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HomeMy WebLinkAboutbocc.con.294.19 - BOCC CONTRACT RESOLUTION OF THE BOARD OF COUNTY # / I Cf — 1! E_ COMMISSIONERS ("BOCC") OF PITKIN COUNTY, / � ��, COLORADO AUTHORIZING, THE COLORADO DEPARTMENT OF STATE ELECTRONIC RECORDING TECHNOLOGY BOARD GRANT AWARD RESOLUTION NO. ©Ll3 , 2019 RECITALS 1. WHEREAS, Pursuant to Section 2.8.3 (Actions) of the Pitkin County Home Rule Charter("HRC") official action by formal resolution shall be required for all actions of the Board not requiring ordinance power on matters of significant importance affecting citizens. 2. In 2016 Colorado Legislature passed SB16-115 concerning an electronic filing system for documents recorded with a county clerk and recorder and created the electronic recording technology board (ERTB), an enterprise. The ERTB is authorized to set an additional filing surcharge for a five-year period that requires counties to transmit the proceeds of the board's surcharge to the state for deposit in a cash fund administered by the board. The board is required to make grants from the fund to counties to create, maintain, improve, or replace their electronic recording filing system, and established reporting requirements for the board. 3. In accordance with C.R.S. 24-21-404. Electronic recording technology fund— electronic filing—grants, on May 13, 2019, the Electronic Recording Technology Board awarded the Pitkin County Clerk and Recording Department a grant in the amount of$17,830.84 from the Colorado Department of State Electronic Recording Technology Fund (ERTF). 4. The BOCC finds that it is in the best interest of the citizens of Pitkin County to approve this Resolution. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Pitkin County, Colorado that it hereby adopts a Resolution Authorizing the Colorado Department of State Electronic Recording Technology Board Grant Award and authorizes the Chair to sign the Resolution and upon the satisfaction of the County Attorney as to form, execute any other associated documents necessary to complete this matter. 1 4INTRODUCED AND FIRST READ ON THE I DAY OF , 2019 AND ET FOR SECOND READING AND PUBLIC HEARING ON THE c LDAY OF U vt •jt 2019. NOTICE OF PUBLIC HEARING AND TITLE AND SHORT SUMMARY OF THE RESQLUTION PUBLISHED IN THE ASPEN TIMES WEEKLY ON THE )St''`' DAY V OF V klA_ , 2019. NOTICE OF PUBLIC HEARING AND THE FULL TEXT OF THE RESOLUTION POSTED ON THE OFFICIALKIN COUNTY WEBSITE (www.pitkincounty.com) ON THE ) DAY OF 2019. ADOPTED AFTER FINAL READING AND PUBLIC HEARING ON THE DAY OF 16 v h-e-- 2019. PUBLISHED BY TITLE AND SHORT SUMMARY, TER ADOPTION, IN THE ASPEN TIMES WEEKLY ON THE '' DAY OF , 2019. POSTED BY TITLE AND SHORT SUMMARY_ON THE OFFICIAL PITKIN COUNTY WEBSITE (www.pitkincounty.com ) ON THE 2DAY OF do 2019. ATT T: BOARD OF COUNTY COMMISSIONERS ( /‘°- 1.f- By: Jeanette) ones / g Poschman, Chair Deputy I ounty Clerk � Date: 7/3/// APPROVED AS TO FORM: ° AGER A PPROVAL AZ (�� Joh ,Cou ttorney on 'ea�� 4 u Manager 7 CONTRACT # `l- /y_6oe e. GRANT AWARD LETTER SUMMARY OF GRANT T AWARD TERMS AND CONDITIONS State Agency 4 Grant Amount Electronic Recording Technology Board, State Fiscal Year 2018-2019: $17,830.84 Colorado Department of State Total Grant Amount for all State Fiscal Years: $17,830.84 Grantee Board of County Commissioners of Pitkin County Total Grant Amount will be disbursed upon full execution of this Grant Award Letter. Grant Issuance Date The later of May 13,2019 or the date the State Controller or an authorized delegate signs this Grant Letter Grant Expiration Date June 30,2022 Grant Authority !TT §§24-21-401 et seq.,C.R.S.,particularly§24-21-404,C.R.S. Grant Purpose By statute,Grant Funds are awarded to establish,maintain,improve,or replace a County's electronic filing system.The purpose of this grant is described more fully in the County's grant application(Exhibit A,Statement of Work). Exhibits and Order of Precedence T The following Exhibits and attachments are included with this Grant: 1. Exhibit A,Statement of Work. In the event of a conflict or inconsistency between this Grant and any Exhibit or attachment,such conflict or inconsistency shall be resolved by reference to the documents in the following order of priority: 1. The provisions of the other sections of the main body of this Grant. 2. Exhibit A,Statement of Work. Page I of 10 Version 1018 SIGNATURE PAGE THE SIGNATORIES LISTED BELOW AUTHORIZE THIS GRANT PITKIN COUNTY STATE OF COLORADO Board of County Commissioners of Pilkin County Jared Polls,Governor Jena Griswold,Secretary of State Electronic Recording Technology Board(ERTB) r� Sy: Zummcrmen,Treasurer 4rY a e lm'a-r••.-- Date: ? 1 Date: to accordance with§24-30-202 C.R.S.,this Grant is not valid until signed and dated below by the State Controller or an authorized delegate. STATE CONTROLLER arm,CPA,M D e......._ By: a � .._... Date: l ? !° Page 2 of 10 version tans 1. GRANT As of the Grant Issuance Date, the State Agency shown on the first page of this Grant Award Letter(the"State")hereby obligates and awards to Grantee shown on the first page of this Grant Award Letter(the"Grantee") an award of Grant Funds in the amounts shown on the first page of this Grant Award Letter. By accepting the Grant Funds provided under this Grant Award Letter, Grantee agrees to comply with the terms and conditions of this Grant Award Letter and requirements and provisions of all Exhibits to this Grant Award Letter. 2. TERM A. Initial Grant Term and Extension The Parties' respective performances under this Grant Award Letter shall commence on the Grant Issuance Date and shall terminate on the Grant Expiration Date unless sooner terminated or further extended in accordance with the terms of this Grant Award Letter. Upon request of Grantee, the State may, in its sole discretion, extend the term of this Grant Award Letter by providing Grantee with an updated Grant Award Letter showing the new Grant Expiration Date. B. Early Termination in the Public Interest The State is entering into this Grant Award Letter to serve the public interest of the State of Colorado as determined by its Governor,General Assembly,or Courts.If this Grant Award Letter ceases to further the public interest of the State or if State, Federal or other funds used for this Grant Award Letter are not appropriated,or otherwise become unavailable to fund this Grant Award Letter, the State, in its discretion, may terminate this Grant Award Letter in whole or in part by providing written notice to Grantee that includes, to the extent practicable, the public interest justification for the termination. If the State terminates this Grant Award Letter in the public interest, the State shall pay Grantee an amount equal to the percentage of the total reimbursement payable under this Grant Award Letter that corresponds to the percentage of Work satisfactorily completed,as determined by the State, less payments previously made. Additionally, the State, in its discretion, may reimburse Grantee for a portion of actual,out-of-pocket expenses not otherwise reimbursed under this Grant Award Letter that are incurred by Grantee and are directly attributable to the uncompleted portion of Grantee's obligations, provided that the sum of any and all reimbursements shall not exceed the maximum amount payable to Grantee hereunder. This subsection shall not apply to a termination of this Grant Award Letter by the State for breach by Grantee. 3. DEFINITIONS The following terms shall be construed and interpreted as follows: A. "Business Day" means any day in which the State is open and conducting business, but shall not include Saturday, Sunday or any day on which the State observes one of the holidays listed in§24-11-101(1)C.R.S. B. "CORA"means the Colorado Open Records Act, §§24-72-200.1 et.seq.,C.R.S. C. "Grant Award Letter"means this letter which offers Grant Funds to Grantee,including all attached Exhibits,all documents incorporated by reference,all referenced statutes,rules and cited authorities,and any future updates thereto. Page 3 of 10 version 1018 D. "Grant Funds" means the funds that have been appropriated, designated, encumbered, or otherwise made available for payment by the State under this Grant Award Letter. E. "Grant Expiration Date" means the Grant Expiration Date shown on the first page of this Grant Award Letter. F. "Grant Issuance Date" means the Grant Issuance Date shown on the first page of this Grant Award Letter. G. "Exhibits"exhibits and attachments included with this Grant as shown on the first page of this Grant H. "Extension Term" means the period of time by which the Grant Expiration Date is extended by the State through delivery of an updated Grant Award Letter I. "Goods" means any movable material acquired, produced, or delivered by Grantee as set forth in this Grant Award Letter and shall include any movable material acquired, produced,or delivered by Grantee in connection with the Services. J. "Incident" means any accidental or deliberate event that results in or constitutes an imminent threat of the unauthorized access or disclosure of State Confidential Information or of the unauthorized modification,disruption,or destruction of any State Records. K. "Initial Term" means the time period between the Grant Issuance Date and the Grant Expiration Date. L. "Party"means the State or Grantee,and"Parties"means both the State and Grantee. M. "PII" means personally identifiable information including, without limitation, any information maintained by the State about an individual that can be used to distinguish or trace an individual's identity, such as name, social security number,date and place of birth, mother's maiden name, or biometric records; and any other information that is linked or linkable to an individual, such as medical, educational, financial, and employment information. P11 includes, but is not limited to, all information defined as personally identifiable information in §§24-72-501 and 24-73-101 C.R.S. N. "Services"means the services to be performed by Grantee as set forth in this Grant Award Letter, and shall include any services to be rendered by Grantee in connection with the Goods. O. "State Confidential Information" means any and all State Records not subject to disclosure under CORA. State Confidential Information shall include, but is not limited to, PII and State personnel records not subject to disclosure under CORA. State Confidential Information shall not include information or data concerning individuals that is not deemed confidential but nevertheless belongs to the State, which has been communicated, furnished, or disclosed by the State to Contractor which (i)is subject to disclosure pursuant to CORA; (ii) is already known to Contractor without restrictions at the time of its disclosure to Contractor; (iii) is or subsequently becomes publicly available without breach of any obligation owed by Contractor to the State; (iv) is disclosed to Contractor, without confidentiality obligations, by a third party who has the right to disclose such information; or(v)was independently developed without reliance on any State Confidential Information. P. "State Fiscal Rules" means the fiscal rules promulgated by the Colorado State Controller pursuant to§24-30-202(13Xa)C.R.S. Page 4 of 10 Version 1015 Q. "State Fiscal Year" means a 12 month period beginning on July 1 of each calendar year and ending on June 30 of the following calendar year. if a single calendar year follows the term,then it means the State Fiscal Year ending in that calendar year. R. "State Records" means any and all State data, information, and records, regardless of physical form,including,but not limited to,information subject to disclosure under CORA. S. "Subcontractor"means third-parties, if any,engaged by Grantee to aid in performance of the Work."Subcontractor"also includes sub-grantees. T. "Work"means the delivery of the Goods and performance of the Services described in this Grant Award Letter. U. "Work Product" means the tangible and intangible results of the Work, whether finished or unfinished, including drafts. Work Product includes, but is not limited to, documents, text, software (including source code), research, reports, proposals, specifications, plans, notes, studies, data, images, photographs, negatives, pictures, drawings, designs, models, surveys, maps, materials, ideas, concepts, know-how, and any other results of the Work. "Work Product" does not include any material that was developed prior to the Grant Issuance Date that is used,without modification,in the performance of the Work. Any other term used in this Grant Award Letter that is defined in an Exhibit shall be construed and interpreted as defined in that Exhibit. 4. STATEMENT OF WORK Grantee shall complete the Work as described in this Grant Award Letter and in accordance with the provisions of Exhibit A.The State shall have no liability to compensate or reimburse Grantee for the delivery of any goods or the performance of any services that are not specifically set forth in this Grant Award Letter. 5. PAYMENTS TO GRANTEE A. Maximum Amount Payments to Grantee are limited to the unpaid, obligated balance of the Grant Funds. The State shall not pay Grantee any amount under this Grant that exceeds the Grant Amount for each State Fiscal Year shown on the first page of this Grant Award Letter. Financial obligations of the State payable after the current State Fiscal Year are contingent upon funds for that purpose being appropriated, budgeted, and otherwise made available. The State shall not be liable to pay or reimburse Grantee for any Work performed or expense incurred after the Grant Expiration Date. B. Close-Out. Grantee shall close out this Grant within 45 days after the Grant Expiration Date. To complete close out, Grantee shall submit to the State all deliverables (including documentation)as defined in this Grant Award Letter. 6. REPORTING -NOTIFICATION A. Performance and Final Status Grantee shall submit all financial, performance and other reports to the State no later than the end of the close out described in §5B,containing an evaluation and review of Grantee's performance and the final status of Grantee's obligations hereunder. Page 5 of 10 version 1018 B. Violations Reporting Grantee shall disclose,in a timely manner, in writing to the State,all violations of federal or State criminal law involving fraud, bribery, or gratuity violations potentially affecting the award. 7. GRANTEE RECORDS A. Maintenance and Inspection Grantee shall maintain records that provide a complete audit trail of funds received and expended, and Grantee shall cooperate and participate in any audits conducted under authority of the Electronic Recording Technology Board or the Colorado State Auditor. Grantee shall maintain an accounting system and financial records that accurately account for the receipt and disbursement of Grant Funds. For this purpose, Grantee may use either general ledger fund accounting that tracks Grant Funds separately from other county funds or use a tracking spreadsheet. All payments and expenditures must be tracked. Each expenditure must be classified by budget category, such as Personnel, Supplies and Operating, Travel, Equipment, and Professional Services. All financial records must be supported by source documentation(such as invoices,time sheets,etc.). In addition, Grantee shall provide proof of purchase by a signed contract for any new purchase.Contracts may be emailed to ERTB.Grants@sos.state.co.us. Grantee shall make,keep, and maintain,all records,documents,communications,notes and other written materials, electronic media files, and communications, pertaining in any manner to this Grant for a period of three years following the completion of the close out of this Grant. Grantee shall permit the State to audit, inspect, examine, excerpt, copy and transcribe all such records during normal business hours at Grantee's office or place of business, unless the State determines that an audit or inspection is required without notice at a different time to protect the interests of the State. B. Monitoring The State will monitor Grantee's performance of its obligations under this Grant Award Letter using procedures as determined by the State.The State shall have the right,in its sole discretion, to change its monitoring procedures and requirements at any time during the term of this Agreement. The State shall monitor Grantee's performance in a manner that does not unduly interfere with Grantee's performance of the Work. C. Final Audit Report Grantee shall promptly submit to the State a copy of any final audit report of an audit performed on Grantee's records that relates to or affects this Grant or the Work,whether the audit is conducted by Grantee or a third party. 8. CONFIDENTIAL INFORMATION-STATE RECORDS A. Confidentiality Grantee shall hold and maintain,and cause all Subcontractors to hold and maintain,any and all State Records that the State provides or makes available to Grantee for the sole and exclusive benefit of the State,unless those State Records are otherwise publically available at the time of disclosure or are subject to disclosure by Grantee under CORA. Grantee shall not, without prior written approval of the State, use for Grantee's own benefit, publish, Page 6 of 10 version 1018 copy, or otherwise disclose to any third party, or permit the use by any third party for its benefit or to the detriment of the State,any State Records,except as otherwise stated in this Grant Award Letter. Grantee shall provide for the security of all State Confidential Information in accordance with all policies promulgated by the Colorado Office of Information Security and all applicable laws,rules,policies,publications,and guidelines. If Grantee or any of its Subcontractors will or may receive the following types of data, Grantee or its Subcontractors shall provide for the security of such data according to the following: (i)the most recently promulgated IRS Publication 1075 for all Tax Information and in accordance with the Safeguarding Requirements for Federal Tax Information attached to this Grant as an Exhibit, if applicable, (ii) the most recently updated PCI Data Security Standard from the PC1 Security Standards Council for all PCI, (iii) the most recently issued version of the U.S. Department of Justice, Federal Bureau of Investigation, Criminal Justice Information Services Security Policy for all CJI, and (iv) the federal Health Insurance Portability and Accountability Act for all PHI and the HIPAA Business Associate Agreement attached to this Grant, if applicable. Grantee shall immediately forward any request or demand for State Records to the State's principal representative. B. Other Entity Access and Nondisclosure Agreements Grantee may provide State Records to its agents,employees,assigns and Subcontractors as necessary to perform the Work,but shall restrict access to State Confidential Information to those agents, employees, assigns and Subcontractors who require access to perform their obligations under this Grant Award Letter. Grantee shall ensure all such agents,employees, assigns, and Subcontractors sign nondisclosure agreements with provisions at least as protective as those in this Grant, and that the nondisclosure agreements are in force at all times the agent, employee, assign or Subcontractor has access to any State Confidential Information. Grantee shall provide copies of those signed nondisclosure restrictions to the State upon request. C. Use,Security,and Retention Grantee shall use,hold and maintain State Confidential Information in compliance with any and all applicable laws and regulations in facilities located within the United States, and shall maintain a secure environment that ensures confidentiality of all State Confidential Information wherever located. Grantee shall provide the State with access, subject to Grantee's reasonable security requirements, for purposes of inspecting and monitoring access and use of State Confidential Information and evaluating security control effectiveness. Upon the expiration or termination of this Grant, Grantee shall return State Records provided to Grantee or destroy such State Records and certify to the State that it has done so, as directed by the State. If Grantee is prevented by law or regulation from returning or destroying State Confidential Information, Grantee warrants it will guarantee the confidentiality of,and cease to use,such State Confidential Information. D. Incident Notice and Remediation If Grantee becomes aware of any Incident, it shall notify the State immediately and cooperate with the State regarding recovery, remediation, and the necessity to involve law enforcement, as determined by the State. After an Incident, Grantee shall take steps to reduce the risk of incurring a similar type of Incident in the future as directed by the State, which may include, but is not limited to, developing and implementing a remediation plan that is approved by the State at no additional cost to the State. Page 7 of to Version 1018 E. Safeguarding PII If Grantee or any of its Subcontractors will or may receive PII under this Agreement, Grantee shall provide for the security of such PII, in a manner and form acceptable to the State, including, without limitation, State non-disclosure requirements, use of appropriate technology, security practices, computer access security, data access security, data storage encryption, data transmission encryption, security inspections, and audits. Grantee and its Subcontractors shall maintain security procedures and practices consistent with §§24-73- 101 et seq.,C.R.S. 9. CONFLICTS OF INTEREST Grantee shall not engage in any business or activities,or maintain any relationships,that conflict in any way with the full performance of the obligations of Grantee under this Grant. Grantee acknowledges that, with respect to this Grant, even the appearance of a conflict of interest shall be harmful to the State's interests and absent the State's prior written approval, Grantee shall refrain from any practices,activities or relationships that reasonably appear to be in conflict with the full performance of Grantee's obligations under this Grant.If a conflict or the appearance of a conflict arises, or if Grantee is uncertain whether a conflict or the appearance of a conflict has arisen, Grantee shall submit to the State a disclosure statement setting forth the relevant details for the State's consideration. 10. INSURANCE Grantee shall maintain at all times during the term of this Grant such liability insurance, by commercial policy or self-insurance, as is necessary to meet its liabilities under the Colorado Governmental Immunity Act, §24-10-101,et seq., C.R.S. (the"GIA"). Grantee shall ensure that any Subcontractors maintain all insurance customary for the completion of the Work done by that Subcontractor and as required by the State or the GIA. 11. REMEDIES In addition to any remedies available under any exhibit to this Grant Award Letter, if Grantee fails to comply with any term or condition of this Grant, the State may terminate some or all of this Grant and require Grantee to repay any or all Grant funds to the State in the State's sole discretion. The State may also terminate this Grant Award Letter at any time if the State has determined, in its sole discretion, that Grantee has ceased performing the Work without intent to resume performance,prior to the completion of the Work. 12. DISPUTE RESOLUTION Except as herein specifically provided otherwise, disputes concerning the performance of this Grant that cannot be resolved by the designated Party representatives shall be referred in writing to a senior departmental management staff member designated by the State and a senior manager or official designated by Grantee for resolution. 13. NOTICES AND REPRESENTATIVES Each Party shall identify an individual to be the principal representative of the designating Party and shall provide this information to the other Party. All notices required or permitted to be given under this Grant Award Letter shall be in writing,and shall be delivered either in hard copy or by email to the representative of the other Party.Either Party may change its principal representative or principal representative contact information by notice submitted in accordance with this§13. Page 8 of 10 Version 1018 14. GOVERNMENTAL IMMUNITY Liability for claims for injuries to persons or property arising from the negligence of the Parties, their departments, boards, commissions committees, bureaus, offices, employees and officials shall be controlled and limited by the provisions of the Colorado Governmental Immunity Act, §24-10-101, et seq., C.R.S.; the Federal Tort Claims Act, 28 U.S.C. Pt. VI, Ch. 171 and 28 U.S.C. 1346(b),and the State's risk management statutes, §§24-30-1501,et seq. C.R.S. No term or condition of this Contract shall be construed or interpreted as a waiver,express or implied,of any of the immunities, rights, benefits, protections, or other provisions, contained in these statutes. 15. GENERAL PROVISIONS A. Assignment Grantee's rights and obligations under this Grant are personal and may not be transferred or assigned without the prior, written consent of the State. Any attempt at assignment or transfer without such consent shall be void. Any assignment or transfer of Grantee's rights and obligations approved by the State shall be subject to the provisions of this Grant Award Letter. B. Captions and References The captions and headings in this Grant Award Letter are for convenience of reference only, and shall not be used to interpret,define,or limit its provisions. All references in this Grant Award Letter to sections (whether spelled out or using the § symbol), subsections, exhibits or other attachments, are references to sections, subsections, exhibits or other attachments contained herein or incorporated as a part hereof,unless otherwise noted. C. Entire Understanding This Grant Award Letter represents the complete integration of all understandings between the Parties related to the Work, and all prior representations and understandings related to the Work,oral or written,are merged into this Grant Award Letter. D. Modification The State may modify the terms and conditions of this Grant by issuance of an updated Grant Award Letter, which shall be effective if Grantee accepts Grant Funds following receipt of the updated letter. The Parties may also agree to modification of the terms and conditions of the Grant in a formal amendment to this Grant, properly executed and approved in accordance with applicable Colorado State law and State Fiscal Rules. E. Statutes, Regulations,Fiscal Rules,and Other Authority. Any reference in this Grant Award Letter to a statute, regulation, State Fiscal Rule, fiscal policy or other authority shall be interpreted to refer to such authority then current,as may have been changed or amended since the Grant Issuance Date.Grantee shall strictly comply with all applicable Federal and State laws, rules, and regulations in effect or hereafter established, including, without limitation, laws applicable to discrimination and unfair employment practices. F. Digital Signatures If any signatory signs this agreement using a digital signature in accordance with the Colorado State Controller Contract,Grant and Purchase Order Policies regarding the use of Page 9 of 10 version I0l8 11 digital signatures issued under the State Fiscal Rules, then any agreement or consent to use digital signatures within the electronic system through which that signatory signed shall be incorporated into this Contract by reference. G. Severability The invalidity or unenforceability of any provision of this Grant Award Letter shall not affect the validity or enforceability of any other provision of this Grant Award Letter, which shall remain in full force and effect,provided that the Parties can continue to perform their obligations under the Grant in accordance with the intent of the Grant. H. Survival of Certain Grant Award Letter Terms Any provision of this Grant Award Letter that imposes an obligation on a Party after termination or expiration of the Grant shall survive the termination or expiration of the Grant and shall be enforceable by the other Party. I. Third Party Beneficiaries Except for the Parties' respective successors and assigns described above,this Grant Award Letter does not and is not intended to confer any rights or remedies upon any person or entity other than the Parties. Any services or benefits which third parties receive as a result of this Grant are incidental to the Grant,and do not create any rights for such third parties. J. Waiver A Party's failure or delay in exercising any right, power, or privilege under this Grant Award Letter,whether explicit or by lack of enforcement,shall not operate as a waiver, nor shall any single or partial exercise of any right, power, or privilege preclude any other or further exercise of such right,power,or privilege. Page 10 of 10 vcrsioa 1018 EXHIBIT A, STATEMENT OF WORK (GRANT APPLICATION) Exhibit A Page 1 of 1 REEECO4(0) Grant Application 4 NOTITECHNOLOGY BOARD • The County agrees to maintain record keeping that provides a complete audit trail of funds received and expended,and the County agrees to cooperate and participate in any audits conducted under authority of the Board or the Colorado State Auditor.The County must maintain an accounting system and financial records that accurately account for the receipt and disbursement of Grant Funds.For this purpose,grantees Wray use either generil ledger fund accounting that tracks Grant Funds separately from other County funds or use a tracking spreadsheet. All payments and expenditures must be tracked.Each exper diture must be clnssified by budget category,such as Personnel,Supplies and Operating,Ti avel, Equipment and Professional Services All financial records must be supported by sours, documentation(such as invoices,time sheets,etc). • Counties may apply for reimbursement of funds that have already been expended if the expenditure establishes,maintains, improves or replaces a County Electronic Filing System us defined in 21-21- •101(2)and meets the core goals listed on page 2,Additionally,expenditure of funds must have taken place after effective date of SB 16-115.Counties trust provide proof of purchase. • Counties may apply for funding to hue temporary staff for the completion Qin specific project if the project establishes, maintains improves tai replace.- a County Electronic Filing System ns defined in 21.21.101(2)and meets the core goals listed on page 2. Counties must provide a closed quote and a statement of work. • Counties may apply for funds more than o le time. • County tiers in the application refers to t112 classes fisted in statute 30-1-101 ;nd provided below• et-mai Cleasrt"itottien oftount r.•fitinp fees (I)Fur the tr:riusur of fi`in;K• ,thsrt;e ilik end to Ix.-toN_ctt.d h)to,Qt tied other officers,nor Ort not Cher purpose,t1,_s tertl nent:es of this,elate en.di relcd inti Pie ht-h c r;is she.i I• l.rs,n a t!i tttt•frit, tic+ni',thi,i.fourth,end firth a 'Cho tat, a ed u,unt,•+dlicmcrisnceant)ofth fir.stci,. Q,)"fl:otti,u•i t..-'nf ldemu :\rap.+?itK 1,eulLLr Ik,u;,i:v,C I°i-c Jttt' ;-'in f'uth ,,and Uctdart-countic:,ofthe second tf:ss, C)It c cr untie of tkd.e,C t acid,1..'rentr 1 zv \n mini t ea,;n ilk- :-.i sen.zutnn,htnntr,e.s.,hi,r};nn end Otero ore cnu:alta of the third el-ies (II)'I he ta,uetie+:d+Votes,: ,\rcl.uletn tient tt) end c-n i it) if iinar,`iuld Ch ill e Cheyenne,Char Creek Conejos Cnstillu, Crim fey kora,Elbert,(rtntont,G:ipin,Gunnu,.,n fluerf,no Intl C sr.- n Inke 1.1 Plata f.inu,ln Ourey,l'.irk,('hillipc Pmtacr',, iterCrindt,tteutt,Si u:iche,S.tnhtr;uet St.dt;,,, lelkr, it.end\unit tin,.tunicS iii tilt fourth eli-i',, (,:1 the ceuntie:,of hit ,Cu,ic: tloluret,,Gema H.ccd;tt .In.kurn,I', ii Dlintrai,Moffat,Patin Rin liiento.San Juin end Summit an.tountit s of the fifth F-iCeiio lir i CC011lin`i 'I CChnOlt\!.!\ 1 unc; hl;liration i.orm General Information County Name Pitkin County Count)Clerk&Recorder Nanie Janice K Von Caudil Phone 970-179.2710 Email,anice.%os pttkincounty,com Recd;ding Manager Name optional lnend Gtucter Phone-970-429 2708 Email iacrid gructu E.!pitkancounty cum iRECORDINRRCTRONICG Grant Application 3 'TECHNOLOGY [BOARD Addres›:530 0 Main St,Suite 104 ^~ City:Aspen Stale CO Zip 6161 I Counts Tier:"e"Fifth County budget cycle(calendar,fiscal)including dates:Calendar,January I -December 31 l low many recordings do you do to a year''Average ever the past tl.rce years 6,991 !low much do you collect of the SI Recording Technolog,•Ice in an average year(over the last three years)?lion much money is in your technology fund! Pitkin Average Annual hey Collections:58,275. Money in Technology Fund:Year-End 2018 SLIFT.(Svc Appendis AlPidsin County SI Surcharge Transaction Summary) Recording Equipment Information Is your county currently recording documents X Electronically D h1.::wally What Is the age uryour current software?What is the rigs:orlIi:cqurp.rrent(hardware)for which you arc applying? KoFile Technologies County fusion-2 years Hardware•2 sears What is the condition of yonr current software'.' What th•conditir:r id-the equipment(hardware)for nhiclt you arc applying? nu Who is your current serdur? What product and scrsioi.do you currcrcly toe! In February 2017 Prthtn County converted to Countyi'uoron,acquired by Kurile Technologies at that time. Kohl::hosts the system,assuring secure and a urate preser.ation of public records pt-'s ides the capability to accurately sequence documents,and provides online public access and copy purchase caper,bey. CountyFusion software is utilized by Denver, (Boulder. Arapahoe,Mesa. Rourt and Kit Carson counties What is your current annual payment to your vendor,.!nu,s is it calculated' A 5-year budgeted maintenance contract is secured throigh Kohtle Technologic;for$4,616 annually, (mm 2017 through 2021 lion and what hind of hosting is done with any pans of yaw recoding ,ystem? flashily is provided by Koh le Technologies for the Countyl'usion sysFvn What is the term of your contract(dares)with your current v:ndor' A 5-year budgeted maintenance contract is secured throt.gh I:oFtle Technologies for S-1,616 annually,from 2017 through 2021, fi ELECT RONIC Grim Application 7 RE-CORDING TECHNOLOGY BOARD With my signature blow,I do hereby certify that I have read.Lndt.rstand,aid support the above application fur grant funds through the Elistronic Recording Technology Board. .4" d1 ctt - 4 cjr D _ - APPENDIX A PITKIN COUNTY$1 SURCHARGE TRANSACTION SUMMARY Running Balance $1 Surcharge Revenue Collection from 2002 through Year-End 2017: 5148,124.00 2007 Aptitude OnCore System Implementation: P Y P $1 Surcharge Revenue Collection: 2002-2006 $44,632.00• Expenditure for Conversion: $78,984 Surcharge Balance after Implementation: $0.00 Maintenance Fee Payments: $1 Surcharge Revenue Collection: 2007—2008 $21,028.00' Expenditure for Maintenance Fees 2008&2009 due to recession: $14,797.00 Surcharge Balance after Maintenance Fee Payment: $6,231.00 2015/2016 US Imaging Digitization of Historical Documents 1881-1976 $1 Surcharge Revenues Collection: 2009—2015 $65,769.00' Total Surcharge Revenues($6,231.00+$65,769.00) $72,000.00 2015 Budget Supplemental Requested for Imaging Project: $100,975 Actual Project Cost $109,421;General Fund subsidized$20,726 $1 Surcharge Revenues Collection: 2016-2017 applied toward Project- $16,695.00' Surcharge Balance End-of-Year 2017: 50.00 'Revenue collections from 2002 through 2017($44,632+$21,028+$65,769+$16,695=$148,124) 2017 KoFile CountyFusion System Implementation: $1 Surcharge Balance End-of-Year 2017: Expenditure for conversion subsidized through General Fund: $59.197 Grant received returned to General Fund: ($59,197) $0.00 2018 US Imaging Project:Complete imaging of documents missed in 2015-2017 project: $1 Surcharge revenues collected 2018 $8481.00' Marriage Licenses 1968-1975;Marriage Applications 1882—1890;filed historical paper documents 1880s—early 1900s. $7300.00 Surcharge Balance End-of-year 2018: $1181.00 2019 US Imaging and Kofile Indexing Project Grant: $1 Surcharge Balance End of year 2018: 51,181.00 Project Statements of Work: US Imaging to index Grantor/Grantee/Date from 1950-1976: $17,511.84 Kofife uploading completed indexing into software system: $1.500.00 Total Statement of Work: -519.01124 ERT GRANT APPLICATION REQUEST: $17.830.84 APPENDIX B Proposal to: Partial Document Indexing of Books 178-322 Presented to: Pitkin County Clerk and Recorder 534 E Hyman Ave Aspen, CO 81611 Presented by: US Imaging, Inc. 400 S. Franklin Street Saginaw, MI 48607 Eric Nejedly National Account Manager eneiedlyaus-imapino.com (303)319-9457 December 31, 2018 US * Imaging December 31.2018 Janice Vos Caudal County Clerk and Recorder Pitk;n County 534 E Hyman Ave Aspen,CO 81611 US Imaging,Inc is pleased to present this proposal for Partial Document Indexing of Books 178-322(1950-1976)for Pitkin County. Our team will provide Pitkin County with an unparalleled combination of county expertise,proven processes and state of the art technology to provide the highest quafity images and Indexes possible, US Imaging understands the scope of work required,the critical success factors,and the County's goats US Imaging has become America's premier County Conversion Service for the following reasons. • Experience—US Imaging's staff has been converting images for over 42 years and has served 696 Counties Nationwide. • County Focus—US Imaging is the only scanning vendor in America that serves Counties exclusively. We have successfully scanned&indexed records for every County Department. • Backup—US Imaging stores a backup of all Images to provide duplicating,reformatting and enhancement services on demand or en mass at any time In the future • Guaranteed Quality—If a County is not satisfied with any Image,we will attempt to correct it for free. We appreciate the opportunity to present our services and look forward to working with you. ff you have any questions, please call(303)319-9457 ore-mad eneiedlvfXus-imagilg.com. Sincerely. Eric Nejedly National Account Manager US Imaging,Inc. 400 S.Franklin Street•Saginaw,MI 48607 Phone: (989)753-7933•Fax: (800)517-4293 Perin County.CO Pedal Document hdrodng December 31.2018 Page 3 014 Pitkin Count,/Requirements: • Import—County will work with their system vendor to import Indexes into the Records Management System. • Pilot-County will review the index accuracy of the pilot prior to US Imaging beginning full production of the project. US lmagina Requirements: Double Pass Index and Verify—US Imaging's indexing specialists will view the TIFF images at their full original letter/legal size on a 20'portrait monitor. Team 1 will key 100% of the fields listed below exactly as they appear on the originally recorded document to create database 1 for approximately 65,334 documents. Team 2 will key 100%of the fields listed below exactly as they appear on the originally recorded document to create database 2 for the same 65,334 documents. fmageXpeAwill compare Database 1 and 2 against each other end present any mismatches to our most experienced Quality Control staff that Will make necessary corrections to provide 100%accuracy. Fields to be Indexed: 1) Document Type 2) Grantor—All 3) Grantee—AK 4) Reception Date 5) Reception Number 6) Book-Page Number Delivery and Import—US Imaging will format the Images and Indexes for the County's Records Management System for remote Importing.The County will work with their system vendor to Import full indexes into the County's Recording System. The County will inspect the images and indexes and create a report of any errors including the book and page number of the document end its related issue and submit It to US Imaging once a month until complete. After the County Is 100% complete with the Inspection process and US Imaging has made all of the requested corrections,US Imaging will deliver a final corrected set of images and indexes to the County for BIS to import into the Records Management System. Phase 1:Estimated Investment to Double Pass Index and Veru Full Indexing 65,334 Documents @ 50.26 Per Document to Double Pass Index = $16,986.84 2 Drives tib $250.00 Per USB Hard Drive,Copying&Backup = $500.00 1 Shipping @ $25.00 Per USB Hard Drive Shipment = $25.00 Total investment = $17,511.84 • Pitkin County.CO Partial Dawned Indeatng December 31 2018 Page 4 014 ACCEPTANCE AND AUTHORIZATION: The proposed quantities above are estimated,invoiced quantities will be actual. Invoices will be issued at the completion of each Stage or Hard Drive shipment All hard drives,Images and indexes are the exclusive property of the County. US Imaging will not reproduce or distribute Pitkin County images and/or indexes to any other entity except Pitkin County. Pitkin County may designate acceptance of this proposal by signature of a duly authorized officer of the company. Total costs for initial Implementation and ongoing costs have been described herein. In exchange for products and services outlined in this proposal,Pitkin County agrees to pay US Imaging,Inc.,the total amount due within 30 days from the date of invoice. Any amounts outstanding will be assessed a finance charge 01 1.5% per month on the unpaid balance. US Imaging also reserves the right to collect monies owed in the event of nonpayment and recover any and all legal fees in addition to the unpaid balance. Accepted by: Accepted bv: Janice Vos Caudal Eric NeJedly County Clerk and Recorder National Account Manager Pitkin County US Imaging,Inc. 534 E.Hyman Avenue 400 S.Franklin Street Aspen,Co 81611 Saginaw,MI 48607 Signature: Signature: Date. Date:Pecember 31.2018 Please check the approved Phase(s) Phase 1:Partial Document Indexing of Books 178-322= $17,51184 APPENDIX C I( 0 F t,t7z TECHNOL( GIES Statement of Work: Index Loading Submitted to: Pitkin County Dated: February 14,2019 6300 Cedar Springs Road Dallas,Texas 75235 .1214)351-4800•www.kofile.us Statement of Work This statement of work is between Pitkin County and Kofile Technologies,Inc. ;2 i L I Pitkin County t> Index loading ,sx -i Kofile Technologies,Inc. XT. � Kyle Chaney s 1 Kofile Technologies,Inc. ' 6300 Cedar Springs Road Dallas,TX 75235 T: 214 351-4800 Payable to:Kofile Technologies,Inc. t PO Box 541028 Dallas,TX 75254 Project Scope Kofile Technologies,Inc.will review index file from 31aparty and develop a converter and import file to load the index data into CountyFusion to match up with the images in the system. Document Range-Historical Documents 1976 to 1950 Estimated 60,000 docs Pricing w , . Development of Converter $1,500 Reload fee if errors caused by 3rd $500• pa file _ Total _ m $1,500• -. • Kofile will charge a$500 fee for each additional conversion and load of the index file when errors are caused due to 3'party data errors or dent errors STATEMENT OF WORK i Acceptance Please indicate your agreement to proceed based on the information contained in this Statement of Work by signing below.The terms and conditions outlined in this SOW are valid until March 1,2019. Pitkin County Date Kofile Technologies,Inc. Date STATEMENT OF WORE