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Home My WebLink Aboutbocc.con.186.2012 ✓ Rev. 08-30-11 jls COUNTY CLERK'S CONTRACT COVERSHEET � CONTRACT #: 18. -2012 ORIGINATING DEPARTMENT: Clerk&Recorder PROCUREMENT OFFICER: Jeanette Jones PHONE#: 5157 PROJECT NAME: Conversion of Old BOCC Records to digital form CONTRACTOR: Mountain Scanners - Kirk Tracy DOLLAR AMOUNT: $5,854.00 LINE ITEM# 00.110.00000.82000 CONTRACT EXECUTION DATE: 7/10/2012 CONTRACT END DATE: 9/30/2012 AUTOMATIC RENEWAL: ❑ YES �NO TERM: See above ❑ BOCC AGENDA ITEM(Grants, IGA) � STAFF AUTHORIZED SIGNATURE (Requires BOCC Signature) (Per Revised Procurement Code 7/2005) ❑ OVER$50,000(Requires 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: v'� ��'-� T��-� � Services/Maintenance ❑ Employment ❑ License/Use ❑ Intergovernmental Agreement(Resolution Required) ❑ Lease ❑Non-Profit ❑ Construction ❑ Quasi-Public(e.g.-AVH) ❑ Goods, Equipment, Supplies ❑ Grant Agreements(Notify Finance&Resolution Required) ❑ Other(e.g. revenue) ❑ Change Order/Contract Amendment (C/O: 10%or$25K whichever is the lesser must have County Manager signature) All Contracts should be proofed and all exhibits and notices must be attached for the following: ✓ �No Pages Missing ✓�All Other Blanks Filled In ✓ ❑ If Page Left Intentionally Blank—Note on Page ✓� All Exhibits Attached ✓ � Page numbered consecutively ✓❑ All Legal Descriptions attached(fapplicable) ✓ � All Original Signatures Affixed ✓❑Notice of Award/Notice to Proceed Attached (if applicable) ✓ � All Dates Filled In ✓0 Warranty(if applicable) ✓ ❑ Special Instructions for Finance Department: ✓ ❑ Authorized Procurement Officer's Name: Jeanette Jones BY CHECKING ABOVE AND ENTERING NAME,THE AUTHORIZED STAFF PERSON INDICATES THAT THE ATTACHED DOCUMENT HAS BEEN PROOFED AND READY FOR SCANNING. [ Rev. 08-30-11 jls NOTE: CLERK'S OFFICE WILL KEEP ORIGINAL DOCUMENTS Il�T COMPLIANCE WITH COLORADO STATE ARCHNES RETAINAGE SCHEDULE. ALL ATTACHMENTS MUST BE WITH THIS CHECKLIST! � � P ��: " �� Coding: 00.110��0 - ' ��.��`I'� a< `' ��ag - Con act: 186-2012 _ .� PITHIN COUNTY STANDARD FORM OF AGREEME AGREEMENT made as of �oth day of July 2012,BETWEEN the Board of County COMMISSIONERS OF PITKIN COUNTY (the "BOCC") and Mountain Scanners,KirkTracy (herein after called the "Contractor"to provide services for: Board of County Commissioners of Pitkin County Contract Amount:$ 5,854 �� C/O JeanetteJones Address 530 East Main Street,Ste 101 Project Converting Old BOCC records microfilm to digital Aspen,CO 81611 Name: images Phone 970-920-5157 Scope of services detail attach as e�ibit below And the Professional(Contractor Info): Exhibits as appended and made a part of this Agreement: Name cope o wor c attac e Mountain Scanners Address c/o KirkTracy Exhibit A 5030 County Road 154,Glenwood Springs,CO Phone g1602 970-945-7236 This agreement will terminate on 9-30-2012 and will require E-mail a new documentation in succeeding years to be effective. The purpose of this agreement is to summarize the pertinent terms of Pitkin County's arrangement with you.The County's obligation under the Workers' Compensation Statute requires Pitkin County and you to formalize the terms of this engagement in a notarized writing. It is mutually agreed that the County does not have an exclusive 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 wark will be conducted in accordance with industry standards by applying professional judgment. The County will provide, if necessary, documents and information to complete the wark described in the scope of work. The County representative signing this letter is available to you to discuss any details related to this agreement. You ackoowledge and agree that you shall not be entitled to workers' compensation benefits in connection with this project and that you shall be responsible for the payment of all state and federal income taxes. You shall obtain,and maintain continuously for the term of this anangement at our own expense,occurrence form Commercial General Liability with limits of $1,000,000 Each Occurrence, $1,000,000 General Aggregate and $1,000,000 products/Completed Operations Aggregate including an endorsement naming the County as an additional insured (for ongoing operations and completed operations) and/or other insurance to indemnify the County for the activities and services of this of this arrangement. You are not relieved of any liability or 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, durations,or types. Agreement for Services Page 1 � � ��'��1� � q �3C7�°�� ,. _ . . �,, _,�� ........._„_ � PUBLIC CONTRACTS FOR SERVICES. CRS§5-17.5-1OL [Not Applicab[e to agreements relating to the offer,issuance, or sa[e of securities, investment advisory services or fund management services, sponsored projects, intergovernmental agreements, or injorrrzation technology services or products and services] Contractor certifies, warrants, and agrees that it does not knowingly employ or contract with an illegal alien who will perform work under this contract and will confirm the employment eligibility of all employees who are newly hired for employment in the United States to perform wark under this contract, through participation in the E-Verify Program or the Deparhnent program established pursuant to CRS §8-17.5-102 (5)(c),Contractor shall not knowingly employ or contract with an illegal alien to perform work under this contract or enter into a contract with a subcontractor that fails to certify to Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this contract.Contractor(a)shall not use E-Verify Program or Department program procedures to undertake pre-employment screening of job applicants while this contract is being performed,(b)shall notify the subcontractor and the contracting State agency within three days if Contractor has actual knowledge that a subcontractor is employing or contracting with an illegal alien for work under this contract,(c)shall terminate the subcontract if a subcontractor does not stop employing or contracting with the illegal alien within three days of receiving the notice, and (d) shall comply with reasonable requests made in the course of an investigation,undertaken pursuant to CRS §8-17.5-102(5),by the Colorado Department of Labor and Employment. If Contractor participates in the Department program, Contractor shall deliver to the contracting State agency,Institution of Higher Education or political subdivision a written,notarized affirmation,affirming 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 contracting State agency, institution of higher education or political subdivision may terminate this contract for breach and, if so terminated,Contractor shall be liable for damages. PUBLIC CONTRACTS WITH NATURAL PERSONS. CRS §24-76.5-101. Contractor, if a natural person eighteen (18) years of age or older, hereby swears and affirms under penalty of perjury that he or she (a) is a citizen or otherwise lawfully pres t ' the United Sta pursuant to federal law, (b) shall comply with the provisions of CRS §24-76.5-101 et seq., and(c) has pro ced one form f i ntification required by CRS §24-76.5-103 prior to the effective date of this contract. �'�, Nam f Representative r Pitkin County STATE OF COLORADO ) )ss. COUNTY OF PITKIN ) � /, The forgoing instrument was acknowledged before me this�day of v� ,2012,by .Q�it`trG�rt GX�GS Witnessed my hand and official seal. . My commission expires: "?��S'�/(, otary Public AGREED: Name of Au orized Con actor Representative STATE OF COLORAD ) )ss. COiJNTY OF PI"I`KIN ) The forgoing instrument was acknowledged before me this / �y of l�l 2012,by l r�'r // dt� � -� Witnessed my hand and official seal. My commission expires: � �(_s-,�Q/�j AgreementforServices otary Public Page 2 // H � / rlJ,. ��,P-�''�c Cl�{��cc� ��r __--��%`;:-�'y�_.__ ::':Bouttd " olcrtians Mountain Scanners 5030 County Road 154 Glenwood Springs, CO 81601 Phone:970.945.7236 Fax:970.945.9394 STATEMENT OF WORK Pitkin CountV Archival Microfilm Attention: Jeanette, Pitkin County BOCC Aspen, Colorado 81611-1975 leanette(a�co.pitkin.co.us For questions or comments about this Statement of Work, please contact: Kirk Tracy, President of Mountain Scanners ktracvCc�mountain-scanners.com Project Objectives Scan the Pitkin County BOCC Archival microfilm and capture the information as digital documents, deliver to Pitkin County as word searchable PDF files or a Laserfiche briefcase or both. . Scan Project Description Mountain Scanners professional staff will: • Pick up the film from the BOCC offices in the Courthouse Annex, the original reels checked out of State Archives by Jeanette. • Perform the capture process - scan, index, image processing, and export format as a PDF and/or briefcase. • Deliver,digital records to you on CQ, DVD ar r�edia �f your�hoice. : • Retum the Micrc�fiim in#act fo the Annex. You h��re the �ptic�n c�f not r�:-fiting with Archives. Costs Our usual business practice is to combine the services listed on our scanning services description sheet (http://mountain-scanners.com/scanninq documents) into a composite cost per image scanned. The scanning will be done at 300dpi resolution, and color or grey scale will be used if necessary. After scanning, image processing and QC, the electronic files are indexed. The records are kept in 59 microfilm reels, as many as 2,500 frames/images per reel, I rounded down to 150,000 possible images. BOCC Microfilm Conversion � Quantit Description Unit Cost Amount 59 Rolls icked u and returned As en, one box 25.00 $25.00 150,000 Images scanned, processed, QC, delivered as .PDF file or .0368 $5,520.00 Laserfiche file for each Roll scanned 59 Books indexed b Volume Descri tion and Years 1.00 $59.00 10 CD ROM or DVD masterin 25ea $250.00 $5,854.00 These prices are good for 90 days, thanks, Kirk Tracy www.mountain-scanners.com i 3 �