HomeMy WebLinkAboutbocc.con.222.2017 7/2015 kjm
pif KIN Pitkin County
CouNTit Contract Cover Sheet
Please complete the Contract Cover Sheet when the contract is completed and signed by Contractor/Vendor and Pitkin
County Representative.
Return all Contract Cover Sheets and Contracts/Change Orders/Amendments to Procurement
(procurement@pitkincounty.com).Any contracts $50,000 and over will be routed for signatures to County Manager and
Attorney's Office (if required)by Procurement.
Contract Information
Contract Number 222.2017
Project Name Aircraft ID System Design and Implementation
Contractor Vector Airport Systems
Budget Line Item 404.67.00000.63227 $
Additional Budget Line $
Item(s) $
(Please fully allocate New $
Contract Total) $
Contract Start Date 1/1/2018
Contract End Date 12/31/2018
Automatic Renewal Yes ® No
If Construction: Retainage Yes $ or % No
If this is a new contractor,please request they complete and submit to Finance a New Vendor Request Form.
Contact Information:
Department Airport
Project Manager Chris Padilla Project Manager (970)429-1888
Phone
Provide a brief description of the contract:
Landing Fees tracking and processing fees and billing.
Contract Value Summary:
Original Contract Amount $ 0.00
Previous Change Order/Amendment Amount(if applicable) $ 0.00
This Change order/Amendment amount(if applicable) $ 0.00
New Contract Total $ 0.00
Procurement Method:
None ❑ Informal IN Formal ❑ Sole Source ❑ Emergency ❑
Contract Type:
Services/Maintenance ❑X Construction ❑ Goods,Equipment, Supplies ❑
Change Order/Amendment ❑ Contract Renewal ❑ Other,please explain ❑ 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.
Contract#222.2017 Rev. 8.29/11 jaa/jls
Budget Line Item#404.67.00000.63227
MEMORANDUM
TO: Jon Peacock, County Manager
FROM: Aspen Airport
RE: over$10,000
DATE: 10/23/17
Description of Project: Landing Fees Collection
Budget: 404.67.00000.63227
On project list approved by BOCC: Yes
Contractors Contacted:
Proposals Received: (amounts, timelines, references)
Company Amount Timeline References
Vector 13% Massport and Santa Monica
Airports—Great references,
didn't know any other company
that would do the billing also.
Passur N/A Only sell Data for Airport to bill
Called other airports,
either did it"in
house", FBO besides
current Vector users.
Found Vector to be a sole source for data collection AND complete billing & collection services.
Firms chosen:
DocuSigned by:
,Vis 2. f 4j Nov-02-2017
thopi ::-ca ignature
For sole source and/or emergency procurement—use designated forms.
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.
Contract#222.2017 Rev. 8.29/11 jaa/jls
Budget Line Item#404.67.00000.63227
Contract#222.2017 Revision:02/13/2017kjm
Budget Line Item#404.67.00000.63227
fIfirKINIt
PITKIN COUNTY CONTRACT FOR PROVISION OF SERVICES
AIRCRAFT ID SYSTEM DESIGN AND IMPLEMENTATION
THIS CONTRACT, made October 23, 2017 by and between the Board of County
Commissioners of Pitkin County, Colorado, 123 Emma Rd., Suite #106, Basalt, CO 81621,
(hereinafter called the "County") and Vector Airport Systems, 280 Sunset Park Drive, Herndon,
VA 20170(hereinafter called the"Contractor")to perform the following work: Aircraft ID System
Design and Implementation("Project").
I. Term of Contract: The term of this contract is from January 1, 2018 to December 31,
2018. At the expiration of the initial term, the contract may be extended for five (5)
additional terms of one (1) year by the express written consent of both parties.
IL Contractor's Obligations. Contractor shall perform the work as outlined in Exhibit A.
Contractor shall be granted access to the Airport, in compliance with the Airport
Security Plan, prior to the term of the contract in order to fulfill the obligations during
the Contract term.
III. Compensation and Expenses, Invoicing, Payment and Offset. The Contractor shall
be compensated by the County in accordance with the Project Budget and Schedule set
out in Section II. By contract or amendment,the County and Contractor may reallocate
the budget among project tasks if the total budget amount remains unchanged.
Contractor shall provide payment for the project monthly and the County shall
reimburse Contractor for said expenses on a monthly basis.
IV. County's Exclusive Ownership of Work Product. Drawings, specifications,
guidelines and other documents prepared by Contractor in connection with this contract
shall be the property of the County. However, Contractor shall have the right to utilize
such documents in the course of its marketing,professional presentations,and for other
business purposes. Contractor assigns to County the copyrights to all work prepared,
developed, or created pursuant to this contract, including the right to: 1) reproduce the
work; 2) prepare derivative works; 3) distribute copies to the public; 4) perform the
works publicly; and 5) to display the work publicly. Contractor shall have right to use
materials produced in the course of this contract for marketing purposes and
professional presentations, articles, speeches and other business purposes.
1
Contract#222.2017 Revision:02/13/2017kjm
Budget Line Item#404.67.00000.63227
V. Pitkin County's Obligations. Pitkin County shall administer this contract through
a County Representative. Chris Padilla, Airport Controller will manage the project as
the County's Representative. In the event that Chris Padilla is not available, John
Kinney, Aviation Director shall assume the County Representative's duties. The
services provided and products delivered by the Contractor under this contract will be
subject to review by the County's Representatives, or a designee, for compliance with
Contractor's obligations prior to final payment.
VI. Termination Prior to Expiration of Contract Term. The County has the right to
terminate this contract,with or without cause,by giving written notice to the Contractor
of such termination and specifying the effective date thereof Such notice shall be given
at least ten (10) days before the effective date of such termination. In such event all
finished or unfinished documents, data, studies and reports prepared by the Contractor
pursuant to this contract shall become the County's property. Contractor shall be
entitled to receive compensation in accordance with the contract for any satisfactory
work completed pursuant to the terms of this contract prior to the date of termination.
Notwithstanding the above, Contractor shall not be relieved of liability to the County
for damages sustained by the County by virtue of any breach of the contract by the
Contractor.
VII. Independent Contractor Status.
A. The parties to this contract intend that the relationship between them contemplated
by the contract is that of independent contractor. Contractor, and any agent,
employee, or servant of Contractor shall not be deemed to be an employee, agent,
or servant of Pitkin County.
B. Contractor is not required to offer his services exclusively to Pitkin County under
this contract. Contractor may choose to work for other individuals or entities during
the term of this contract, provided that the basic services and deliverable products
required under this contract are submitted in the manner and on the schedule
defined under this contract.
C. Contractor warrants that all work produced will conform to all applicable industry
standard of care, skill and diligence in the performance of Contractor's obligations
under this contract.
D. Contractor shall not attempt to oversee or supervise the work or actions of any
Pitkin County employee, servant or agent in the course of completing work under
this contract.
E. Contractor is not entitled to any Workers' Compensation benefits through Pitkin
County and is responsible for payment of any federal, state,FICA and other income
taxes.
VIII. Assignability. This contract is not assignable by either party. Any use of
subcontractors by the Contractor for performance of this contract must be accepted in
writing by the County.
2
Contract#222.2017 Revision:02/13/2017kjm
Budget Line Item#404.67.00000.63227
IX. 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.
X. Integration and Modification.
A. This contract represents the entire and integrated contract between the County and
the Contractor 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 the Contractor.
B. The County may, from time to time,request changes in the scope of services of the
Contractor to be performed hereunder. Such changes, including the increase or
decrease in the amount of the Contractor's compensation, which are mutually
agreed upon between the County and the Contractor, shall be in writing and upon
execution shall become part of this contract.
XI. Indemnity.
A. The Contractor agrees to indemnify,hold harmless and,not excluding the County's
right to participate, defend the County, its subsidiary, parent, associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees,
agents, volunteers, and any jurisdiction or agency issuing permits for any work
included in the project, hereinafter referred to as indemnitee, from all suits and
claims, including attorney's fees and cost of litigation, actions, loss, damage,
expense, cost or claims of any character or any nature arising out of the work done
in fulfillment of the terms of this Contract or on account of any act,claim or amount
arising or recovered under workers' compensation law or arising out of the failure
of the Contractor to conform to any statutes, ordinances, regulation, law or court
decree. It is agreed that the Contractor will be responsible for primary loss
investigation,defense and judgment costs where this contract of indemnity applies.
In consideration of the award of this contract, the Contractor agrees to waive all
rights of subrogation against the County its subsidiary, parent, associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees,
agents,and volunteers for losses arising from the work performed by the Contractor
for the County.
B. The Contractor further shall investigate, process, respond to, adjust, provide
defense for and defend,pay or settle all claims, demands, or lawsuits related hereto
at its sole expense and shall bear all other costs and expenses related thereto, even
if the claim, demand or lawsuit is groundless, false or fraudulent.
XII. Insurance. Contractor and subcontractors shall procure and maintain until all of their
obligations have been discharged, including any warranty periods under this Contract
are satisfied,insurance against claims for injury to persons or damage to property which
may arise from or in connection with the performance of the work hereunder by the
3
Contract#222.2017 Revision:02/13/2017kjm
Budget Line Item#404.67.00000.63227
Contractor, its agents, representatives, employees or subcontractors.
The insurance requirements herein are minimum requirements for this Contract and in
no way limit the indemnity covenants contained in this Contract. The policies shall
include, or be endorsed to include, the following provision: On insurance policies
where the County is named as an additional insured, the County shall be an additional
insured to the full limits of liability purchased by the Contractor even if those limits of
liability are in excess of those required by this Contract.
The County in no way warrants that the minimum limits contained herein are sufficient
to protect the Contractor from liabilities that might arise out of the performance of the
work under this Contract by the Contractor, its agents, representatives, employees, or
subcontractors. The Contractor shall assess its own risks and if it deems appropriate
and/or prudent,maintain higher limits and/or broader coverages. The Contractor is not
relieved of any liability or other obligations assumed or pursuant to the Contract by
reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or
types. Commercial General Liability Completed Operations coverage must be kept in
effect for up to three (3) years after completion of the project.
A. Coverage and Limits of Insurance. Contractor shall provide coverage with limits
of liability requirements provided that the coverage is written on a"following form"
basis.
1) Statutory Workers' Compensation: Colorado statutory minimums
a. Policy shall contain a waiver of subrogation against the County.
b. This requirement shall not apply when a contractor or subcontractor
is exempt under Colorado Workers' Compensation Act AND when
such contractor or subcontractor executes the appropriate sole
proprietor waiver form.
Minimum Limits:
Coverage A(Workers' Compensation) Statutory
Coverage B (Employers Liability) $ 500,000
$ 500,000
$ 500,000
2) Commercial General Liability—ISO 1 CG 0001 form or equivalent.
(With County named as an additional insured)
Minimum Limits:
General Aggregate $ 2,000,000
Products/Completed Operations Aggregate $ 2,000,000
Each Occurrence Limit $ 1,000,000
Personal/Advertising Injury $ 1,000,000
4
Contract#222.2017 Revision:02/13/2017kjm
Budget Line Item#404.67.00000.63227
Fire Damage(Any One Fire) $ 50,000
Medical Payments(Any One Person) $ 5,000
Coverage to include:
• Premises and Operations
• Explosions, Collapse and Underground Hazards
• Personal/Advertising Injury
• Products/Completed Operations
• Liability assumed under an Insured Contract(including defense costs assumed under
contract)
• Independent Contractors
• Designated Construction Project(s) General Aggregate Limit, ISO CG 2503 (1997
Edition or equivalent)
• Additional Insured—Owners, Lessees or Contractors Endorsement, ISO Form 2010
(2004 Edition or equivalent)
• Additional Insured—Owners, Lessees or Contractors Endorsement, ISO CG 2037
(2004 Edition or equivalent)
• The policy shall be endorsed to include the following additional insured language
on the Additional Insured Endorsements specified above: "County, its subsidiary,
parent, associated and/or affiliated entities, successors, or assigns, its elected
officials,trustees, employees, agents, and volunteers named as an additional insured
with respect to liability and defense of suits arising out of the activities performed
by, or on behalf of the Contractor, including completed operations".
3) Auto Liability: Bodily injury and property damage for any owned,
hired and non-owned vehicles used in the performance of this Contract.
Minimum Limits: Statutory
Coverage Bodily/Property Damage(Each Accident) $ 1,000,000
4) Special Coverages (check as appropriate and insert amount):
a. 0 Performance Bond $
b. 0 Professional Errors and Omissions
c. 0 Aircraft Liability
d. 0 Owner's Protective
e. ❑ Builder's Risk
f. 0 Boiler and Machinery
g. 0 Loss of Use Insurance
h. 0 Pollution Liability
i. 0 Crime, including Employee Dishonesty Coverage, or Fidelity
Bond
B. Proof of Insurance:
5
Contract#222.2017 Revision:02/13/2017kjm
Budget Line Item#404.67.00000.63227
1) Each insurance policy required by the insurance provisions of this
Contract shall provide the required coverage and shall not be suspended,
voided or canceled except after thirty(30)days prior written notice has been
given to the County, except when cancellation is for non-payment of
premium, then ten (10) days prior notice may be given. Such notice shall
be emailed directly to Procurement@pitkincounty.com. If the insurance
carrier will not provide the required notice, the Consultant/Contractor and
or its insurance broker shall notify the County of any cancellation, or
reduction in coverage or limits of any insurance within seven (7) days of
receipt of insurers' notification to that effect. Simultaneously with the
Certificates of Insurance, the Contractor shall file with the Project Lead a
certified statement as to claims pending against the required coverages,
reserves established on account of such claims, defense costs expended and
amounts remaining on policy limits.
2) In addition,these Certificates of Insurance shall contain the following
clauses:
a. The contractor's insurance shall be primary and non-contributory with
any insurance or self-insurance purchased by the County.
b. The insurance companies issuing the policy or policies hereunder shall
have no recourse against the County of Pitkin for payment of any
premiums or for assessments under any form of policy.
c. Any and all deductibles or self-insured retentions in the above-
described insurance policies shall be assumed by and be for the
amount of, and at the sole expense of the Contractor.
d. Location of operations shall be: "all operations and locations at which
work for the referenced Project is being done."
3) Certificates of Insurance for all renewal policies shall be delivered to
the County's Representative at least fifteen (15) days prior to a policy's
expiration date except for any policy expiring on the expiration date of this
contract or thereafter.
4) The County reserves the right to request and receive a copy of any
policy and any policy endorsement at any time during the term of this contract.
XIII. Exemptions and Preferences. 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.
XIV. Records. The Contractor shall maintain comprehensive, complete and accurate
books, records, and documents concerning its performance relating to this contract for
a period of three (3) years after final payment under the contract and the County shall
have the right within the three(3) year period to inspect and audit these books,records
and documents, upon demand, in a reasonable manner and at reasonable times, for the
6
Contract#222.2017 Revision:02/13/2017kjm
Budget Line Item#404.67.00000.63227
purpose of determining, by accepted accounting and auditing standards, compliance
with all provisions of the contract and applicable law.
XV. 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.
XVI. Attorney's Fees. In the event that legal action is necessary to enforce any of the
provisions of this contract, the substantially prevailing party shall be entitled to its costs
and reasonable attorney's fees.
XVII. Governmental Immunity. Contractor agrees and understands that Pitkin 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 Pitkin 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 Contractor 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.
XVIII. 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. 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.
XIX. Notice. Any notice required or permitted under this Agreement shall be in writing
and shall be provided by electronic delivery to the e-mail addresses set forth below and
by one of the following methods 1) hand-delivery or 2) registered or certified mail,
postage pre-paid to the mailing addresses set forth below. Each party by notice sent
under this paragraph may change the address to which future notices should be sent.
7
Contract#222.2017 Revision:02/13/2017kjm
Budget Line Item#404.67.00000.63227
Electronic delivery of notices shall be considered delivered upon receipt of
confirmation of delivery on the part of the sender. Nothing contained herein shall be
construed to preclude personal service of any notice in the manner prescribed for
personal service of a summons or other legal process.
To Pitkin County: with copies to:
Chris Padilla Pitkin County Attorney's Office
0233 E. Airport Rd. Ste. A 123 Emma Rd., Suite#204
Aspen, CO. 81611 Basalt, Colorado 81621
Email: chris.padilla@aspenairport.com Email: Attorney@pitkincounty.com
To Contractor:
Vector Airport Systems
280 Sunset Park Drive
Herndon, VA 20170
Phone: (202) 412-7725
Email: petec@vector-us.com
XX. Public Contracts for Services and Public Contracts with Natural Persons. In
conformance with the provisions of C.R.S. §§ 8-17.5-101, et seq., as amended and
C.R.S. §§ 24-76.5-101, et seq., as amended:
A. PUBLIC CONTRACTS FOR SERVICES. §§8-17.5-101, et seq. C.R.S.
[Not applicable to agreements relating to the offer, issuance, or sale of securities,
investment advisory services or fund management services, sponsored projects,
intergovernmental agreements, or information 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 work under this Contract, through
participation in the E-Verify Program established under Pub. L. 104-208 or the State
verification program established pursuant to §8-17.5-102(5)(c), C.R.S., 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 (i) shall not use E-Verify Program or
State program procedures to undertake pre-employment screening of job applicants
while this Contract is being performed, (ii) shall notify the Subcontractor and the
contracting State agency within 3 days if Contractor has actual knowledge that a
Subcontractor is employing or contracting with an illegal alien for work under this
Contract, (iii) shall terminate the subcontract if a Subcontractor does not stop
employing or contracting with the illegal alien within 3 days of receiving the notice,
and(iv) shall comply with reasonable requests made in the course of an investigation,
undertaken pursuant to §8-17.5-102(5), C.R.S., by the Colorado Department of Labor
and Employment. If Contractor participates in the State program, Contractor shall
8
Contract#222.2017 Revision:02/13/2017kjm
Budget Line Item#404.67.00000.63227
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 State program. If Contractor fails to comply with any requirement
of this provision or §§8-17.5-101 et seq., C.R.S., 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.
B. PUBLIC CONTRACTS WITH NATURAL PERSONS. §§24-76.5-101, et seq.,
C.R.S.
Contractor,if a natural person 18 years of age or older,hereby swears and affirms under
penalty of perjury that he or she (i) is a citizen or otherwise lawfully present in the
United States pursuant to federal law, (ii) shall comply with the provisions of§§24-
76.5-101 et seq., C.R.S., and (iii) has produced one form of identification required by
§24-76.5-103, C.R.S. prior to the Effective Date of this Contract.
9
Contract#222.2017 Revision:02/13/2017kjm
Budget Line Item#404.67.00000.63227
IN WITNESS WHEREOF,the parties have executed this Contract as of the date first set out herein
above.
VECTOR AIRPORT SYSTEMS
r—DocuSigned by:
P Celtlew Nov-01-2017
—9085B1A908AE4A1... Date
PITKIN COUNTY, COLORADO
RECOMMENDED FOR APPROVAL:
c—DocuSigned by:
C,I,t,V'is P )dtaa Nov-02-2017
\--9E2355B06AFE43C... Date
MANAGER APPROVAL:
r—DocuSigned by:
joklA, t;ll Nov-02-2017
‘s-2FD7A488847F496... Date
10
Exhibit A
Scope of Work
Aircraft ID System Design and Implementation
1) Design and implement an aircraft identification data collection system ("Aircraft ID System")that
records aircraft arrivals and/or departures at Aspen Pitkin County Airport ("Airport").This system will be
optimized to record departures for use in the aircraft fee billing process.The system design assumes
there is not a significant number of runway 15 (north-to-south) departures. As such,the access points
at the north end of the runway will not be equipped.
2) Install two (2) or more free-standing, zero-infrastructure Aircraft Imaging Pods- deployed fully built and
configured. Pods will be solar powered and have wireless communication. Pods will be placed in
locations adjacent to key taxiways and outside the runway safety areas (RSAs) and runway object fee
areas (ROFAs) as specified by the Airport's written approval of a pre-construction layout plan. Installed
Pods will be tested to verify conformance to specifications and will be adjusted as needed to achieve
conformance to specifications.
3) Aircraft ID System will be capable of photo recognition of aircraft identification numbers, day and night
at distances up to 150 feet.
4) Installation and deployment of the Aircraft ID System includes the following steps:
a) Design Aircraft ID system through discussion with Airport staff to ensure system meets project goals
b) Fabricate and Integrate all system components
c) Ship system components to Airport
d) Airport agrees to receive the system components (typically three shipments: system pallets, solar
panels, and solar batteries) and to store the components in secure location out of weather
e) Scheduling of Vector on-site install and required Airport staff support(note: poor weather, either
rain, snow, extreme temperatures, can cause delays in the installation schedule and are beyond the
control of the Vector team)
f) Vector team travels to Airport site
g) Install Aircraft ID system server and other network components
h) Assemble and test Aircraft ID system at Airport in Airport-provided staging facility (secured and out
of weather)
i) Install Aircraft ID Pods on the airfield
j) Test aircraft ID pods including night (dark)testing
k) Verify data flow through system to Airport server
I) Verify data flow from Airport data server to Vector central server system
m) After installation and testing, confirm that that no aircraft are being missed due to lack of adequate
coverage. If aircraft are being missed,Vector will work with the Airport staff to reposition Pods for
best possible coverage. If a material change to the planned Aircraft ID System is required to meet
Airport project goals, an adjustment to the price may be required.
n) Train Airport maintenance staff in basic maintenance and troubleshooting of Vector system
components
o) Train airport staff in usage of online Vector Airport Portal and regular financial reports
5) Obtain flight track data from free FAA data sources (either NOP or SWIM), upload data on an ongoing
basis, analyze flight tracks to determine activity type (arr/dep/overflight). Fuse flight track-derived
aircraft operations with Aircraft ID Pod-derived operations to form a unified vision of aircraft operations
at the Airport(emphasis on departures for this project). NOTE:Vector does not control the reliability or
quality of FAA flight tracking data.
6) Provide Airport data server node (data and communication, server, point to multipoint communication
between pods and lockable rack/cabinet with 1000VA UPS battery backup, custom Vector-developed
server software license) sufficient to operate the Aircraft ID System. Establish reliable wireless
connectivity between the aircraft ID pods and data server node.
7) Connect airport data server to existing Airport internet connection or new Airport-provided connection
for data transport and system troubleshooting.
8) Monitor Aircraft ID system performance,work with airport to troubleshoot any system problems,
provide spare parts for simple repairs/upgrades (i.e., battery replacements, radio replacements) along
with detailed guidance on how to implement these repairs/upgrades, provide parts and onsite labor for
more complex repairs/upgrades. Provide Airport maintenance staff with regular maintenance guide and
live phone support for regular maintenance (i.e., system cleaning and inspection).
Full Service Billing & Collection
9) Utilize Vector's PLANEPASS system to provide billing services once an aircraft is identified. Aircraft ID
System will identify billable operations as defined by the Airport and will identify exempt aircraft, apply
billable weights, and operation types (e.g. arrival vs departure.
10) Provide utility for input of exempt aircraft (i.e., based, angel-flight, govt, military)via a web interface or
batch upload from Excel spreadsheets. During billing process, exempt activities will be automatically
exempted from the billable activities to be invoiced.
11) Coordinate with Airport staff to ensure that invoices generated on behalf of the Airport are consistent
with the Airport's existing accounting policies. Provide electronic access to Vector's Pilot Portal that
allows aircraft operators to receive electronic invoices,view invoice details, and make payments. All
other invoices will be printed and mailed to aircraft operators by Vector.
12) Provide customer service center(live, email, mail) access to all Airport customers to address and resolve
questions regarding fees, invoices, payments and other customer service items that arise from issued
invoices.
13) Enable web-based Airport portal access by Airport staff to aircraft operations data—including images
and reporting capability. Data must be available to download into commercial off-the-shelf software
program (Excel).
14) Process payments though a secure bank lockbox unique to the Airport (if airport collections are
anticipated to be above$500k USD annually) and has proper and auditable cash controls. Within seven
(7) days after the close of the month, provide Airport Manager with Deposit Detail Report for approval
and electronically transfer eighty-seven percent(87%) of collected funds to the Airport.This transfer
typically happens before the 10th of each month.
a) This billing &collection fee shall be applied to any collected fees billed by Vector regardless of how
paid (i.e., paid to Airport by aircraft operator).
b) Billing& collection fee shall be computed each calendar month for the money collected the previous
month. Vector shall remit to Airport on or before the fifteenth (15th) day of the next calendar
month.
c) Vector is paid 13%of monthly collections via direct transfer from the lockbox
15) Provide collection system that automatically credits accounts for payments received, calculates operator
balances, and tracks accounts receivable balances.
16) Provide system training, both initial and recurring, and ongoing client and user support. Initial training
session can include up to five (5) users.
Changes to Scope of Work:
Throughout the course of this contract, the Airport and Vector may agree on changes to this scope of work.
Any changes must be agreed upon in writing either through amendment to this contract, a letter
countersigned by both parties, or an email documenting an understanding of scope changes with email
acknowledgement from each party(authorized airport representative and authorized Vector
representative).
It is also likely that certain elements and details of the performance of this contract and scope of work are
not and may not be documented in this Scope document. Possible examples of this are:
1) Collections methods
2) Airport Fee Structures
3) Report content or formats
4) Equipment configurations and amount of equipment used
These contract performance elements or details will be left up to the contractor with input from the Airport
as necessary.
Docu�i ,
SECURED
Certificate Of Completion
Envelope Id: 1F90AE436CC341B696897F1A4B6F4392 Status:Completed
Subject: Please DocuSign these documents:222.2017 Vector Cover Sheet.pdf,222.2017 Vector Informal Procur...
Source Envelope:
Document Pages: 16 Signatures:4 Envelope Originator:
Certificate Pages:5 Initials:0 Jennifer Mitchley
AutoNav: Enabled 1860 Michael Faraday Dr.Suite 100
Envelopeld Stamping: Disabled Reston,VA 20190
Time Zone: (UTC-07:00)Mountain Time(US&Canada) jennifer.mitchley@aspenairport.com
IP Address: 198.233.197.98
Record Tracking
Status:Original Holder:Jennifer Mitchley Location: DocuSign
Oct-31-2017 jennifer.mitchley@aspenairport.com
Signer Events Signature Timestamp
Pete Coleton BocuSignedby. Sent:Oct-31-2017
petec@vector-us.com LObI't' Viewed:Nov-01-2017
SecurityLevel: Email,Account Authentication CsoesB,Aso6AEaA, Signed: Nov-01-2017
9
(None)
Using IP Address: 108.28.36.159
Electronic Record and Signature Disclosure:
Accepted:Nov-01-2017
ID:f4e80b4c-cf22-409f-952e-59922def0f0b
Chris Padilla „—°ocuSlgnedby. Sent:Nov-01-2017
chris.padilla@aspenairport.com CtUriS Pad ttZt Viewed:Nov-02-2017
\--9E2355BO6AFE43C... Signed: Nov-02-2017
Airport Controller
Security Level: Email,Account Authentication
(None) Using IP Address: 198.233.197.98
Electronic Record and Signature Disclosure:
Accepted:Mar-27-2017
ID:f277e9be-b0e9-4858-92e1-0460b3042894
Company Name:Pitkin County,Colorado
John Kinney c—oocuSignedby: Sent:Nov-02-2017
john.kinney@aspenairport.com 3o6^' 69 Viewed:Nov-02-2017
1/4-2Fo7A48884 Fass
Airport Director ... Signed: Nov-02-2017
Security Level: Email,Account Authentication
(None) Using IP Address: 198.233.197.98
Electronic Record and Signature Disclosure:
Accepted:Apr-03-2017
ID:8e2c0149-1dd5-49d3-bcc0-17ec8c060d6d
Company Name:Pitkin County,Colorado
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Jeanette Jones COPIED Sent:Nov-02-2017
Jeanette.jones@pitkincounty.com Viewed:Nov-02-2017
BOCC Clerk
Pitkin County
Security Level: Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Procurement Mailbox COPIED Sent:Nov-02-2017
procurement@pitkincounty.com Viewed:Nov-02-2017
Procurement Mailbox
Pitkin County
Security Level: Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted Nov-02-2017
Certified Delivered Security Checked Nov-02-2017
Signing Complete Security Checked Nov-02-2017
Completed Security Checked Nov-02-2017
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
Electronic Record and Signature Disclosure created on:Mar-17-2017
Parties agreed to:Pete Coleton,Chris Padilla,John Kinney
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, Pitkin County(we, us or Pitkin County) may be required by law to provide to
you certain written notices or disclosures. Described below are the terms and conditions for
providing to you such notices and disclosures electronically when we send you documents for
electronic signature.
Acknowledging your Access,Intent,and Consent to Receive and Sign Materials
Electronically
To confirm to us that you can access this information electronically, which will be similar to
other electronic notices and disclosures that we will provide to you, please verify that you were
able to read this electronic disclosure and that you also were able to print on paper or
electronically save this page for your future reference and access or that you were able to e-mail
this disclosure and consent to an address where you will be able to print on paper or save it for
your future reference and access. Further, if you consent to receiving notices and disclosures
exclusively in electronic format on the terms and conditions described above, please let us know
by clicking the 'I agree'button below.
By checking the 'I Agree'box, I confirm that:
• I am establishing my intent to be bound to the transaction, and indicating that I am fully
aware of the purpose for which the signature is being provided.
• I can access and read this Electronic CONSENT TO ELECTRONIC RECEIPT OF
ELECTRONIC RECORD AND SIGNATURE DISCLOSURES document; and
• I can print on paper the disclosure or save or send the disclosure to a place where I can
print it, for for future reference and access; and
• Until or unless I notify Pitkin County as described above, I consent to receive from
exclusively through electronic means all notices, disclosures, authorizations,
acknowledgements, and other documents that are required to be provided or made
available to me by Pitkin County during the course of my relationship with you.
Signing Documents without a Pitkin County DocuSign Account:
Pitkin County may not require all document signers to be authorized users of the Pitkin County
DocuSign Account. Please read the information below carefully and thoroughly, and if you can
access this information electronically to your satisfaction and agree to these terms and
conditions, please confirm your agreement by clicking the 'I agree'button at the bottom of this
document. When you don't have a DocuSign Account, you will be provided the opportunity to
agree to the Legal Disclosure each time you open an "envelope" for signing, at this time, you can
download and retain this disclosure. Pitkin County will forward completed documents that
you've reviewed, processed or signed via email. Should you require copies of these signed
documents (e.g., if they get deleted from your email account) you should request those
documents from Pitkin County under the Colorado Open Records Act by contacting the Pitkin
County custodian who sent you the document for signature.
Signing Documents with a Pitkin County DocuSign Account:
Please read the information below carefully and thoroughly, and if you can access this
information electronically to your satisfaction and agree to these terms and conditions, please
confirm your agreement by clicking the 'I agree'button at the bottom of this document.
Getting paper or electronic copies
At any time, you may request from us a paper or electronic copy of any record provided or made
available electronically to you by us. For such copies, as long as you are an authorized user of
the DocuSign system you will have the ability to download and print any documents we send to
you through your DocuSign user account for a limited period of time (usually 30 days) after such
documents are first sent to you. After such time, if you wish for us to send you paper or
electronic copies of any such documents from our office to you, you will be charged a$0
per-page fee. You may request delivery of such paper or electronic copies from us by following
the procedure described below.
Withdrawing your consent
If you are an authorized DocuSign Account holder, you can decide to receive notices and
disclosures from us electronically, you may at any time change your mind and tell us that
thereafter you want to receive required notices and disclosures only in paper format. Described
below is the process for informing us of your decision to receive future notices and disclosure in
paper format and also how to withdraw your consent to receive notices and disclosures
electronically.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the
speed at which we can complete certain steps in transactions with you and delivering services to
you because we will need first to send the required notices or disclosures to you in paper format,
and then wait until we receive back from you your acknowledgment of your receipt of such
paper notices or disclosures. To indicate to us that you are changing your mind, you must
withdraw your consent using the DocuSign 'Withdraw Consent' form on the signing page of your
DocuSign account. This will indicate to us that you have withdrawn your consent to receive
required notices and disclosures electronically from us and you will no longer be able to use your
DocuSign user account to receive required notices and consents electronically from us or to sign
electronically documents from us.
All notices and disclosures will be sent to you electronically
Unless you tell us otherwise in accordance with the procedures described herein, we will provide
electronically to you through your DocuSign user account all required notices, disclosures,
authorizations, acknowledgements, and other documents that are required to be provided or
made available to you during the course of our relationship with you. To reduce the chance of
you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required
notices and disclosures to you by the same method and to the same address that you have given
us. Thus, you can receive all the disclosures and notices electronically or in paper format through
the paper mail delivery system. If you do not agree with this process, please let us know as
described below. Please also see the paragraph immediately above that describes the
consequences of your electing not to receive delivery of the notices and disclosures
electronically from us.
How to contact Pitkin County:
You may contact us to let us know of your changes as to how we may contact you electronically,
to request paper copies of certain information from us, and to withdraw your prior consent to
receive notices and disclosures electronically as follows:
To contact us by email send messages to: susan.sullivan@pitkincounty.com
To advise Pitkin County of your new e-mail address
To let us know of a change in your e-mail address where we should send notices and disclosures
electronically to you, you must send an email message to us at susan.sullivan@pitkincounty.com
and in the body of such request you must state: your previous e-mail address, your new e-mail
address .
In addition, you must notify DocuSign, Inc to arrange for your new email address to be reflected
in your DocuSign account by following the process for changing e-mail in DocuSign.
To request paper or electronic copies from Pitkin County
To request delivery from us of paper or electronic copies of the notices and disclosures
previously provided by us to you electronically, you should request those documents from Pitkin
County under the Colorado Open Records Act by contacting the Pitkin County custodian who
sent you the document for signature. .
To withdraw your consent with Pitkin County
To inform us that you no longer want to receive future notices and disclosures in electronic
format you may:
i. decline to sign a document from within your DocuSign account, and on the subsequent
page, select the check-box indicating you wish to withdraw your consent, or you may;
ii. send us an e-mail to susan.sullivan@pitkincounty.com and in the body of such request
you must state your e-mail, full name, Postal Address, telephone number, and account
number.
Required hardware and software
Operating Systems: Windows2000 or WindowsXP
Browsers (for SENDERS): Internet Explorer 6.0 or above
Browsers (for SIGNERS): Internet Explorer 6.0, Mozilla FireFox 1.0,
NetScape 7.2 (or above)
Email: Access to a valid email account
Screen Resolution: 800 x 600 minimum
Enabled Security Settings:
•Allow per session cookies
'Users accessing the internet behind a Proxy
Server must enable HTTP 1.1 settings via
proxy connection
** These minimum requirements are subject to change. If these requirements change, we will
provide you with an email message at the email address we have on file for you at that time
providing you with the revised hardware and software requirements, at which time you will
have the right to withdraw your consent.