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Home My WebLink Aboutbocc.con.157.2012COUNTY CLERK'S CONTRACT COVERSHEET CONTRACT #: 157-2012 ORIGINATING DEPARTMENT: Clerk & Recarder PROCUREMENT OFFICER: Jeanette Jones PHONE #: 5157 Rev. 08-30-11 jls PROJECT NAME: Scanning of BOCC Historic Record Books CONTRACTOR: Mountain Scanners DOLLAR AMOUNT: $2,633.60 LINE ITEM # ��''�'/ • ��0 . � � 000 CONTRACT EXECUTION DATE: 5/14/2012 CONTRACT END DATE: 6/4/2012 AUTOMATIC RENEWAL: ❑ YES � NO TERM: 3 months ❑ BOCC AGENDA ITEM (Grants, IGA) � STAFF AUTHORIZED SIGNATURE (Requires BOCC Signature) (Per Revised Procurement Code 7/2005) ❑ OVER $50,000 (l�equires Section Leader & County Manager's Signature) ✓ CHECK PROCUREMENT TYPE: ❑ None � Informal ❑ Formal ❑ Sole Source ❑ Emergency ❑ Outside Agency/State Bid ❑ Compliance with C.R.S. 8-17-5-101, 102 as amended (Immigration Form) ❑ Exempt ❑ Contract Renewal ✓ CHECK CONTRACT TYPE: � Services/Maintenance ❑ License/Use ❑ Lease ❑ Construction ❑ Goods, Equipment, Supplies ❑ Other (e.g. revenue) �� ?�� ❑ Employment ❑ Intergovernmental Agreement (Resolution Required) ❑ Non-Profit ❑ Quasi-Public (e.g.-AVH) ❑ Grant Agreements (Notify Finance & Resolution Required) ❑ Change Order/Contract Amendment (GO: 10% or $25K whichever is the lesser must have County Manager signature) All Contracts should be proofed and all exhibits and notices must be attached for the following: ✓� No Pages Missing ✓� All Other Blanks Filled In ✓❑ If Page Left Intentionally Blank Note on Page ✓� All E�chibits Attached ✓� Page numbered consecutively ✓❑ All Legal Descriptions attached (fapplicable) ✓� All Original Signatures Afiixed ✓❑ Notice of Award/Notice to Proceed Attached (zf applicable ✓� All Dates Filled In ✓❑ Warranty (if applicable) ✓❑ Special Instructions for Finance Department: ✓� Authorized Procurement Officer's Name: Jeanette Jones BY CHF..CKING ABOVF.. AND FNTFR.ING NAMT, T.HT AIITHQRI7..F..D STAFF PI:RSON ..I�DICATi:S TFIAT TI3� ATTAC��ED DOCLTCVIENT I-lAS BEEN PRt.�C}FED AND I2F:AI)Y FOR SCANNING. NOTE: CLERK'S OFFICE WILL KEEP ORIGINAL DOCUMENTS IN COMPLIANCE WITH COLORADO STATE ARCHNES RETAINAGE SCHEDULE. ALL ATTACHMENTS MUST BE WITH THIS CHECKLIST! . �� . �x�s.r� ' ��eU�riT'� ......_...... ��7�C` :�5 -�----- c�a;�: contract: �04 / itOj 1- PITKIN COUNTY STANDARD FORM OF AGREEMENT AGREEMENT made as Qf � b�. day of n' �, 2012, BETWEEN the Board of County COMMISSIONERS OF PITIQNN COUNTY (t e"BOCC") and (herein after called the "Contractor"to provide services for: � . Board of Connty Commissioners of Pitkin County GO J.G r., wcN'ti ci�?'� �e5 J Address 730 � � Y�'1G.tw ?�ri.ef v�2 /o/ � �SP,�w� � �� Phone And thc Ptofessional Name � 11'fO�nFa��c. StaKn�rs � � o�a, L'ova� !�d �sy Address �(T/tk wooa S�r+�<< s, ' C'u 8'/GG/ Phone _.. 9�0- g y�- 7� aG . � Contract Amount: $°�� G 3 3.� D � • Project J!C!�/�3�K6' O�' �p /30LG r Name: I�CDId /�G/s5 -�dljlG�i Ctidl//t rDKdlL of services detail attac6 as exhibit Exhibits as appended and made a part of this Agreement �,� �aP� o� �� II Exhibit This agreement will te�rninate on 6'�%%�2 and will rcquire a new documentation in succeeding years to be effective. • The purpose of this agreement is to summazize the pertinent terms of Pitkin County's arrangement with you. The Couuty's obligation under the Workers' Compensation Statute requires Pitkin County and you to formalize t6e terms of this engagement in a notari7:ed wriUng. It is mutually agreed that the County does not have �an exclnsive right to your services and it is contemplated that you may provide similar work.to other businesses, governments and non-profit organizations. You acknowledge that the work performed for Pitkin County will be that of an independent contractor and that no employee-employer relationship is created. You have full control over how the services are performed and it is expected that work witl be conducted in accordance with industry standards by applying professional judgment. The County will provide, if necessary, documents aad information to complete the work described in the scope of work. The County representative signing ttus Ietter is available to you to discuss any details related to this agreemeni. You acl�owledge $nd agree that you hal not be eatitled to workers' compensation benefits in connection with this project and that pou shall be responsib[e for the payment of all state and federal income taxes. . You shall obtain, and maintain conrinuousiy for the term of this arrangement at our own expense, occurrence form Commercial General Liability with limits of 5�,000,000 �ch Occurrence, $7,000,000 Generai Aggregate and 51,000,000 products/Completed Operazions Aggregate including an endorsement naming the County as an additional insured (for ongoing,operations and completed aperations) and/or otber insurance to indemnify the County for the ac6vities and services of �is of this arrangement. You ar� not relieved of any liability ot other obligations assumed pursuant to this arrangement by reason of your failure to obtain or maintain insurance or by reason of your failure to procure or maintain insurance in sufficient amounts, duraiions, or types. ' . ��,�s�, �� ,�, la � �.x�cri� - �d�T�!'�'F`� _� L �-.;rL� .�.....�. Coding: __� . Contrach � PUBLIC CONTRACTS FOR SERVICFS. CRS §5-17.5-101. [Not Applicable to agreemen[s relaling to the offer, issuance, or sale of secu�ities, Investnrenr odvisory services or jund nronage»rent services, sponsored projects, inlergovern►nen[ol agreements, or injormation technology services or produds and servicesJ Conhactor certifies, warrants, and agrees that it does not knowingly employ or contract with an iilegal alien who will perform work undea this contrad and wil[ confum the employuient eligibility of a!1 employees who are newty hired £or employment in the United States to perform work under this conh�act, through participation in the &Verify Program or the Deparhnent program estab}ished pwsuant to CRS §8=17.5-102 (5)(c), Contractor shall not knowingty employ or contract with an illegal alien to perform work under this contract or enter into a contract with a subcontractor that fails to cer4sy to Contractor that the subcontractor shall not knowingly employ or contract with an illega! alien to perform work under this conhact. Contractor (a) shall not use.E-Verify Program or Deparanent progmm procedures to undertake pre-employment screening of job applicants while this contract is being performed, (b) shall notify the subcon�actor and the contracting State agency within three days if Contractor has actual knowledge that a subcontractor is employing or contracting wit� an illegal alien for work under this contract, (c) shaIl terminate the subcontract if a subcontractor dces not stop employing or contracting with t�e iliegal alien within three days of receiving the notice, aad (d) shall comply with reasonable zequests made in the course of an investigation, undertaken pursuant to CRS §8-17.5-1Q2(5), by the Colorado Department of Labor and Employmen� If Contractor participates in the Depar�ent progra�ri, Conhactor shall deliver to the conhacting State agency,lnsdtution of Higher Education or political subdivision a written, notarized a�umation, affuming that Contractor has examined the legal work status of such employee, and shall comply with all of the other requirements of the Department program. If Contractor fails to comply with any requirement of this provision or CRS �§8-17.5-101 et seq., the con�acting State agen.cy, institution of h'rgher education or political subdivision may terminate this contract for breach and, if so terminated, Contractor shall be liable for damages. �. PUBLIC CONTRA,CTS 'WITH NATURAL PERSONS. CRS §24-76.5-101. Contractor, if a natural pe�son eighteen (18) years of age or older, hereby swears and af�rms under penalty of perjury that he or she (a) is a cirizen or otherwise lawfully present in the United States pursuant to federai law, (b) shall comply with the provisions of CRS §24-76.5-101 et seq., and (c) has produced one form of identification required by CRS §2476.5- ] 03 prior to the effective date of this contrac�t. N f Represe tative or it� cou�►ry JE��yR M08ER � ' ��il�t� ' �1/l� NOTARY PUBLIC O ST TE OF COLO ) gTA� OF COLORAD �s V-�+j, l � ) ss. �� 02/06fZ015 COUN7Y OF P�i�F�d ). ' � The forgoing instrament was acknowledged before me dtis o? day of .��, 2012, by ___I�.� r 1C_. Trc. c.,. Witnessed my h.1nd and official seal. My commission expires: ,� -S-v�O I S' AGREE� . l (�' Name of Authorized oatractor Representative STATE OF COLORAllO COUNTY OF PITKIN ) ) ss. ) . G�� . � otary Pu lic The forgoing instrumcnt was acl�owledged before me this � day of )�___(�� 2012, by O Witaessed my hand and official seal. My commission expires: �iC� �f 7' Q��,� ��n �. so.c� �s•= �� K�ef�e. �� K F s _ �l- .,�,�.�NM„�q . p �]� I•�. � �N�N.•: •• ��,: , �, ,� .� Public y • ,� ':� : � ' ,�{ , � �:� �� G . •; .a` •. �, �� : '• �, �,��.....� �• ��''-•:'��,�lA04 ,,,,,''��_ �► r..,....,,.« � 4� �k.l �i l � ��r i Scope of Work = Scanning of Pitkin County BOCC Record Books � Project Objectives: Scaning of the Pitkin County minute books dating back to the 18D0's keeping the bound volumes intact and capture the information as digital documents, delivered to Pitkin County as word searchable PDF fiJes or a Lasefiche briefcase or both. Scan Proiect Description: • � Mountain Scanners to: � . ' l; • Pick up books from the BOCC offices in the Courthouse Annex Building, 530 East Main St. Ste � 101; Aspen Colorado. • .• Perform the capture process — scan, index, image processing, and export format as a word searchable PDF . • Deliver digital record to Pitkin County on CD, DVD or other such media as deemed appropriate � • Return the bound vo{umes intad back to Annex Building � • Project to be completed by June 4, 2012 • • ' Scannin�: _ ' Scanning to be done at 300 dpi resolution, and color or grey scale is to be used if necessary. After scanning, image processing and QC, electronic files are to be indexed and have the capability of being OCR'd to enable word search. _ � . � �/ �, ��_.�_ �...� . _� .� .�.. � � ... _ vr w. � DA7E {MM/DDJYYYI7 A`„c,,°R�''� CERTIFICATE OF LIABILITY INSURANCE _ osro��12 THIS CERTIFiCATE IS ISSUED AS A MA7TER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTiFfCATE HOLDER. THIS CERTIFIGATE DOES NOT AFFIRMATiVELY OR NEGATIYELY AMEND, EXTEND OR ALTER THE COVERAGE AFPQRDED BY THE POLiC{ES BELOW. THIS CERTIFICATE OF INSURANCE DOES NO� CpNSTITUTE A CONTRACT BETWEEN THE ISSUING iNSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certfficate hoFefer is an ADDITIQNAL lNSURED, the policy(ies) must ba endorsed. If SUBROGA'iION fS WJUVED, subject to the tarms and conditions of the po8cy, certatn potici� may require an endorsemerrt. A statement on this c�cate does not confer righta to the certificate hofder in lieu of such endorsemerrt(s). _ _ areonuceR 970-945-9111 Neil-Garing Agency, lnc. 9 Pp Box 1576 Gfenwood Springs, CO 81602 Craig Smiley, CIC a�surs�o A�ountain Imag�ng 8� Mtn Scanner Mountain Microfilm, {nc tlba; 5030 CTY Rd 154 Glenwood Springs, CO 81601 Shanti Carkmell, CIC �. 970-945-9'111 ,: scartmell�neit�yarir � MTIMA-1 x in �: INSUfiER�3) AFFDRO A : Travelers e : Pinnaco{ Assuranci c: D: E: 970-945-2350 �uuc a COYERAGES CERTIFICATE NUMBER: 1 REYISION NUMBER: THiS IS TO CERT{FY THAT THE POLiC1ES OF INSURANCE LISTED BELOW HAVE BEEN ISSllED TQ THE INSURED NAM1Eb ABCNE FOR 7HE POLICY PER10� INdICATEO. NOTIMTHSTAND�NG ANY REQUfREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTlFICATE NIAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POIICIES DESCRIBED HERE�N IS SUBJECT TO qLL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SH04VN MAY HAVE BEEN REDUCED BY PAID CLAIMS. �� TYPEOFlNSURANCE POLICYNUMBER MUUDO EFF MM1DD �p � �� GENERAL LIJtBlLRY fACH OCCURRENCE s ��a A X C0IMMERCIAL GENERAL LIABILITY 68035F63475 05/01/17 061D1/12 pREM�SES Ea ence s 3�• CWMS-MADE a OCCUR MED EXP (Nry on� persan) S 3. PERSONAL 8 ADV INJURY s 1,000,00 � GENERAL Afi(�tEGATE S 2,000�00 GEML AGGREGATE LNAIT APPLlES PER: PROOUCTS - COMPlOP A00 S 2A�:OO X POLiCY PRO- �� S AVTOMPBILE LiA61LlTY C�MBINED SINGLE LIMIT S ,�,Q�� A X FWYAUTO BA35F6098A 06107111 061o1J12 �Eaacaa�,�� 84DILY INJURY (�er peraon) i � ALL OWNED AUTOS . BODILY INJURY {ta accidertt} S SCHEDULED AUTOS pROPERTY DAMAGE X HlRED AUTOS (Peraccidart) _ X NON-OWNED AUTOS . $ _ S X��E�' � X OCCUR EACH OCCURRENCE $ �.�� EXCESS LIAB CLAIMS-MAOE AGGREGATE � S � r��. A CUP3712Y598 asl01n1 06lo1l7z DEDUGTIBLE S X RETENTION s 5 p00 $ ripRKgt3 COMPENSA710N � WC STA7'li-. OTH- AND Fi1PLOYER3' LU►BlUTY ,��' B ANYPROPRIETORIFAR7NEWEXECUTIVE Y!N OSSS� QB�Q1/1'I Q6iU1/i2 E.L.EACHACCIDENT S OFfICEWMEMBEREXCI.UDED? � NlA (MsndqtOry in NH) E.L. DISFA5E - EA EMPLOYE S 700, N desvbe ur�Uer' yea der DESCRlPT1ON OF OPERATIONS below E-1 DISERSE - POUCY L{MIT S 3� a DESCWPT�ON OF OPERA7�ONS! LOCATIONS f VEHICI,ES (Atlach ACORD 101, Addltbnal Ran�rks 3cheAule, ff mom space is roquheA) Pffkin Couniy Board of Commissioners 530 E Main Street Aspen, CQ 81B71 PIiCOBD SHOULP ANY OF THE ASOVE DESCRIBED POL.I�lES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE 1N�LL BE DEUVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AU?110R2ED REPRESENTATIVE f �v � 1988-2089 ACORD CORPORAtION. All rights reserved. ACORD 25 i2009t08) The ACORD name and logo are registered marks of ACORD � �,.� � � .��<� PITKIN COUNTY CHECK REQUISITION (Please attach any appropriate papers) A % DATE � � ,/ � � �-J / `�-- Vendor # (Finance fills out) f � AMOUNT _ � , � % �- / G Budget Line Item # GG't/4 -C�GG - �d2 �'G6 ' ,�' (PLEASE FILL IN CORRECT NAME AND MAILING ADDRESS) PAYMENT MADE TO � �%� �G��1;�� %d�iG��r � ..L t� � � 5-O 3 U' �Uu�y c� /� S�' � �'�-�i(c�.!%G`rl u � t.�G"�l�l !r S . ( ' u'1 �f C.o U' / l� DEPT HEAD APPROVAL ' rev 12/2000 i .�} , f !- �-t�.�e. �f } ,l ��t�u t �-�r :�-`° �'ti� �-�s ; 1 T,!�(,� �r`�-�-% � � (PLEASE SIGN AND DATE) ■ « � _.Y.-r=%'`�r :: �.,..-x,.. Mountain Microfilm, inc. 5030 County Road 154 Glenwood Springs, CO 81601 BII� �TO Pitkin Counry BOCC Jeanette Jones, Clerk to BOCC 530 East Main Street, 1 st Floor Aspen, CO 81611 .�lount�zin Scanners Ship To Pitkin County BOCC Jeanette Jones, Clerk to BOCC 530 East Main Street, 1 st Floor Aspen, CO 81611 ' • • QUANTITY DESCRIPTION 3,721 Scan Bound Record Books 3,721 Scan records and export to PDF format 7 Books picked up, travel, services and Document destruction or Return 7 Books indexed by Volume Description t CD-ROM or Flash Drive or DVD Mastering Thank you for your business. Invoice Date Invoice # 6/18/2012 11661 Terms � Project Scan BOCC Record .:. RATE AMOUNT 0.57 2,120.97 0.03 111.63 12.50 87.50 1.00 7.00 50.00 50.00 Tota I Phone # Fax # E-mail Web Site 970-945-7236 970-945-9394 ktracy@mountain-scanners.com www.mountain-scanners.com $2,377.10 �