Loading...
HomeMy WebLinkAboutbocc.con.085.2017 A 2017-11-13 btf �1TKIN Pitkin County CouNT' Procurement Cover Sheet Please complete the Contract Cover Sheet when the contract/task order is complete and fully executed. Return all Contract Cover Sheets and Contracts/Change Orders/Amendments/Task Orders to Procurement (procurement@pitkincounty.com). If not already completed, 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 085.2017 A Project Name AAAE Interactive Electronic Training Maintenance Contractor American Association of Airport Executives Budget Line Item 404.66.00000.82803 $ 13,200.00 Additional Budget Line _ $ Item(s) $ (Please fully allocate New $ Contract Total) $ Contract Start Date 1/1/2017 Contract End Date 12/31/2018 Renewal Yes ❑X No❑ 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 County Mike Yaft County Representative (970)429-2850 Representative Phone Provide a brief description of the contract: Click here to enter text. Contract Value Summary: Original Contract Amount $ 25,700.00 Previous Change Order/Amendment Amount $ 13,200.00 This Change order/Amendment amount $ New Contract Total $38,900.00 Procurement Method: None ❑ Informal Formal ❑ Sole Source ❑X Emergency ❑ Contract Type: Services/Maintenance ® 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#: 085.2017 Rev. 2017.11.21 btf Budget Line Item#:404.66.00000.82803 TKIN COUNT. ( CHANGE ORDER/ CONTRACT AMENDMENT Change Order Number: 085.2017 A OWNER: Pitkin County, Colorado 123 Emma Rd., Suite#106 Basalt, CO 81621 CONTRACTOR: American Association of Airport Executives The Provision of AAAE Interactive Electronic (IET) Training Maintenance (the "Contract") dated January 1, 2017 between the Board of County Commissioners of Pitkin County, Colorado (the "County") and American Association of Airport Executives (the"Contractor"), is hereby amended as follows: Description of Change: Second Year(2018), Level Two Service Reason for Change: Reduction from 1st Year, Level Three Service to Second Year, Level Two Service. Original Contract Amount $ 25,700.00 Previous Change Order/Amendment Amount $ 13,200.00 This Change Order/Amendment Amount $ New Contract Total $ 38,900.00 *Increases over$25,000 and/or 10% (single increase or accumulative)of original contract must have County Manager signature. 1 Contract#: 085.2017 Rev. 2017.11.21 btf Budget Line Item#: 404.66.00000.82803 In all other respects, the Contract is in full force and effect and remains unchanged by this Amendment. AMERICAN ASSOCIATION OF Airport Executives NthricL r Jan-12-2018 Patrick Raker Date Senior VP PITKIN COUNTY, COLORADO RECOMMENDED FOR APPROVAL: 114,tct a d, At, qaft Jan-16-2018 Michael M. Yaft Date Director of Operations & Security (kYtS eXPLt Jan-16-2018 Chris Padilla Date Airport Controller MANAGER APPROVAL: Jan-16-2018 Jon Peacock Date County Manager *Increases over$25,000 and/or 10% (single increase or accumulative)of original contract must have County Manager signature. 2 1 j, SERVIC E RENEWAL Aspen/Pitkin County Airport November28, 2017 3IETLS November 28,2017 Patti Clark Assistant Director of Security Aspen/Pitkin County Airport 970.429.1887 Patti.clark@aspenairport.com Re: Interactive Employee Training-Learning Suite(IET-LS)—Service Descriptions,Terms,and Conditions The American Association of Airport Executives (AAAE) is the largest professional organization for airport executives in the world, serving thousands of airport personnel at public-use airports across the country. Incorporated in 1928, AAAE is now one of the largest and most influential associations in Washington and is recognized as the training and technology resource expert for the airport industry. Airport training is a unique market niche and AAAE leads the way in providing innovative solutions and ever-improving products and services. This service renewal provides information regarding our IET-LS service level offerings for the IET-LS system. The airport may address questions or an issue regarding this proposal to Trina Hadden, AAAE, at trina.hadden@aaae.org or 703.575.2470 We look forward to continuing our partnership with you. Sincerely, Trina Hadden Staff Vice President,Operations,Training&Technology Services AAAE 601 Madison Street, Suite 400 Alexandria,VA 22314 Email:trina.hadden@aaae.org Telephone: 703575.2470 3 I ETLS SERVICE LEVELS [ASE] Current Service Level: [2] Service Period: [01/01/2018—12/31/2018] IET SERVICE PLAN LEVEL 1 LEVEL 2 LEVEL 3 8AM-8PM ET M-F Phone Support V V V Database Support y7 Help Desk Ticketing System V V V Automated Hardware Monitoring V V V Live Online Tech Diagnostic Session V V V System Updates and Patches V V V Live Online Remote Tech Support V V Interactive Course Changes ✓ (Excludes Video) Onsite System Service (Annually) Train the Trainer / (Annually) V Regulatory Requirements V V Custom Content/ Video Changes V V Service Allowance* ($1,500 per workstation) Per Workstation $1,300 $2,200 $3,700 Number of 6 6 6 Workstations Total Cost 7 80 F' 13,200 $22,200 *Service Allowance—A monetary allowance that can be used for such services as hardware repair/replacement that is not covered under the manufacturer's warranty, video or interactive course changes, new course production, etc. See the pricing chart for the amount that is included in your package. The contracted allowance expires 24 months after the contract inception, if not used. ($15,000 Max) Ins SERVICE DESCRIPTIONS IET SERVICE PLAN LEVEL 1 LEVEL 2 LEVEL 3 8AM-8PM ET M-F Includes technical telephone support between the hours of 8AM&8PM EST Monday—Friday(except Phone Support Federal holidays). Includes complete maintenance of the database and 24/7 availability of all user data.AAAE ensures data Database Support integrity by using overlapping Internet service providers(ISPs),firewall protection for the on-site and remote servers and the daily back up of all data. Help Desk Ticketing AAAE implements a help desk ticketing system to improve the quality of service,accountability,and System customer satisfaction. ■ Automated Hardware AAAE will provide daily,automated hardware monitoring of the hardware systems to verify basic system Monitoring function and connectivity.Any irregularities will be reported to the designated IET training coordinator. Live Online Tech This service allows an in-house technician to remotely take control of a system,following physical Diagnostic Session authorization on the user end(for security purposes).The tech remotely can diagnose issues. Includes all operating and video Includes all operating and video-quality system updates and patches System Updates and quality system updates and developed by AAAE with onsite installation(included as part of the Patches patches developed by AAAE with Level 2/Level 3 maintenance visits). telephone support for installation. This service allows an in-house technician to remotely take control of a Live Online Remote system,following physical authorization on the user end(for security Tech Support N/A purposes).The tech remotely can diagnose issues,download and replace files,and in many cases have the system operational again without having to dispatch an onsite technician. Includes periodic editing of test questions and other interactive modifications that can be accomplished in the AAAE Same as Level 1 except the studio/edit facilities.This package Same as LEVEL 2 except any Interactive Course comes with a standard allowance standard labor allowance included labor charges over the maximum Changes of 1 hour of free labor per each is 2 hours of free labor per amount will be billed against the contracted system(up to a (Excludes Video) contracted system(up to a remaining balance in the Level 3 maximum of 10 systems/10 hrs of maximum of 10 systems/20 hrs of maintenance allowance. labor).Each additional hour of labor). labor over the maximum amount will be billed at a rate of $150/hour. IE1r IET SERVICE PLAN LEVEL 1 LEVEL 2 LEVEL 3 Onsite System Service N/A Includes an annual on-site visit for preventive maintenance services, (Annually) plus on-site maintenance or technical meetings,as required. Includes a web-based session for the purpose of introducing our IET Train the Trainer training system to new staff,discussing common issues you might (Annually) N/A experience,or to hold a Q&A session for staff that are familiar with IET.Our hands on approach will also be an opportunity for us to demonstrate any new tools or features of IET. Regulatory N/A Package includes updates to course material and videos to remain Requirements compliant with regulatory changes. Allows for periodic changes/additions to a custom or Value-Added video course that can be accomplished in the AAAE studio/edit facilities.This Same as LEVEL 2 except any Custom Content/ Available at an hourly package comes standard with 2 labor charges over the maximum Video Changes rate of$150. hours of free labor per each amount will be billed against the contracted system(up to a remaining balance in the Level 3 maximum of 10 systems/20 hrs of maintenance allowance. labor).Each additional hour of labor over the maximum amount will be billed at a rate of $150/hour. Includes a monetary allowance that can be used for such services as hardware repair/replacement that is not covered under the manufacturer's warranty,video or Service Allowance* N/A N/A interactive course changes,new ($1,500 per workstation) course production,etc.See the pricing chart for the amount that is included in your package.The contracted allowance expires 24 months after the contract inception if not used. 3IETLS SERVICE CONDITIONS SOLE PROVIDER The Interactive Employee Training—Learning Suite(IET-LS)system is patented technology developed by AAAE.On July 8,2003,the United States Patent Office BXBSEFE AAAE a patent for the computer-based interactive employee training system. The patent number is: US 6.589.05582. A Canadian Patent was awarded on May 22, 2007. The Canadian patent number is:2,437,677. As a result,AAAE is the sole provider of the IET-LS software/hardware/system/service program.IET software updates are developed,issued and installed only by AAAE.The use of other hardware or outside service or maintenance providers may void the IET warranty. SERVICE PROGRAM COST The cost of the IET-LS system annual service plan is included in the initial cost.The cost for subsequent years are based on actual market rates and offered in several service levels to meet the specific needs of the airport. Please see the IET-LS Service Level comparison chart to decide which level best works for your airport. Thank you for the privilege of serving your airport. VOIDING OF MAINTENANCE COVERAGE Any unauthorized changes,modifications,repairs or additions to the computer hardware,course software,operating system or the system settings,without the prior consent of an authorized IET Maintenance technician,may void the system coverage under this agreement and any hardware warranties that exist. AAAE INFORMATION AAAE is a 50106 corporation. The association employs more than 68 full time staff members. The address of AAAE's Corporate Headquarters is: 601 Madison Street,Alexandria,Virginia,22314;Telephone: (703)824-0500;Fax: (703)820- 1395.TIN: 510094939.The Association's Dunn and Bradstreet number is 06-869-7523.The overall financial credit rating is ER4. Statement of Confidentiality:All rights reserved.This document is intended for certain subject Airport employees ONLY.No part of this document may be reproduced, stored in,or introduced into a database or retrieval system,or transmitted,in any form or by any means,(electronic,mechanical,photocopying,recording,or otherwise) without the prior written permission of AAAE.AAAE reserves all rights in the confidential information and intellectual property contained in this document.This document contains information relating to a potential business,commercial,financial and technical relationship activity between AAAE and subject airport.This information is intended for the sole use of the recipient only and the disclosure of this information to a third party would expose AAAE to considerable disadvantage.The products or architecture names mentioned in this document are registered trademarks and trade names of their respective owners. ET SERVICE AGREEMENT The service descriptions,terms and conditions will depend on the service package selected using the Service Level Comparison Chart on page 3.The service package coverage is for all licensed IET training systems. Service Package Start Date End Date Service Level Allowance Annual Cost Amount Level2 01/01/2018 12/31/2018 $13,200 $0 CONTRACT TERM Upon the expiration of the Initial Term,this Agreement shall be renewed automatically for successive Renewal Terms equivalent in duration of one(1)month or one(1)year unless terminated by either Party by providing one(1)month written notice of its intention not to renew this Agreement prior to the end of the Initial Term or any current Renewal Term. Approved and accepted: Airport Signature: Print Name: Title: Date: American Association of Airport Executives Signature: Print Name: Title: Date: Please sign above and return executed copy to: American Association of Airport Executives attn. Trina Hadden Barclay Building 601 Madison Street Alexandria VA 22314 or email this signed form to:trina.hadden@aaae.org Docu 5i ,. - SECURED Certificate Of Completion Envelope Id:CAAC1A116B5E4F84B22E65BF19C60C94 Status:Completed Subject:085.2017 A AAAE IET Amendment for Review and Signature Source Envelope: Document Pages: 10 Signatures:4 Envelope Originator: Certificate Pages:5 Initials:0 Jennifer Mitchley AutoNav: Enabled 530 East Main Envelopeld Stamping: Disabled 2nd Floor Time Zone: (UTC-07:00)Mountain Time(US&Canada) Aspen,CO 81611 jennifer.mitchley@aspenairport.com IP Address: 198.233.197.98 Record Tracking Status:Original Holder:Jennifer Mitchley Location: DocuSign Jan-09-2018 jennifer.mitchley@aspenairport.com Signer Events Signature Timestamp Patrick Raker Sent:Jan-09-2018 Trina.Hadden@aaae.org Patra leatt.r Viewed:Jan-12-2018 Senior VP Signed:Jan-12-2018 Security Level: Email,Account Authentication (None) Using IP Address:67.53.223.135 Electronic Record and Signature Disclosure: Accepted:Jan-12-2018 ID:69a7dd7d-7b6d-4b53-b9a4-8ce9c707913b Company Name:Pitkin County,Colorado Michael M.Yaft /I,Q Sent:Jan-12-2018 mike.yaft@aspenairport.com MUt bitgq Viewed:Jan-16-2018 Director of Operations&Security Signed:Jan-16-2018 Security Level: Email,Account Authentication (None) Using IP Address: 198.233.197.98 Signed using mobile Electronic Record and Signature Disclosure: Accepted:Jan-16-2018 ID:b785eba0-0066-43e3-83ca-eb11a6002841 Company Name:Pitkin County,Colorado Chris Padilla Sent:Jan-16-2018 �I ._ chris.padilla@aspenairport.com s PakU' Viewed:Jan-16-2018 Airport Controller Signed:Jan-16-2018 Aspen/Pitkin County Airport Using IP Address: 198.233.197.98 Security Level: Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Jon Peacock Sent:Jan-16-2018 Jon.Peacock@PitkinCounty.com Viewed:Jan-16-2018 County Manager Signed:Jan-16-2018 Pitkin County Security Level: Email,Account Authentication Using IP Address: 198.233.197.98 (None) Signed using mobile Electronic Record and Signature Disclosure: Not Offered via DocuSign 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 Accounts Payable COPIED Sent:Jan-16-2018 AP@pitkincounty.com Accounts Payable Pitkin County Security Level: Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Jeanette Jones COPIED Sent:Jan-16-2018 Jeanette.jones@pitkincounty.com Viewed:Jan-17-2018 BOCC Clerk Pitkin County Security Level: Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Procurement Mailbox COPIED Sent:Jan-16-2018 Procurement@pitkincounty.com Viewed:Jan-16-2018 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 Jan-16-2018 Certified Delivered Security Checked Jan-16-2018 Signing Complete Security Checked Jan-16-2018 Completed Security Checked Jan-16-2018 Payment Events Status Timestamps Electronic Record and Signature Disclosure Electronic Record and Signature Disclosure created on: Mar-17-2017 Parties agreed to:Patrick Raker,Michael M.Yaft 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.