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HomeMy WebLinkAboutbocc.con.089.2005(2) CHECK LIST FOR CONTRACTS SUBMITTED TO CLERK AND RECORDER FOR SCANNING/ARCHIVING Originating Department/Division: Z Ii -'kif "J cf &'YO II" c/{ /J1a; "k;./4.AfCP Co~tact Person: Cod~ ;./evh,il,J Phone #: .92-6- ()7tP3 Project NameH.",,,'i" ,,u/ /IV-At- r",A-.. / S'1 <i~,,^s Contract #: 08? (z)_. ;J.DI'J,e) BOCC AGENDA ITEM (BOCC signature required) )( , STAFF AUTHORIZED SIGNATURE (per Revised Procurement Code 7/2005) Check procurement type: _None ~Informal_Formal ~Sole Source _Emergency _State Bid_ Check Contract Tvpe: Dollar Amount: $ / Z- , 3 0 ~ . Ledger Number OQ /.1_ S? 66 600. ft.-ooo ServiceslMaintenance LicenselUse Lease Construction L Goods, Equipment, Supplies _Grant Agreements (Requires BOCC Action) _ Change Order/Contract Amendment _Other _Employment (for county employees) _Intergovernmental Agreement (Requires BOCC Action) Non Profit Quasi-Public Contractor/Business (Complete Name): flII/(e'J",e/1 bv;I,fJ",i. Contract Execution Date: 15./z;jo oj Contract End Dat : Automatic Renewal (YIN): Term of Contract 5d/JHoNS' /o/31/tfS- 2 ".;, vear(s) All Contracts should be proofed for the following: . No Pages Missing · . If a Page is Left Intentionally · Blank - Note on Page . . Page numbered consecutively . . All Signatures Affixed . All Dates Filled In All Other Blanks Filled In All Exhibits Attached All Legal Descriptions Attached (ifappropriate) Notice of Award/Proceed Attached (if appropriate) Sent to Clerk and Recorder for Scanning! Archiving Date: Authorized Staff Person Signature of authorized staff person indicates that document has been proofed and ready for scanning. Note: Clerk's Office will keep original documents in compliance with Colorado State Archives retainage schedule. R,'\'!.'iuJ hl . Jodi ,"I 10 ()_~ I STAFF AUTHORIZED SIGNATURE V' NonCE OF A WARD Date: August 25, 2005 TO: Honeywell Building Solutions (HBS) 345 Inverness Drive South Bldg. B Englewood, Colorado 80112 The Owner, having duly considered the Proposal submitted for the work covered by the Contract Document titled Pitkin County with Honeywell HV AC Control System Modifications and Adaptors Project in the amount of$12,308.00, and it appearing that the Price and other information in your Proposal Form is fair, equitable and to the best interest of the Owner, the offer in your Proposal Form is hereby accepted. In accordance with the terms of the Contract Documents, you are required to execute the Agreement in one (I) copy within ten (10) consecutive days from and including the date of this Notice of Award. In addition you are required to furnish in the said time Certificates of Insurance evidencing compliance with the requirement for insurance as stated in the Contract Documents to Cody Neuhold, County Facilities Manager. =====~=======ACCEPT ANCE OF NOTICE====================== ove Notice of Award is hereby acknowledged B this ~day Of~2005. Title ~'(\....)\G.:.... k......")~ Rev. 06120105 1 ~ CONTRACT FOR PROVISION OF SERVICES Contract # 089-2005 Line Item Account # 001.28.00000.82000 THIS CONTRACT is made and entered by and between the Pitkin County Board of County Commissioners ("County") and Honeywell Building Solutions (HBS) 345 Inverness Drive South Bldg. B~ Englewood~ Colorado 80112 (hereinafter "Contractor"). 1. Term. The term of this contract is from August 25, 2005 to Oct 31, 2005. 2. Contractor's Obligations. Contractor shall provide Pitkin County with Honeywell HVAC Control System Modifications and Adaptors. Project consists of: a) Labor and expenses from our visit on July 6, 2005 in the amount of $2,164. b) Add Building Network Adapters to provide commtmication via the network for the County Jail, the Court House, the Court House Plaza and Health and Human Services for the amount of $2,536 for each building for a total amount of $10,144 for the added work in 2005. c) Rework software to enable the RF thermostats to communicate with the system and work on the building static pressure problem for the Court House. Included: Labor and material for a complete project Building Network Adapters Programming Graphics Travel and Expenses required Training included as part of separate service contract 1-Year Warranty Excluded: The Library control system repairs and or modifications. Repairs and/or upgrades to the existing mechanical systems in all facilities Cost of any IT labor required for network Rebuilding the existing data base The above scope of work shall be completed within 60-days of starting the separate maintenance agreement (contract #089-2005). This proposal is meant to be the first step in providing a properly functioning Mechanical and HVAC control system. Participation by your IT department is required to put the system on the County network. 3. Compensation and Expenses, Invoicing, Payment and Offset. The County shall compensate Contractor for its services in accordance with the Project Budget and Schedule set out in Paragraph 2. It is expressly understood and agreed that in no event will the total compensation and reimbursement to be paid hereunder exceed the sum of Twelve Thousand Three Hundred Eight Dollars and Zero Cents ($12¢508) for all services rendered. By contract or amendment, the County and Contractor may reallocate the budget among project tasks if the total budget amount remains unchanged. Contractor shall invoice for the project monthly based on hours worked, with payment expected within thirty (30) days of invoice, but any payment by the County may be offset by any amount the Contractor owes the County for any reason. 4. County's Exclusive Ownership of Work Product. Drawings, specifications, guidelines and other documents prepared by Contractor in connection with this contract shall be the property of the County. However, Contractor shall have the fight to utilize such documents in the course of its marketing, professional presentations, and for other business purposes. Contractor assigns to County the copyrights to all work prepared, developed, or created pursuant to this contract, including the right to: l) reproduce the work; 2) prepare derivative works; 3) distribute copies to the public; 4) perform the works publicly; and 5) to display the work publicly. Contractor shall have right to use materials produced in the course of this contract for marketing purposes and professional presentations, articles, speeches and other business purposes. 5. Pitkin County's Obligations. Pitkin County shall administer this contract through a County Representative. Cody Neuhold, Facilities Manager will manage the project as the County's Representative. In the event that Cody is not available, Temple Glassier, Public Works Deputy Director shall assume the County Representative's duties. The services provided and products delivered by the Contractor under this contract will be subject to review by the County's Representatives, or a designee, for compliance with Contractor's obligations prior to final payment. 6. Termination Prior to Expiration of Contract Term. The County has the right to terminate this contract, with or without cause, by giving written notice to the Contractor of such termination and specifying the effective date thereof. Such notice shall be given at least ten (10) days before the effective date of such termination. In such event all finished or unfinished documents, data, studies and reports prepared by the Contractor pursuant to this contract shall become the County's property. Contractor shall be entitled to receive compensation in accordance with the contract for any satisfactory work completed pursuant to the terms of this contract prior to the date of termination. Not withstanding the above, Contractor shall not be relieved of liability to the County for damages sustained by the County by virtue of any breach of the contract by the Contractor. 7. Independent Contractor Status. A. The parties to this contract intend that the relationship between them contemplated by the contract is that of independent Contractor. Contractor, and any agent, employee, or servant of Contractor shall not be deemed to be an employee, agent, or servant of Pitkin County. 3 B. Contractor is not required to offer his services exclusively to Pitkin County under this contract. Contractor may choose to work for other individuals or entities during the term of this contract, provided that the basic services and deliverable products required under this contract are submitted in the manner and on the schedule defined under this contract. C. Contractor warrants that all work produced will conform to all applicable industry standard of care, skill and diligence in the performance of Contractor's obligations under this contract. D. Contractor shall not attempt to oversee or supervise the work or actions of any Pitkin County employee, servant or agent in the course of completing work under this contract. E. Contractor is not entitled to any Workers' Compensation benefits through Pitkin County and is responsible for payment of any federal, state, FICA and other income taxes. 8. Assignability. This contract is not assignable by either party. Any use of subcontractors by the Contractor for performance of this contract must be accepted in writing by the County. 9. Binding Arbitration. Any disputes arising out of this contract shall be subject to binding arbitration. The parties agree that any disputes concerning the terms and conditions of this contract shall be submitted and finally settled by arbitration. Arbitration shall be conducted pursuant to the roles of the American Arbitration Association and shall be presided over by the Pitldn County Heating Officer appointed to arbitrate Pitkin County contract disputes. Costs of the arbitration shall be awarded to the substantially prevailing party. 10. Severability. In the event that any provision of this contract shall be held to be invalid or unenforceable, the remaining provisions of this contract shall remain valid and binding upon the parties hereto 11. Integration and Modification. A. This contract represents the entire and integrated contract between the County and the Contractor and supersedes all prior negotiations, representations, or contract, either written or oral. This contract may be amended only by written contract signed by both the County and the Contractor. B. The County may, from time to time, request changes in the scope of services of the Contractor to be performed hereunder. Such changes, including the increase or decrease in the amount of the Contractor's compensation, which are mutually agreed upon between the County and the Contractor, shall be in writing and upon execution shall become part of this contract. 4 12. Indemnity. A. The Contractor (including, by definition here and hereinafter, its officials, employees, agents and representatives, subcontractors and suppliers), shall and hereby does release, discharge, indemnify and hold harmless the County of Pitkin and its officials, employees, agents and representatives from and against liability for any claim, demand, loss, damages, penalty, judgment, expenses, costs (including costs of investigation and defense), fees (including reasonable attorney and expert witness fees) or compensation in any form or kind whatsoever for any bodily injury, death, personal injury or property damage arising out of or in connection with any negligent act, intentional act, error or omission by the Contractor, and for any consequential liability alleged to accrue against the County on account of the Contractor's acts, errors or omissions; provided, however, that such indemnity shall not be construed as an indemnity for bodily injury or property damage arising from the negligence of the County or its employees. B. The Contractor further shall investigate, process, respond to, adjust, provide defense for and defend, pay or settle all claims, demands, or lawsuits related hereto at its sole expense and shall bear all other costs and expenses related thereto, even if the claim, demand or lawsuit is groundless, false or fraudulent. 13. Insurance. A. In whole or in part, the Contractor shall secure and maintain for the term of its contractual relationship with the County such insurance policies, from companies licensed in the State of Colorado, as will protect itself, the County and others as specified, from claims for bodily injuries, death, personal injury or property damage, which may arise out of or result from the Contractor's acts, errors or omissions. The following insurance coverage, at or above the limits indicated and including such endorsements as are indicated by an "X", are required: 1. Statutm-y Workers' Compensation: Colorado statutory minimums 2. Commercial General Liability - ISO 1998 Form or equivalent (With County named additional insured) Each Occurrence Limit $1,000,000.00 General Aggregate Limit $2,000,000.00 Products/Completed Operations Aggregate Limit $2,000,000.00 Comprehensive Form (All risks) to include (placeXby applicable provisions): X Premises/Operations Underground, Explosion & Collapse Hazard X Products/Completed Operations X Contractual Liability X Independent Contractors and Subcontractors X Broad Form Property Damage X Personal Injury Business Auto Coverage: Combined Single Limit Liability (each accident) $1,000,000.00 5 Including all owned, non-owned, and hired vehicles. Special Coverages (check as appropriate and insert amount): (1) Performance Bond Labor and Material Payment Bond (2) Professional Errors and Omissions (3) Aircraft Liability (4) Owner's Protective (5) Builder's Risk (6) Boiler and Machinery (7) Loss of Use Insurance (8) Pollution Liability (9) Crime, including Employee Dishonesty Coverage, or Fidelity Bond B. Proof of Insurance: 1. To provide evidence of the required insurance coverage, copies of Certificates of Insurance in a form acceptable to the County shall be filed with the County through the representative identified in Paragraph 5, no later than ten (10) calendar days prior to commencement of operations affecting the County. Failure to file or maintain acceptable Certificates of Insurance with the County is agreed to be a material breach of any contract. These Certificates of Insurance shall contain a provision that coverage afforded under the policies will not be canceled or materially altered unless at least thirty (30) calendar days prior written notice by certified mail, return receipt request- ed (effective upon proper mailing), has been sent to the Procurement Officer. (For purposes of this provision, "materially altered" shall mean a change affecting the coverage's required herein, including a change to policy limits as set out in the then- current policy declarations page). Simultaneously with the Certificates of Insurance, the Contractor shall file with the Procurement Officer a certified statement as to claims pending against the required coverages, reserves established on account of such claims, defense costs expended and amounts remaining on policy limits. following clauses: 2. In addition, these Certificates of Insurance shall contain the a. The clause "other insurance provisions," in a policy in which the County of Pitkin holds a Certificate, shall not apply to the County of Pitkin. b. The insurance companies issuing the policy or policies hereunder shall have no recourse against the County of Pitldn for payment of any premiums or for assessments under any form of policy. c. Any and all deductibles in the above-described insurance policies shall be assumed by and be for the amount of, and at the sole expense of the Contractor. 6 '7 d. Location of operations shall be: "all operations and locations at which work for the referenced Project is being done." 3. Certificates of Insurance for all renewal policies shall be delivered to the County's Representative at least fifteen (15) days prior to a policy's expiration date except for any policy expiring on the expiration date of this contract or there- after. 14. Exemptions. All purchases of construction, building or any other materials for this contract shall not include Federal Excise Taxes or Colorado State or local sales or use taxes. Pitkin County is exempt from such taxes under registration numbers 98-02624 and 84-78000-5K. 15. Records. The Contractor shall maintain comprehensive, complete and accurate books, records, and documents concerning its performance relating to this contract for a period of three (3) years after final payment under the contract and the County shall have the right within the three (3) year period to inspect and audit these books, records and documents, upon demand, in a reasonable manner and at reasonable times, for the purpose of determining, by accepted accounting and auditing standards, compliance with all provisions of the contract and applicable law. 16. Contract Made in Colorado. The parties agree that this contract was made in accordance with the laws of the State of Colorado and shall be so construed. Venue will be a neutral site decided by the parties. 17. Attorney's Fees. In the event that legal action is necessary to enforce any of the provisions of this contract beyond the arbitration described in Paragraph 9, the substantially prevailing party shall be entitled to its costs and reasonable attomey's fees. 18. Governmental Immunity. Contractor agrees and understands that Pitkin County is relying on and does not waive, by any provision of this contract, the monetary limitations or terms (presently $150,000.00 per person and $600,000 per occurrence) or any other rights, immunities, and protections provided by the Colorado Governmental Immunity Act, 24-10-101, et. Seq., C.R.S., as from time to time amended, or otherwise available to Pitkin County or any of its officers, agents or employees. Further, nothing in this contract shall be construed or interpreted to require or provide for indemnification of the Contractor by the County for any injury to any person or any property damage whatsoever which is caused by the negligence or other misconduct of the County or its agent or employees. 19. Current Year Obligations. The parties acknowledge and agree that any payments provided for hereunder or requirements for future appropriations shall constitute only currently budgeted expenditures of Pitkin County. Pitkin County's obligations under this contract are subject to Pitkin County's annual right to budget and appropriate the sums necessary to provide the services set forth herein. No provisions of the contract shall constitute a mandatory charge or requirement in any ensuing fiscal year beyond the then current fiscal year of Pitkin County. No provision of the contract shall 7 be construed or interpreted as creating a multiple-fiscal year direct or indirect debt or other financial obligation of Pitkin County within the meaning of any constitutional or statutory debt limitation. This contract shall not directly or indirectly obligate Pitkin County to make any payments beyond those appropriated for Pitkin County's then current fiscal year. No provisions of this contract shall be construed to pledge or create a lien on any class or source of Pitkin County's moneys, nor shall any provision of this contract restrict the future issuance of Pitkin County's bonds or any obligations payable from any class or source of Pitkin County's money. 20. Notice. Any written notice required by this contract shall be deemed delivered through any of the following: (1) hand delivery to the person at the address below; (2) delivery by facsimile with confirmation of receipt to the fax number below; or (3) within three (3) days of being sent certified first class mail, postage prepaid, return receipt requested addressed as follows: To Pitkin County Cody Neuhold, Facilities Manager 76 Service Center Road Aspen, Colorado 81611 with copies to: Pitkin County Attorney's Office 530 E. Main Street, #302 Aspen, Colorado 81611 To Contractor: Honeywell Building Solutions (HBS) 345 Inverness Drive South Bldg. B Englewood, Colorado 80112 IN WITNESS WHEREOF, the parties have executed this contract as of the date first set out herein above. CONTRACTOR: HONEYWELL BUILDING SOLUTIONS , Danie~ordstron', Fi[~a Service Leader D[ate ' PITKIN//~,.,. OLr/~TY: / /'~ Cody Neu~old, Facilities Manager By: Temple Glassier, Pub/ic~Works/{~ ~/' Deputy Director Date Rev 07/13/05 dq Honeywell Building Solutions contract CHECKLIST: $10,000 to $49,999/contract__serviccs CN Obtain budget and approval for project; determine line item account number NA For new service providers, Finance will need a completed W-9 before any invoice will be paid. CN Determine scope of work and criteria for selection (this will assure all proposers will receive the same information) CN Determine selection method: informal procurement; state bid; emergency; sole source; or other exception. For informal procurement, proceed with soliciting informal proposals, with documentation (memo provided). For other methods, forms are on m:/county/procurement/other procurement CN Select proposer and complete necessary forms JS Obtain contract number from clerk's office JS Prepare written contract and include scope of work Notice of Award, with original contract signed only by Procurement Officer, is given to the selected proposer for signature and execution Notify other proposers of selection (by telephone or Sorry letter under m:/county/procurement/forms) Contract with required signatures and insurance are received back from the proposer and routed to the necessary internal staff for signature and approval )~ if project is within budget and was on the BOCC approved project list - there is no need for BOCC signature on contract, lf it is over budget or the scope changes significantly - MO1 will need to go to the BOCC if using the standard contract forms without any changes there is no need for Risk or Attorney signature. If anything non-standard is in the contract you must add Risk and Attorney to signature page of contract. The fully executed original contract with all attachments must be sent to Clerk's Office (Jeanette Jones) for scanning; complete clerk's checklist and attach to contract. It will be scanned to Finance and a Purchase Order will be done and sent to Department head by Finance. All Change Orders and/or Contract Amendments must be sent to the Clerk's office for scanning. Final service received (Do not authorize final payment until you are satisfied that the contract has been fully and satisfactorily completed.) Final invoice received by Finance, approved by procurement officer, and paid by Finance. l0 INFORMAL PROCUREMENT MEMORANDUM* TO: FROM: RE: DATE: File Cody Neuhold, Facilities Manager Under $50,000 project selection form Honeywell Building Solutions HBS August 22, 2005 Project: Pitkin County Buildings, Honeywell HVAC Control System Modifications Project consists off 1. Labor and expenses from our visit on July 6, 2005 in the amount of $2164. Included: Labor and material for a complete project Building Network Adapters Programming Graphics Travel and Expenses required Training - included as part of separate service contract with Pitkin County 1-Year Warranty Add Building Network Adapters to provide communication via the network for the County Jail, the Court House, the Court House Plaza and Health and Human Services for the amount of $2,536 for each building for a total amount of $10,144 for the added work in 2005. Rework software to enable the RF thermostats to communicate with the system and work on the buildin ;tatic pressure problem for the Court House. Excluded: The Library control system repairs and or modifications. Repairs and/or upgrades to the existing mechanical systems in all facilities Cost of any IT labor required for network Rebuilding the existing data base The above scope of work shall be completed within 60-days as part of a separate maintenance agreement. This proposal is meant to be the first step in providing a properly functioning Mechanical and HVAC control system. Participation by your IT department is required to put the system on the County network. Budget Approved and In Place: Contractors Contacted: Provide name, Address, Phone of 3 vendors contacted. * For sole source use designated./brms on the m/drive under "Other procurement" instead q/'this Jbrm and have Hilary approve and sign it beJbre entering contract with vendor... Proposals Received: (amounts, timelines, and references) Firms chosen: (who and why) Cody ~qe~h01d, Facilities Manager