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Home My WebLink About20241105.tiffRESOLUTION RE: APPROVE SERVICE AGREEMENT FOR TENT RENTALS FOR 2024 WELD COUNTY FAIR AND AUTHORIZE CHAIR TO SIGN - MOUNTAIN VIEW TENT COMPANY WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with a Service Agreement for Tent Rentals for the 2024 Weld County Fair between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the CSU Extension Service of Weld County /Weld County Fair Board, and Mountain View Tent Company, commencing July 15, 2024, and ending July 31, 2024, with further terms and conditions being as stated in said agreement, and WHEREAS, after review, the Board deems it advisable to approve said agreement, a copy of which is attached hereto and incorporated herein by reference. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the Service Agreement for Tent Rentals for the 2024 Weld County Fair between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the CSU Extension Service of Weld County / Weld County Fair Board, and Mountain View Tent Company, be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said agreement. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 6th day of May, A.D., 2024. BOARD OF COUNTY COMMISSIONERS ATTEST: :atj iC j/140:4 Weld County Clerk to the Board County orney Date of signature: 5 WELD COUNTY Mike Freeman cc:rxCHS/MG) O5 /I�7/2'4 2024-1105 EX0031 Con'1vacE- IDt io c BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: 2024 Tent, Corvette Show & Photography Contracts for Fair DEPARTMENT: Extension/Fair DATE: 3/26/2024 PERSON REQUESTING: Mikayla Gabel/ Hannah Swanbom Brief description of the problem/issue: Weld County Fair Board has approved the Tent, Corvette Show & Photography contracts to book service providers for the 2024 Fair. What options exist for the Board? Approve/ Don't Approve Contracts Consequences: We would have to look for new service providers. Impacts: All components of putting on the Weld County Fair. The public enjoys the corvette show and the exhibitors enjoy the photos from the fair to thank and share with the sponsors and buyers of their animals. Cost (Current Fiscal Year/Ongoing or Subsequent Fiscal Years: Contract is attached, the total amount for 2 tents from Mountain View Tent Rental is $15,225. The Corvette Show has no cost to the Fair. The Photographer has received a $6500 sponsorship for the cost of the photos to each exhibitor and labor to the photographer and her crew. Recommendation: Weld County Fair Board recommends to rent 2 tents from Mountain View Tent Rental for the Pig and Cattle Show Rings, to bring the Corvette Show back for the public to enjoy, and Flying M Photography as our office! fair photographer during the 2024 Fair. These contracts have already been approved by Legal. Support Recommendation Schedule Place on BOCC Agenda Work Session Other/Comments: Perry L. Buck, Pro-Tem Mike Freeman Scott K. James Kevin D. Ross, Chair Lori Seine 2024-1105 5/ to SERVICE AGREEMENT BETWEEN WELD COUNTY AND MOUNTAIN VIEW TENT COMPANY THIS AGREEMENT is made and entered into this V) day of , 2024, by and between the Board of Weld County Commissioners, on behalf of the W d County Fair, hereinafter referred to as "County," and Mountain View Tent Company, 11841 Racine Court, Henderson, CO 80640, hereinafter referred to as "Contractor". WHEREAS, County requires an independent contractor to perform the services required by County and set forth in the attached Exhibit; and WHEREAS, Contractor is willing and has the specific ability to perform the required services at or below the cost set forth in the attached Exhibit; and WHEREAS, Contractor is authorized to do business in the State of Colorado and has the time, skill, expertise, and experience necessary to provide the equipment, materials and services as set forth below. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the parties hereto agree as follows: The terms of this Agreement are contained in the attached Exhibit A which forms an integral part of this Agreement and are incorporated herein. Exhibit A consists of Mountain View Tent Company's quote to supply tents along with setup, tear down, and return for the Weld County Fair as well as Terms and Conditions upon which the service will be provided. Acknowledgment. County and Contractor acknowledge that each has read this Agreement, understands it and agrees to be bound by its terms. Both parties further agree that this Agreement, with the attached Exhibits, is the complete and exclusive statement of agreement between the parties and supersedes all proposals or prior agreements, oral or written, and any other communications between the parties relating to the subject matter of this Agreement. [Remainder of page intentionally left blank] 1�� - //D�,- Mountain View Tent Company By: T-r�,t Name: Tom Miller Mar 14, 2024 Title: owner Date of Signature WELDATTEST: •JC�ll�,► COQ e e ii Weld County Clerk to the Board (,) 7 a BOARD OF COUNTY COMMISSIONERS WELD CO , 7C- O Deputy Clerk to the Board - Kevin D. Ross, Chair MAY 0 6 2024 2 EXHIBIT A Mountain View Tent Company Mountain View Tent Company 303-287-4101 www.mnents.com Lessee: Weld County Fair 525 N 15th Ave Greeley, CO 80631 Phone: Mobile: Site Address: 525 N 15th Ave Greeley, CO 80631 Contact Person: Mikayla Gabel Phone: (970)400-2069 Mobile: (970)590-2099 Email: mgabel@weld.gov 11841 Racine Court, Henderson, CO 80640 Phone: 303-287-4101 I Fax: 303-287-4193 www.mvtents.com I info@mvtents.com RENTAL CONTRACT lax Exempt Order No: 0724005 Written By: Alisa Miller Order Date: Mar 01, 2024 Set Date: Jul 15, 2024 Event Starts: Jul 16, 2024 Event Ends: Jul 30, 2024 Down Date: Jul 31, 2024 Payment Due: 5 Days Prior to Set Occasion: Fairs/Festivals Setup Surface: Asphalt/Dirt Additional Notes Tax Exempt ID#: 98-03551 Qty [Description I Unit Price 1 Total Super Tent 1 60x120 Super Tent w/out walls $11,160.00 $11,160.00 1 30x45 Super Tent w/out walls $2,095.00 $2,095.00 Lights/Fans 4 Large Halogen for 60x $150.00 $600.00 6 Side Fan for 60x $100.00 $600.00 Terms and Conditions Order Subtotal: $14,455.00 Delivery Charge: $770.00 TOTAL: $15,225.00 Deposit Due: $1,522.50 Amount Paid: $0.00 Balance Due: $15,225.00 1. DeposA $100 or 10% deposit (whichever is greater) along with a signed copy of the invoice is required for reservation. 2. Payment: Invoice balance is due 5 days prior to the set date unless other arrangements have been made with management. Tents will not be set until payment terms have been met. Late charges in the amount of 1.5% per month with a minimum $30 charge will be assessed on balances over 10 days late. Long term rentals will be billed in advance on a monthly basis in which case the first month's balance is due on or before the set date. The above mentioned late charges will be assessed on long term rental payments over 10 days late, 3. Cancellation charges: Deposit is non-refundable within 30 days of the set date. If cancelled within two weeks prior to the set date, the cancellation fee is 50% of the total due. If cancelled within one week prior to the set date, the cancellation fee is 100% of the total due. In the case of a long term rental, the "total due" will equal everything up to and including the first month's charges. 4. Changes: Changes can be made up to one week prior to the set date and are subject to availability. 5. Site maps: Tent layout and location maps are due from the lessee no later than one week prior to the set date. Printed on 3/1/2024 09:18 AM Order # 0724005 Page 1 of 2 6. Under>Zruund Tines: The lessee is responsible for marking all private underground lines (e.g. sprinklers) prior to the set date. Mountain View Tent Company (MVTC) is not responsible for damage to unmarked private underground lines. MVTC is responsible for calling Dig Safely for marking underground utility lines. 7. Permits: When applicable, the lessee is responsible for obtaining permits for their tent(s). Flame retardant certificates will be provided by MVTC upon request. S. damages: The lessee is responsible for damages to the tent and all other rented equipment from the time it is delivered and set up to the time it is taken down. This includes missing, broken, lost, stolen, and vandalized items. Weather related damage,specific to the tent will not result in additional charges (with the exception of snow accumulation). In addition, the lessee is responsible for any and all damages to the contents of the tent. Cooking under or inside tents is prohibited. The use of tape and wire to hang signs and/or decorations is strongly discouraged. Damages that will result in charges include but are not limited to holes/tears in the fabric, tape residue, grease buildup, smoke damage, and paint on fabric/framework. Charges billed for damages will be due upon receipt. 9. Lessee Exoectaliuns: As is its normal course of business, MVTC will ensure that all tents rented will be installed and removed correctly and safely by its staff. Where applicable, tent installations and removals will occur with a tent permit obtained from the governing fire district. Additionally, MVTC will provide the lessee with certificates of insurance for general liability and/or workers' compensation upon request. Lessee will not be liable for damages sustained during the installation or removal of tents as a result of MVTC staff actions and/or omissions. 10. Indemnity and Hold Harmless: The lessee hereby assumes all risks inherent and associated with the possession, use, operation, and storage of the rented items and, to the extent permitted by law, agrees to indemnify, defend and hold harmless MVTC from, and release MVTC from, any and all liabilities, claims, damages, losses, costs and expenses for damage to property or bodily injury, or for the loss of time or inconvenience resulting from the possession, use, operation, or storage of the rented items, regardless of the cause, whether suffered or incurred by As lessee, your employees and/or third party(ies). The County, its commissioners, officials, officers, directors, agents and employees, are relying on, and do not waive or intend to waive the monetary limitations or any other rights, immunities and protections provided by the Colorado Governmental Immunity Act, §§ 24-10-101 to 120, C.R.S., or otherwise available to the County. Printed an 311/2024 09:18 AM Order # 0724005 Page 2 of 2 Tent Contract Final Audit Report 2024-03-14 Created: 2024-03-13 By: Mikayla Gabel (mgabel®weld.gov) Status: Signed Transaction ID: CBJCHBCAABAAhyEFbe-rGaxskgia153b0IfXmA7-G5L0 "Tent Contract" History i Document created by Mikayla Gabel (mgabel@weld.gov) 2024-03-13 - 10:32:18 PM GMT G s Document emailed to tom@mvtents.com for signature 2024-03-13 -10:33:01 PM GMT '1 Email viewed by tom@mvtents.com 2024-03-14 - 9:17:55 PM GMT li Signer tom@mvtents.com entered name at signing as Tom Miller 2024-03-14 - 9:18:42 PM GMT o Document e -signed by Tom Miller (tom@mvtents.com) Signature Date: 2024-03-14 - 9:18:44 PM GMT - Ti meSource: server Agreement completed. 2024-03-14 - 9:18:44 PM GMT Powered by Adobe Acrobat Sign ontract F Entity Information Entity Name * Entity ID * MOUNTAIN VIEW TENT COMPANY @00048253 Contract Name 2024 WELD COUNTY FAIR TENT RENTAL Contract Status CTB REVIEW Q New Entity? Contract ID 8080 Contract Lead * MGABEL Contract Lead Email mgabel@weld.gov Parent Contract ID Requires Board Approval YES Department Project # Contract Description * 2024 WELD COUNTY FAIR TENT RENTAL FOR THE CATTLE AND HOG RINGS TO HAVE COVERAGE OF TENTS. Contract Description 2 Contract Type * Department Requested BOCC Agenda Due Date CONTRACT EXTENSION SERVICES Date* 04/27/2024 05/01/2024 Amount* Department Email $15,225.00 CM- Will a work session with BOCC be required?* ExtensionServices@weldg NO ov.com NO Does Contract require Purchasing Dept. to be Renewable* Automatic Renewal Grant IGA Department Head Email CM-ExtensionServices- DeptHead@weldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WEL NTYATTO R N EY@W EL DGOV.COM If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID included? Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Termination Notice Period Contact Information Review Date * 04/24/2024 Committed Delivery Date Renewal Date Expiration Date* 07/30/2024 Contact Info Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Purchasing Approver Purchasing Approved Date Approval Process Department Head Finance Approver Legal Counsel HANNAH SWANBOM CHRIS D'OVIDIO MATTHEW CONROY DH Approved Date Finance Approved Date Legal Counsel Approved Date 04/30/2024 04/30/2024 04/30/2024 Final Approval BOCC Approved Tyler Ref # AG 050624 BOCC Signed Date Originator MGABEL BOCC Agenda Date 05/06/2024 Hello