HomeMy WebLinkAboutbocc.con.176.2008CLERK'S CHECK LIST
FOR CONTRACTS SUBMITTED TO CLERK AND RECORDER FOR SCANNING/ARCHIVING
CONTRACT #: I'i-G -a~o8
ORIGINATING DEPARTMENT/DIVISION: cOMlNUrV/7v~ ~Q,C~A-T7oN5
CONTACT PERSON: P~_ ~lNG,~j0y1/ PHONE #:
PROJECT NAME: P V~~ G D (~Rrt4G ~
^ BOCC AGENDA ITEM ~TAFF AUTHORIZED SIGNATURE
(Requires BOCC Signature) (per Revised Procurement Code 7/2005)
^ Over $50,000 (Requires County Manager's Signature)
/ CHECK PROCUREMENT TYPE:
^None v nformal ^Formal ^Sole Source ^Emergency ^State Bid ^
^Compliance with House Bills 06-1343 and 07-1073 -Immigration Form (Under $10,000, Letters of Engagement, e
DOLLAR AMOUNT: °I i t b69.00 BUDGET LINE iTF.,M/LF.DGER NUMBF.,R: 60 ( a a 9so 30 8 ~ooa
/ CHECK CONTRACT TYPE:
[~Services/IVlainteir~tC€ ^Employment (for county employees)
^License/Use ^Intergovernmental Agreement (Requires BOCC Action)
^Lease ^Non-Profit
^Construction ^Quasi-Public
^Goods, Equipment, Supplies ^Grant Agreements (Requires BOCC Action)
^Other (e.g. revenue) ^Change Order/Contract Amendment '
~`~3e-~=T I,.~es i ~e51~~~STlL7$ ~e~y
CONTRACTOR: COMPLETE LEGAL OF NAME OF BUSINESS (if different from contractor)
Zo-o8' Contract End Date: ~' - / - e ~
Contract Execution Date: G -
Automatic Renewal: ^Yes ®No Term of Contract: ~ _~ (~ ~ p ~ --- 9 - / - D~
ST~
All Contr acts s uld be roofed for the followin
P g
/ Pages Missing
/ f a Page is Left Intentionally Blank Note on Page
/ OPa e numbered consecutively
/ Il Signatures Affixed
/ [v]'A-1 ates Filled In
/ II Other Blanks Filled In
/ []'All Exhibits Attached
/ B 06-1343 and 07-1073 (Immigration Legislation) Included in RFP and/or Contract
/ All Legal Descriptions Attached (if applicable)
/ once of Award/Notice to Proceed Attached (if applicable)
/ [~4Van•anty (if applicable)
/ ~pecial Instructions for Finance Department:
/ [~Sentto Clerk and Recorder for Scanning/Archiv~ g
/ [Authorized Staff Person's Name: ~ ~?.~^ ew.~-
BY CHECKING ABOVE AND ENTERING NAME, THE AUTHORIZED STAFF PERSON INDICATES THAT
THE ATTACHED DOCUMENT HAS BEEN PROOFED AND READY FOR SCANNING.
~y ~~
NOTE: CLERK'S OFFICE WILL KEEP ORIGINAL DOCUMENTS IN COMPLIANCE WITH COLORADO STATE
ARCHNES RETAINAGE SCHEDULE.
AMENDED 04/23/08
Kav U~: ~ I)Rj~
CONTRACT FOR PROVISION OF SERVICES
THIS CONTRACT is made and entered by and between the Pitkin County Board of
County Commissioners ("County") and PROJECT WEST DESIGN/STRATEGY, 117 South
Spring Street, Aspen, Colorado 81611 (hereinafter "Contractor").
1. Term. The term of this contract is from June 16, 2008 to September 1, 2008.
2.
2. Contractor's Obli atg ions. Contractor shall conduct public outreach for road and water
issues: See attached "hard copy" scope of work.
3. Compensation and Expenses Invoicing Payment and Offset. The County shall
compensate Contractor for its services in accordance with the Project Budget and Schedule set out in
Paragraph 2. It is expressly understood and agreed that in no event will the total compensation and
reimbursement to be paid hereunder exceed the sum of $41,669.00 for all services rendered. By
contract or amendment, the County and Contractor may reallocate the budget among project tasks if
the total budget amount remains unchanged. Contractor shall invoice for the project monthly based
on hours worked, with payment expected within thirty (30) days of invoice, but any payment by the
County may be offset by any amount the Contractor owes the County for any reason.
4. County's Exclusive Ownership of Work Product. Drawings, specifications,
guidelines and other documents prepared by Contractor in connection with this contract shall be
the property of the County. However, Contractor shall have the right to utilize such documents
in the course of its marketing, professional presentations, and for other business purposes.
Contractor assigns to County the copyrights to all work prepared, developed, or created pursuant
to this contract, including the right to: 1) reproduce the work; 2) prepare derivative works; 3)
distribute copies to the public; 4) perform the works publicly; and 5) to display the work
publicly. Contractor shall have right to use materials produced in the course of this contract for
marketing purposes and professional presentations, articles, speeches and other business
purposes.
5. Pitkin County s Obli atg ions. Pitkin County shall administer this contract through
a County Representative. PAT BINGHAM will manage the project as the County's
Representative. In the event that PAT BINGHAM is not available, PHYLIS MATTICE shall
assume the County Representative's duties. The services provided and products delivered by the
Contractor under this contract will be subject to review by the County's Representatives, or a
designee, for compliance with Contractor's obligations prior to final payment.
6. Termination Prior to Exuiration of Contract Term. The County has the right to
terminate this contract, with or without cause, by giving written notice to the Contractor of such
termination and specifying the effective date thereof. Such notice shall be given at least ten (10)
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days before the effective date of such termination. In such event all finished or unfinished
documents, data, studies and reports prepared by the Contractor pursuant to this contract shall
become the County's property. Contractor shall be entitled to receive compensation in
accordance with the contract for any satisfactory work completed pursuant to the terms of this
contract prior to the date of termination. Not withstanding the above, Contractor shall not be
relieved of liability to the County for damages sustained by the County by virtue of any breach of
the contract by the Contractor.
7. Independent Contractor Status.
A. The parties to this contract intend that the relationship between them
contemplated by the contract is that of independent Contractor. Contractor, and any agent,
employee, or servant of Contractor shall not be deemed to be an employee, agent, or servant of
Pitkin County.
B. Contractor is not required to offer his services exclusively to Pitkin
County under this contract. Contractor may choose to work for other individuals or entities
during the term of this contract, provided that the basic services and deliverable products
required under this contract are submitted in the manner and on the schedule defined under this
contract.
C. Contractor warrants that all work produced will conform to all applicable
industry standard of care, skill and diligence in the performance of Contractor's obligations under
this contract.
D. Contractor shall not attempt to oversee or supervise the work or actions of
any Pitkin County employee, servant or agent in the course of completing work under this
contract.
E. Contractor is not entitled to any Workers' Compensation benefits through
Pitkin County and is responsible for payment of any federal, state, FICA and other income
taxes.
8. Assignability. This contract is not assignable by either party. Any use of
subcontractors by the Contractor for performance of this contract must be accepted in writing by the
County.
9. Binding Arbitration. Any disputes arising out of this contract shall be subject to
binding azbitration. The parties agree that any disputes concerning the terms and conditions of this
contract shall be submitted and finally settled by arbitration. Arbitration shall be conducted
pursuant to the rules of the American Arbitration Association and shall be presided over by the
Pitkin County Hearing Officer appointed to azbitrate Pitkin County contract disputes. Costs of the
arbitration shall be awazded to the substantially prevailing party.
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10. Severability. In the event that any provision of this contract shall be held to be
invalid or unenforceable, the remaining provisions of this contract shall remain valid and binding
upon the parties hereto
11. Integration and Modification.
A. This contract represents the entire and integrated contract between the
County and the Contractor and supersedes all prior negotiations, representations, or contract, either
written or oral. This contract may be amended only by written contract signed by both the County
and the Contractor.
B. The County may, from time to time, request changes in the scope of
services of the Contractor to be performed hereunder. Such changes, including the increase or
decrease in the amount of the Contractor's compensation, which are mutually agreed upon
between the County and the Contractor, shall be in writing and upon execution shall become part
of this contract.
12. Indemnitv.
A. The Contractor (including, by definition here and hereinafter, its officials,
employees, agents and representatives, subcontractors and suppliers), shall and hereby does release,
discharge, indemnify and hold harmless the County of Pitkin and its officials, employees, agents
and representatives from and against liability for any claim, demand, loss, damages, penalty, judg-
ment, expenses, costs (including costs of investigation and defense), fees (including reasonable
attorney and expert witness fees) or compensation in any form or kind whatsoever for any bodily
injury, death, personal injury or property damage azising out of or in connection with any negligent
act, intentional act, error or omission by the Contractor, and for any consequential liability alleged
to accme against the County on account of the Contractor's acts, errors or omissions; provided,
however, that such indemnity shall not be construed as an indemnity for bodily injury or property
damage arising from the sole negligence of the County or its employees.
B. The Contractor further shall investigate, process, respond to, adjust, provide
defense for and defend, pay or settle all claims, demands, or lawsuits related hereto at its sole
expense and shall beaz all other costs and expenses related thereto, even if the claim, demand or
lawsuit is groundless, false or fraudulent.
13. Insurance.
A. In whole or in part, the Contractor shall secure and maintain for the term of its
contractual relationship with the County such insurance policies, from companies licensed in the
State of Colorado, as will protect itself, the County and others as specified from claims for bodily
injuries, death, personal injury or property damage, which may arise out of or result from the
Contractor's acts, errors or omissions. The following insurance coverage, at or above the limits
indicated and including such endorsements as aze indicated by an "X", aze required:
Statutory Workers' Compensation: Colorado statutory minimums
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2. Commercial General Liability -ISO 1998 Form or equivalent
(Wit/r County named additional insured)
Each Occurrence Limit
$1,000,000.00
General Aggregate Limit $2,000,000.00
Products/Completed Operations Aggregate Limit $2.000,000.00
Comprehensive Form (All risks) to include (place x by applicahle
provisions):
X Premises/Operations
_ Underground, Explosion & Collapse Hazard
X Products/Completed Operations
X Contractual Liability
X Independent Contractors and Subcontractors
X Broad Form Property Damage
X Personal Injury
Business Auto Coverage:
Combined Single Limit Liability (each accident) $1,000,000.00
Including all owned, non-owned, and hired vehicles.
4. Special Coverages (check as appropriate and insert amount):
(1) Performance Bond
Labor and Material
Payment Bond
_ (2) Professional Errors and Omissions
(3) Aircraft Liability
(4) Owner's Protective
(5) Builder's Risk
(6) Boiler and Machinery
_ (7) Loss of Use Insurance
(8) Pollution Liability
(9) Crime, including Employee Dishonesty Coverage, or Fidelity Bond
B. Proof of Insurance:
1. To provide evidence of the required insurance coverage, copies of
Certificates of Insurance in a form acceptable to the County shall be filed with the County through
the representative identified in Pazagraph 5, no later than ten (10) calendar days prior to com-
mencement of operations affecting the County. Failure to file or maintain acceptable Certificates
of Insurance with the County is agreed to be a material breach of any contract. These Certificates
of Insurance shall contain a provision that coverage afforded under the policies will not be
canceled or materially altered unless at least thirty (30) calendar days prior written notice by
certified mail, return receipt requested (effective upon proper mailing), has been sent to the
Procurement Officer. (For purposes of this provision, "materially altered" shall mean a change
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affecting the coverage's required herein, including a change to policy limits as set out in the then-
current policy declarations page).
Simultaneously with the Certificates of Inswance, the Contractor shall
file with the Procwement Officer a certified statement as to claims pending against the required
coverages, reserves established on account of such claims, defense costs expended and amounts
remaining on policy limits.
2. In addition, these Certificates of Insurance shall contain the
following clauses:
a. The clause "other inswance provisions," in a policy in which the
County of Pitkin holds a Certificate, shall not apply to the County of Pitkin.
b. The inswance companies issuing the policy or policies hereunder
shall have no recowse against the County of Pitkin for payment of any
premiums or for assessments under any form of policy.
c. Any and all deductibles in the above-described inswance policies shall
be assumed by and be for the amount of, and at the sole expense of the
Contractor.
d. Location of operations shall be: "all operations and locations at which
work for the referenced Project is being done."
3. Certificates of Inswance for all renewal policies shall be delivered to
the County's Representative at least fifteen (15) days prior to a policy's expiration date except for
any policy expiring on the expiration date of this contract or thereafter.
4. The County reserves the right to request and receive a copy of any
policy and any policy endorsement at any time dwing the term of this contract.
14. Exemptions. All pwchases of construction, building or any other materials for
this contract shall not include Federal Excise Taxes or Colorado State or local sales or use taxes.
Pitkin County is exempt from such taxes under registration numbers 98-02624 and 84-78000-SK.
15. Records. The Contractor shall maintain comprehensive, complete and accurate
books, records, and documents concerning its performance relating to this contract for a period of
three (3) years after final payment under the contract and the County shall have the right within
the three (3) year period to inspect and audit these books, records and documents, upon demand,
in a reasonable manner and at reasonable times, for the purpose of determining, by accepted
accounting and auditing standards, compliance with all provisions of the contract and applicable
law.
16. Contract Made in Colorado. The parties agree that this contract was made in
accordance with the laws of the State of Colorado and shall be so construed. Venue is agreed to
be exclusively in the courts of Pitkin County, Colorado.
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17. Attorney's Fees. In the event that legal action is necessary to enforce any of the
provisions of this contract beyond the azbitration described in Paragraph 9, the substantially
prevailing party shall be entitled to its costs and reasonable attorney's fees.
18. Governmental Immunity. Contractor agrees and understands that Pitkin County is
relying on and does not waive, by any provision of this contract, the monetary limitations or
terms (presently $150,000.00 per person and $600,000 per occurrence) or any other rights,
immunities, and protections provided by the Colorado Governmental Immunity Act, 24-10-101,
et. Seq., C.12.S., as from time to time amended, or otherwise available to Pitkin County or any of
its officers, agents or employees. Further, nothing in this contract shall be construed or interpreted
to require or provide for indemnification of the Contractor by the County for any injury to any
person or any property damage whatsoever which is caused by the negligence or other misconduct
of the County or its agent or employees.
19. Current Year Obligations. The parties acknowledge and agree that any payments
provided for hereunder or requirements for future appropriations shall constitute only currently
budgeted expenditures of Pitkin County. Pitkin County's obligations under this contract are
subject to Pitkin County's annual right to budget and appropriate the sums necessary to provide
the services set forth herein. No provisions of the contract shall constitute a mandatory charge or
requirement in any ensuing fiscal year beyond the then current fiscal year of Pitkin County. No
provision of the contract shall be construed or interpreted as creating amultiple-fiscal year direct
or indirect debt or other financial obligation of Pitkin County within the meaning of any
constitutional or statutory debt limitation. This contract shall not directly or indirectly obligate
Pitkin County to make any payments beyond those appropriated for Pitkin County's then current
fiscal yeaz. No provisions of this contract shall be construed to pledge or create a lien on any
class or source of Pitkin County's moneys, nor shall any provision of this contract restrict the
future issuance of Pitkin County's bonds or any obligations payable from any class or source of
Pitkin County's money.
20. Notice. Any written notice required by this contract shall be deemed delivered
through any of the following: (1) hand delivery to the person at the address below; (2) delivery by
facsimile with confirmation of receipt to the fax number below; or (3) within three (3) days of
being sent certified first class mail, postage prepaid, return receipt requested addressed as
follows:
A. To Pitkin County
PAT GINGHAM
530 EAST MAIN STREET 3RD FLOOR
ASPEN, COLORADO 81611
with copies to:
Pitkin County Attorney's Office
530 E. Main Street, #302
Aspen, Colorado 81611
C. To Contractor:
SANDY FERLISI
6
'I
PORJECT WEST DESIGN/STRATEGY
117 SOUTH SPRING STREET STE: 100
ASPEN, COLORADO 81611
21. Compliance with House Bi1106-1343 and House Bill 07-1073
Rav 03.5'(IRj~
A. In compliance with House Bill 06-1343 and House Bill 07-1073 amending Title 8
of the Colorado Revised Statutes by the addition of Article 17.5, Illegal Aliens-Public Contract
for Services, enacted by the General Assembly of the State of Colorado, the Contractor shall not:
Knowingly employ or contract with an illegal alien to perform work under
this contract or;
2. Enter into a contract with a subcontractor that fails to certify to the
Contractor that the subcontractor shall not knowingly employ or contract
with an illegal alien to perform work under this contract.
B. In compliance with House Bi1106-1343 and House Bill 07-1073 enacted by the
General Assembly of the State of Colorado:
I . The Contractor has confirmed or attempted to confirm the employment
eligibility of all employees who are newly hired for employment in the United States
through participation in the Basic Pilot Program [created in Public Law 208, 104th
Congress, or its successor and expanded in Public Law 156, 108th Congress, or its
successor, that is administered by the United States Department of Homeland Security]
and, if the Contractor is not accepted into the Basic Pilot Program prior to entering into
this contract, the Contractor shall apply to participate in the Basic Pilot Program every
three months until the Contractor is accepted or this contract has been completed,
whichever is earlier. This provision shall not be required or effective if the Basic Pilot
Program is discontinued.
2. The Contractor shall be prohibited from using Basic Pilot Program
procedures to undertake pre-employment screening of job applicants while this contract is
being performed.
3. If the Contractor obtains actual knowledge that a subcontractor performing
work under this contract knowingly employs or contracts with an illegal alien, the
Contractor shall be required to:
a. Notify the subcontractor and the County within three days that the
Contractor has actual knowledge that the subcontractor is employing or
contracting with an illegal alien; and
ttav 71; U3 p.
b. Terminate the subcontract with the subcontractor if within three
days of receiving the notice required pursuant to subparagraph (a) of this
paragraph (3) the subcontractor does not stop employing or contracting with the
illegal aliens; except that the Contractor shall not terminate the contract with the
subcontractor if during such three days the subcontractor provides information to
establish that the subcontractor has not knowingly employed or contracted with an
illegal alien.
4. The Contractor sha(1 comply with any reasonable request by the Department
of Labor and Employment made in the course of an investigation that the Department of
Labor and Employment is undertaking pursuant to the authority established in Subsection
(5) of C.R.S. § 8-17.5-102.
IN WITNESS WHEREOF, the parties have executed this contract as of the date first set out
herein above.
CONTRACTOR:
By: ~7~~t1~~~i~~~~
Title_~LZ~,C, n ~ v r ZG / ~
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PITKIN COUNTY:
By. (~~ (e t7 oSr'
Autho rzed Signer at
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Rev 03/SiOSjs
Contract # ~ ~' ~
Budget Line Item # AOl o't w~ 5'SD,~7 8c~1~l1
M:/county/pioCUiement/ 510,000 to $49,999/contract services
SERVICES -such as: Goats, striping, weed spraying, tree trimming, landscaping, consulting, mailing,
intemet services, haulers, testing, professional services, processing, routine services.
Policy: For purchases costing from $10,000 to less than $50,000, the County does not require formal
requests for proposals but does require written contracts.
Puraose: The formality of a written contract is required at this level due to increased risks associated
with purchases of this amount. The procurement procedures allow for some competition without
requiring formal requests for proposals.
CHECKLIST:
/ Obtain budget and approval for projecUpurchase; determine budget line item number
/ Obtain contract number from clerk's office
/ Determine scope of work and criteria for selection (this will assure all proposers will receive the
same information)
/ Determine selection method and begin completion of required forms (on m:/county/procurement/other
procurement):
• informal procurement; • sole source; or
• outside agency bid; • other exception (see Section 1-102(3) of the Procurement Code).
/ • emergency;
~/ For informal procurement, proceed with soliciting informal proposals, with documentation (memo attached).
/ Select and notify proposer and complete necessary forms
• For new service providers or providers who use a social security number for taxpayer
identification, Finance will need a completed W-9 before any invoice will be paid.
(m:/county/procuremenUforms)
• Work Comp waiver form, when needed (m:/county/procurement/forms). See Risk Management
Nazrative under m:/county/procurement/forms.
• Complete the form for method of procurement (informal, sole source, emergency, outside agency).
Prepare written contract (including sequential page numbers) and include scope of work
(m;/county/procurement/standazd contracts/contract for services), provide to selected proposer for
(/ signature.
Notify other proposers of selection (by telephone or Sorrv letter under :/county/procurement/forms)
v Contract with required signatures and insurance are received back from the proposer and routed to
the necessary internal staff for signature
- if the project is over budget or the scope changes significantly - MOI will need to go to the BOCC
for approval before contract is signed
if using the standard contract forms without any changes there is no need for Risk or Attorney
signature. If anything non-standard is in the contract you must add Risk and Attorney to signature
page of contract.
The fully executed original contract with all attachments must be sent to Clerk's Office (Jeanette
Jones) for scanning; complete Clerk's Checklist and attach to contract.
(m:/county/procurement/forms)
All Contract Amendments must be sent to the Clerk's office for scanning, with the original contract
number and a letter identifying the amendment..
Final service received (Do not authorize final payment until you are satisfied that the contract has
been fully and satisfactorily completed.)
1
l~l
Contract # (~
Budget Line Item #
-Final invoice received, approved by procurement officer, and paid by Finance.
Rev 03; ~ OSjs
2