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HomeMy WebLinkAboutbocc.con.221.21 p T K I N Pitkin County Procurement Cover Sheet COUNT - fin,n7 — s 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 221.21 Project Name Food Pantry Aggregate Purchases Contractor Mountain Freshies Budget Line Item 11234341.564310.10214 $ $Additional Budget Line $ Item(s) $ _ (Please fully allocate New Contract Total) $ Procurement Method: Sole Source Type: Goods, Equipment, Supplies Contract Start Date 5/1/2021 Contract End Date 11/30/2021 Contract Type New Contract Retainage No If this is a new contractor,please enter the New Vendor information into Munis for workflow approval. Contact Information: Department Economic Assistance County Representative Samuel Landercasper County Representative (970) 429-6167 Phone Provide a brief description of the Contract or Change Order: Food purchases for the HS Food Pantry Assistance Program. Budget of$45,000.00; Current invoice total of $30,026.90 as attached. Contract Value Summary: Original Contract Amount $ 45,000.00 Previous Change Order/Amendment Amount $This Change order/Amendment amount $Contract Total $ 45,000.00 Rev 2018-10-10 btf PITKIN COUNTY SOLE SOURCE PROCUREMENT JUSTIFICATION REQUEST TO: Jon Peacock, County Manager DATE: November 1, 2021 FROM: Samuel Landercasper, Economic Assistance Manager Proposed Contractor: Mountain Freshies Product/Service: Food Pantry Assistance Project Estimate expenditure for the above Product/Service: $ 45,000.00 This form is required, and is to aid you, in documenting your Sole Source request. Complete all portions of this form. This purchase is clearly and legitimately limited to a Single or Sole Source. (Examples: original manufacturer, no regional distributor, standardization etc): Explain: Grant funding and discretionary funds were allocated through CDHS and the Pitkin County BOCC to allow Pitkin County Human Services to respond to impacts of food insecurity related to COVID-19 and economic impacts of Pitkin County residents. The funds were determined to be best used by purchasing local meat, produce, and food products in an effort to provide healthy, locally produced food to residents while also supporting local businesses. Mountain Freshies was selected to provide local produce for the project because of their ability to source produce from regional farms as an aggregator to ensure availability and coordinate delivery schedules. This uniquely aligns with our food pantry needs as the majority of other local farms would not be able to consistently meet our needs due to supply and previous commitments on their meats/produce. Mountain Freshies was able to assure that our supply chain would be uninterrupted and that food would be available to those in need of assistance. They were the only provider that was able to offer this guarantee, making Mountain Freshies the sole provider for the solicited services. Note: Every effort should be made to obtain a written contract when otherwise required under County procedures. When a contract is obtained, complete the Clerk's check list and send the original signed contract with coversheet to clerk's office for archiving. 1 Rev 2018-10-10 btf The undersigned requests that Pitkin County waive other procurement requirements and recognize this transaction as a sole source exception to the Pitkin County Procurement Code. Department Head Section Head SDI L.1auftasrue Nov-01-2021 Naps emu, Nov-01-2021 Samuel landercasper Date Phylis Mattice Date Economic Assistance Manager Assistant County Manager County Manager Reason for Denial: fi&Ozult Nov-01-2021 Rich Engl ehart Date Deputy County Manager 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. 2 Mountain Freshies Invoice 40,1N FRS P.O. Box 6997 �•J ;stir Snowmass Village, CO 81615 « J .) 970-379-9280 admin@mountainfreshies.com � ��, (0c"Et%) BILL TO Pitkin County INVaill DATE TOTAL DUE DUE DATE TERMS ENCLOSED 5066 06/23/2021 $30,026.90 06/23/2021 Due on receipt QTY ACTIVITY71P— I RATE AMOUNT 359 Sales 6.25 2,243.75 Quinoa Certified Organic (1 LB) BAGS 1 14 Sales 30.00 420.00 Dried Pinto Beans (20 LB) BAGS 100 Sales 2.50 250.00 Whole Grain Fresh Flour Non-Certified Organic (1 LB) BAGS 204 Sales 9.00 1 ,836.00 Corn Meal Non-GMO (24 OZ) BAGS 300 Sales 5.65 1 ,695.00 Honey Raw & Unfiltered (8 OZ) GLASS JARS 250 Sales 7.50 1 ,875.00 Peach/Apple Juice Certified Organic (3 LITER) BOXES 216 Sales 3.85 831 .60 Crimini Mushrooms (8 OZ) 338 Sales 8.75 2,957.50 Mixed Head Lettuces Aquaponic (12 OZ) BAGS 135 Sales 27.00 3,645.00 Arugula QTY ACTIVITY RATE AMOUNT 7Certified Organic (2 LB) BAGS 166 Sales 6.00 996.00 Spinach 1 Non-Certified Organic (8 OZ) BAGS 291 Sales 2.75 800.25 Broccoli Conventional (1 LARGE HEAD) 50 Sales 5.00 250.00 Carrots Non-Certified Organic (1 LB) 430 Sales 2.00 860.00 Summer Squash - Yellow Non-Certified Organic (1 EA) 539 Sales 1 .50 808.50 Summer Squash - Grey Non-Certified Organic (1 EA) 240 Sales 2.00 480.00 Cilantro Certified Organic (1 BUNCH) 99 Sales 7.50 742.50 Fresh Green Garlic Naturally Grown (1 LB) 300 Sales 6.25 1 ,875.00 Asparagus Naturally Grown (1 LB) 509 Sales 2.00 1 ,018.00 Green Onions Non-Certified Organic (1 BUNCH) 750 Sales 1 .40 1,050.00 Potatoes - Tri-Colored Fingerlings Conventional (1 LB) 800 Sales 1 .00 800.00 Potatoes - Purple Purples Conventional (1 LB) 750 Sales 0.80 600.00 Potatoes - Harvest Moons Naturally Grown (1 LB) 288 Sales 2.25 648.00 Beets Certified Organic QTY ACTIVITY RATE AMOUNT 7 (1 LARGE BUNCH) 240 Sales 2.50 600.00 Radishes - Easter Egg Certified Organic 1 (1 BUNCH) 200 Sales 3.05 610.00 Radishes - Red Naturally Grown (1 BUNCH) 164 Sales 5.70 934.80 Sugar Snap Peas Naturally Grown (1 LB) 300 Sales 3.75 1 ,125.00 Apricots Naturally Grown (1 LB) 1 Sales 75.00 75.00 Cold Storage Fee Austin Family Farm Thanks so much for supporting Mountain Freshies! BALANCE DUE $30,026.90 SfcaSpw' Nov-01-2021 Samuel landercasper Economic Assistance Manager DocuSign Certificate Of Completion Envelope Id:603CD1CC2AF44B03A9520BD995B58352 Status:Completed Subject: Mountain Freshies I Pitkin County Contract 221.21 for Review and Signature Source Envelope: Document Pages:6 Signatures:4 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:70.39.94.3 Record Tracking Status:Original Holder:Pitkin County Procurement Location: DocuSign 11/1/2021 11:37:55 AM Procurement@PitkinCounty.com Signer Events Signature Timestamp Samuel landercasper Sent: 11/1/2021 11:41:52 AM Samuel.Landercasper@pitkincounty.com SMAt d' tain,f.t,V'Laiptl^ Viewed: 11/1/2021 11:54:33 AM Economic Assistance Manager Signed: 11/1/2021 11:55:13 AM Pitkin County Security Level: Email,Account Authentication Signature Adoption: Pre selected Style (None) Using IP Address: 174.245.195.41 Electronic Record and Signature Disclosure: Not Offered via DocuSign Phylis Mattice Sent: 11/1/2021 11:55:14 AM Phylis.Mattice@PitkinCounty.com pL.1tS Auffiu. Viewed: 11/1/2021 12:00:21 PM Assistant County Manager Signed: 11/1/2021 12:00:40 PM Security Level: Email,Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address:24.9.202.118 Electronic Record and Signature Disclosure: Accepted: 11/1/2021 12:00:21 PM ID:d87b6d4e-0d43-4206-885a-edcaa819ff23 Company Name:Pitkin County,Colorado Rich Englehart ,'.',.'� Sent: 11/1/2021 12:00:41 PM rich.englehart@pitkincounty.com Ka' finfi u^'" Viewed: 11/1/2021 2:12:52 PM Deputy County Manager Signed: 11/1/2021 2:13:09 PM Pitkin County Signature Adoption: Pre-selected Style Signing Group:County Manager Group Using IP Address:73.34.180.169 Security Level: Email,Account Authentication (None) 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 Pitkin County Procurement COPIED Sent: 11/1/2021 2:13:10 PM procurement@pitkincounty.com Resent: 11/1/2021 2:13:13 PM Procurement Viewed: 11/1/2021 2:24:42 PM Pitkin County Security Level: Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Accounts Payable COPIED Sent: 11/1/2021 2:13:10 PM AP@pitkincounty.com 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 11/1/2021 11:41:52 AM Certified Delivered Security Checked 11/1/2021 2:12:52 PM Signing Complete Security Checked 11/1/2021 2:13:09 PM Completed Security Checked 11/1/2021 2:13:10 PM 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:Phylis Mattice 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. 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