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PITKIN COUNTY '
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CONTRACT FOR ACCOUNTING AND BILLING SERVICES �;+
AT THE SOLID WASTfi CENTSR �3. .
- -- ;,,-. :
�."tia CA 33 86) -
:�
_;� THTS CONTRACT, made this 19TH day of MAY , 198 6 �
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. g„ by and between PITKIN COUNTY, COLORADO, hereinafter referred to _
-.�� _
as the "County" and Bob Vhrin hereinafter referred to as the
"Contractor", s
W I T N E S S B T H :
�� WHBREAS, ihe Contractor has submitted a proposal to �'
�
� provide these services for a period of three years st an estab-
t
lished constant rate; and
WHHRSAS, the Contractor is thoroughly familiar with the
±� required tasks and operations of the Pitkin County Solid Waste -
- 'r
;� Center and its billing system; and ; _
i;
:� .i'',:�c•. "
WHEREAS, the Contractor is familiar with the location �,'t�
and extent oP services which the County needs performed; and
�_; ..�..:
` WHER6AS, the County Public Assets Director shall have
�,,
_ primary responsibility for the control of the Contractor's acti-
vities and the administration of and compliance with the terms
and conditions of this Contract; '�::,.
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, NOW, THEREFORE, in consideration of the premises, cove- _
nants and agreement hereinafter contained, it is agreed by and -
both parties hereto as follows:
ARTICLE I: SCOPS OF WORK
Work under this Contract shall include all labor and
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materials necessary to produce end deliver the following items:
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� A) Cash Accountinff end DePOSits "
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vV l On a daily basis, all cash payment receipts will be �
recorded in a ledger and reconciled against the money received.
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�� On a weekly basis ell cash receipts will be delivered to the
��
`:�a County Treasurer. At the end of the month the cash book ledger, _
'�;� cash receipts and County Treasurer receipts will be delivered to r` "
`:
the Finance Department. This work shall be accomplished in
�;� accordance with standerd accountin ��7
,,+,: g practices and provide suffi-
'� cient control to be easily understood and rectified. • '
B) Monthlv Revenue and Volume Report
i�;� At the end of each month an activity report will be '
prepared and delivered to the County Public Assets Director. The
( " report will conform to the format of the attached Exhibit I as it
:.:.;� may be modified by the County from time to time. �
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� C) Accounts Receivable and Billintt
- � 'e�'.
On or before the 27th day of each month all charge
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invoices and payments through the 20th of the month will be
�''•'.� recorded in a ledger and reconciled to the satisfaction of the
Ea.,'
� County Finance Department. -
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A three part statement will he prepared for each ac
;'^� count and include invoice and receipt numbers, dates, account
'� name and number, amount of current billin�s, amount of payments
i_:�� received �
, past due balance, finance charge and total amount due.
'� Prior to the 30th day, a monthly statement will be mailed to each
.�,� account doing business that month and/or carrying an unpaid
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balance. A duplicate copy will be delivered to the County
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Finance Department and a third copy retained for the Contractor's a ;
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' records.
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�.� A summary of all monthly statements will be prepared
#1 prior to the 30th day, and a copy delivered to the Public Assets � `.
=� Director, Finance Department and Landfill Gatekeeper.
' f� S:" .
�; Pitkin Coanty will provide without charge, the follow— W;;;. •��
�
�` ing office su lies: statement forms com uter
PP , p paper (4 part),
receipts, envelopes and postage. =.^' .: '
Article II: PfiRIOD OF PERFORMANCE AND COMPSNSATION
�"{ The period of performance for this Contract shall be � .
� from November 1, 1985 through November 1, 1988 unless terminated C, •
�� T:
under Article IV.
�? In consideration of the performance by the Contractor
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w� -
of the services to be rendered as described above, the County
agrees to a �
; ,�,•.,� p y the contractor under the following fee schedule. `'
Monthly Fee Schedule '...'`?�''
A and B) Cash accounting/deposits plus State Fee accounting
.: ..�,,;
�:;" monthly revenue and volume reports $200.00 per �onth
C) Accounts receivable and billing $250.00 per month
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e� Total roonthly fee $350.00 per month !`
:.��
�� Any additional work such as computer program modifications or
=;.;j extensive reconciliation of receipts (resulting from County
.��cy error) shall be billed on an hour2y rate of $25.00. Provided y .,
'� however, that all such work shall receive prior approval in
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' ay.; writiag from the County Public Assets Director.
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;":�-�! ARTICI,E III: METHOD OF PAYMSNT
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,;.:�;�! A. The Contractor shall submit to the County Public ;5.
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-�-s' �� Assets Director an invoice for work completed.
�i B. After receipt and approval of charges, the County .
ti�� shall make payment thereon within 30 days of receipt of said
,�
' _;�� charges to the Contractor.
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''�t�'� C. Prior to final payment under this Contract, the
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�'�� Contractor shall execute and deliver:
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x�:''�'. 1. An assignment to the County of refunds,
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�':;y;,!.;; rebates, credits or other amounts, including the
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`'`'x� interest thereon, properly allocable to cost for which T
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- '� the Coatractor has been reimbursed by the County under
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'Y' this Contract; and
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' 2. A release discharging the County from all !
�-Y',"-:`;�;., liabilities, obligations and claims arising out of or ?�;••.
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under this Contract.
ARTICbS IV: TERMINATION FOR DfiFAULT OR FOR CONVENIENCE "�-�
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� •�` OF COUNTY
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' : A) The performance of work under the Contract may be
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r::-;�:�"; terminated by the County:
- ' 1. Whenever the Contractor shall default in
- - performance of this contract in accordance with its '
.�
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«j terms and fails to cure or show ceuse why such failure
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z��' to perform should be exposed within ten days (or longer
� as the county may allow) after receipt of a notice
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,-,�+ specifying the default from the County, or ;�
�;{ 2. Whenever for any reason the County sha12 �
� determine thst such termination is in its best
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3. Whenever conditions arise that annual funds
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are not appropriated by said governing body for _
. i;.
, .�� services by the contractor, the contractor shall be
T,�_. .
`-;�n:: notified as to the status of funds appropriated. It is �.
�._.,; '
�r� understood that payment under this contract must be F' ,
a�
-'�'F-= • conditioned upon annual appropriation of funds by said
Sfe;. governing body and that before providing services, the
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��"'�� contr�ctor shall be notified as to the status of funds
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'',:�':;-: appropriated for services for which funds have not been
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- appropriated. NOthing herein shall be construed as any
- {
' obligation by the County beyond any amounts that may
.+;
=' �''.`•:e�`` be, from time to time, appropriated by the Pitkin � '�'
=� Caunty Baard of County Commissioners. `
_ ..t,.
- 4. Whenever conditions arise beyond the control
�=w- of the Contractor, the Contractor shall not be in
default for failure in performance of the Contract in
� accordance with its terms and without the fault or
� negligence of the Contractor. Such causes may include, -
<::i� 1:
:� but are not restricted to, acts of God, natural disas- •�}
°-+;' ters, strikes, or freight embargoes, but in every case '
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� the failure to perform must be beyond the control and
'� without the fault or negligence of the Contractor.
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Upon request of the Contractor, the County shall
�� ascertain the facts and failure, and, iP the County � '
�,, �
� shall determine that any failure to perform constituted � '
'"-`+�.J� excusable delay, the delivery schedule ahall be revised
,f,:�
��� accordingly and notice of default withdrawn.
`�� B) Notice of Termination.
� In the event of termination, the County shali deliver
to the Contractor a written notice of termination, specifying the
'�� reasons thereof, and the effective date of such termination. The '
r effective date shall not be earlier than the date of delivery of
`y the notice. Should contractor decide to terminate this agree-
t
;� ment, written notice of termination shall be delivered to the _
- County specifying the reasons thereof, and the efYective date of
�`., such termination (to be not less tha❑ 60 days from delivery of
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� such notice).
'�'�H .. s
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C) Termination Procednre `�
- After receipt of the notice of termination, unless `
+;...
;j otherwise directed by the County, the Contractor shall:
r;:� 1. Stop work under the Contract on the date specified
l.
� in the notice of termination.
� 2. Place no further orders for materials, services or �_.
� facilities. �
� 1:
y� 3. Terminate all orders and subcontracts to the 's
�� extent that they relate to the performance of work termina-
� ted by the notice of termination.
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,�] 4. With the approval or ratification of the County to j,
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� the extent it may require, settle all outstanding liabili-
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' ties and all claims arising out of such termination on
$ �
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- orders or subcontracts, the cost of which would be reimbur- �
"`-� ^ sable in whole or in part in accordance with this Contract. .+i:'
',;� `;
D) Termination of Pavment
�
"� After receipt of a notice of termination, the Contrac-
.'? .,:
� tor shall submit to the County his termination claim in the �
form of a final invoice in accordance with Article III, in-- �
''� cluding costs incurred to the date of termination, and cost %�•��
incurred because of termination, which termination costs '
`:.,
�';. shall not exceed lOX of the total shown in Article II; pro-
�� vided, however, that in the event of default by the Contrac-
_ tor, no extra costs incurred because of termination shall be
�_� paid to the Contractor: Such claim must be su6mitted
::�
� pcomptly, but in no event later than 90 days from the effec- r f
. . tive date of termination, unless one or more extensions are '.�:�'�
� � granted in writing by the County. Upon the Contractor's
failure to submit a claim in the time allowed, the County
,� may review the information available to it and determine the
��
�
amount due the Contractor, if any, and pay the Contractor �
� �:;
the amount as determined. �'`c
� '�� .
!; fi} Settlement .
h
•� Subject to Section D, the Contractor and County
'�� may negotiate the whole or any part of the amount or amounts to ��
?' be paid, including an allowance for the fee to Contractor by �„`Y
��
� reason of the termination of work. �
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F) Remedies
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The Contractor shall have the right of appeal from �^� . '
�z :•,
any determination made by the County under Article IV, Section D � `I'�
" or E above, except that if the Contractor has failed to submit �, .,_
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his claim within the time provided in Section D above and has �
::�
failed to properly request extension, he shall have no such right �
. �
of appeal. In any case where the County has made a determination &. �
G,�,- '!'
of the amount due under Section D or S above, the County shall
pay the Contractor:
1. The amount the County has determined if �
there is no right to appeal or if no timely appeal
- has been taken, or �
- 2. The amount finally determined on such
appeal if an appeal has been taken.
G) Method of ApDeal
i
Subject to Section F, if the Contractor disagrees
, .:. .
:=i'*
:� with the County's determination under Sectiun D or E, he can ap—
peal this decision in writing to the County. Such appeal must be -
made within 30 days oP receipt in writing of the County's deter—
mination. The County shall have 30 days in which to respond in ��-
writing to the appeal. The County's response shall be final and
L�
conclusive. �'`' '
_�;.
ARTICLE V: RE9UIRED CLAllSSS �
The Contractor shall be subject to the following � �
� provisions: ,,,..,
� :,:�s
A} Audit and Insnection of Records �3
' �
i $ �� `:
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`�! The Contractor shall permit the authorized repre- '�c'..� -
� sentative of the County to inspect and audit all data and records � -
�
�__ _ of the Contractor relating ta his performance under the Contract �:;
;:-�
_ up to three years after the completion of this contract.
-:��
� �
+� "
. B) Equal Emvlovment Opportunity : '
;"� In connection with the execution of this Contract
.+Y
` the Contractor shall not discriminate against any employee or ap-
�� plicant for employment because of race, religion, color, sex or
national origin. The Contractor shall take affirmative action to
ensure that the applicants are employed and that employees are
treated during their employment without regard to their race,
religion, color, sex or national origin. Such actions shall in-
I� clude, but not be limited to the following: employment, upgradi- �
� ng, demotion or termination, rates of paY, or other forms of com- -
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;, pensation, selection for training {including apprenticeship).
C) Minoritv Business Enterarises ,);:;
In connection with the performance of this Con-
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� tract, the Contractor will cooperate with the County in meeting
� his commitments and goals with regard to the maximum utilization
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%+q of minority business enterprises and will use its best efforts to �1� '
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�.�*-�� practicable opportunity to co�epete for subcontract work if any
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ARTICLE VI: HOLD HARMLSSS �? "'
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' The Contractor shall indemnify and hold harmless
"""�" the County from any liability arising out of any negligent act,
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error or omission which may be brought or asserted against the
1 County for or on account of ne li ent work �
{ g g performed by the Con- �-
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�a to accrue against the County on account of the Contractor's per- .
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`� formance of this Agreement.
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'+ CONTRACTOR PITKIN COUNTY "
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By: By:
Bob Vhrin J. Lucas Adamski, �
Public Assets Director
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` APPROVED AS TO FORM: WITNESS
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Tom Smith, County Attorney Lew Scanlan, Clerk
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{�`' CONTRACTOR PITKIN COUNTY
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� Bob Vhrin J. Lucas Adamski, �
---� Public Assets Director
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- � APPROVHD AS TO FO WITNESS
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`*>" To . mith, County Attorney T �-•��� Clerk ��`
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���` BOARD OF COUNTY COMMISSIONERS ' �
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�'f���'-= � OF PITKIN COUNTY, COLORADO
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