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AGRF:GMENT FOTt CONSULTING SF.RVIC�S
THIS AGNEEMENT, made �+nd entcred int.o this g'�'d:�y at
October, 1988, by und Uetween Pitkin Countv Coloredo, a home- �
rule County, hcrr_inafter referred to as "the County" and DieF.onal �
' Dete Corporation, a pe-ofessional corporeition, hereinaftcr
referred to as "the Consultant", constitufes the compleCe formal j'�.;;' ...
written Hgreement for Cunsult.inq Services relcttinP to ihe I�i�`_��;:-"
compiling r�»d publishing of a Fleet Vehicle/EquiDment Preventive �tt,i,-
i,._
Meintenance Manual for the County F]eet Management Departmenl !,<:::'
br_tween the parLies hereto.
WHSREAS, the County requires ceriain services invo2ving research
of equipment manufacturer's operations and maintenance manuals
and other appropriatc documents and te�hnical writing skills to
compile a Preventive Maintenance Procedures Manual for ap- �
proximately fifteen (15) different categories of light cars,
trucks end vans plus medium to heavy trucks and other construc- :?>�:
tion/road maintenance equipment which comprise the County's f1eeL , f,
of such vehicles/equipment; and .
1
WHEREAS, the Consultant has submitted to the County a proposal,
dated August 18, 1988, to do the work stated therein and has
essigned Mr Jim Wright, an emplayee of the Consultant, to perform
- the services for e stipulated fee; and
WHEREAS, the Pitkin County Eoard of County Commissioners, meeting
� at a regular meeting on September 6, 1988, has determined that
the Consultant's proposal is fair and in the best interest of the :�. '
County, and has approved the terms and conditions thereof; ,i
�.
NOW THEREFORE, in consideration o£ the premises and of the mutual
� promises and considerations contemplated herein by tha parties,
the sufficiency of which is hereby acknowledged,
IT IS AGREED as follows:
i ARTTCLE I
� SCOPE /.ND SCHEDULE OF SERVICES '
i
i
1.I Attached hereto and incorporated herein by this reference is ��+�
"Attachment A" which sets forth the full scope and schedule of' ���`;.
the Consultant's services to the County as now contemplated by '
- the parties. This schedule she71 supersede any and all previous
� schedules r+hich may 1�ave been heretofore agreed Yo by the ,j
partles. , 1
• §� : .
� ARTICbE II �
` COMPENSATION � � .�
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� 2.1 The Consultant shall be paid the sum of NINE THOUSAND, EIGHT � F'�#+�;
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HUNDIiEU FIFTY end no/IOOths llOLLARS, ($9850.00) in total compen-
sation for all fees for servie:es rendered, iucluding out-of-
� pocket expenses for travel, lodainy„ meels, m:itcrials and sub7et.
services ect. required pursuant to this agreemrnt, one-hnlf of •
which :sum lo he paid upon Notice t� yroceed and �hc other one- •
half sum to he paid upon completion end acceptance of the work by
the County efter Jenuary 2, 1989. Consultant. acknow7edges that
the County pays all invoices on a twice-monthly schedule on or '.Y"!�`'`
.w .
aboui thc fiTteenth and thirtieth day ot' each monll�, with cut-off
dates f'or submittal and epproval by fifth and taenLieCh day of �����'•:
' each month. All invoices for paymertt should be submitted to: "�',`' '
Pitkin County, Colorado, Department of Fleet Manegement, 506 East �;�`''�.
� Main, Aspen, Colorado, 81611, ATTN: Bruce A. Vandergew, Project `-`" `
� Manager, a minimum of five days prior to the cut-off' date for
' payment. . .�?a .
� ARTIClfi III
�I . ' 1
COMMENCEMENT OF SERVTCES
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! 3.1 This project will commence upon Notice to Proceed, on or . �i'.
' about October 10, 1988 and not later than November 1, 1988 and �
; shall be completed, with all deliverebles in possession of the
County by not later than F�bruery 15, 2989.
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;
� ARTICLE IV
THEMINATION
� 4.1 The Consultant acknowledges and agrees that the payment of � .
the second one-half of the fee stipulated in Article IZ, Section ;.�
2.1, above is contingent upon appropriation of funds by the `
i Pitkin County Boerd of County Commissioners for said purposes in ��.
the 2989 Pitkin County budget. Said budget shell be approved on
or about December 1, 1988. The Consultant may make inquirY of
the County on or after December 5, 1988, as to t2�e stetus of said
funding and may terminate ell work pursuant to this agreement if
said funds ere not so appropriated. Upon such terminat'ian, the
i consultant will deliver to the County all deliverab2es and work
completed as of the date of termination.
I4.2 In addition to the provisions in Section 4.1 above, ihis
agreement shall be terminated upon the occurrence of any of the .�
following: `�'
ui•
By mutual agreement of the parties.
Upon the termination of the employment of Jim Wright as an �
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employee of the Consultent, q„��
� Upon thirty (30) days prior �+ritten notice by the County in y,,; ,f_�=;::1;
ihe event that the Consultan� fnils to perform the work
; pursuant to this agreement according to schedule and to the ,,4,;
i County's sole setisfaction, for reasons which ere no fault r'"
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� of, or cohtrolled by the County. �If4;�'':;�?'.�;
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ARTICLE V
REOUIRED CLAUSES •
The Consultant shell be subject to Lhe following provisions:
5.1. COMPLIANCE WITH PROCUREMENT CODE �'' '''
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5.1.1. The Consultant acknoaledges that this Agreement is t," �
entered into subject to the requirements of the "Pitkin
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County Procurement Code," (Section 8.5 of the Pitkin
County Home Rule Charter, Resolution No. 82-37, April 12,
1982 . As such, the Consultent a rees to com 1 Nith all �• ' :.
' ) E P Y Iz :.. .
� requirements of said Procurement Code, and euch require-
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ments are incorporated herein by this reference. i;� ? `
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� 5.1.2. The Consultant shall immediately notify the County � 1
t Manager in Hriting of any violation of said Code or ' �
.� statutes by the County's employees or agents, which � ,
violation(s) is knoHn or should have been known by him,
and feilure to so notify the County of any violation(s)
t within five (5) days of knowledge of such violations
i shall be considered a breach of this Agreement. Further,
such failure to notify the County of violation of the
_ I Procurement Code or statutes within five (5) days of
� knowledge shall be deemed as a waiver of any ection or ,
defense that the Consultant may have against the County �
� by reason of such violation of the Procurement Code or �
stetutes. �'yt
� IN WITNESS WHEREOF, the County and the Consultant have
caused this agreement to be duly executed as of the date first ''
� set out above.
i ATTEST::; PITRIN COUNTY
I BOARD OF COUNTY COMMISSIONERS
� bY ��/ _
i eanette Jones . .
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bY \ /ZLG�C�C :'r
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APPROVE A TO F Tit e:
�M?
. Tim Wh tsitt Asst. ou Atty.
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DIAGONAL DATA CORPORATION �.�
_ i RECOMMENDED FOR OVAL: � �`
, by � by � ,
� Bruce A. Vanderga � �•�
/� ����� - Project Maneger k �a
Title: r� ��r�t:'`�r'��.:
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ATTACHMENT "A"
PITI{IN COUNTY PM MANUAI.
SCOPE AND SCHEDULE OF SERVTCES
SCOPE OF WORA: This project shell consist of eil work and -
meterials required to compile and publish six (6) ]oose-leaf=-�3 .
copies, bound in hard-cover three-ring binders, of the Pitkin �.:.,
County, Department of Fleet Mehagement, Vehicle/Equipment
i Preventive Meintenance Procedures Manual. The formet of the
manual shall be in accordance with a sample manual specified and �,
� provided by the County and shell consist of preventive main-
tenence (PM) check sheet forms, and detailed inspection proced- ;:.�
ures for each class or category of equipment/vehicles specified ''
i by the County up to a maximum total of eighteen (28} classes or ��/'� �_
� cetegories. The level of detail of the specified procedures G''';;:,':`.;`
shall be epproximately the same as those in the sample. :�
The Consultant shall conduct such on- end o£f-site research r �
as is necessary to assure that procedures listed in the manual , ,
are, at a minimum, in conformance with the Manufacturer's E
'� Recommendations and/or Specifications in terms of comprehensive- �
ness and frequency. The County will make available for the j
Consultants use, such manuals, specifications, draWings, and �
- other appropriate materials, which it has at its disposal, for '
.� the purposes such research. The consultant will not remove such ;
} materials from the County's premises without prior approval from
;:{ the Project Manager end shall return same to the County upon �
� request or not later than the completion of the project. �
; The manual shall contain a section explaining how to use its '
'`� contents in terms easily understood by the mechsnics for whow its
use is inteaded. The manual shall contain hard-page dividers
:� with index tabs identifying each section of the manual. The �, .
manusl shall be of a physical design to withstend herd use by
mechenics at their work stetions as a ready reference. A sample �
} pM inspection ctrecklist form and detailed inspection procedures i
for each item on the PM check list form shall he contained in
each aection Por s category/class of equipment: A cetegory or
class of vehicles/equipment is defined es e group of like `-�
Hehicles or equipment with like PM proceedures and scheduling �'�
._� ' parameters. The check-list form shell be of e design which 1'.
' incorporates .check columns for each level or frequency of ' �
1 inspection (A, B, & C etc.) with items sheded ovt which are not
� eppropriate £or thet level of inspection. The checklist forms � i
j shall be of a design which can be eesily dupliceted for manual i
! use and/or easily adaptable for printing by computer as needed es ��,, -
' e pert of the County's MMS softwere. `
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� The inspection scheduling retionale shall 6e of the "nested" f� '
°i hiererchy-type where each higher level {A,B,C etc) contains•ell y^,; '
the inspection procedures of the lower levels and adds edditionel �,,'"f!�.j�i';.
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items for each higher level et lesser frequencies. x;u;�i.;
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As Lhe Consull:anl prr.parrs etar_h preliminary section of' tlie
manual for n specific c:+t.et;or,y/class o1' equipmeni, he sha]7
submit same to the County's Project Mannger for review, r_omments
and revisioos. The Project Ms+na�cr shell review nnd �pprove each
revised section before it beco�nes a permunent pari of the manunl. "
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Since this manual wil] be consl.nntly revised hy the County :r:_-j ,
; nfter completion, it sha71 be of a desiy,n ]endiny, itself to easy ,;l�:f,',.
I cevision. To this end, the dcliverab]es of this project shall r�i�,...
i include, along with the six specified copies of the completed
; manual, the entire content.s of the manua] on five inch, medium-
density floppy diskettes, in Word Perfect, release 4.2 or later,
farmat compatible {or use on IBM AT/XT/PC personal computers.
Two (2) complete sets of diskettes will be required. The Consult- f
ant shall retain, in safe-keeping, the master copy of these � ;
diskettes for a period of two (2) years aTter completion of the ) �
project, {or use in duplication should the County's copies become 7
lost or rendered unusable. The Consultant agrees to supply the '��i� �
County with a reasonable number of additional copies of the ' .
diskettes at no cost . to the County should the need arise during
the two-year retention period.
The Consui:Ant shall provide as many on-site visits as is
� necessery to complete the work and to participate in reviews of
� the work with the Project Menager and his sta£f. The County
! agrees to cooperete with the Consultant in controlling unneces- ;,
sary out-of-pocket expense for travel and subsistence to the �
? extent possible and wi12 provide ground transportation and � ��
� donated iodging and meals for on�site visits whenever practica2 � '�
�
in conjunction with the needs of the project. �,�.
J.,ia�
Prior to completion of t.he project, the Consultant will '
submit a preliminary dreft of tl�e completed manual {one [1] copy) �` '
to the Project Manager for review of content. The Consultant �
will then make such corrections, revisions and/or additions as {'
may be reasonably required by the Project Manager before printing
and presenting the ,final copies to the County,
PROJBCT SCHEDULE: {detes approximate)
Oct 3, I988, - Delzvery of Contract to Consuitant. °'.
Oci 3-6, - Contract Review and Execution by the Consultant.
i Oct 10 - Delivery of executed contract to the County, a -;
- ' Notice to Proceed and first half-payment.
� Oct 10-11 - On-site orientation and research session by
Consu]tant. ' � ;
Oct 12,1988 ` 'x�
thru-Feb 1Fi, `��. -
1989. Off and on-site work as necessary by the Consu)t- � � "
; ant to r_omplete the work end produce the deliverables 4► •
i , pursuent Lo this agreement, participate in reviews of the �?
aork in progress, conduct research end consult with the t.�
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Projeci Muneper und staff c�s reyuired.
� Jen 30, 1983 (or prior) - Submil preliminery draft o1' completed
� manun] 1'or fina] review and revision.
� Feb 15, 1989 (or prior) Submit Final Deliverables to the County, �
� submit invoice for final paymcnt upon epproval of thc _
� deliverables by the County. .`;:;.`;:
� 'i,i�y:y. .
� Neerest County pay interva] Lhereafter, consistent with specified '�#:'`:;�.:.
cut-off dates - Final payment Co the Consultent. tG'>`i'"::
i �� —
� DfiLIVERABLES: Six (6) loose-leaf-bound copies of the completed ta
and approved PM Procedures Manual and two (Z) complete sets of �i. ..
� Floppy Diskettes conteining the complete content of the wanual in
the format specified above. One (1) master copy, cemere reedy and �(�',
suitable for reproduction and printin { �
i g, of each checklist form `
� for each category of equipment addressed in the manual on mat �4.•it
�', �
� size not to exceed B 1/2 x 11 inches. These master copies to be ,+; �.. �
in addition to those d'zsplayed in the manual. Menual paper size j �
� to be 8 1/2 x 11 inches. ,�:' '
4 PROJECT MANAGSR: The Project Menager for the County is:
. � Bruce A. Vandergaw, Director
- = Pitkin Coanty Fleet & Road Section
� 506 East Main
� Aspen, CO 81611
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