR thirty (30) days advance written notice.
13 1) Breach of Contract -The COUNTY may immediately suspend or
14 terminate this Agreement in whole or in part, where in the determination
15 of the COUNTY there is:
16 An illegal or improper use of funds;
17 A failure to comply with any term of this Agreement;
A substantially incorrect or incomplete report submitted to the COUNTY;
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Improperly performed service.
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In no event shall any payment by the COUNTY constitute a waiver by the COUNTY of any
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breach of this Agreement or any default which may then exist on the part of the CONTRACTOR.
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Neither shall such payment impair or prejudice any remedy available to the COUNTY with respect
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to the breach or default. The COUNTY shall have the right to demand of the CONTRACTOR the
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repayment to the COUNTY of any funds disbursed to the CONTRACTOR under this Agreement,
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which in the judgment of the COUNTY were not expended in accordance with the terms of this
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Agreement. The CONTRACTOR shall promptly refund any such funds upon demand.
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1 2) Without Cause - Under circumstances other than those set forth above,
2 this Agreement may be terminated by COUNTY upon the giving of thirty
3 (30) days advance written notice of an intention to terminate to
CONTRACTOR.
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5 8. TERM
6 This Agreement shall become effective November 1, 2015 and terminate on December 31,
7 2018. This Agreement shall automatically be extended for two optional one-year extensions
8 upon the same terms and condition herein set forth, unless written notice of non-renewal is
9 given by either of the Parties to the other Party no later than November 1, 2018 or November 1,
10 2019, respectively.
11 g. INSPECTION OF RECORDS
12 The CONTRACTOR agrees to keep full and accurate records and shall follow accounting
13 and record keeping methods and practices customarily employed in business of like character
14 and as may be required by law. All dealings and transactions relating to the performance of
15 services hereunder shall be duly entered therein in the usual and ordinary course of business,
16 and the COUNTY and its duly authorized representatives, including the Auditor-
17 Controller/Treasurer, shall have full and free access, upon giving of reasonable notice, to said
18 records and accounts and may inspect or audit same at reasonable times at COUNTY expense
19 and during normal business hours of the CONTRACTOR. All records remain the property of the
20 COUNTY and will be immediately presented to COUNTY upon contract termination. If this
21 Agreement exceeds Ten Thousand Dollars ($10,000.), CONTRACTOR shall be subject to the
22 examination and audit of the Auditor General for a period of three (3) years after final payment
23 under the contract (Government Code Section 8546.7).
24 10. NOTICES
25 Any notices to be given pursuant to the terms of this Agreement may be given either by
personal delivery in writing or by mail, registered or certified, with postage prepaid and return
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receipt requested. Mailed notices shall be addressed to the parties at their respective business
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address set forth below:
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A. CONTRACTOR: Canteen of Fresno, Inc., 527 "L" Street, Fresno CA 93721.
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Attention: Mr. Hugh M. Wilson III — President
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B. COUNTY: Sheriff, 2200 Fresno Street, Fresno, CA 93621, Attention: Business
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Manager.
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11. ASSIGNMENT
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Neither party hereto shall assign this Agreement or its rights or delegate its duties hereunder
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without written consent of the other.
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12. NO AMENDMENT UNLESS IN WRITING
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No provision hereof may be waived, amended, altered, modified, cancelled, terminated or
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otherwise changed or discharged except by an instrument in writing executed by the parties
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hereto.
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13. COOPERATION
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CONTRACTOR shall cooperate with the COUNTY in investigating and responding to any
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complaint received regarding commissary services provided to correctional facility inmates
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under this Agreement.
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14. GOVERNING LAW
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This agreement shall be construed and interpreted according to the laws of the
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State of California. It is expressly agreed that venue for any action or suit arising from or
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connected with the rights and obligations created hereunder shall be in Fresno County,
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California.
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24 15. DISCLOSURE OF SELF-DEALING TRANSACTIONS
This provision is only applicable if the CONTRACTOR is operating as a corporation (a
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for-profit or non-profit corporation) or if during the term of the agreement, the CONTRACTOR
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1 changes its status to operate as a corporation.
2 Members of the CONTRACTOR's Board of Directors shall disclose any self-dealing
3 transactions that they are a party to while CONTRACTOR is providing goods or performing
services under this agreement. A self-dealing transaction shall mean a transaction to which the
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CONTRACTOR is a party and in which one or more of its directors has a material financial
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interest. Members of the Board of Directors shall disclose any self-dealing transactions that
6 they are a party to by completing and signing a Self-Dealing Transaction Disclosure Form,
7 attached hereto as Exhibit A and incorporated herein by reference, and submitting it to the
8 COUNTY prior to commencing with the self-dealing transaction or immediately thereafter.
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16. ENTIRE AGREEMENT
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11 This Agreement, including RFP No. 393-5351 and CONTRACTOR'S response thereto;
constitutes the entire agreement between the CONTRACTOR and COUNTY with respect to the
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13 subject matter hereof and supersedes all previous negotiations, proposals, commitments,
writings, advertisements, publications, and understanding of any nature whatsoever unless
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expressly included in this Agreement. In the event of any inconsistency among these
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documents, the inconsistency shall be resolved by giving precedence in the following order of
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priority: (1) to this Agreement; (2) to CONTRACTOR'S response to RFP No. 393-5351; (3) to
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RFP No. 393-5351.
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2015 AGREEMENT FOR COMMISSARY SERVICES BETWEEN THE COUNTY OF
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FRESNO AND CANTEEN OF FRESNO, INC.
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
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Executed as of the day and year first herein above written.
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2015 AGREEMENT FOR COMMISSARY SERVICES BETWEEN THE COUNTY OF FRESNO & CANTEEN
COUNTY OF FRESNO: CONTRACTOR:
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3 Deborah A. Poochigian, Chairmane Hugh M. Wilson III, President
BOARD OF SUPERVISORS Canteen of Fresno, Inc.
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REVIEWED & RECCOMENDED FOR
6 APPROVAL: Scott Browning
Chief Financial Officer
7 By `f v
Margaret s, Sheriff-Coroner
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APPROVED AS TO LEGAL FORM:
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10 • ,
nie C. Ce erborg, County ou el 1
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APPROVED AS TO ACCOUNTING FORM:
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14 By
Vicki Crow, Auditor Contro r/Treasurer-Tax Collector
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ATTEST:
16 Clerk to the Board of
Supervisors
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((1�
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19 Fund: 0096
ORG: 1500
20 S/C 17700�q
Acct. No.: §9§:- r?
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