Loading...
HomeMy WebLinkAboutbocc.con.121.2005 CHECK LIST FOR CONTRACTS SUBMITTED TO CIiERK AND RECORDER FOR SCANNING/ARCHIVING Originating Department/Division: Contact Person: l~&rq I ~ [/t.-~n,.3~ Phone #: Project Name /ac~__./~/~ Contract #: BOCC AGENDA ITEM (BOCC signature required) Check Contract Type: ~ Services Maintenance License/Use Lease Construction __Grant Agreements (Requires BOCC Action) __ Change Order/Contract Amendment Other STAFF AUTHORIZED SIGNATURE (per Revised Procurement Code7/2005) Dollar Amount: $__ Budget Line Item Purchase Employment Intergovernmental Agreement (Requires BOCC Action) Non Profit ___Quasi-Public Signatures Required: Under 25K - Department Head 25-50K - Department Head (if appropriate), Section Leader Over 50 K - Department Head (if appropriate), Section Leader, County Manager Contractor/Business (Comple~ N~me): Contract Execution Date: ]//1~ Contract End Date: D~_ ~1. ~ Automatic RenewM (Yin){/ 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 (if appropriate) · Notice of Award/Proceed Attached (if appropriate) STAFF AUTHORIZED SIGnaliZE Sent to Clerk and Recorder for Scarming/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. pcjrajlwwlglscannninglcoun~y contractslnarrativelchecklistsheet STAFF AUTHORIZED SIG~/T~URE CONTRACT CONTRACT FOR PROVISION OF SERVICE~ THIS CONTRACT is made and entered by and between the Pitkin County Board of County Commissioners C'County'~ and Aspen Chamber Resort Association, 425 Rio Grande Place, Aspen, Co 81611 (hereinafter "Contractor"). Term. The term of this contract is from January 1, 2006 to December 31, 2006. 2. Contractor's Obliqations. Contractor shall operate and manage the Guest Services program at the Aspen/Pitkin County Airport, in accordance with the Scope of Work attached as Exhibit "A". 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 $75,000 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 the County monthly in twelve (12) equal monthly installments, but any payment by the County may be offset by any amount the Contractor owes the County for any reason. In the event the Contractor incurs time and expenses in excess of the total compensation stated above, no compensation for said additional time and expenses shall be required to be paid by the County without written amendment to this contract executed by the County. 4. County's Exclusive Ownership of Work Product. Any 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 right 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: 1) 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 Obliqations. Pitkin County shall administer this contract through a County Representative. The Assistant Aviation Director/Administration will manage the project as the County's Representative. In the event that the Assistant Aviation Director/Administration is not available, the Office Hanager 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. 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 Assignablility. 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. Bindinq 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 rules of the American Arbitration Association and shall be presided over by the Pitkin County Hearing 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. Inteqration 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. 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 sole 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. Tnsurance. A. ]~n 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 omis- sions. The following insurance coverage, at or above the limits indicated and including such endorsements as are indicated by an "X", are required: minimums Statutory Workers' Compensation: Colorado statutory Commercial General Liability - ISO 1998 Form or equivalent (W'~t~ County nam~l a#dJ~'onal insured) $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 (place X by applicable provisions]: _ X_ Premises/Operations Underground, Explosion & Collapse Hazard Products/Completed Operations X Contractual Liability _X_ Tndependent Contractors and Subcontractors X Broad Form Property Damage X Personal l'njury Business Auto Coverage: Combined Single Limit Liability (each accident) $1,000,000.00 Including all owned, non-owned, and hired vehicles. B. Proof 4. Special Coverages (check as appropriate and insert amount): __ (1) Performance Bond Labor and Material Payment Bond __ (2) Professional Errors and Omissions __ (3) Aircraft Liability (4) Owner's Protective __ ($) Builder's Risk __ (6) Boiler and Machinery __ (7) Loss of Use Insurance (8) Pollution Liability (9) Cdme, including Employee Dishonesty Coverage, or Fidelity Bond of Insurance: 1. To provide evidence of the required insurance coverage, copies of Certificates of Tnsurance 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 com- mencement 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 l'nsurance 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 requested (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. 2. In addition, these Certificates of Insurance shall contain the following clauses: 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 Pitkin 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. 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 thereafter. 4. The County reserves the dght to request and receive a copy of any policy and any policy endorsement at any time during the term of this contract. 14. Exemptions and Preferences. All purchases of construction or 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 is agreed to be exclusively in the courts of Pitkin County, Colorado. 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 attorney'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 Obliqations. 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 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 Aspen/Pitkin County Airport 0233 E. Airport Road, Suite A Aspen, CO 8161! Attn: David Ulane Fax #: 970-920-5378 with copies to' Pitkin County Attorney's Office 530 E. Main Street, #302 Aspen, Colorado 8:~611 Fax: (970) 920-5198 To Contractor: Aspen Chamber Resort Association, 425 Rio Grande Place Aspen, CO 8:~611 Fax: (970) IN WITNESS WHEREOF, the parties have executed this contract as of the date first set out herein above. CONTRACTOR: ASPEN CHAMBER RESORT ASSOCIATZON By:. Title Date PZTI(ZN COUNTY: I ~., ,,I Date Exhibit A Scope of Work The Contractor's Scope of Work includes the following: Staff the Aspen/Pitkin County Airport Guest Services program/location with a minimum of one person, 7 days a week, from November 22 to April 10 and ~lune 6 to September 30. Hours of daily operation will be determined in consultation with the County's Representative. Actual dates of operation are subject to change based on flight schedules and passenger loads. 2. Be solely responsible for the compensation of Contractor's employees required under this contract. Provide training to all of Contractor's employees required under this contract. Training topics and curriculum will be determined mutually by Contractor and the County's Representative. Ensure that Contractor's employee's required under this contract are appropriately attired to greet the traveling public, in a manner mutually determined by Contractor and the County's Representative. Provide assistance to the traveling public in the form of (but not limited to) flight and ground transportation information, lodging and food service information, baggage service information, lost articles and persons assistance, ski industry assistance, and any other miscellaneous information pertaining to the community as requested. 6. Be alert for travelers in distress and be prepared to assist in any reasonable way necessary. 7. Ensure that articles turned into to Guest Services as lost will be recorded and promptly turned over to the County's Representative. 8. Contractor agrees that will remove any personnel working at Guest Services upon the request by the County's Representative. 9. Provide the County's Representative with a budget statement for the Guest Services program to the Airport at least twice yearly. 10. Ensure that Contractor's personnel comply with all pertinent local, state and Federal. 11. Ensure that Contractor's employees adhere to the Contractor's standard operating procedures and referral policies regarding amenities and services. Every effort will be made to make such referrals in a manner fair to the service providers. 12. Contractor will not allow the display of advertising material in the Guest Services booth that will conflict with the existing advertising services in the terminal, in the County Representative's sole discretion. 13. Contractor's employees will perform light housekeeping responsibilities in the Terminal Building of the Airport, including but not limited to picking up discarded newspapers, coffee cups, etc. and straightening passenger waiting areas and seats. 14. ACRA agrees that included in Section 3 of this Agreement, titled: "Compensation and Expenses, Znvoicing, Payment and Offset," of $75,000 is the $1,000 fee for the Aspen Airport banner on ACRA's Website.