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Home My WebLink AboutC19-149 Modern CodecraftAGREEMENT FOR PROFESSIONAL SERVICES BETWEEN EAGLE COUNTY, COLORADO AND MODERN CODECRAFT, LLC THIS AGREEMENT (“Agreement”) is effective as of ____________________, by and between Modern Codecraft, LLC a Colorado Limited Liability Company (hereinafter “Consultant” or “Contractor”) and Eagle County, Colorado, a body corporate and politic (hereinafter “County”). RECITALS WHEREAS, County requires design and support services to create software for the County Board of Equalization to administer its appeals (the “Project”); and WHEREAS, Consultant is authorized to do business in the State of Colorado and has the time, skill, expertise, and experience necessary to provide the Services as defined below in paragraph 1 hereof; and WHEREAS, this Agreement shall govern the relationship between Consultant and County in connection with the Services. AGREEMENT NOW, THEREFORE, in consideration of the foregoing and the following promises Consultant and County agree as follows: 1.Services or Work. Consultant agrees to diligently provide all services, labor, personnel and materials necessary to perform and complete the services described in the scope of work (“SOW”) set forth in Exhibit A (“Services or Work”), attached hereto and incorporated herein by reference. The Services shall be performed in accordance with the provisions and conditions of this Agreement. a.Consultant agrees to furnish the Services in accordance with the schedule established in Exhibit A, then Consultant agrees to furnish the Services in a timely and expeditious manner consistent with the applicable standard of care. By signing below Consultant represents that it has the expertise and personnel necessary to properly and timely perform the Services in accordance with Exhibit A. b.In the event of any conflict or inconsistency between the terms and conditions set forth in Exhibit A and the terms and conditions set forth in this Agreement, the terms and conditions set forth in this Agreement shall prevail unless the SOW expressly provides otherwise with reference to the conflicting provision of this Agreement. c.County shall provide Consultant with such resources, information, software access, decision-making and assistance as Consultant may reasonably request in connection with the performance of the Services. County acknowledges and agrees that Consultant’s ability to successfully perform the Services in a timely manner is contingent upon its receipt from County of such information, resources, DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C 5/2/2019 2 Eagle County Prof Services Final 5/14 software access, decision-making and assistance. Consultant shall have no liability for deficiencies in the Services resulting from the acts or omissions of County, its agents or employees. 2.County’s Representative. The Transit Department’s designee shall be Consultant’s contact with respect to this Agreement and performance of the Services. 3.Term of the Agreement. This Agreement shall commence upon the date first written above, and subject to the provisions of paragraph 12 hereof, shall continue in full force and effect for 1 year after the execution of this contract. Furthermore, this contract may be renewed for subsequent periods of up to 1 year upon written agreement by both parties. 4.Extension or Modification. This Agreement may be extended for up to three additional one-year terms upon written agreement of the parties. Any amendments or modifications shall be in writing signed by both parties. No additional services or work performed by Consultant shall be the basis for additional compensation unless and until Consultant has obtained written authorization and acknowledgement by County for such additional services in accordance with County’s internal policies. Accordingly, no course of conduct or dealings between the parties, nor verbal change orders, express or implied acceptance of alterations or additions to the Services, and no claim that County has been unjustly enriched by any additional services, whether or not there is in fact any such unjust enrichment, shall be the basis of any increase in the compensation payable hereunder. In the event that written authorization and acknowledgment by County for such additional services is not timely executed and issued in strict accordance with this Agreement, (a) Consultant’s rights with respect to such additional services shall be deemed waived and such failure shall result in non-payment for such additional services or work performed and (b) Consultant shall not be obligated to provide any such additional services even if requested by County. 5. Compensation. County shall compensate Consultant for the performance of the Services in a sum computed and payable as set forth in Exhibit A. The performance of the Services under milestones one through 4 as set forth in Exhibit A shall not exceed $46,625. Consultant shall not be entitled to bill at overtime and/or double time rates for work done outside of normal business hours unless specifically authorized in writing by County. a. Payment will be made for Services performed in accordance with this Agreement including Exhibit A to the reasonable satisfaction of County within thirty (30) days of receipt of a proper and accurate invoice from Consultant. All invoices shall include detail regarding the hours spent, tasks performed, who performed each task and such other detail as County may reasonably request. b. County shall reimburse Consultant for those out-of-pocket expenses incurred by Consultant that are identified on Exhibit A. Any other out-of-pocket expenses to be incurred by Consultant and reimbursed by County shall be approved by County in writing. Out-of-pocket expenses will be reimbursed without any additional mark-up thereon and are included in the not to exceed contract amount set forth above. Out-of-pocket expenses shall not include any payment of salaries, bonuses or other compensation to personnel of Consultant. Consultant shall not be reimbursed for expenses that are not set forth on Exhibit A unless specifically approved in writing by County. DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C 3 Eagle County Prof Services Final 5/14 c.If, at any time during the term or after termination or expiration of this Agreement, there is a dispute or difference of any kind whatsoever that arises between County and Consultant in connection with, relating to or arising out of this Agreement, including the interpretation, performance, non- performance, payment or termination hereof, or if the County reasonably determines that any payment made by County to Consultant was improper because the Services for which payment was made were not performed as set forth in this Agreement (a “Dispute”) then, upon written notice by a party to the other party of any such Dispute, the parties shall use good faith efforts to attempt to settle such Dispute in the first instance by mutual discussions. If such Dispute cannot be settled within thirty (30) calendar days by mutual discussions, the Dispute shall be settled by in accordance with Section 13. Upon termination or expiration of this Agreement, pre-paid but unearned and unexpended funds advanced by County for Services not provided, if any, shall forthwith be returned to County. d. County will not withhold any taxes from monies paid to the Consultant hereunder and Consultant agrees to be solely responsible for the accurate reporting and payment of any taxes related to payments made pursuant to the terms of this Agreement. e.Notwithstanding anything to the contrary contained in this Agreement, County shall have no obligations under this Agreement after, nor shall any payments be made to Consultant in respect of any period after December 31 of any year, without an appropriation therefor by County in accordance with a budget adopted by the Board of County Commissioners in compliance with Article 25, title 30 of the Colorado Revised Statutes, the Local Government Budget Law (C.R.S. 29-1-101 et. seq.) and the TABOR Amendment (Colorado Constitution, Article X, Sec. 20). 6.Sub-consultants. Consultant acknowledges that County has entered into this Agreement in reliance upon the particular reputation and expertise of Consultant. Consultant shall not enter into any sub-consultant agreements for the performance of any of the Services or additional services without County’s prior written consent, which may be withheld in County’s sole discretion. The County hereby approves of the sub-consultants identified in the Scope of Work. County shall have the right in its reasonable discretion to approve all personnel assigned to the subject Project during the performance of this Agreement and no personnel to whom County has an objection, in its reasonable discretion, shall be assigned to the Project. Consultant shall require each sub-consultant, as approved by County and to the extent of the Services to be performed by the sub-consultant, to be bound to Consultant by the terms of an agreement consistent with this Agreement, and to assume toward Consultant all the obligations and responsibilities which Consultant, by this Agreement, assumes toward County. County shall have the right (but not the obligation) to enforce the provisions of this Agreement against any sub-consultant hired by Consultant and Consultant shall cooperate in such process. The Consultant shall be responsible for the acts and omissions of its agents, employees and sub-consultants or sub-contractors. 7. Insurance. Consultant agrees to provide and maintain at Consultant’s sole cost and expense, the following insurance coverage with limits of liability not less than those stated below: a. Types of Insurance. DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C 4 Eagle County Prof Services Final 5/14 i.Workers’ Compensation insurance as required by law. ii.Auto coverage with limits of liability not less than $1,000,000 each accident combined bodily injury and property damage liability insurance, including coverage for owned, hired, and non-owned vehicles. iii.Commercial General Liability coverage to include premises and operations, personal/advertising injury, products/completed operations, broad form property damage with limits of liability not less than $1,000,000 per occurrence and $2,000,000 aggregate limits. iv.Professional liability insurance with prior acts coverage for all Services required hereunder, in a form and with an insurer or insurers satisfactory to County, with limits of liability of not less than $1,000,000 per claim and $2,000,000 in the aggregate. In the event the professional liability insurance is on a claims-made basis, Consultant warrants that any retroactive date under the policy shall precede the effective date of this Agreement. Continuous coverage will be maintained during any applicable statute of limitations for the Services and Project. b.Other Requirements. i.The automobile and commercial general liability coverage shall be endorsed to include Eagle County, its associated or affiliated entities, its successors and assigns, elected officials, employees, agents and volunteers as additional insureds. ii.Consultant’s certificates of insurance shall include sub-consultants as additional insureds under its policies or Consultant shall furnish to County separate certificates and endorsements for each sub-consultant. All coverage(s) for sub-consultants shall be subject to the same minimum requirements identified above. Consultant and sub-consultants, if any, shall maintain the foregoing coverage in effect until the Services are completed. In addition, all such policies shall be kept in force by Consultant and its sub-consultants until the applicable statute of limitations for the Project and the Services has expired. iii.Insurance shall be placed with insurers duly licensed or authorized to do business in the State of Colorado and with an “A.M. Best” rating of not less than A-VII. iv.Consultant’s insurance coverage shall be primary and non-contributory with respect to all other available sources. Consultant’s policy shall contain a waiver of subrogation against Eagle County. v.Consultant shall provide thirty (30) days’ notice of cancellation to County in the event of cancellation of coverage. vi.All insurers must be licensed or approved to do business within the State of Colorado and all policies must be written on a per occurrence basis unless otherwise provided herein. DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C 5 Eagle County Prof Services Final 5/14 vii. Consultant’s certificate of insurance evidencing all required coverage(s) is attached hereto as Exhibit B. Upon request, Consultant shall provide a copy of the actual insurance policy and/or required endorsements required under this Agreement within five (5) business days of a written request from County. viii. Consultant shall advise County in the event the general aggregate or other aggregate limits are reduced below the required per occurrence limit. Consultant, at its own expense, will reinstate the aggregate limits to comply with the minimum limits and, upon written request shall furnish County a new certificate of insurance showing such coverage. ix. If Consultant fails to secure and maintain the insurance required by this Agreement and provide satisfactory evidence thereof to County with 5 business days after a written request, County shall be entitled to immediately terminate this Agreement upon written notice. x. The insurance provisions of this Agreement which expressly state they survive termination of this Agreement until the applicable statute of limitations for the Project and the Services has expired shall survive expiration or termination hereof for such period of time. xi.The parties hereto understand and agree that the County is relying on, and does not waive or intend to waive by any provision of this Agreement, the monetary limitations or rights, immunities and protections provided by the Colorado Governmental Immunity Act, as from time to time amended, or otherwise available to County, its affiliated entities, successors or assigns, its elected officials, employees, agents and volunteers. xii.Consultant is not entitled to workers’ compensation benefits except as provided by the Consultant, nor to unemployment insurance benefits unless unemployment compensation coverage is provided by Consultant or some other entity. The Consultant is obligated to pay all federal and state income tax on any moneys paid pursuant to this Agreement. 8. Indemnification. The Consultant shall indemnify and hold harmless County, and any of its officers, agents and employees (“Indemnitees”) against any losses, claims, damages or liabilities for which County may become subject to insofar as any such losses, claims, damages or liabilities arise out of, directly or indirectly, any claim, action or suit against an Indemnitee brought by a third party to the extent based upon (a) injury to or death of persons or loss of or damage to tangible property caused by Consultant or any of its sub-consultants hereunder, (b) an allegation that any Deliverable created by Consultant infringes upon or misappropriates the intellectual property rights of the third party, (c) Consultant’s material breach of this Agreement, or (d) any negligence or willful misconduct by Consultant or any of its sub-consultants hereunder (each, a “Claim”) and Consultant shall reimburse County for reasonable attorney fees and costs, legal and other expenses incurred by County in connection with investigating or defending any such Claim. In the event of any such Claim for which an Indemnitee is or may be entitled to indemnification hereunder, County shall notify Consultant promptly in writing of such Claim for which it seeks indemnification. Vendor shall reimburse County for reasonable attorney fees and costs, legal and other expenses incurred by County in connection with defending any such Claim. The obligations under this Section shall not apply to any claims by third parties against the County (i) to DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C 6 Eagle County Prof Services Final 5/14 the extent caused by County or that County is liable to such third party for such claims without regard to the involvement of the Consultant or (ii) to the extent based on Deliverables created by Consultant in accordance with County’s specifications or instructions. This paragraph shall survive expiration or termination hereof. 9. Ownership of Documents and Code. a.All Documents (defined below) prepared by Consultant for County in connection with the Services shall become property of County. Consultant shall execute written assignments to County of all rights (including common law, statutory, and other rights, including copyrights) to such Documents as County shall from time to time request. For purposes of this paragraph, the term “Documents” shall mean and include all reports, plans, studies, tape or other electronic recordings, drawings, sketches, estimates, data sheets, maps and work sheets produced, or prepared by or for Consultant (including any employee or subconsultant) for County in connection with the performance of the Services and any additional services under this Agreement. Consultant will retain ownership of all software code that it develops and builds. b.All Deliverables, excluding Documents and OSS (defined below) are sole and exclusive property of Consultant (“Consultant Property”) and are Consultant’s confidential information. Consultant will be deemed to have irrevocably granted to County a worldwide, perpetual, non-exclusive, non- transferable, non-sublicensable and royalty-free license and right to use, reproduce, display and modify such Deliverable for its routine business purposes. Notwithstanding the foregoing, Deliverables may contain open-source software (OSS) the rights to which are subject to the license under which Consultant accessed and used such OSS. Consultant will (a) identify in the SOW, upon request, all OSS to be included in the Deliverables and (b) not include in the Deliverables any OSS subject to a license that undermines or conflicts with County’s rights to use the Deliverables under this Section 9. All rights not expressly granted by Consultant in this Agreement are reserved by Consultant. To the extent not prohibited by applicable law, County shall hold all in strict confidence, not to disclose such Consultant Property to third parties not authorized by Consultant to receive Consultant Property, and not to use such Consultant Property for any purpose except as expressly permitted under this Agreement. c.Within 30 business days after delivering the code of the Coordinated Information Hub to County, Consultant shall deposit one copy, on County's behalf, of the Coordinated Information Hub in a repository accessible to County. If Consultant makes any updates, enhancements, or modifications to the Coordinated Information Hub, Consultant shall periodically deposit one copy, on County's behalf, of that update, enhancement, or modification, and any documentation related to the update, enhancement, or modification in such repository. 10.Notice. Any notice required by this Agreement shall be deemed properly delivered when (i) personally delivered, or (ii) when mailed in the United States mail, first class postage prepaid, or (iii) when delivered by FedEx or other comparable courier service, charges prepaid, to the parties at their respective addresses listed below, or (iv) when sent via facsimile so long as the sending party can provide facsimile machine or other confirmation showing the date, time and receiving facsimile number for the transmission, or (v) when transmitted via e-mail with confirmation of receipt. Either party may change its address for purposes of this paragraph by giving five (5) days prior written notice of such change to the other party. DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C 7 Eagle County Prof Services Final 5/14 COUNTY: Eagle County, Colorado Attention: Claire Wilson 500 Broadway Post Office Box 850 Eagle, CO 81631 Telephone: 970-328-3526 Facsimile: 970-328-3539 E-Mail: claire.wilson@eaglecounty.us With a copy to: Eagle County Attorney 500 Broadway Post Office Box 850 Eagle, Co 81631 Telephone: 970-328-8685 Facsimile: 970-328-8699 E-Mail: atty@eaglecounty.us CONSULTANT: Modern Codecraft Attn: Josh Morris 11705 Pleasant Hill Longmont, CO 80504 Telephone: 720-984-4545 E-Mail: josh.morris@moderncodecraft.com 11. Coordination. Consultant acknowledges that the development and processing of the Services for the Project may require close coordination between various consultants and contractors. Consultant shall coordinate the Services required hereunder with the other consultants and contractors that are identified by County to Consultant from time to time, and Consultant shall immediately notify such other consultants or contractors, in writing, of any changes or revisions to Consultant’s work product that might affect the work of others providing services for the Project and concurrently provide County with a copy of such notification. Consultant shall not knowingly cause other consultants or contractors extra work without obtaining prior written approval from County. If such prior approval is not obtained, Consultant shall be subject to any offset for the costs of such extra work. 12. Termination. Either party may terminate this Agreement in whole or in part at any time and for any reason, without cause, and without penalty therefor by providing thirty (30) calendar days’ prior written notice to the other party. Upon termination of this Agreement for any reason, Consultant shall promptly provide County with all Documents as defined in paragraph 9 hereof, in such format as County shall direct and shall return all County owned materials and documents and County shall pay Consultant DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C 8 Eagle County Prof Services Final 5/14 for all Services performed in accordance with the SOW to the reasonable satisfaction of County to the date of termination. If County terminates this Agreement or a SOW without cause pursuant to this Section and the uncompleted SOW includes milestone pricing, County shall pay Consultant a pro-rated amount of the fees for the Services performed for the applicable milestone in progress in accordance with the SOW to the date of termination. 13.Venue, Jurisdiction and Applicable Law. Any and all claims, disputes or controversies related to this Agreement, or breach thereof, shall be litigated in the District Court for Eagle County, Colorado, which shall be the sole and exclusive forum for such litigation. This Agreement shall be construed and interpreted under and shall be governed by the laws of the State of Colorado. In the event of any Dispute, the designated representatives of Consultant and County shall promptly confer and exert their good faith efforts to reach a reasonable and equitable resolution of such Dispute. If such representatives are unable to resolve such Dispute within 5 business days, the Dispute shall be referred promptly to the responsible senior management of each party for resolution. Neither party shall seek any other means of resolving any Dispute until both parties’ responsible senior management have had at least 5 business days to resolve the Dispute. If the parties are unable to resolve the Dispute in accordance with the foregoing procedure, then either party may, at any time, may seek its remedies in accordance with this Section 13. 14.Execution by Counterparts; Electronic Signatures. This Agreement may be executed in two or more counterparts, each of which shall be deemed an original, but all of which shall constitute one and the same instrument. The parties approve the use of electronic signatures for execution of this Agreement. Only the following two forms of electronic signatures shall be permitted to bind the parties to this Agreement: (i) electronic or facsimile delivery of a fully executed copy of the signature page; (ii) the image of the signature of an authorized signer inserted onto PDF format documents. All documents must be properly notarized, if applicable. All use of electronic signatures shall be governed by the Uniform Electronic Transactions Act, C.R.S. 24-71.3-101 to 121. 15. Standard of Performance. (a) Acceptance. Except as may otherwise be provided in a SOW, County shall have the right to promptly (and in any event within 10 business days of receipt) test and inspect whether each deliverable specified under a SOW (each, a “Deliverable”) conforms to the requirements of this Agreement and the applicable SOW (“Specifications”) in all material respects (the “Test Period”). If a Deliverable does not so conform, County must give Consultant notice describing the non-conformity (“Rejection Notice”) within the Test Period, or else the Deliverable will be deemed to be accepted by County. Upon receipt of a Rejection Notice, Consultant will, as Consultant’s sole obligation and County’s sole and exclusive remedy, use commercially reasonable efforts to cause the Deliverable to conform to the Specifications in all material respects, or, if such remedy is commercially impracticable as determined by Consultant in its reasonable discretion, refund County a pro rata portion of fees paid for the non- conforming Deliverable based on the extent of the defect. (b)Warranty. Consultant warrants that the Services will be performed in a workmanlike and professional manner by individuals who have skill and experience commensurate with the requirements of the Services, and that the Deliverables will conform to the Specifications in all material respects. DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C 9 Eagle County Prof Services Final 5/14 Consultant will, as its sole obligation and County’s sole and exclusive remedy for any breach of the warranty set forth in this clause 3, and provided that County notifies Consultant in writing of the breach (specifying the breach in reasonable detail) within 30 calendar days following County’s acceptance of the Deliverable as described above, use commercially reasonable efforts at its own cost to cause the Deliverable to conform to the Specifications in all material respects, or, if such remedy is commercially impracticable as determined by Consultant in its reasonable discretion, refund County a pro rata portion of fees paid for the non-conforming Deliverable based on the extent of the defect. (c) Consultant shall be responsible for the completeness and accuracy of the Services, including all supporting data or other documents supplied by Consultant in performance of the Services, and shall correct, at its sole expense, all significant errors and omissions therein. The fact that the County has accepted or approved the Services shall not relieve Consultant of any of its responsibilities. Consultant agrees to work in an expeditious manner, within the sound exercise of its judgment and professional standards, in the performance of this Agreement. Time is of the essence with respect to this Agreement. (d)Exclusions. The parties acknowledge that certain Deliverables, including custom software and website development, will by their nature and through no fault of the developer, involve collaboration, reconfiguration, subjective preferences, testing and/or bug-fixing in the course of completion and improvement. As a result, in the case of time and materials engagements the parties agree that any corrective work performed by Consultant with respect to Deliverables of such a nature will be performed by Consultant at the standard time and materials rates listed in the applicable SOW. (e)Disclaimer. EXCEPT AS EXPRESSLY SET FORTH IN THIS ARTICLE 3, CONSULTANT DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED OR STATUTORY. CONSULTANT WILL NOT BE RESPONSIBLE FOR NONCONFORMITIES ARISING FROM INACCURATE, INAUTHENTIC OR INCOMPLETE DATA OR INFORMATION PROVIDED BY COUNTY, OR FOR FAILURES OR DELAYS ARISING FROM LACK OF COOPERATION OF COUNTY. ADDITIONALLY, CONSULTANT DISCLAIMS ANY AND ALL RESPONSIBILITY FOR THE PROVISION, USE AND FUNCTIONALITY OF THIRD-PARTY SERVICES, SOFTWARE AND PRODUCTS. 16.Other Contract Requirements. a.This Agreement constitutes an agreement for performance of the Services by Consultant as an independent contractor and not as an employee of County. Nothing contained in this Agreement shall be deemed to create a relationship of employer-employee, master-servant, partnership, joint venture or any other relationship between County and Consultant except that of independent contractor. Consultant shall have no authority to bind County. b.Consultant represents and warrants that at all times in the performance of the Services, Consultant shall comply with any and all applicable laws, codes, rules and regulations. DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C 10 Eagle County Prof Services Final 5/14 c.This Agreement contains the entire agreement between the parties with respect to the subject matter hereof and supersedes all other agreements or understanding between the parties with respect thereto. d.Consultant shall not assign any portion of this Agreement without the prior written consent of the County; except that Consultant may assign this Agreement without consent to a parent, affiliate, or subsidiary, or to a successor, whether by way of merger, sale of all or substantially all of its assets or otherwise. Any attempt to assign this Agreement in violation of this Agreement shall be void. e.This Agreement shall be binding upon and shall inure to the benefit of the parties hereto and their respective permitted assigns and successors in interest. Enforcement of this Agreement and all rights and obligations hereunder are reserved solely for the parties, and not to any third party. f.No failure or delay by either party in the exercise of any right hereunder shall constitute a waiver thereof. No waiver of any breach shall be deemed a waiver of any preceding or succeeding breach. g.The invalidity, illegality or unenforceability of any provision of this Agreement shall not affect the validity or enforceability of any other provision hereof. h Consultant shall maintain for a minimum of three years, adequate financial and other records related to this Agreement for reporting to County. Consultant shall be subject to financial audit by federal, state or county auditors or their designees. Consultant authorizes such audits and inspections of records related to this Agreement during normal business hours, upon 48 hours’ notice to Consultant. Consultant shall fully cooperate during such audit or inspections. i. The signatories to this Agreement aver to their knowledge, no employee of the County has any personal or beneficial interest whatsoever in the Services or Property described in this Agreement. The Consultant has no beneficial interest, direct or indirect, that would conflict in any manner or degree with the performance of the Services and Consultant shall not employ any person having such known interests. j. The Consultant, if a natural person eighteen (18) years of age or older, hereby swears and affirms under penalty of perjury that he or she (i) is a citizen or otherwise lawfully present in the United States pursuant to federal law, (ii) to the extent applicable shall comply with C.R.S. 24-76.5-103 prior to the effective date of this Agreement. k.Neither party shall be liable for any breach of this Agreement or any SOW, other than any default in payment obligations, for any delay or failure of performance resulting from any cause beyond such party’s reasonable control, including but not limited to, acts or omissions of County, the weather, civil disturbances, network delays or failures, acts of civil or military authorities, or acts of God. 17.Prohibitions on Government Contracts. DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C 11 Eagle County Prof Services Final 5/14 As used in this Section 16, the term undocumented individual will refer to those individuals from foreign countries not legally within the United States as set forth in C.R.S. 8-17.5-101, et. seq. If Consultant has any employees or subcontractors, Consultant shall comply with C.R.S. 8-17.5-101, et. seq., and this Agreement. By execution of this Agreement, Consultant certifies that it does not knowingly employ or contract with an undocumented individual who will perform under this Agreement and that Consultant will participate in the E-verify Program or other Department of Labor and Employment program (“Department Program”) in order to confirm the eligibility of all employees who are newly hired for employment to perform Services under this Agreement. a. Consultant shall not: i. Knowingly employ or contract with an undocumented individual to perform Services under this Agreement; or ii. Enter into a subcontract that fails to certify to Consultant that the subcontractor shall not knowingly employ or contract with an undocumented individual to perform work under the public contract for services. b. Consultant has confirmed the employment eligibility of all employees who are newly hired for employment to perform Services under this Agreement through participation in the E-Verify Program or Department Program, as administered by the United States Department of Homeland Security. Information on applying for the E-verify program can be found at: https://www.uscis.gov/e-verify c. Consultant shall not use either the E-verify program or other Department Program procedures to undertake pre-employment screening of job applicants while the public contract for services is being performed. d. If Consultant obtains actual knowledge that a subcontractor performing work under the public contract for services knowingly employs or contracts with an undocumented individual, Consultant shall be required to: i. Notify the subcontractor and County within three (3) days that Consultant has actual knowledge that the subcontractor is employing or contracting with an undocumented individual; and ii. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to subparagraph (i) of the paragraph (d) the subcontractor does not stop employing or contracting with the undocumented individual; except that Consultant shall not terminate the contract with the subcontractor if during such three (3) days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an undocumented individual. DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C 12 Eagle County Prof Services Final 5/14 e. Consultant shall comply with any reasonable request by the Department of Labor and Employment made in the course of an investigation that the department is undertaking pursuant to its authority established in C.R.S. 8-17.5-102(5). f. If Consultant violates these prohibitions, County may terminate the Agreement for breach of contract. If the Agreement is so terminated specifically for breach of this provision of this Agreement, Consultant shall be liable for actual and consequential damages to County as required by law. g. County will notify the Colorado Secretary of State if Consultant violates this provision of this Agreement and County terminates the Agreement for such breach. 18. Notwithstanding any provision in this Agreement to the contrary, to the fullest extent permitted by applicable law: (a) in no event shall either party be liable under this Agreement for special, consequential, incidental, indirect, punitive or exemplary damages, including any lost data, lost profits or costs of procurement of substitute goods or services or downtime costs, regardless of whether such damages are foreseeable or a party has been advised of the possibility of such damages and notwithstanding any failure of the essential purpose of this Agreement; and (b) Consultant’s aggregate liability on all claims of any kind arising out of this Agreement, whether based on contract, warranty, tort, strict liability or otherwise, shall in no event exceed the limits of liability of Consultant’s insurance coverage as required by this Agreement, or, if no coverage is applicable or available, the sum of all fees paid or payable to Consultant under the applicable SOW as of the date of the cause of action; provided, however, that the foregoing limitations of liability shall not apply to liability for personal injury, gross negligence, or willful misconduct. [REST OF PAGE INTENTIONALLY LEFT BLANK] DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C 13 Eagle County Prof Services Final 5/14 IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first set forth above. COUNTY OF EAGLE, STATE OF COLORADO, By and Through Its COUNTY MANAGER By: ______________________________ Jeff Shroll, County Manager CONSULTANT: By:________________________________ Print Name: _________________________ Title: ______________________________ DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C Josh Morris CEO, Managing Member 14 Eagle County Prof Services Final 5/14 EXHIBIT A SCOPE OF WORK DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C County Board of Equalization Appeals Administration Software Scope of Work COST Not to exceed $46,625 PAYMENT SCHEDULE Payments to be released upon acceptance of each milestone according to the schedule below. M1: $9,325 M2: $9,325 M3: $9,325 M4: $9,325 M5: $9,325 TIMELINE M1: Mock-ups Complete - April 30 M2: Build-out Complete - May 22 M3: Quality Assurance Testing - June 3 M4: Soft launch - June 3 M5: Generally Available - June 17 High Level Requirements PROCESS The CBOE application will automate the process described below. 1. Citizen receives Notice of Determination and decides to appeal 2. Appellant requests an appeal 1. Completes an online CBOE appeal form 2. Selects and reserves the time slot for hearing 3. Submits the request 3. Appellant receives confirmation email that request was received 4. Request is Processed by County CBOE personnel 1. Validates form entries and makes any necessary corrections 2. Assigns Hearing Officer 3. Accepts the appeal request and confirms hearing DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C 5. Notice of Hearing is sent to Appellant 6. Hearing occurs as scheduled 1. Hearing officer completes Hearing Worksheet as part of findings. 7. Process has been completed and all artifacts recorded in the audit trail. CBOE APPEAL FORM The CBOE Appeal Form is an interactive, online application that the user can fill out to request an appeal. It should be visually appealing, responsive, mobile friendly and intuitive enough that the user can easily and confidently complete it without training. CBOE APPEAL FORM PROCESSING The CBOE Appeal Form Processing exercise is an interactive, online application that an authorized CBOE County Employee uses to review a submitted appeal form. It should be visually appealing, responsive, mobile friendly and intuitive enough that the user can easily and confidently complete it without training. HEARING WORKSHEET The Hearing Worksheet is an interactive, online application that the hearing officer can use to record the hearing activities and findings. It should be visually appealing, responsive, mobile friendly and intuitive enough that the user can easily and confidently complete it without training. SCHEDULING The system needs to provide a mechanism that allows the appellant to schedule the hearing for a specific time slot. The system does not need to provide a full interactive calendaring capability, but should allow a user to choose from a set of available slots that conform to a desired timeframe. It should allow sufficient flexibility for the user while minimizing the opportunity for abuse. The scheduling of the hearing should also allow for reserving of necessary resources (like a room/desk) and scheduling of hearing officers. Ideally, this solution will leverage the Google calendars provided by the CBOE team to coordinate activities. The exact solution will be discussed in depth in the Detailed Requirements section of this document. DOCUMENTS The system will be managing various documents throughout the process. The full set of documents should be made available to the appropriate users at the end of the process for each appeal. Ideally, for every appeal a folder would be created in a designated Google Drive folder with pre-determined permissions that contains the documents. This would allow searchable access to the artifacts whether the application was accessible or not. Regardless, the documents, events, and all related information would continue to be available within the application. • Notice of Determination • Supporting Evidence Documents • Processed Appeal Form • Notice of Hearing • Hearing Officer Worksheet Detailed Requirements Detailed Requirements APPLICATION AUTHORING There are a number of interactive applications that can change from session to session. DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C • CBOE Appeal Form • CBOE Appeal Form Processing • Hearing Officer Worksheet Therefore, the system needs to provide a mechanism to modify any of these and republish. This can occur many times after a session completes and before the start of the next session. Only authorized users can modify these applications and publish them. • Phone • Property Address • Property Classification • Do you have a representative? • If Yes, provide representative information • Name • Attach Letter of Agency • Email • Phone • Attach Notice of Determination • Opinion of Value • Basis of Estimate • Attach Supporting Evidence • Attestation APPLICATION CAPABILITIES The application should not be able to be submitted before it is complete. Users should be directed to incomplete elements so they do not have to hunt for them. Application should hide questions that are not appropriate for how the user has answered prior questions. For example, if the user has stated they do not have a representative do not show them a screen to upload a Letter of Agency. In order to present a meaningful application, the system must provide the ability to ask the following kinds of questions: • Address • Short Text Inputs • Dropdowns • Yes/No Selections • Large Text Inputs • Date Input • Attachment Uploads • Multi-Record Inputs • Date/Time Reservation CBOE APPEAL FORM Once the submission form is complete it may be submitted. Once submitted, a number of things happen: • A confirmation email specifying that the form was submitted and the requested time slot for the hearing is sent to the appropriate email from the application. There should be verbiage explaining that once the information is reviewed, a Notice of Hearing will be sent with the final information. DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C • The time slot is scheduled on the shared Google Calendar. • The length of the time slot will vary based on type of property and if more than one property is being considered. This should be handled automatically by the system. • An invite should be sent to the appropriate email for the citizen. This is only intended to provide the user with an entry in their calendar to help them prevent scheduling a conflict with their tentative hearing date. The email must be clear that it is not an official hearing notification, that will be forthcoming. • A CBOE Appeal Form Processing Application is created and assigned to the proper team. Here is a sample appeal form for consideration. This is not prescriptive, but included for clarity. • Schedule Number • Property Owner Info • Name • Email • Phone • Property Address • Property Classification • Do you have a representative? • If Yes, provide representative information • Name • Attach Letter of Agency • Email • Phone • Attach Notice of Determination • Opinion of Value • Basis of Estimate • Attach Supporting Evidence • Attestation CBOE APPEAL FORM PROCESSING This application will contain all the original answers provided in the Appeal Form, but allows editing by the assigned team. It can also contain additional questions not on the Appeal Form. These can be used for many purposes. It can be used to serve as a double-check, for example, a simple yes/no question to ask the user if they have reviewed all the answers for correctness. Or it could be used to further the process, for example, asking the user to choose a hearing officer. Once the processing form is complete it may be submitted. Once submitted, a number of things happen: • A confirmation email, with the Notice of Hearing attached, is sent to the appropriate email from the application. • Notice of Hearing document is saved into a configured folder in Google Drive for printing and physically mailing. • A Hearing Worksheet Application is created and assigned to the proper team/user. DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C HEARING WORKSHEET This application will contain any relevant original answers provided in the corrected Appeal Form. The answers to these can be edited by the hearing officer. It will also contain additional questions not on either of the prior forms that are specific to the hearing and its findings. Once completed and submitted by the Hearing Officer, a Notice of Decision - Change or Notice of Decision - Denial document is sent to the appropriate email and a physical copy is signed and mailed. Here is a sample hearing worksheet form for consideration. This is not prescriptive, but included for clarity. Some questions may require using a multi-record input. For example: a mass appeal could require multiple owner names, addresses and even schedule numbers. • Schedule Number • Hearing Officer (probably no longer necessary since we can just show who is assigned) • Owner Name • Classification (Residential, Commercial, Vacant, Agriculture) • Does the owner have a representative? • If Yes, provide representative information • Name • Attach Letter of Agency • Email • Phone • Petitioner appeared (In person, By telephone, By representative, Not present) • Assessor appeared (In person, By telephone, By representative, Not present) • Based on the petition, submitted documentation and testimony, and the Assessor's submitted documentation and testimony, the Hearing officer makes the following finding: • No adjustment: Assessor's representative presented comparable sales or other evidence that support the valuation, and in balance outweigh the evidence presented by Petitioner. • No adjustment: Petitioner's protest was based on evidence of sales data outside of the January 1, 2015 to June 30, 2016 period required by law to be used to establish a base level of value. • Adjustment • If selected, provide adjustment information • Explain why there is an Adjustment • Original NOD LAND Value (populated from prior application information) • Original NOD IMPROVEMENT Value (populated from prior application information) • Original NOD TOTAL Value (populated from prior application information) • Adjusted LAND Value per Hearing Officer Determination (round to the nearest 10th) • Adjusted IMPROVEMENT Value per Hearing Officer Determination (round to the nearest 10th) • Adjusted TOTAL Value per Hearing Officer Determination (round to the nearest 10th) • Classification change SCHEDULING Rooms Hearings occur within a designated room of a building that has been reserved for this purpose. Each DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C room will be associated with two separate calendars in Google: (1) Citizen Hearings (2) Hearing Officer Assignments. Additionally, rooms will be assigned a property classification, for example, residential or commercial. Time slots will not overlap, nor conflict, with one another within a given calendar. Hearing Officers Hearing officers will be assigned to a scheduled event on the Hearing Officer Assignments calendar. For example: Bob the Hearing Officer could be assigned to Room 1 from 9am-12pm on Jun2 3rd. These events can be rescheduled and or the assigned hearing officer changed using the Google Calendar tool or the built-in tool provided in CBOE. Access to the built-in scheduling tool requires the appropriate permission. The system will use these assignments to provide a screen to each hearing officer that lets them launch the active hearing for the room they are assigned to. Citizen Scheduling Interaction Citizens will be able to choose a couple preferred date/time slots for the system to attempt to reserve. For example: Cindy the Citizen requests the morning of 6/3 and the afternoon of 6/5. The system would return three possible time slots that do their best to match the request. For example: 11:00am on 6/3, 2pm on 6/5 and 2:30pm on 6/5. Cindy could reserve one of these as part of her submission or request the system come up with 3 new options until she sees one that will work for her. Once a time slot is reserved, an event is added to the appropriate Citizen Hearing calendar for that room. The room calendars will be ordered for use, meaning that we will try to fill one calendar before using another. This should allow for more efficient scheduling of resources. Additionally, it is possible to provide extra rooms at the end of the CBOE window by filling the calendar with an event that blocks it out until you want to make it available. This should allow for burst allocations as needed. DOCUMENT OUTPUTS The system already provides the capability to render outputs using a typical mail-merge strategy at the end of every application phase. This will be leveraged to provide the variety of documents required by the system. These documents are listed below. All documents will need to be included as an attachment in the appropriate notification and saved into a shared “Outbox” for printing, signing, and physical mailing. • Notice of Hearing • Notice of Decision - Change • Notice of Decision - Denial • Notice of Decision - Admin Denial • Stipulation APPEAL ADMINISTRATION CONSOLE The system should provide a dashboard, if the user has the proper permissions, that shows the user all appeals for this season and their status. A separate historical view should be available for audit and oversight purposes. From this screen the user may launch various activities: • View the various submitted applications in the workflow for a specific appeal • View the attachments for a specific appeal • View the administrative documents, such as, Notice of Hearing, Denial Document, etc for a specific appeal. Additionally, this activity should allow the user to continue to attach administrative documents at any time. DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C • Apply an Admin Denial to a specific appeal, if appropriate • Admin Denials can occur before the hearing • Apply a Stipulation to a specific appeal, if appropriate • Stipulations can occur before or after the hearing • Schedule hearing officers • Manage the list of available calendars • Open the folder in Google Drive with generated documents awaiting printing/etc • Launch the Admin Tool to manage users/officers/etc, if the user has the appropriate permissions ADMIN TOOL The system should provide a tool to manage users, permissions, roles, etc. Access to this system is controlled through these managed permissions. DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C 16 Eagle County Prof Services Final 5/14 EXHIBIT B INSURANCE CERTIFICATE DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C DocuSign Envelope ID: E2D11B27-9714-46FC-91CC-FAF720E7A26C