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HomeMy WebLinkAboutbocc.con.215.2008CLERK'S CHECK LIST FOR CONTRACTS SUBMITTED TO CLERK AND RECORDER FOR SCANNING/ARCHIVING CONTRACT #: 215.2008 ORIGINATING DEPARTMENT/DIVISION: Facilties Management CONTACT PERSON: Jodi Smtih PHONE #: x5396 PROJECT NAME: Jail SPA Amendment ❑ BOCC AGENDA ITEM ®STAFF AUTHORIZED SIGNATURE (Requires BOCC Signature) (per Revised Procurement Code 7/2005) ® Over $50,000 (Requires County Manager's Signature) ✓ CHECK PROCUREMENT TYPE: ZNone ❑Informal ❑Formal ❑Sole Source ❑Emergency ❑State Bid ❑ ❑Compliance with House Bills 06-1343 and 07-1073 — Immigration Form (Under $10,000, Letters of Engagement, etc DOLLAR AMOUNT: $10,000 BUDGET LINE ITEM/LEDGER NUMBER: 001.34.00928.82000 ✓ CHECK CONTRACT TYPE: Z Seryices/Maintenance ❑ License/Use ❑Lease EConstruction ❑Goods, Equipment, Supplies ❑ Other (e.g. revenue) ❑Employment (for county employees) ❑Intergovernmental Agreement (Requires BOCC Action) ❑Non -Profit ❑Quasi -Public ❑Grant Agreements (Requires BOCC Action) ❑Change Order/Contract Amendment CONTRACTOR: Stan Clausen Associates, Inc COMPLETE LEGAL OF NAME OF BUSINESS (if different from contractor) Contract Execution Date:August 31, 2008 Contract End Date: Dec 10, 2008 Automatic Renewal: ❑Yes ®No Term of Contract: 30 days All Contracts should be proofed for the following: ✓ ►1No Pages Missing ✓ ®If a Page is Left Intentionally Blank —Note on Page 1 ZPage numbered consecutively g5 ✓ ZAII Signatures Affixed I i r,�V 1 ZAII Dates Filled In ,(0 1 ZAII Other Blanks Filled In 1 ZAII Exhibits Attached ✓ ®HB 06-1343 and 07-1073 (Immigration Legislation) Included in RFP and/or Contract ✓ All Legal Descriptions Attached (if applicable) 1 ['Notice of Award/Notice to Proceed Attached (if applicable) 1 ['Warranty (if applicable) ✓ ®Special Instructions for Finance Department: Approved by BOCC, 1 need a new code ✓ ZSent to Clerk and Recorder for Scanning/Archiving ✓ ®Authorized Staff Person's Name: Jodi Smith BY CHECKING ABOVE AND ENTERING NAME, THE AUTHORIZED STAFF PERSON INDICATES THAT THE ATTACHED DOCUMENT HAS BEEN PROOFED AND READY FOR SCANNING. NOTE: CLERK'S OFFICE WILL KEEP ORIGINAL DOCUMENTS IN COMPLIANCE WITH COLORADO STATE ARCHIVES RETAINAGE SCHEDULE. PITKIN COUNTY SPAAmendment Services Contract .215-2008 CONTRACT FOR PROVISION OF SERVICES Ledger #001.21 (county tech pool) THIS CONTRACT is made and entered by and between the Pitkin County Board of County Commissioners ("County") and Stan Clauson Associates, Inc., 412 North Mill Street, Aspen Colorado 81611, Tel. 970-925-2323 (hereinafter "Contractor"). 1. Tenn. The term of this contract is from August 1, 2008 to December 10, 2008. At the expiration of the initial term, the contract may be extended for an additional term of 6 months by the express written consent of both parties. 2. Contractor's Obligations. Contractor shall provide professional services for the Pitkin County Data Center Project SPA Amendment, including but not limited to document review, planning, submittals, reviews, meetings, revisions, etc. The contract also includes landscape design and beatification of the site as required by Planning and Zoning Commission and/or the County. This is a time and materials contract not to exceed $10,000.00. Contractor shall provide monthly billing in accordance with the Contractor's Fee Schedule attached. 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 not to exceed $10,000.00 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 1 PrMKIN COUNTY SPA Amendment Services Contract t2.15-soo8 marketing purposes and professional presentations, articles, speeches and other business purposes. 5. Pitkin County's Obligations. Pitkin County shall administer this contract through a County Representative. Jodi Smith will manage the project as the County's Representative. In the event that Jodi is not available, Temple Glassier 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 Expiration 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) 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 arbitration. The parties agree that any disputes concerning the terms and conditions of this 2 PITKIN COUNTY SPA Amendment Services Contract •z15-zoo8 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 arbitrate Pitkin County contract disputes. Costs of the arbitration shall be awarded to the substantially prevailing party. 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. In -gration 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. Indemnity. 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, judgment, expenses, costs (in- cluding costs of investigation and defense), fees (including reasonable attomey and expert witness fees) or compensation in any form or kind whatsoever for any bodily injury, death, personal injury or property damage arising out of or in connection with any negligent act, intentional act, error or omission by the Contractor, and for any consequential liability alleged to accrue 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. 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 bear 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 are indicated by an "X", are required: 3 PITKIN COUNTY SPA Amendment Services Contract *215-2008 1. Statutory Workers' Compensation: Colorado statutory minimums 2. Commercial General Liability — ISO 1998 Form or equivalent (With County named additional insurer) 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 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 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 ofInsurance. 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 Paragraph 5, no later than ten (10) calendar days prior to commencement 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 County (through the County's Risk Department). (For purposes of this provision, "materially altered" shall mean a change affecting the coverage's required herein, including a change to policy limits as set out in the then -current policy declarations page). 4 PITKIN COUNTY SPA Amendment Services Contract s215-20o8 Simultaneously with the Certificates of Insurance, the Contractor shall file with the County's Risk Department (and promptly update, as necessary) 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 a The clause "other insurance provisions," in a policy in which the County ofPitkin holds a Certificate, shall not apply t6the County ofPitkin. b. The insurance companies issuing the policy or policies hereunder shall have no recourse 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 insurance 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." clauses: 3. Certificates of Insurance 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 during the term of this contract. 14. Exemptions and Preferences. All purchases of construction or 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 84-78000-5K. 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. 17. Attorney's Fes. In the event that legal action is necessary to enforce any of the provisions of this contract beyond the arbitration described in Paragraph 9, the substantially prevailing party shall be entitled to its costs and reasonable attomey's fees. 5 PITKIN COUNTY SPA Amendment Services Contract s215-2008 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.R.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 a muhiple-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 year. 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: 21. XXI. A. To Pitkin County Jodi Smith, Facilities Manager 530 E. Main Street, Suite BGM Aspen, Colorado 81611 B. To Contractor: Stan Clauson Associates, Inc. 412 North Mill Street Aspen Colorado 81611 with copies to: Pitkin County Attomey's Office 530 E. Main Street, #302 Aspen, Colorado 81611 Compliance with House Bill 06-1343 and House Bill 07-1073 A. In compliance with House Bill 06-1343 and House Bi1107-1073 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: 6 PITKIN COUNTY SPA Amendment Services Contract *215-2008 1. 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 Bill 06-1343 and House Bill 07-1073 enacted by the General Assembly of the State of Colorado: 1. 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 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 shall 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. 7 PITKIN COUNTY SPA Amendment Services Contract $215-2008 IN WITNESS WHEREOF, the parties have executed this contract as of the date first set out herein above. CO By: ??�� Title `i1�f351�i�a7 t &)G BCD Date BOARD of COUNTY COMMESIONERS OF PITKIN COUNTY, COLORADO: BY: �. 12% 1-� ZO Jodi S t' , Facilities ' g Date 8 STAN CLAUSON ASSOCIATESin landscape architecture. planning. resort design 412 North Milt Street Aspen, Colorado 8t6u t-97o/925-2323 f.97o/92o-1628 infoascaplanning.com www.scaplanning.com Hourly Rates for Professional Services Provided to Public Agencies Effective I June 2008 Principal $195/hour • Stan Clawson, AICP, ASLA Senior Associate $170/hour • Michelle Thlbeaulf, AICP Senior Planner/Designer $140/hour • Patrick Rowley, Associate ASLA Landscape Design/CAD Services $115/hour • Michael Mohr, RLA, ASLA • Maeve Nevins, ASLA Staff Planner/landscape Designer $110/hour • Kristin Van Nees Office Mgr/Planning Technician $75/hour • Kim Montgomery Fees are billable monthly. Payment is appreciated within 15 days. After 30 days, interest on outstanding balances accrues at the rate of 18% per annum. Out of area travel time is billed at full rates in one direction onty. Expenses such as out of town mileage, telephone, reproduction of documents, etc. are billed at cost. In-house copying is billed at .10 per black & white and $1.00 per color copy. Vehicle mileage for travel out of Aspen is billed at $0.60/mile. Subcontractual services and permit fees paid at the request of the client are billed at cost plus 10%.