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HomeMy WebLinkAbout2010-24 IGA with CDOT regarding Highway Maintenance RESOLUTION NO. 24 Series of 2010 A RESOLUTION APPROVING AN INTERGOVERNMENTAL AGREEMENT BETWEEN THE TOWN OF VAIL AND THE COLORADO DEPARTMENT OF TRANSPORTATION REGARDING HIGHWAY MAINTENANCE; AND SETTING FORTH DETAILS IN REGARD THERETO. WHEREAS, the Town of Vail (the "Town "), in the County of Eagle and State of Colorado is a home rule municipal corporation duly organized and existing under the laws of the State of Colorado and the Town Charter; and WHEREAS, the members of the Town Council of the Town (the "Council ") have been duly elected and qualified; and WHEREAS, Colorado Revised Statute § §43 -2 -102 and 103 requires the Colorado Department of Transportation ( "CDOT ") to maintain State highways, including highways extending through a city or an incorporated town, and WHEREAS, the Town and CDOT wish to enter into the Intergovernmental Agreement (the "IGA ") authorizing the Town to provide some or all maintenance services on state highways within the Town, and for State of Colorado to pay the Town a negotiated rate for such services; and WHEREAS, the Town has adequate facilities to perform the desired maintenance services on State highways within the town limits; and WHEREAS, the Council finds and determines that IGA is necessary and will promote the health, safety, morals, and general welfare of the Town; and WHEREAS, the Council's approval of Resolution No. 24, Series 2010, is required to enter into an IGA. NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO THAT: Section 1. The Council hereby approves the IGA and authorizes the Town Manager to enter into the IGA with CDOT, in substantially the same form as attached hereto as Exhibit A and in a form approved by the Town Attorney. Section 2. This Resolution shall take effect immediately upon its passage. INTRODUCED, PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Vail held this 5 day of October, 2010. Richard Clevel nd, (k TTf-ST: Town Mayor L elei Donaldson, Town Clerk • SEAL to :: r Resolution No. 24, Series 2010 �•• •• • ORAo nl w (State $ LA Work Highway Maintenance Agreement) Town of Vail (Local Agency) CONTRACT # 11 HA3 23321 REGION 3 (DAW) ID # 331000361 INTERGOVERNMENTAL HIGHWAY MAINTENANCE AGREEMENT THIS CONTRACT made this day of 2010, b and between the State y of Colorado for the use and benefit of the Colorado Department of Transportation hereinafter referred t p o as the "State" and the Town of Vail 1309 Elkhorn Drive Vail, COI 81657 CDOT Vendor #: 2000003 hereinafter referred to as the "Contractor" or the "Local Agency." RECITALS 1. Authority exists in the law and funds have been budgeted, appropriated and otherwise made available and a sufficient uncommitted balance thereof remains available for a ment of p roject p y p � and Local Agency costs in Fund Number 400, Function 9999, GL Acct. 4541000020 WB S Element r o Cost Center R3200 -010, Contract Encumbrance Amount: $ 0.00 2. Required approval, clearance and coordination have been accomplished from and with app 0 agencies. p 3. Section 43 - 2 - 102 and 103, C.R.S require the State to maintain state s hi hwa ( includin g g y where such highways extend through a city or an incorporated town), and 43 -2 -135 C.R.S. describes certain specific responsibilities of the State and affected local entities (respectively) with respect to state highways that are also part of a local street system; 4. The parties desire to enter this Contract for the Local Agency to p rovide some or all of the certain maintenance services on state highways that are the responsibilit f the State under ty applicable law, and for the State to pay the Local Agency a reasonable neg otiated fixed rate for such services; g o 5. The parties also intend that the Local Agency shall remain responsible to perform an p p Y services and duties on state highways that are the responsibility of the Local Agency under applicable law, at its own cost; g Y 6. The State and the Local Agency have the authority, as provided in Sections 29 -1 -203 3 -1 -106 43 -2 -103 43 -2 -104, and 43 -2 -144 C.R.S., as amended, and in applicable ordinance pp or resolution duly passed and adopted by the Local Agency, to enter into contract with the Local Agency for the purpose of maintenance on the state highway system as hereinafter set forth; and 7. The Local Agency has adequate facilities to perform the desired maintenance services on State highways within its jurisdiction. THE PARTIES NOW AGREE THAT: Page 1 of 12 Section 1. Scope of Work The Local Agency shall perform all Highway Maintenance Services for the I -70 Frontage Road, MP 172.2 to 180.3 for a total of 8.1 miles, and actual "Lane Miles" total of 11.24 miles on the Interstate or State Highway System segments, which are located within the Local Agency's jurisdiction, for a total length of 11.24 miles ( "the Highways ") as detailed in Exhibit A, attached hereto and incorporated herein by this reference. 11.24 miles on I -70 Frontage Road Such services and highways are further detailed in Section 5. Section 2. Order of Precedence In the event of conflicts or inconsistencies between this contract and its exhibits, such conflicts or inconsistencies shall be resolved by reference to the documents in the following order of priority: 1. Special Provisions contained in section 23 of this contract 2. This contract 3. Exhibit A (Scope of Work) 4. Exhibit C (Option Letter) 5. Other Exhibits in descending order of their attachment. Section 3. Term This contract shall be effective upon approval of the State Controller or designee, or on the date made, whichever is later. The term of this contract shall be for a term of FIVE (5) years. Provided, however, that the State's financial obligation for each subsequent, consecutive fiscal y ear of that term after the first fiscal year shall be subject to and contingent upon funds for each subsequent year being appropriated, budgeted, and otherwise made available therefore. Section 4. Project Funding and Payment Provisions A. The Local Agency has estimated the total cost of the work and is prepared to accept the state funding for the work, and to complete the work under the project as evidenced by its execution of this contract. B. Subject to the terms of this Contract, for the satisfactory performance of the maintenance services on the Highways, as described in Section 5, the State shall pay the Local Agency on a lump sum basis, payable in monthly installments, upon receipt of the Local Agency's statements, as provided herein. 1. The lump sum payments shall be based solely on the rate negotiated by the parties per mile of the Highways, times the number of miles of the Highways - figured to the hundredth of a mile, per fiscal year of the Contract term. Provided, however, that the total of such payments during the term of the Contract shall not exceed the particular maximum amount determined by that formula of "rate X miles ", unless the Contract is amended or extended accordingly. Page 2 of 12 The rate negotiated by the parties per mile for this Contract is $ 10,764.00 p er mile and the number of miles of the Highways for which the Local Agency will provide maintenance services 8.1 Miles, with actual "Lane Miles" total of 11.24 miles, for a total maximum amount of $120,988.00 per fiscal year, for five (5) years. The negotiated rate per mile shall remain fixed for the full term of the Contract, unless this rate per mile is renegotiated in accordance with the procedure set forth herein in Sections 17 & 18. The total payments to the Local Agency during the term of this Contract shall not exceed the maximum amount of $604,940.00 ( "Rate X miles" X 5 Years), unless this Contract is amended or extended accordingly. ( "Rate times miles per applicable fiscal year ", or $10,764.00 per mile X.11.24 miles), • $120,998.00 in ST Fiscal Year 2011; • $120,998.00 in ST Fiscal Year 2012; • $120,998.00 in ST Fiscal Year 2013; • $120,998.00 in ST Fiscal Year 2014; and • $120,998.00 in ST Fiscal Year 2015. The total payments to the Local Agency during the term of this Contract shall not exceed the annual maximum amount of $120,998.00, and the maximum contract Not to Exceed Value of $604,940.00, unless this Contract is amended or extended accordingly. 2. The statements submitted by the Local Agency for which payment is requested shall contain an adequate description of the type(s) and the quantities of the maintenance services performed, the date(s) of that performance, and on which specific sections of the Highways such services were performed, in accord with standard Local Agency billing g y g standards. 3. If the Local Agency fails to satisfactorily perform the maintenance for a segment of the Highways (or portion thereof), or if the statement submitted by the Local Agency does not g Y adequately document the payment requested, after notice thereof from the State the State may deduct and retain a proportionate amount from the monthly payment, based on the above rate, for that segment or portion. Section 5. State and Local Agency Commitments A. The Local Agency shall perform the "highway maintenance services" for the certain State Highway System segments described herein. Such services and highways are detailed in Section ton 1 and /or Exhibit A. ' B. As used herein the term "maintenance services" shall mean only those maintenance services normally performed by the State to comply with its responsibility under § 43 -2 -102 and 43 -2- 135 C.R.S., as described in the State's then current "Maintenance Management Information Manual ", as amended, which is incorporated herein by this reference. The Local Agency shall obtain a copy of that Manual from the State before it erforms any y maintenance services under this Contract. ( "Maintenance services" do not include reconstruction of portions of the highways destroyed y d by Page 3 of 12 major disasters, fires, floods, or Acts of God. Provided, however, that the Local Agency shall g Y give the State immediate notice of the existence of any such conditions on the Highways.) 1. Maintenance services to be performed by the Local Agency, at State expense, for the Highways under this Contract shall include (without limitation) the followin g services: a. Removal of snow, and application of anti -icing and de -icing materials. b. Warning the State's representative of any "dangerous condition" ( as that term is defined in .324 -10 -103 (1) C.R.S., as amended), and /or repairing that condition. 2. Local Agency shall also continue to perform, at its own expense, all activities /duties on the Highways that Local Agency is required to perform by .343-2-135 1 ) (a) and (e), C.R.S., as amended, including, but not limited to: cutting weeds and g rasses within the State's right of way; fence maintenance; cleaning of roadways, including g storm sewer inlets and catch basins; cleaning of ditches; and repairing of drainage structures, excluding storm sewers. C. The Local Agency shall perform all maintenance services on an annual basis. The Local Agency's performance of such services shall comply with the same standards that are currently used by the State for the State's performance of such services, for similar e highways tYp s with g Y similar use, in that year, as determined by the State. The State's Regional Transportation Director, or his representative, shall determine the then current applicable maintenance standards for the maintenance services. Any standards /directions provided b the State's representative to Y p the Local Agency concerning the maintenance services shall be in writing. The Local Agency g g Y shall contact the State Region office and obtain those standards before the Local Agency performs such services. D. The Local Agency shall perform the maintenance services in a satisfacto ry manner and in accordance with the terms of this Contract. The State reserves the right to determine the er ro p p quantity and quality of the maintenance services performed by the Local Agency, as well as the adequacy of such services, under this Contract. The State may withhold payment, if necessary, until Local Agency performs the maintenance services to the State's satisfaction. The State will notify the Local Agent in writing of an Agency g Y deficiency in the maintenance services. The Local Agency shall commence corrective action within 24 hours of receiving actual or constructive notice of such deficiency: a from the State; b) from its own observation; or c) by any other means. In the event the Local Agency, for an Y reason, does not or cannot correct the deficiency within 24 hours, the State reserves the right to correct the deficiency and to deduct the actual cost of such work from the subsequent payments q pY to the Local Agency, or to bill the Local Agency for such work. Section 6. Record Keeping Page 4 of 12 The Local Agency shall maintain a complete file of all records do • and other written materials � currents, communications, which pertain to the costs incurred under this contract. The Local Agency shall maintain such records for a period of three (3) years after the date of termination of this contract or final payment hereunder, whichever is later or • for such further period as may be necessary to resolve any matters which may be pending. The Local Agenc g y shall make such materials available for insp ection at all reasonable times and shall permit duly authorized agents and employees of the State and FHWA to inspect the project g records. p p � and to inspect, review and audit the project Section 7. Termination Provisions This contract may be terminated as follows: A. This Contract may be terminated by either art , but only at the p Y y end of the State fiscal year (June 30), and only upon written notice thereof sent b registered, prepaid ' Y g , p p d mail and received by the non - terminating party not later than 30 calendar days before the end of that fiscal responsible to year. In that event, the State shall be res p pay the Local Agency only for that portion of the highway maintenance performed g Y nce services actually and satisfactorily p up to the effective date of that termination, and the Local Agency shall be responsible to provide such services u to that 1' • • p t date, and the parties shall have no other obligations igations or liabilities resulting from that termination. Notwithstanding subparagraph A above, this contract may also ' y be terminated as follows: B. Termination for Convenience. The State may terminate this • Y is contract at any time the State determines that the purposes of the distribution of moneys under er the contract would no longer be served by completion of the project. The State shall effect such termination b g ivin g • of termination to the Local A enc and y giving written notice g days before the effective date of such ter y pecifying the effective date thereof, at least twen 20 ( ) urination. C. Termination for Cause. If, through any cause the Local A • and � Ag ency shall fail to fulfill, in a timely proper manner, its obligations under this contract, or if the Local Agency shall violate any of the covenants agreements, or g Y . g stipulations of this contract, the State shall thereupon have the right to terminate this contract for cause b • y giving written notice to the Local Agency of its intent to terminate and at least ten (10) days ( ) Y opportunity to cure the defa or show cause why termination is otherwise not appropriate. In the event of termination, all finished or unfinished documents, studies, surveys, drawings, maps, models, photographs and reports or other material re ared b the • contract shall at the p p Y e Local Agency under this option of the State, become its property, and the Local Agency shall ' equitable co g Y be entitled to receive just and a q compensation for any services and supplies delivered and accepted. Y payments advanced under the provisions of this The Local Agency shall be obligated to return an a ments adv p contract. Notwithstanding the above, the Local Agency hall not be relieved liability Y ved of liability to the State for any damages sustained by the State by virtue of an breach of the Y contract by the Local Agency, and the State may withhold payment to the Local Agency for the u mitigating • g Y purposes of mitigating its damages until Page 5 of 12 such time as the exact amount of damages due to the State from the Local Agency is determined. If after such termination it is determined, for any reason, that the Local Agency was not in default or that the Local Agency's action /inaction was excusable, such termination shall be treated as a termination for convenience, and the rights and obligations of the parties shall be the same as if the contract had been terminated for convenience, as described herein. D. Termination Due to Loss of Fundin,. The parties hereto expressly recognize that the Local Agency is to be paid, reimbursed, or otherwise compensated with federal and /or State funds which are available to the State for the purposes of contracting for the Project provided for herein, and therefore, the Local Agency expressly understands and agrees that all its rights, demands and claims to compensation arising under this contract are contingent upon availability of such funds to the State. In the event that such funds or any part thereof are not available to the State, the State may immediately terminate or amend this contract. Section 8. Legal Authority The Local Agency warrants that it possesses the legal authority to enter into this contract and that it has taken all actions required by its procedures, by -laws, and /or applicable law to exercise that authority, and to lawfully authorize its undersigned signatory to execute this contract and to bind the Local Agency to its terms. The person(s) executing this contract on behalf of the Local Agency warrants that such person(s) has full authorization to execute this contract. Section 9. Representatives and Notice The State will provide liaison with the Local Agency through the State's Region Director Region3, 222 S. 6 th Street Grand Junction, CO 81501. Said Region Director will delegate responsibilities for coordinating the States activities under this contract to the R3 Maintenance Superintendent who will also issue a "Notice to Proceed" to the Local Agency for commencement of the Work. All communications relating to the day -to -day activities for the work shall be exchanged between representatives of the State's Transportation Region 3 and the Local Agency. All communication, notices, and correspondence shall be addressed to the individuals identified below. Either party may from time to time designate in writing new or substitute representatives. If to State: If to the Local Agency: Toby Brown Greg Hall CDOT Region 3 Town of Vail Maintenance Superintendent Public Works Director 606 S. 9 1h Street 1309 Elkhorn Drive Grand Junction, Colorado 81501 Vail, Colorado 81657 (970) 683 -6305 (970) 479 -2100 Section 10. Successors Except as herein otherwise provided this contract shall inure to the benefit of and be binding upon the parties hereto and their respective successors and assignees. Page 6 of 12 r Section 11. Third Party Beneficiaries It is expressly understood and agreed that the enforcement of the terms and conditions of this contract and all rights of action relating to such enforcement, shall be strictly reserved to the State and the Local Agency. Nothing contained in this contract shall give or allow any claim or right of action whatsoever by any other third person. It is the express intention of the State and the Local Agency that any such person or entity, other than the State or the Local Agency receiving services or benefits under this contract shall be deemed an incidental beneficiary only. Section 12. Governmental Immunity Notwithstanding any other provision of this contract to the contrary, no term or condition of this contract shall be construed or interpreted as a waiver, express or implied, of an y of the immunities, rights, benefits, protection, or other provisions of the Colorado Governmental Immunit Act, § 24 -10 -101, et seq., C.R. S., as now or hereafter amended. The parties understand and agree that liability for claims for injuries to persons or property arising out of negligence of the State of Colorado, its departments, institutions, agencies, boards, officials and employees is controlled and limited by the provisions of § 24 -10 -101, et seq., C.R.S., as now or hereafter amended and the risk management statutes, §§ 24 -30 -1501, et seq., C.R.S., as now or hereafter amended. Section 13. Severability To the extent that this contract may be executed and performance of the obligations of the parties may be accomplished within the intent of the contract, the terms of this contract are severable, and should any term or provision hereof be declared invalid or become inoperative for any reason, such invalidity or failure shall not affect the validity of any other term or provision hereof. Section 14. Waiver The waiver of any breach of a term, provision, or requirement of this contract shall not be construed or deemed as a waiver of any subsequent breach of such term, provision, or requirement, or of any other term, provision or requirement. Section 15. Entire Understanding This contract is intended as the complete integration of all understandings between the parties. No prior or contemporaneous addition, deletion, or other amendment hereto shall have an force or effect whatsoever, unless embodied herein by writing. No subsequent novation, renewal addition, deletion, or other amendment hereto shall have any force or effect unless embodied in a writing executed and approved pursuant to the State Fiscal Rules. Section 16. Survival of Contract Terms Notwithstanding anything herein to the contrary, the parties understand and agree that all terms and conditions of this contract and the exhibits and attachments hereto which may require continued performance, Page 7 of 12 compliance or effect beyond the termination date of the contract shall survive such termination date and shall be enforceable by the State as provided herein in the event of such failure to perform or comply by the Local Agency. Section 17. Modification and Amendment A. This contract is subject to such modifications as may be required by changes in federal or State law, or their implementing regulations. Any such required modification shall automatically be incorporated into and be part of this contract on the effective date of such change as if fully set forth herein. Except as provided above, no modification of this contract shall be effective unless agreed to in writing by both parties in an amendment to this contract that is properly executed and approved in accordance with applicable law. B. Either party may suggest renegotiation of the terms of this Contract, provided that the Contract shall not be subject to renegotiation more often than annually, and that neither party shall be required to renegotiate. If the parties agree to change the provisions of this Contract, the renegotiated terms shall not be effective until this Contract is amended / modified accordingly in writing. Provided, however, that the rates will be modified only if the party requesting the rate change documents, in accord with then applicable cost accounting principles and standards (including sections 24 -107 -101, et sec . , C.R.S. and implementing regulations), that the requested increase /decrease is based on and results from (and is proportionate to) an increase /decrease in the "allowable costs" of performing the Work. Any such proposed renegotiation shall not be effective unless agreed to in writing by both parties in an amendment to this contract that is properly executed and approved by the State Controller or his delegates. Section 18. Option Letters Option Letters may be used to extend Agreement term, change the level of service within the current term due to unexpected overmatch, add a phase without increasing contract dollars, or increase or decrease the amount of funding. These options are limited to the specific scenarios listed below. The Option Letter shall not be deemed valid until signed by the State Controller or an authorized delegate. Following are the applications for the individual options under the Option Letter form: Option 1 - Option to extend or renew (this option applies to Highway and Signal maintenance contracts only). In the event the State desires to continue the Services and a replacement contract has not been fully approved by the termination date of this contract, the State, upon written notice to Contractor, may unilaterally extend this contract for a period of up to one (1) year. The contract shall be extended under the same terms and conditions as the original contract, including, but not limited to prices, rates and service delivery requirements. This extension shall terminate at the end of the one (1) year period or when the replacement contract is signed by the Colorado State Controller or an authorized delegate. The State may exercise this option by providing a fully executed option to the contractor, within thirty (30) days prior to the end of the current contract term, revising the Section 4. Project Funding Provisions. If the State exercises this option, the extended contract will be considered to include this option provision. The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years. Option 2 — Level of service chance within current term due to unexpected overmatch in an overbid situation only In the event the State has contracted all project funding and the Local Agency's construction bid is higher than expected, this option allows for additional Local Overmatch dollars to be provided by the Local Agency to be added to the contract. This option is only applicable for Local Overmatch on an overbid situation and shall not be intended for any other Local Overmatch funding. The State may unilaterally increase the total dollars of this contract as stipulated by the executed Option Letter (Exhibit Q. which will bring the maximum amount payable under this contract to the amount indicated in Section 4. Project Funding Provisions attached to the executed Option Letter (future Page 8 of 12 changes to Exhibit C shall reference additional changes to Section 4). Performance of the services shall continue under the same terms as established in the contract. The State will use the Financial Statement submitted by the Local Agency for "Concurrence to Advertise " as evidence of the Local Agency's intent to award and it will also provide the additional amount required to exercise this option. If the State exercises this option, the contract will be considered to include this option provision. Option 3 — Option to add overlapping_ phase without increasing contract dollars The State may require the contractor to begin a phase that may include Design, Construction, Environmental, Utilities, ROW Incidentals or Miscellaneous (this does not apply to Acquisition/Relocation or Railroads) as detailed in Exhibit A and at the same terms and conditions stated in the original contract with the contract dollars remaining the same. The State may exercise this option by providing a fully executed option to the contractor within thirty (30) days before the initial targeted start date of the phase, in the Option Letter, Exhibit C. If the State exercises this option, the contract will be considered to include this option provision. Option 4 - To update funding (increases and/or decreases) with a new Section 4 Proiect Funding Provision This option can be used to increase and /or decrease the overall contract dollars (state, federal, local match, local agency overmatch) to date, by replacing the original funding provisions. The State may have a need to update changes to state, federal, local match and local agency overmatch funds, which will be attached to the option form. The State may exercise this option by providing a fully executed option to the contractor within thirty (30) days after the State has received notice of funding changes, in the of Option Letter Exhibit C. If the State exercises this option, the contract will be considered to include this option provision. Section 19. Disputes Except as otherwise provided in this contract, any dispute concerning a question of fact arising under this contract which is not disposed of by agreement, will be decided by the Chief Engineer of the Department of Transportation. The decision of the Chief Engineer will be final and conclusive unless, within 30 calendar days after the date of receipt of a copy of such written decision, the Local Agency mails or otherwise furnishes to the State a written appeal addressed to the Executive Director of the Department of Transportation. In connection with any appeal proceeding under this clause, the Local Agency shall be afforded an opportunity to be heard and to offer evidence in support of its appeal. Pending final decision of a dispute hereunder, the Local Agency shall proceed diligently with the performance of the contract in accordance with the Chief Engineer's decision. The decision of the Executive Director or his duly authorized representative for the determination of such appeals will be final and conclusive and serve as final agency action. This dispute clause does not preclude consideration of questions of law in connection with decisions provided for herein. Nothing in this contract, however, shall be construed as making final the decision of any administrative official, representative, or board on a question of law. Section 20. Does not supercede other agreements This Contract is not intended to supercede or affect in any way any other agreement (if any) that is currently in effect between the State and the Local Agency for other "maintenance services" on State Highway rights -of -way within the jurisdiction of the Local Agency. Also, the Local Agency shall also continue to perform, at its own expense, all such activities /duties (if any) on such State Highway rights -of- ways that the Local Agency is required by applicable law to perform. Section 21. Sub Local Agencies The Local Agency may subcontract for any part of the performance required under this Contract, Page 9 of 12 subject to the Local Agency first obtaining approval from the State for any particular Sub -Local Agency. The State understands that the Local Agency may intend to perform some or all of the services required under this Contract through a Sub -Local Agency. The Local Agency agrees not to assign rights or delegate duties under this contract [or subcontract any part of the performance required under the contract] without the express, written consent of the State [which shall not be unreasonably withheld]. Except as herein otherwise provided, this agreement shall inure to the benefit of and be binding only upon the parties hereto and their respective successors and assigns. Section 22. Statewide Contract Management System If the maximum amount payable to Contractor under this Contract is $100,000 or greater, either on the Effective Date or at anytime thereafter, this §Statewide Contract Management System applies. Contractor agrees to be governed, and to abide, by the provisions of CRS §24 -102 -205, §24 -102 -206, §24 -103 -601, §24 -103.5 -101 and §24 -105 -102 concerning the monitoring of vendor performance on state contracts and inclusion of contract performance information in a statewide contract management system. Contractor's performance shall be subject to Evaluation and Review in accordance with the terms and conditions of this Contract, State law, including CRS §24 -103.5 -101, and State Fiscal Rules, Policies and Guidance. Evaluation and Review of Contractor's performance shall be part of the normal contract administration process and Contractor's performance will be systematically recorded in the statewide Contract Management System. Areas of Evaluation and Review shall include, but shall not be limited to quality, cost and timeliness. Collection of information relevant to the performance of Contractor's obligations under this Contract shall be determined by the specific requirements of such obligations and shall include factors tailored to match the requirements of Contractor's obligations. Such performance information shall be entered into the statewide Contract Management System at intervals established herein and a final Evaluation, Review and Rating shall be rendered within 30 days of the end of the Contract term. Contractor shall be notified following each performance Evaluation and Review, and shall address or correct any identified problem in a timely manner and maintain work progress. Should the final performance Evaluation and Review determine that Contractor demonstrated a gross failure to meet the performance measures established hereunder, the Executive Director of the Colorado Department of Personnel and Administration (Executive Director), upon request by the Department of Transportaion , and showing of good cause, may debar Contractor and prohibit Contractor from bidding on future contracts. Contractor may contest the final Evaluation, Review and Rating by: (a) filing rebuttal statements, which may result in either removal or correction of the evaluation (CRS §24- 105 - 102(6)), or (b) under CRS §24- 105 - 102(6), exercising the debarment protest and appeal rights provided in CRS §§24-109-106 107 201 or 202, which may result in the reversal of the debarment and reinstatement of Contractor, by the Executive Director, upon showing of good cause. SPECIAL PROVISIONS Section 23. The Special Provisions apply to all contracts except where noted in italics. 1. CONTROLLER'S APPROVAL. CRS §24- 30-- 202(1). This contract shall not be valid until it has been approved by the Colorado State Controller or designee. Page 10 of 12 2. FUND AVAILABILITY. CRS §24 -30- 202(5.5). Financial obligations of the State payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted, and otherwise made available. 3. GOVERNMENTAL IMMUNITY. No term or condition of this contract shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections, or other provisions, of the Colorado Governmental Immunity Act, CRS §24 -10 -101 et seq., or the Federal Tort Claims Act, 28 U.S.C. § §1346(b) and 2671 et seq., as applicable now or hereafter amended. 4. INDEPENDENT LOCAL AGENCY. Local Agency shall perform its duties hereunder as an independent Local Agency and not as an employee. Neither Local Agency nor any agent or employee of Local Agency shall be deemed to be an agent or employee of the State. Local Agency and its employees and agents are not entitled to unemployment insurance or workers compensation benefits through the State and the State shall not pay for or otherwise provide such coverage for Local Agency or any of its agents or employees. Unemployment insurance benefits will be available to Local Agency and its employees and agents only if such coverage is made available by Local Agency or a third party. Local Agency shall pay when due all applicable employment taxes and income taxes and local head taxes incurred pursuant to this contract. Local Agency shall not have authorization, express or implied, to bind the State to any agreement, liability or understanding, except as expressly set forth herein. Local Agency shall (a) provide and keep in force workers' compensation and unemployment compensation insurance in the amounts required by law, (b) provide proof thereof when requested by the State, and (e) be solely responsible for its acts and those of its employees and agents. 5. COMPLIANCE WITH LAW. Local Agency shall strictly comply with all applicable federal and State laws, rules, and regulations in effect or hereafter established, including, without limitation, laws applicable to discrimination and unfair employment practices. 6. CHOICE OF LAW. Colorado law, and rules and regulations issued pursuant thereto, shall be applied in the interpretation, execution, and enforcement of this contract. Any provision included or incorporated herein by reference which conflicts with said laws, rules, and regulations shall be null and void. Any provision incorporated herein by reference which purports to negate this or any other Special Provision in whole or in part shall not be valid or enforceable or available in any action at law, whether by way of complaint, defense, or otherwise. Any provision rendered null and void by the operation of this provision shall not invalidate the remainder of this contract, to the extent capable of execution. 7. BINDING ARBITRATION PROHIBITED. The State of Colorado does not agree to binding arbitration by any extra judicial body or person. Any provision to the contrary in this contact or incorporated herein by reference shall be null and void. 8. SOFTWARE PIRACY PROHIBITION. Governor's Executive Order D 002 00. State or other public funds payable under this contract shall not be used for the acquisition, operation, or maintenance of computer software in violation of federal copyright laws or applicable licensing restrictions. Local Agency hereby certifies and warrants that, during the term of this contract and any extensions, Local Agency has and shall maintain in place appropriate systems and controls to prevent such improper use of public funds. If the State determines that Local Agency is in violation of this provision, the State may exercise any remedy available at law or in equity or under this contract, including, without limitation, immediate termination of this contract and any remedy consistent with federal copyright laws or applicable licensing restrictions. 9. EMPLOYEE FINANCIAL INTEREST /CONFLICT OF INTEREST. CRS § §24 -18 -201 and 24 -50 -507. The signatories aver that to their knowledge, no employee of the State has any personal or beneficial interest whatsoever in the service or property described in this contract. Local Agency has no interest and shall not acquire any interest, direct or indirect, that would conflict in any manner or degree with the performance of Local Agency's services and Local Agency shall not employ any person having such known interests. 10. VENDOR OFFSET. CRS §§24 -30 -202 (1) and 24 -30- 202.4. [Not Applicable to intergovernmental agreements] Subject to CRS §24 -30- 202.4 (3.5), the State Controller may withhold payment under the State's vendor offset intercept system for debts owed to State agencies for: (a) unpaid child support debts or child support arrearages; (b) unpaid balances of tax, accrued interest, or other charges specified in CRS ¢39 -21 -101, et seq.; (c) unpaid loans due to the Student Loan Division of the Department of Higher Education; (d) amounts required to be paid to the Unemployment Compensation Fund; and (e) other unpaid debts owing to the State as a result of final agency determination or, judicial action. 11. PUBLIC CONTRACTS FOR SERVICES. CRS §8- 17.5 -101. [Not Applicable to agreements relating to the offer, issuance, or sale of securities, investment advisory services or fund management services, sponsored projects, intergovernmental agreements, or information technology services or products and services] Local Agency certifies, warrants, and agrees that it does not knowingly employ or contract with an illegal alien who will perform work under this contract and will confirm the employment eligibility of all employees who are newly hired for employment in the United States to perform work under this contract through participation in the E- Verify Program or the Department program established pursuant to CRS §8 -17.5- 102(5) (c), Local Agency shall not knowingly employ or contract with an illegal alien to perform work under this contract or enter into a contract with a sub -Local Agency that fails to certify to Local Agency that the sub -Local Agency shall not knowingly employ or contract with an illegal alien to perform work under this contract Local Agency (a) shall not use E- Verify Program or Department program procedures to undertake pre- employment screening of job applicants while this contract is being performed, (b) shall notify the sub -Local Agency and the contracting State agency within three days if Local Agency has actual knowledge that a sub -Local Agency is employing or contracting with an illegal alien for work under this contract, (c) shall terminate the subcontract if a sub -Local Agency does not stop employing or contracting with the illegal alien within three days of receiving the notice, and (d) shall comply with reasonable requests made in the course of an investigation, undertaken pursuant to CRS §8- 17.5- 102(5), by the Colorado Department of Labor and Employment. If Local Agency participates in the Department program, Local Agency shall deliver to the contracting State agency, Institution of Higher Education or political subdivision a written, notarized affirmation, affirming that Local Agency has examined the legal work status of such employee, and shall comply with all of the other requirements of the Department program. If Local Agency fails to comply with any requirement of this provision or CRS §8 -17.5 -101 et seq., the contracting State agency, institution of higher education or political subdivision may terminate this contract for breach and, if so terminated, Local Agency shall be liable for damages. 12. PUBLIC CONTRACTS WITH NATURAL PERSONS. CRS §24- 76.5 -101. Local Agency, if a natural person eighteen (18) years of age or older, hereby swears and SIGNATURE PAGE aflinns under penalty of perjury that he or she (a) is a citizen or otherwise lawfully present in the United States pursuant to federal law, (b) shall comply with the provisions of CRS §24- 76.5 -101 et seq., and (c) has produced one fonn of identification required by CRS §24- 76.5 -103 prior to the effective date of this contract. Revised 1 -1 -09 THE PARTIES HERETO HAVE EXECUTED THIS CONTRACT LOCAL AGENCY: STATE OF COLORADO: Page 11 of 12 BILL RITTER, JR. GOVERNOR Town of Vail B Legal Name of Contracting Entity Executive Director Department of Transportation 2000003 CDOT Vendor Number LEGAL REVIEW: Signature of Authorized Officer JOHN W. SLITHERS ATTORNEY GENERAL B Print Name & Title of Authorized Officer LOCAL AGENCIES: (A Local Agency attestation is required.) Attest (Seal) By (Town /City /County Clerk) (Place Local Agency seal here, if available) ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER CRS 24 -30 -202 requires that the State Controller approve all state contracts. This contract is not valid until the State Controller, or such assistant as he may delegate, has signed it. The Local Agency is not authorized to begin performance until the contract is signed and dated below. If performance begins prior to the date below, the State of Colorado may not be obligated to pay for the goods and /or services provided. STATE CONTROLLER: DAVID J. MCDERMOTT, CPA B Date Page 12 of 12 Exhibit A SCOPE OF WORK TOWN OF VAIL DEPARTMENT OF PUBLIC WORKS LIST OF INTERSTATE AND STATE HIGHWAYS UNDER THE MAINTENANCE AGREEMENT CONTRACT 1. Maintenance services to be performed by the Local Agency, at State expense, for the Highways under this Contract shall include (without limitation) the following services: a. Removal of snow, and application of anti -icing and de -icing materials. b. Warning the State's representative of any "dangerous condition" (as that term is defined in -324-10-103(l) C.R. S ., as amended), and /or repairing that condition. 2. Local Agency shall also continue to perform, at its own expense, all activities /duties on the Highways that Local Agency is required to perform by .343 -2 -13 5 (1) (a) and (e), C.R.S., as amended, including, but not limited to: cutting weeds and grasses within the State's right of way; fence maintenance; cleaning of roadways, including storm sewer inlets and catch basins; cleaning of ditches; and repairing of drainage structures, excluding storm sewers. INTERSTATE 70 ( #STATE HIGHWAY #) MILES LANE MILES I -70 170 Frontage Road MP 172.2 TO MP 180.3 8.1 11.24 TOTAL MILEAGE FOR MAINTENANCE 11.24 RATE $10,764.00 PER MILE X 11.24 MILES = $120,993.00 Per Fiscal Year $120,993.00 Per Year X 5 Years = $ 604.965.00 Total Contract Value Exhibit A - Page 1 of 1 Exhibit B LOCAL AGENCY ORDINANCE or RESOLUTION (NOT APPLICABLE TO THIS AGREEMENT) Exhibit C SAMPLE IGA OPTION LETTER This option is limited to the specific contract scenarios listed below AND cannot be used in place of exercising a formal amendment. Date: State Fiscal Year: Option Letter No. CLIN Routing # Local Agency : A. SUBJECT: (Choose applicable options listed below AND in section B and delete the rest) 1. Option to renew (for an additional term) applies to Highway and Signal maintenance contracts ONLY; this renewal cannot be used to make any change to the original scope of work; 2. Level of service change within current term due to an unexpected Local overmatch on an overbid situation ONLY, 3. Option to add phasing to include Design, Construction, Environmental, Utilities, ROW incidentals or Miscellaneous ONLY (does not apply to Acquisition /Relocation or Railroads); 4. Option to update funding (a new Section 4. Project Funding Provisions must be referenced with the option letter and shall be labeled Revision 1 to Section 4. Project Funding Provisions (future changes for this option shall be labeled as follows: Revision 2, etc.) B. REQUIRED PROVISIONS. All Option Letters shall contain the appropriate provisions set forth below: (Insert the following language for use with Options #1): In accordance with Paragraph(s) of contract routing number ( insert FY, Agency code, & CLIN rout in # , between the State of Colorado, Department of Transportation, and ( insert contractor's name) the state hereby exercises the option for an additional term of ( insert performance period here) at a cost/price specified in Paragraph /Section /Provision of the original contract, AND /OR an increase in the amount of g oods /services at the same rate(s) as specified in Paragraph of the original contract. (Insert the following language for use with Option #2): In accordance with the terms of the original contract ( insert FY, Agency code & CLIN routine between the State of Colorado, Department of Transportation and (insert contractor's name here) the State hereby exercises the option to record a level of service change due to unexpected overmatch dollars due to an overbid situation. The contract is now increased by ( indicate additional dollars here specified in Paragraph/Section/Provision, of the original contract. (Insert the following Ianguage for use with Option #31: In accordance with the terms of the original contract ( insert FY, Agency code & CLIN routing #) between the State of Colorado, Department of Transportation and (insert contractor's name here) the State hereby exercises the option to add an overlapping phase in (indicate Fiscal Year here that will include ( describe which phase will be added and include all that apply — Design, Construction, Environmental, Utilities, ROW incidentals or Miscellaneous Total funds for this contract remain the same ( indicate total dollars here as referenced in Paragraph /Section /Provision /Exhibit of the original contract. (Insert the following language for use with Option #41: In accordance with the terms of the original contract ( insert FY, Agency code & CLIN routing #) between the State of Colorado, Department of Transportation and (insert contractor's name here) the State hereby exercises the option to update funding based on changes from state, federal, local match and /or local agency overmatch funds. Exhibit C Page 1 of 2 i Y Exhibit C The contract is now (select one: increased and /or decreased) by ( insert dollars here specified in Paragraph /- Section /- Provision /Exhibit of the original contract. A new Section 4. Project Funding Provisions is made part of the original contract and replaces the original Section 4. Project Funding Provisions. (The following language must be included on all options): The amount of the current Fiscal Year contract value is ( increased /decreased by ($ amount of change) to a new contract value of ($ ) to satisfy services /goods ordered under the contract for the current fiscal year ( indicate Fiscal Year) The first sentence in Paragraph /Section /Provision is hereby modified accordingly. The total contract value to include all previous amendments, option letters, etc. is ($ ) . The effective date of this Option Letter is upon approval of the State Controller or delegate, whichever is later. APPROVALS: For the Contractor / Local Agency Legal Name of Contractor / L:ocal Agency By: Print Name of Authorized Individual Signature: Date: Title: Official Title of Authorized Individual State of Colorado: Bill Ritter, Jr., Governor By Executive Director, Colorado Department of Transportation ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER CRS §24 -30 -202 requires the State Controller to approve all State Contracts. This Contract is not valid until signed and dated below by the State Controller or delegate. Contractor is not authorized to begin performance until such time. If Contractor begins performing prior thereto, the State of Colorado is not obligated to pay Contractor for such performance or for any goods and /or services provided hereunder. State Controller David J. McDermott, CPA By: Date: Issuance Date: Controller Signature Exhibit C Page 2 of 2