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HomeMy WebLinkAboutMartinez, Joseph dba Covert Special Investigations - Investigating Services AMENDMENT NO. 1 TO AGREEMENT BETWEEN CITY OF YAKIMA, WASHINGTON AND COVERT SPECIAL INVESTIGATIONS FOR INVESTIGATIVE SERVICES WHEREAS, the City of Yakima, hereinafter referred to as the "CITY" and Covert Special Investigations, hereinafter r ferred to as "CONTRACTOR" entered into an agreement for investigative services on (< ) day of, , , 2015 (hereafter "Agreement "); and U WHEREAS, the CITY and CONTRACTOR have agreed that extra time is needed in order to complete the investigation; and WHEREAS, because of the extra time and expense incurred by CONTRACTOR to complete such additional work, the CITY and CONTRACTOR have agreed to amend Section 5.2 of the Agreement to increase compensation payable under the Agreement from Two Thousand Five Hundred Dollars ($2,500.00) to Seven Thousand Five Hundred Dollars ($7,500.00); and WHEREAS, the parties agree that, except as amended herein, the terms and provisions of the original Agreement shall remain in effect subject to the modifications made pursuant to this amendment. AMENDMENT Section 1. Section 5.2 of the Agreement is hereby amended to read: Unless specifically authorized in writing by the CITY, the total budgetary amount for this PROJECT shall not exceed Seven Thousand Five Hundred Dollars ($7,500.00). The CONTRACTOR will make reasonable efforts to complete the WORK within the budget and will keep CITY informed of progress toward that end so that the budget or WORK effort can be adjusted if found necessary. The CONTRACTOR is not obligated to incur costs beyond the indicated budget, as may be adjusted, nor is the CITY obligated to pay the CONTRACTOR beyond these limits. When any budget has been increased, the CONTRACTOR'S excess costs expended prior to such increase will be allowable to the same extent as if such costs had been incurred after the approved increase, and provided that the City was informed of and had approved, in writing, the additional costs before the time such costs were incurred. Section 2. Exhibit B of the Agreement is amended to provide that total compensation payable to CONTRACTOR shall not exceed Seven Thousand Five Hundred Dollars ($7,500.00). Section 3. Except as amended herein, the provisions of the Agreement shall remain unchanged. Section 4. This amendment shall be effective as and from the date executed by the last party to sign below. 1 CITY OF' AKIMA JOSEPH MARTINEZ # 11P i nt Tony r' " ig ure t Title: Cit Manager Title: P.Z. an 5 7 C� Date:. „I , ' -'��a� !ate: 7 /> F 'c� / 5 1 11:. ,'. �.� C! 'Lli Attes - . �_ /� /: %!� j 1 7 i City Cl- 'k �z ; CITY CONTRACT RESOUR10Nle, 40f//41' , fl i e,✓1Cl/Y1 e o f 2 • For City of Yakima Use Only: AGREEMENT Contract No. BETWEEN Project No. Resolution No. CITY OF YAKIMA, WASHINGTON RFQP No AND COVERT SPECIAL INVESTIGATIONS FOR INVESTIGATIVE SERVICE d' ( S THIS AGREEMENT, is made and entered into on this day of , 2015, by and between the City of Yakima, Washington, a municipal corporation with its principa office at 129 North Second Street, Yakima, WA 98901, hereinafter referred to as "CITY ", and Joseph Martinez, DBA Covert Special Investigations, a private contractor, with his principal office at 211 S. 80` Avenue, Yakima, WA 98908, hereinafter referred to as "CONTRACTOR ". CONTRACTOR will provide professional investigative services under this Agreement hereinafter referred to as "SERVICES" on behalf of the City of Yakima. WITNESSETH: RECITALS WHEREAS, CITY desires to retain the CONTRACTOR to provide services described in this Agreement,; and WHEREAS, CONTRACTOR represents that it has available and offers to provide knowledge and experience necessary to satisfactorily accomplish the work within the required time and that it has no conflicts of interest prohibited by law from entering into this Agreement; NOW, THEREFORE, CITY and CONSULTANT agree as follows: SECTION 1 INCORPORATION OF RECITALS 1.1 The above recitals are incorporated into these operative provisions of the Agreement. SECTION 2 SCOPE OF SERVICES 2.1 CONTRACTOR agrees to perform those services described hereafter. Unless modified in writing by both parties, duties of CONTRACTOR shall not be construed to exceed those services specifically set forth herein. 2.2 CONTRACTOR shall use its best efforts to maintain continuity in personnel and shall assign, Joseph Martinez as Consultant -in- Charge throughout the term of this Agreement unless other personnel are approved by the CITY. 2.3 Basic Services: CONTRACTOR agrees to perform those tasks described in Exhibit A, entitled "Scope of Work" (WORK) which is attached hereto and made a part of this Agreement as if fully set forth herein. 2.4 Additional Services: CITY and CONTRACTOR agree that not all WORK to be performed by CONTRACTOR can be defined in detail at the time this Agreement is executed, and that additional WORK related to the Project and not covered in Exhibit A may be needed during performance of this Agreement. CITY may, at any time, by written order, direct the CONTRACTOR to revise portions of the WORK previously completed in a satisfactory manner, RFQP 11323 /Page 1 of 10 delete portions of the WORK, or request that the CONTRACTOR perform additional WORK beyond the scope of the WORK. Such changes hereinafter shall be referred to as "Additional Services." 2.4.1 If such Additional Services cause an increase or decrease in the CONTRACTOR'S cost of, or time required for, performance of any services under this Agreement, a contract price and /or completion time adjustment pursuant to this Agreement shall be made and this Agreement shall be modified in writing accordingly. 2.4.2 Compensation for each such request for Additional Services have been negotiated by the CITY and the CONTRACTOR and shall be provided at the same hourly rate as shall apply to the performance contracted for herein and set forth in Exhibit B, attached hereto and incorporated herein by this reference, and if so authorized, shall be considered part of the WORK. The CONTRACTOR shall not perform any Additional Services until so authorized by CITY and agreed to by the CONTRACTOR in writing. 2.5 The CONTRACTOR must assert any claim for adjustment in writing within thirty (30) days from the date of the CONTRACTOR'S receipt of the written notification of change. SECTION 3 CITY'S RESPONSIBILITIES 3.1 CITY - FURNISHED DATA: The CITY will provide to the CONTRACTOR all technical data in the CITY'S possession relating to the CONTRACTOR'S services on the WORK. 3.2 ACCESS TO FACILITIES AND PROPERTY: The CITY will make its facilities reasonably accessible to CONTRACTOR as required for CONTRACTOR'S performance of its services. 3.3 TIMELY REVIEW: The CITY will examine the CONTRACTOR'S studies, reports, proposals, and other documents; obtain advice of an attorney, insurance counselor, accountant, auditor, bond and financial advisors, and other consultants as CITY deems appropriate; and render in writing decisions required of CITY in a timely manner. Such examinations and decisions, however, shall not relieve the CONTRACTOR of any contractual obligations nor of its duty to render professional services meeting the standards of care for its profession. 3.4 CITY shall appoint a CITY'S Representative with respect to WORK to be performed under this Agreement. CITY'S Representative shall have complete authority to transmit instructions and receive information. CONTRACTOR shall be entitled to reasonably rely on such instructions made by the CITY'S Representative unless otherwise directed in writing by the CITY, but CONTRACTOR shall be responsible for bringing to the attention of the CITY'S Representative any instructions which the CONTRACTOR believes are inadequate, incomplete, or inaccurate based upon the CONTRACTOR'S knowledge. 3.5 Any documents, services, and reports provided by the CITY to the CONTRACTOR are available solely as additional information to the CONTRACTOR and will not relieve the CONTRACTOR of its duties and obligations under this Agreement or at law. The CONTRACTOR shall be entitled to reasonably rely upon the accuracy and the completeness of such documents, services and reports, but shall be responsible for exercising customary professional care in using and reviewing such documents, services, and reports and drawing conclusions there from. SECTION 4 AUTHORIZATION, PROGRESS, AND COMPLETION 4.1 In signing this Agreement, CITY grants CONTRACTOR specific authorization to proceed with WORK described in Exhibit A. The time for completion is defined in Exhibit A, or as amended. SECTION 5 COMPENSATION RFQP 11323 /Page 2 of 10 5.1 COMPENSATION ON A TIME SPENT BASIS AT SPECIFIC HOURLY RATES: For the services described in Exhibit A, compensation shall be according to Exhibit B - Schedule of Specific Fees and Hourly Rates, attached hereto and incorporated herein by this reference, on a time spent basis plus reimbursement for direct non -salary expenses. 5.1.1 DIRECT NON - SALARY EXPENSES: Direct Non -Salary Expenses are those costs incurred on or directly for the PROJECT including, but not limited to, necessary transportation costs, including current rates for CONTRACTOR'S vehicles; meals and lodging; laboratory tests and analyses; printing, binding and reproduction charges; all costs associated with other outside nonprofessional services and facilities; special CITY - requested and PROJECT - related insurance and performance warranty costs; and other similar costs. Reimbursement for Direct Non - Salary Expenses will be on the basis of actual charges plus ten percent (10 %) and on the basis of current rates when furnished by CONTRACTOR. Estimated Direct Non - Salary Expenses are shown in Exhibit B. 5.1.1.1 5.1.2 Telephone charges, computer charges, in -house reproduction charges, first class postage, and FAX charges are not included in the direct expense costs, but are considered included in the Schedule of Specific Hourly Billing Rates. 5.2 Unless specifically authorized in writing by the CITY, the total budgetary amount for this PROJECT shall not exceed Twenty Five Hundred Dollars ($2,500.00). The CONTRACTOR will make reasonable efforts to complete the WORK within the budget and will keep CITY informed of progress toward that end so that the budget or WORK effort can be adjusted if found necessary. The CONTRACTOR is not obligated to incur costs beyond the indicated budget, as may be adjusted, nor is the CITY obligated to pay the CONTRACTOR beyond these limits. When any budget has been increased, the CONTRACTOR'S excess costs expended prior to such increase will be allowable to the same extent as if such costs had been incurred after the approved increase, and provided that the City was informed of and had approved, in writing, the additional costs before the time such costs were incurred. 5.3 The CONTRACTOR shall submit to the City's Representative an invoice for payment for services completed through the accounting cut -off day of the previous month. Such invoices shall be for services and WORK performed and costs incurred prior to the date of the invoice and not covered by previously submitted invoices. The CONTRACTOR shall submit with each invoice a detailed summary of time expended on the PROJECT for the current billing period, and any other supporting materials determined by the City necessary to substantiate the costs incurred. CITY will use its best efforts to pay such invoices within thirty (30) days of receipt and upon approval of the WORK done and amount billed. CITY will notify the CONTRACTOR promptly if any problems are noted with the invoice. CITY may question any item in an invoice, noting to CONTRACTOR the questionable item(s) and withholding payment for such item(s). The CONTRACTOR may resubmit such item(s) in a subsequent invoice together with additional supporting information required. 5.4 Payment terms are net 30 after receipt of approved invoice(s). SECTION 6 RESPONSIBILITY OF CONSULTANT 6.1 INDEMNIFICATION: (a) CONTRACTOR agrees to defend, indemnify, and hold harmless the CITY, its elected officials, agents, officers, employees, agents and volunteers (hereinafter "parties protected ") from (1) claims, demands, liens, lawsuits, administrative and other proceedings,(including reasonable costs and attorneys fees) and (2) judgments, awards, losses, liabilities, damages, penalties, fines, costs and expenses of any kind claimed by third parties arising out of, or related to any death, injury, damage or destruction to any RFQP 11323 /Page 3 of 10 person or any property to the extent caused by any negligent act, action, default, error or omission or willful misconduct arising out of the CONTRACTOR'S performance under this Agreement. In the event that any lien is placed upon the City's property or any of the City's officers, employees or agents as a result of the negligence or willful misconduct of the CONTRACTOR, the CONTRACTOR shall at once cause the same to be dissolved and discharged by giving bond or otherwise. (b) CITY agrees to indemnify and hold the CONTRACTOR harmless from loss, cost, or expense of any kind claimed by third parties, including without limitation such loss, cost, or expense resulting from injuries to persons or damages to property, caused solely by the negligence or willful misconduct of the CITY, its employees, or agents in connection with the service. (c) If the negligence or willful misconduct of both the CONTRACTOR and the CITY (or a person identified above for whom each is liable) is a cause of such third party claim, the loss, cost, or expense shall be shared between the CONTRACTOR and the CITY in proportion to their relative degrees of negligence or willful misconduct and the right of indemnity will apply for such proportion. (d) Nothing contained in this Section or this Agreement shall be construed to create a liability or a right of indemnification in any third party. SECTION 7 AUDIT AND ACCESS TO RECORDS 7.1 The CONTRACTOR shall maintain books, records, documents and other evidence directly pertinent to performance of the WORK under this Agreement in accordance with generally accepted accounting principles and practices consistently applied. The CITY, or the CITY'S duly authorized representative, shall have access to such books, records, documents, and other evidence for inspection, audit, and copying for a period of three years after completion of the WORK. The CITY shall also have access to such books, records, and documents during the performance of the WORK, if deemed necessary by the CITY, to verify the CONTRACTOR'S WORK and invoices. 7.2 Audits conducted pursuant to this section shall be in accordance with generally accepted auditing standards and established procedures and guidelines of the reviewing or auditing agency. 7.3 The CONTRACTOR agrees to the disclosure of all information and reports resulting from access to records pursuant to this section provided that the CONTRACTOR is afforded the opportunity for an audit exit conference and an opportunity to comment and submit any supporting documentation on the pertinent portions of the draft audit report and that the final audit report will include written comments, if any, of the CONTRACTOR. 7.4 The CONTRACTOR shall ensure that the foregoing paragraphs are included in each subcontract for WORK. 7.5 Any charges of the CONTRACTOR paid by the CITY which are found by an audit to be inadequately substantiated shall be reimbursed to the CITY. SECTION 8 INSURANCE 8.1 At all times during performance of the Services, CONTRACTOR shall secure and maintain in effect insurance to protect the City and the CONTRACTOR from and against all claims, damages, losses, and expenses arising out of or resulting from the performance of this Contract. CONTRACTOR shall provide and maintain in force insurance in limits no less than that stated below, as applicable. The City reserves the rights to require higher limits should it deem it necessary in the best interest of the public. RFQP 11323 /Page 4 of 10 8.1.1 Before this Contract is fully executed by the parties, CONTRACTOR shall provide the City with a certificate of insurance as proof of professional liability coverage with a total minimum liability limit of One Million Dollars ($1,000,000.00) per claim combined single limit bodily injury and property damage, and Two Million Dollars ($2,000,000.00) aggregate. The certificate shall clearly state who the provider is, the coverage amount, the policy number, and when the policy and provisions provided are in effect. The insurance shall be with an insurance company or companies rated A -VII or higher in Best's Guide. If the policy is written on a claims made basis the coverage will continue in force for an additional two years after the completion of this contract. 8.1.2. Commercial Automobile Liability Insurance. a. If CONTRACTOR owns any vehicles, before this Contract is fully executed by the parties, CONTRACTOR shall provide the City with a certificate of insurance as proof of commercial automobile liability insurance and commercial umbrella liability insurance with a total minimum liability limit of Two Million Dollars ($2,000,000.00) per occurrence combined single limit bodily injury and property damage. Automobile liability will apply to "Any Auto" and be shown on the certificate. b. If CONTRACTOR does not own any vehicles, only "Non -owned and Hired Automobile Liability" will be required and may be added to the commercial liability coverage at the same limits as required in that section of this Contract, which is Section 8.1.1 entitled "Commercial General Liability Insurance ". c. Under either situation described above in Section 8.1.2.a and Section 8.1.2.b, the required certificate of insurance shall clearly state who the provider is, the coveragc amount, the policy number, and when the policy and provisions provided are in effect. Said policy shall be in effect for the duration of this Contract. The policy shall name the City, its elected officials, officers, agents, employees, and volunteers as additional insureds, and shall contain a clause that the insured will not cancel or change the insurance without first giving the City thirty (30) calendar days prior written notice. The insurance shall be with an insurance company or companies rated A -VII or higher in Best's Guide and admitted in the State of Washington. 8.1.3. Statutory workers' compensation and employer's liability insurance as required by state law. SECTION 9 SUBCONTRACTS 9.1 CONTRACTOR shall be entitled, to the extent determined appropriate by CONTRACTOR and upon written approval by the City, to subcontract any portion of the WORK to be performed under this Agreement. SECTION 10 ASSIGNMENT 10.1 This Agreement is binding on the heirs, successors and assigns of the parties hereto. This Agreement may not be assigned by CITY or CONTRACTOR without prior written consent of the other, which consent will not be unreasonably withheld. It is expressly intended and agreed that no third party beneficiaries are created by this Agreement, and that the rights and remedies provided herein shall inure only to the benefit of the parties to this Agreement. SECTION 11 INTEGRATION 11.1 This Agreement represents the entire understanding of CITY and CONTRACTOR as to those matters contained herein. No prior oral or written understanding shall be of any force or effect RFQP 11323 /Page 5 of 10 with respect to those matters covered herein. This Agreement may not be modified or altered except in writing signed by both parties. SECTION 12 JURISDICTION AND VENUE 12.1 This Agreement shall be administered and interpreted under the laws of the State of Washington. Jurisdiction of litigation arising from this Agreement shall be in Washington State. If any part of this Agreement is found to conflict with applicable laws, such part shall be inoperative, null, and void insofar as it conflicts with said laws, but the remainder of this Agreement shall be in full force and effect. Venue for all disputes arising under this Agreement shall be in a court of competent jurisdiction in Yakima County, State of Washington. SECTION 13 EQUAL EMPLOYMENT and NONDISCRIMINATION 13.1 During the performance of this Agreement, CONTRACTOR shall not discriminate in violation of any applicable federal, state and /or local law or regulation on the basis of age, sex, race, creed, religion, color, national origin, marital status, disability, honorably discharged veteran or military status, pregnancy, sexual orientation, and any other classification protected under federal, state, or local law. This provision shall include but not be limited to the following: employment, upgrading, demotion, transfer, recruitment, advertising, layoff or termination, rates of pay or other forms of compensation, selection for training, and the provision of services under this Agreement. CONTRACTOR agrees to comply with the applicable provisions of State and Federal Equal Employment Opportunity and Nondiscrimination statutes and regulations. SECTION 14 SUSPENSION OF WORK 14.1 CITY may suspend, in writing by certified mail, all or a portion of the WORK under this Agreement if unforeseen circumstances beyond CITY'S control are interfering with normal progress of the WORK. CONTRACTOR may suspend, in writing by certified mail, all or a portion of the WORK under this Agreement if unforeseen circumstances beyond CONTRACTOR'S control are interfering with normal progress of the WORK. CONTRACTOR may suspend WORK on the PROJECT in the event CITY does not pay invoices when due, except where otherwise provided by this Agreement. The time for completion of the WORK shall be extended by the number of days WORK is suspended. If the period of suspension exceeds ninety (90) days, the terms of this Agreement are subject to renegotiation, and both parties are granted the option to terminate WORK on the suspended portion of Project in accordance with SECTION 15. SECTION 15 TERMINATION OF WORK 15.1 Either party may terminate this Agreement, in whole or in part, if the other party materially breaches its obligations under this Agreement and is in default through no fault of the terminating party. However, no such termination may be effected unless the other party is given: (1) not less than fifteen (15) calendar days written notice delivered by certified mail, return receipt requested, of intent to terminate; and (2) an opportunity for consultation and for cure with the terminating party before termination. Notice shall be considered issued within seventy -two (72) hours of mailing by certified mail to the place of business of either party as set forth in this Agreement. 15.2 In addition to termination under subsection 15.1 of this Section, CITY may terminate this Agreement for its convenience, in whole or in part, provided the CONTRACTOR is given: (1) not less than fifteen (15) calendar days written notice delivered by certified mail, return receipt requested, of intent to terminate; and (2) an opportunity for consultation with CITY before termination. 15.3 If CITY terminates for default on the part of the CONTRACTOR, (1) no amount shall be allowed for anticipated profit on unperformed services or other WORK, and (2) any payment due to the CONTRACTOR at the time of termination may be adjusted to the extent of any additional costs or RFQP 11323 /Page 6 of 10 damages CITY has incurred, or is likely to incur, because of the CONTRACTOR'S breach. In such event, CITY shall consider the amount of WORK originally required which was satisfactorily completed to date of termination, whether that WORK is in a form or of a type which is usable and suitable to CITY at the date of termination and the cost to CITY of completing the WORK itself or of employing another firm to complete it. Under no circumstances shall payments made under this provision exceed the "not to exceed" contract cost set forth in Section 5.2. In the event of default, the CONTRACTOR agrees to pay CITY for any and all damages, costs, and expenses whether directly, indirectly, or consequentially caused by said default. This provision shall not preclude CITY from filing claims and /or commencing litigation to secure compensation for damages incurred beyond that covered by withheld payments. 15.4 If the CONTRACTOR terminates for default on the part of CITY or if CITY terminates for convenience, the adjustment pursuant to the Agreement shall include payment for services satisfactorily performed up to the date of termination for WORK satisfactorily completed, in addition to termination settlement costs the CONTRACTOR reasonably incurs relating to commitments which had become firm before the termination, unless CITY determines to assume said commitments. 15.5 Upon receipt of a termination notice under subsections 15.1 or 15.2 above, the CONTRACTOR shall (I) promptly discontinue all services affected (unless the notice directs otherwise), and (2) deliver or otherwise make available to CITY all originals of data, drawings, specifications, calculations, reports, estimates, summaries, and such other information, documents, and materials as the CONTRACTOR may have accumulated or prepared in performing this Agreement, whether completed or in progress, with the CONTRACTOR retaining copies of the same. 15.6 Upon termination under any subparagraph above, CITY reserves the right to prosecute the WORK to completion utilizing other qualified firms or individuals; provided, the CONTRACTOR shall have no responsibility to prosecute further WORK thereon. 15.7 If, after termination for failure of the CONTRACTOR to fulfill contractual obligations, it is determined that the CONTRACTOR has not so failed, the termination shall be deemed to have been effected for the convenience of CITY. In such event, the adjustment pursuant to the Agreement shall be determined as set forth in subparagraph 15.4 of this Section. 15.8 If, because of death, unavailability or any other occurrence, it becomes impossible for CONTRACTOR to render his services to the PROJECT, the CONTRACTOR shall not be relieved of its obligations to complete performance under this Agreement without the concurrence and written approval of CITY. If CITY agrees to termination of this Agreement under this provision, payment shall be made as set forth in subparagraph 15.3 of this Section. SECTION 16 DISPUTE RESOLUTION 16.1 In the event that any dispute shall arise as to the interpretation of this agreement, or in the event of a notice of default as to whether such default does constitute a breach of the contract, and if the parties hereto cannot mutually settle such differences, then the parties shall first pursue mediation as a means to resolve the dispute. If the afore mentioned methods are not successful then any dispute relating to this Agreement shall be decided in the courts of Yakima County, in accordance with the laws of Washington. If both parties consent in writing, other available means of dispute resolution may be implemented. SECTION 17 NOTICE 17.1 Any notice required to be given under the terms of this Agreement shall be directed to the party at the address set forth below. Notice shall be considered issued and effective upon receipt thereof by the addressee -party, or seventy-two (72) hours after mailing by certified mail to the place of business set forth below, whichever is earlier. RFQP 11323 /Page 7 of 10 CITY: City of Yakima Tony O'Rourke, City Manager 129 North 2 "d Street Yakima, WA 98901 CONTRACTOR: Joseph Martinez, Covert Special Investigations IN WITNESS WHEREOF, the parties hereto have caused this agreement to be executed by their respective authorized officers or representatives as of the day and year first above written. CITY • YAKIMA r JOSEPH MARTINEZ are • ourk: nature Printed Name: 0 ko Printed Name: — Jae_ Z Title: City Manager Title: / ✓eS a hc Date: 5— Z / /lr Date: 4: 29- Z- Attest ite/, / / F A aj /CIerk _` HI 1lV� CITY CONTRAC T NO., ' d i RESOLUTION NO. hl RFQP 11323 /Page 8 of 10 EXHIBIT A SCOPE OF SERVICES CONTRACTOR will interview employees and individuals specified by CITY. CONTRACTOR will receive consent, either verbally if being recorded or in writing if not being recorded, from employee and individuals prior to conducting interview. CONTRACTOR will schedule interviews with employees and other individuals having knowledge of the situation. CONTRACTOR will complete the investigation within thirty (30) days of signing this Agreement. RFQP 11323 /Page 9 of 10 EXHIBIT B PROFESSIONAL FEES AND RATES CITY agrees to pay CONTRACTOR a rate of $75.00 per hour for his investigative services, up to the maximum amount of Two Thousand Five Hundred Dollars ($2,500.00), unless otherwise agreed to in writing by both parties. RFQP 11323 /Page 10 of 10