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HomeMy WebLinkAboutbocc.con.295.2015 Pitkin County COUNT11 Contract Cover Sheet when the contract is completed and signed byContractor and Pitkin County Please complete the Contract Cover Sheet p g Project Manager. Return all Contract Cover Sheets and Contracts/Change Orders/Amendments to Procurement (procurement_help@pitkincounty.com). Any contracts$50,000 and over will be routed for signatures to County Manager and Attorney's Office(if required)by Procurement&Contracts Manager. Contract Information Contract Number 295-2015 Project Name Additional Virtual Server Contractor Mitchell and Company Budget Line Item 404.66.00000.83000 Additional Budget Line Item(s) N/A and special notes to Finance Contract Start Date 12/15/2015 Contract End Date 2/1/2016 Automatic Renewal Yes D No® If Construction: Retainage N/A If this is a new contractor,please request they complete and submit to Finance a W-9 Form. Contact Information: Department Airport Project Manager Brian Grefe Project Manager 429-2853 Phone Provide a brief description of the contract: Add supplemental host to support new SAFE deployment and allow for recovery if primary virtual host goes down. . . Contract Value Summary: Contract Amount 11,762.00 This Change order/Amendment amount(if applicablc) 0.00 New Contract Total 11,762.00 Procurement Method: None 0 Informal Formal 0 Sole Source ® Emergency 0 Contract Renewal 0 Contract Type: Services/Maintenance 0 Construction 0 Goods,Equipment, Supplies Change Order/Amendment 0 Other,please explain 0 Click here to enter text. NOTE: CLERKS OFFICE WILL KEEP ORIGINAL DOCUMENTS IN COMPLIANCE WITH COLORADO STATE ARCHIVES RETAINAGE SCHEDULE.ALL ATTACHMENTS MUST BE WITH THIS CHECKLIST. SII Contract#295-2015 Rev 8.25.11 jaa Budget Line Item#404.66.00000.83000 PITKIN COUNTY SOLE SOURCE PROCUREMENT JUSTIFICATION REQUEST TO: Jon Peacock,County Manager DATE: 12/15/15 FROM: Brian Grefe Proposed Contractor: Mitchell and company Product/Service: Additional Virtual Server Estimate expenditure for the above construction service: $11,762.00 This form is required, and is to aid you, in documenting your Sole Source request. Complete all portions of this form. This purchase is clearly and legitimately limited to a Single or Sole Source. (Examples: original manufacturer,no regional distributor, standardization etc): Explain: Mitchell and company install and maintain all of the airport specific I.T. needs. This does not include county systems that are maintained by BITs. This project consists of a supplemental virtualized host server to support a new required upgrade to the Airport's badging software and migration of data files to a back-up host for the other virtualized programs on the new host. This is not proprietary system,but because Mitchell and company is the vendor that build the virtualized network and is responsible that all of the security sensitive applications run without interruption, staff highly recommends that the install and integration is performed by Mitchell and company. The prices have been validated by Pro-Velocity for reasonableness. The undersigned requests that Pitkin County waive of - • :^•curement requirements and recognize this transa ion as a sol�r;u• • exception to the Pitkin C. . y Pro -men C� • VA sr at - .artt Head l ate tion Head D men Approved Denied Reason for Denial: on Peacodl;County—Manager Date Note: Every effort should be made to obtain a written contract when otherwise required under County procedures. When a contract is obtained, complete the Clerk's check list and send the original signed contract with coversheet to clerk's office for archiving. 1 Contract#295-2015 Rev.8.30.11 jaa/js Budget Line Item#404.66.00000.83000 4 N . CONTRACT FOR THE PURCHASE OF Additional Virtual Host THIS CONTRACT is made and entered into this 15th day of December,2015 ,by and between the Pitkin County,Board of County Commissioners, 530 E. Main Street, Third Floor,Aspen,Colorado 81611 (hereinafter"County") and Mitchell and company, (hereinafter"Vendor"). 1. GOODS PURCHASED. Vendor shall provide County the following goods conforming to the stated description and any Technical Specifications attached to this contract: a. Add supplemental host to support new SAFE deployment and allow for recovery if primary virtual host goes down. b. Backup parking servers in a PCI compliant manner to the current backup server. c. Backup the airport security work station. As detailed in the attached Exhibit A 2. DELIVERY OF GOODS. Goods,together with all warranties,guarantees,manuals, support information and notice of any extended warranties,shall be delivered by Vendor to the County at the following place and time: Place: Aspen/Pitkin County Airport Date: On or before February 1,2016 3. RISK OF LOSS. At all times prior to delivery and County's acceptance of the goods, Vendor shall bear any and all risk of loss of or damage to the goods. During such period,Vendor shall insure the goodsfor loss or damage in amounts and under appropriate terms. 4. TIME IS OF THE ESSENCE. Vendor acknowledges that time is of the essence for delivery of goods. 5. LIQUIDATED DAMAGES. Vendor hereby agrees to be responsible to County for liquidated damages for failure to deliver goods on time, (for delay and not as Penalty)in the amount of$50 per calendar day for each day or part of a day that goods are not delivered on the date and time established in accordance with this contract. The parties agree that the stated sum is a reasonable forecast of fair 1 i Contract#295-2015 Rev.8.30.11 jaa/js Budget Line Item#404.66.00000.83000 compensation for the anticipated damages for delay and that they genuinely intend to liquidate such damages. Any such damages are to be deducted from purchase price. 6. ACCEPTANCE OF GOODS. Delivery of goods shall be complete only upon acceptance by County. County shall have one week for inspection of goods. At delivery and after inspection and acceptance,Vendor shall tender a Bill of Sale to the goods,together with any and all other documents evidencing such ownership and title to the goods. The goods shall be delivered to County free and clear of any liens,claims or encumbrances, and Vendor shall warrant the same, which warranty shall survive closing of this contract. 7. REJECTION OF GOODS. If goods are not delivered according to the specifications and descriptions of this contract, County may reject goods. Upon failure of Vendor to deliver goods,County may terminate this contract or declare Vendor to be in default and pursue remedies contained in this contract. 8. WARRANTY/REPAIRS: A. Delivery of Warranty. Upon delivery of the goods, Vendor shall simultaneously tender to County all warranties, guarantees,manuals and other documents specified by the contract documents or in possession of Vendor. B. Terms of Warranty and Repair. The Vendor hereby warrants that for a period of One year after goods are accepted,Vendor will, at Vendor's own expense,without any cost to the County,replace all defective parts and make any repairs to the goods that may be required or made necessary by reason of defective material or workmanship. Where practicable,warranty repairs are to be made in the field;however,in the event of major repairs,the goods may be transported to Vendor's facility at no cost to the County. C. Extended Warranties. In addition to the above,the County may avail itself of the Vendor's standard and/or extended warranties. The Vendor shall offer to the County any extended warranties,which may be available from the manufacturer at the time of delivery, or any subsequent extended warranties,for which the County may be eligible, which become available thereafter. The County is under no obligation to accept and pay for these extended warranties however. 9. PAYMENT. Full payment shall occur upon acceptance of goods delivered in compliance with this contract. In consideration of delivery and acceptance of the goods to County in accordance with this contract, County shall pay Vendor, and Vendor agrees to accept as its full and only compensation,the stated sum of$11,762.00, but any payment by the County may be offset by any amount the Vendor owes the County for any reason. 10. TERMINATION PRIOR TO EXPIRATION OF CONTRACT TERM. County has the right to terminate this contract,with or without cause,by giving written notice to the Vendor of such termination and specifying the effective date thereof. 2 Contract#295-2015 Rev.8.30.11 jaa/js Budget Line Item#404.66.00000.83000 11. COUNTY'S REMEDIES UPON DEFAULTOF VENDOR. Whenever Vendor shall default in performance of this contract in accordance with its terms, County shall be entitled to suit for damages,specific performance or other relief in law or equity. 12 ASSIGNABLILITY. This contract is not assignable by either party. Any use of subcontractors by the Vendor for performance of this contract must be accepted in writing by the County. 13. 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 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. 14. 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 15. INTEGRATION AND MODIFICATION. This contract represents the entire and integrated contract between the County and Vendor 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 Vendor. 16. EXEMPTIONS. 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. 17. 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. 18. ATTORNEY'S FEES. In the event that legal action is necessary to enforce any of the provisions of this contract beyond the arbitration described in Paragraph 13,the substantially prevailing party shall be entitled to its costs and reasonable attorney's fees. 19. GOVERNMENTAL IMMUNITY. Vendor agrees and understands that County is relying on and does not waive, by any provision of this contract,the monetary limitations or terms(presently $150,000 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 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 Vendor 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. 3 Contract#295-2015 Rev.8.30.11 jaa/js Budget Line Item#404.66.00000.83000 20. 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 as 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 multiple-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. 21. CONFLICT. In the event of a conflict between this Contract and Exhibit A;Contract will prevail. 22. 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: A. To Pitkin County with copies to: Dan Fellin Pitkin County Attorney's Office 0233 East Airport Rd. 530 E. Main Street,#302 Aspen, Colorado 81611 Aspen, Colorado 81611 Dan.fellin@aspenairport.com Fax: (970)920-5198 B. To Vendor: Matt Donnelly 2619 dolores way, suite 102 Carbondale, CO 81623 matt@mitchandco.com 4 Contract#295-2015 Rev.8.30.11 Jaa/fs Budget Line Item#404.66.00000.83000 IN WITNESS WHEREOF,the parties have executed this contract as of the date first set out herein above. VENDOR: PITKIN COUNTY COLORADO `\ By: t ��� \\N 1 h �(,. B _AR. / / Date it •rize•-Sit • Date Title: e �. �� 7'` 5 Contract#295-2015 Rev.8.30.I1 joa/js Budget Line Item#404.66.00000.83000 Exhibit A mitchell and company people molting is hnalcgy work for you Ducted Tar: Oulu!by: At per,A ipcn rn3ti 9rl'c�Grete rn3tigTrittrona:G.Carn 0233 E.Airport Road,'ile.A 974-7D4.9D)3 At per, 81E11 Wedne.iay,December 1E,2015 f' .. r 1118" - P 2019 2376 Addle/0nglIy won Hoe b.laterrals: 55,587 Dale: Recurring charges: SO Accepted br Estimated Labor: 51,075 Total Estimate: $11,7112 Prease provide a deposit of the following amount to begin tbli project. 34,515 Project Goals 1.1cE9 supplemental host to ssoppectasn-SAYE depoytsant and to allow for rocosr y If primary rirtaal hoot pro down. 2 Sachnp pelting sonars in aPC1 compliant mannor to the currant bran?sorror. 3 Satkstp tbs airport security workstation MATERIALS Qty UNt Price Tota/ pomrprotecton ricin•+,liIElC.cel ill;Fnti,Moramine•muik I 316.3 S449 ATV.ilia PDU.Rcri:,115 2 115,2 SP:0 .Propnral alPomen Ftinied,lilrrine ridge, I 52N2 S2rA F,linen, urann,owttst l I SIS.) 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