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HomeMy WebLinkAboutbocc.con.amended.287.18 F 41T K I N 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 Contract Information Contract Number 287.18 F Project Name Laserfiche Maintenance Agreement Contractor Peak Performance Imaging Solutions Budget Line Item 10022100.576500 $ $Additional Budget Line $ _ Item(s) $ _ (Please fully allocate New Contract Total) $ Procurement Method: Sole Source Type: Services/Maintenance Contract Start Date 10/7/2018 Contract End Date 10/6/2022 Contract Type Change Order/Contract Amendment Retainage No If this is a new contractor, please request they complete and submit to Finance a New Vendor Request Form. Contact Information: Department Records Management County Representative Jeneatte Jones County Representative (970) 920-5157 Phone Provide a brief description of the contract: Renewal of Contract term and funding for renewed term ending 10/06/2022 Contract Value Summary: Original Contract Amount $ 13,400.00 Previous Change Order/Amendment Amount $ 52,649.80 This Change order/Amendment amount $ 18,007.05 New Contract Total $ 84,056.85 NOTE: Clerks Office will keep original documents in compliance with Colorado State Archives retainage Contract#: 287.18 Rev. 2018.06.13 btf Budget Line Item#: 1022100.576500 iTKIN COUNT CHANGE ORDER/ CONTRACT AMENDMENT Change Order Number: 187.18 F OWNER: CONTRACTOR: Pitkin County, Colorado Peak Performance Imaging Solutions 530 E. Main St., Suite#302 135 W 11th Street, PO Box 1968 Aspen, CO 81611 Silverthom, CO 80498 The Provision of Laserfiche Maintenance Agreement(the "Contract") dated October 7, 2018 between the Board of County Commissioners of Pitkin County, Colorado (the "County") and Peak Performance Imaging Solutions (the"Contractor"), is hereby amended as follows: Description of Change: Renewal of Contract term through October 6, 2022 and budget allocation per Attachment A in the amount not to exceed Eighteen-Thousand Seven and Five Cents ($18,007.05) for the renewed term. Reason for Change: Extension renewal of Laserfiche maintenance and support agreement with associated funding. Original Contract Amount $ 13,400.00 Previous Change Order/Amendment Amount $ 52,649.80 This Change Order/Amendment Amount $ 18,007.05 New Contract Total $ 84,056.85 *Increases over$25,000 and/or 10% (single increase or accumulative)of original contract must have County Manager signature. 1 Contract#: 287.18 Rev. 2018.06.13 btf Budget Line Item#: 1022100.576500 In all other respects, the Contract is in full force and effect and remains unchanged by this Amendment. PEAK PERFORMANCE IMAGING SOLUTIONS D44. gr+.4+01V43, Oct-06-2021 Dan Rabinowitz Date IT Director PITKIN COUNTY, COLORADO juuAkftt. jotALS Oct-06-2021 Jeanette Jones Date BOCC Clerk *Increases over$25,000 and/or 10% (single increase or accumulative)of original contract must have County Manager signature. 2 Page 1 of 2 MAINTENANCE AGREEMENT CONTRACT Maintenance Agreement Number: MA00920 Peak Performance Imaging Solutions 135 W 11th St. - PO Box 1968 Silverthorne, CO 80498 (970) 262-2555 Bill to Pitkin County Government 530 East Main Street Garden Level Aspen, CO 81611 Contract Start Contract End Contract Type Price October 07, 2021 October 06, 2022 LSAP- Basic $18,007.05 Software Info Model Laserfiche Rio System Serial: TZQS-XENP-VKEB-SIGJ 530 East Main Street Suite 304 Aspen, CO 81611 NOTES AND/OR SPECIAL TERMS: No special terms. SOFTWARE TERMS AND CONDITIONS GENERAL SCOPE OF COVERAGE This software agreement allows customer access to hot line technical support. Basic technical support response times are within 8 hours and Priority technical support response times are within 4 hours. Please refer to front side of agreement for specific type of agreement. Routine updates and patches are available to customer for download. If necessary,on-site support is provided for current products including preventative maintenance and user training(see Sales order for number of hours included in sale.) In addition,customer is eligible for user workshops and training conferences. Damage to the software structure due to misuse,abuse,negligence,electrical problems/surges,or any other causes beyond Peak Performance Imaging Solutions control are not covered. In addition, Peak Performance Imaging Solutions may terminate this agreement in the event the software is modified,damaged,altered or serviced by personnel other than those employed by Peak Performance Imaging Solutions. UPGRADES All upgrades of software packages will be handled per specific guidelines provided by software vendor. Contact your PPIS representative for upgrade information. SERVICE CALLS Service calls under this agreement will be made during normal business hours at the installation address shown on the reverse side of this agreement. Travel and labor time for service calls after normal hours,on weekends and on holidays,if and when applicable,will be charged at overtime rate in effect at the time the service call is made. TERM This agreement shall become effective upon receipt by Peak Performance Imaging Solutions of the initial annual maintenance charge provided on the reverse side hereof and shall continue through the expiration date listed on the front of this agreement(or term listed in the exclusions,special instructions or special terms section of this agreement). This contract shall be automatically renewed for successive similar periods subject to the receipt by Peak Performance Imaging Solutions of the maintenance charge in effect at the time of renewal,provided that the customer is not then in default. BREACH OR DEFAULT Signature required on final page. Thank you for choosing Peak Performance Imaging Solutions Page 2 of 2 If the customer does not pay all charges for maintenance agreement provided thereunder,promptly when due: 1.)Peak Performance Imaging Solutions may refuse service or furnish service on a C.O.D."Per Call'basis at published rates 2.)You,the customer,accept the term length of this agreement and accept that breach or default of this agreement will result in you,the customer,being responsible for full payment of said agreement. 3.)You,the customer,agree to pay Peak Performance Imaging Solution's costs and expenses of collection including the maximum attorney's fees and collection fees permitted by law. MOVING PPIS reserves the right to apply reasonable charges to move software-related equipment for customers and in sole discretion reserves the right to charge for damage to software done by unauthorized moving of equipment by you,the customer,without prior approval from PPIS. WARRANTY Other than the obligations set forth herein, Peak Performance Imaging Solutions disclaims all warranties,express or implied, including any implied warranties of merchant ability,fitness for use,or fitness for a particular purpose. Peak Performance Imaging Solutions shall not be responsible for direct, incidental or consequential damages including but not limited to,damages arising out of the use or performance of the equipment or the loss of use of the equipment. SERVER/WORKSTATION CONDITION The server/workstation equipment must be in good condition and meet the minimum requirements provided to the customer on the commencement date of the agreement. Peak Performance Imaging Solutions will not install any software on machines that do not meet the minimum requirements. PPIS will charge customer,and customer agrees to pay,for additional labor required to return to continue installation if inadequate machines were available at the initial installation. Peak Performance Imaging Solutions will invoice the customer and this will be in addition to the price set forth on the reverse side hereof. PC CONNECTIVITY,SUPPORT, INTEGRATION Customer accepts terms&conditions of Sales Order as well as Scope of Responsibility Listed on Reverse Side of Sales Order. Standard warranty(s)for PC peripherals such as hubs,print servers,etc. is with Manufacturer. PPIS assumes there is a network drop within close proximity to machine location. PPIS requests full access to network environment to install systems efficiently&quickly. Delays not caused by PPIS may be billed to customer at PPIS discretion. PPIS offers training on software sold to customer by PPIS. PPIS does not offer basic computer skills training. Additional installation requests for additional workstations is chargeable (not Supported by this maintenance agreement)at the current rate. MISCELLANEOUS The laws of the state of Colorado shall govern this agreement and is applicable to agreements wholly negotiated,executed and performed in such State. It constitutes the entire agreement between the parties and may not be modified except in writing by a duly authorized officer of Peak Performance Imaging Solutions. All Invoices Are Due And Payable On Receipt This customer guarantees payment within specified terms and agrees to reimburse seller for all expenses incurred in collecting the amount of this invoice.Overdue invoices are subject to late charges. Customer Acceptance Thank you for choosing Peak Performance Imaging Solutions DocuSign Certificate Of Completion Envelope Id: FC78151DF504404F94A20B13B2695CO3 Status:Completed Subject: Peak Performance Imaging Solutions I Pitkin County Change Order 287.18 F for Review and Signature Source Envelope: Document Pages:5 Signatures:2 Envelope Originator: Certificate Pages:5 Initials:0 Pitkin County Procurement AutoNav: Enabled 530 East Main Street Envelopeld Stamping: Disabled Suite 203 Time Zone: (UTC-07:00)Mountain Time(US&Canada) Aspen,CO 81611 Procurement@PitkinCounty.com IP Address: 107.77.201.32 Record Tracking Status:Original Holder:Pitkin County Procurement Location: DocuSign 9/29/2021 3:27:29 PM Procurement@PitkinCounty.com Signer Events Signature Timestamp Jeanette Jones �' "' Sent:9/29/2021 3:28:36 PM Jeanette.jones@pitkincounty.com jt-*AA.ftt, 3ouu-s Viewed:9/29/2021 3:45:40 PM BOCC Clerk Signed: 10/6/2021 7:47:30 AM Pitkin County Security Level: Email,Account Authentication Signature Adoption: Pre selected Style (None) Using IP Address:209.209.98.192 Electronic Record and Signature Disclosure: Not Offered via DocuSign Dan Rabinowitz Sent: 10/6/2021 7:47:31 AM daniel@peakdigital.com ""'R"i.""0.w43' Resent: 10/6/2021 8:55:45 AM IT Director Viewed: 10/6/2021 11:23:44 AM Security Level: Email,Account Authentication Signed: 10/6/2021 11:27:08 AM (None) Signature Adoption: Pre-selected Style Using IP Address:67.190.63.15 Electronic Record and Signature Disclosure: Accepted: 10/6/2021 11:23:44 AM ID:3e789d1d-7609-45ae-98a7-8c8914be0859 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 Pitkin County Procurement COPIED Sent: 10/6/2021 11:27:09 AM procurement@pitkincounty.com Resent: 10/6/2021 11:27:11 AM Procurement Viewed: 10/6/2021 12:02:11 PM Pitkin County Security Level: Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Carbon Copy Events Status Timestamp Accounts Payable COPIED Sent: 10/6/2021 11:27:09 AM AP@pitkincounty.com Viewed: 10/6/2021 11:28:19 AM Accounts Payable Pitkin County Security Level: Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 9/29/2021 3:28:36 PM Certified Delivered Security Checked 10/6/2021 11:23:44 AM Signing Complete Security Checked 10/6/2021 11:27:08 AM Completed Security Checked 10/6/2021 11:27:09 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure Electronic Record and Signature Disclosure created on:3/20/2020 3:28:13 PM Parties agreed to:Dan Rabinowitz ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Pitkin County(we, us or Pitkin County)may be required by law to provide you with 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 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 receive 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 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, acknowledgments, 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. 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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, acknowledgments, 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 Helpdesk@provelocity.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 Helpdesk@provelocity.com and in the body of such request you must state: your previous e-mail address, your new e-mail address . 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