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Home My WebLink About20251392.tiffResolution Approve Service Agreement for Tent Rentals for 2025 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 authonty of administering the affairs of Weld County, Colorado, and Whereas, the Board has been presented with a Service Agreement for Tent Rentals for the 2025 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 / Fair Board, and Mountain View Tent Company, commencing July 14, 2025, and ending July 29, 2025, with further terms and conditions being as stated in said agreement, and Whereat 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 2025 Weld County Fair between the County of Weld, State of Colorado, by and through the Board of County Commissiioners of Weld County, on behalf of the CSU Extension Service of 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 Board of County Commissioners of Weld County, Colorado, approved the above and foregoing Resolution, on motion duly made and seconded, by the following vote on the 21st day of May, A D , 2025 Pent' L Buck, Chair Aye Scott K James, Pro-Tem Aye Jon S Maxey Aye Lynette Peppier Aye Kevin D Ross Aye Approved as to Form: Bruce Barker, County Attorney Attest: Esther E Gesick, Clerk to the Board cc .52((c0iNtG) a5/2°i /2S 2025-1392 EX0031 Cbniva o- DA ` l l l BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: 2025 WCF Tent Contract DEPARTMENT: Extension PERSON REQUESTING: Mikayla Gabel DATE: 02/16/2025 Brief description of the problem/issue: Weld County Fair Board has approved the Tent contract to book Mountain View Tents for the 2025 Fair. What options exist for the Board? Approve/Don't Approve Contract Consequences: We would have to look for a new service provider for the Tents. Impacts: Component of putting on the Weld County Fair. The pig and cattle exhibitors appreciate a tent, since they have outgrown their barns and it is hot for the animals to show without one. Cost (Current Fiscal Year/Ongoing or Subsequent Fiscal Years: Contract is attached. $23,690 for 2 60 x 120 tents. Recommendation: Weld County Fair Board recommends Mountain View Tents as our official tent contractor during the 2025 Fair. This contract has already been approved by legal. Pert' L. Buck Scott K. James Jason S. Maxey Lynette Peppier Kevin D. Ross Support Recommendation Schedule Place on BOCC Agenda Work Session Other/Comments: 2025-1392 5/2. e)(oo�l Service Agreement Between Weld County and Mountain View Tent Company THIS AGREEMENT is made and entered into this day of 2025, by and between the Board of Weld County Commissioners, on behalf of the 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 Exhibits; 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. Contractor shall further be responsible for the timely completion and acknowledges that a failure to comply with the standards and requirements of Work within the time limits prescribed by County may result in County's decision to withhold payment or to terminate this Agreement. Independent Contractor. Contractor agrees that it is an independent contractor and that Contractor's officers, agents or employees will not become employees or agents of County, nor entitled to any employee benefits (including unemployment insurance or workers' compensation benefits) from County as a result of the execution of this Agreement. Contractor shall be solely responsible for its acts and those of its agents and employees for all acts performed pursuant to this Agreement. Any provisions in this Contract that may appear to give the County the right to direct Contractor as to details of doing work or to exercise a measure of control over the work mean that Contractor shall follow the direction of the County as to end results of the work only. The Contractor is obligated to pay all federal and state income tax on any moneys earned or paid pursuant to this contract. Mutual Cooperation. The County and Contractor shall cooperate with each other in the collection of any insurance proceeds which may be payable in the event of any loss, including the execution and delivery of any proof of loss or other actions required to effect recovery. Interruptions. Neither party to this Agreement shall be liable to the o her for delays in delivery or failure to deliver or otherwise to perform any obligation under this Agr ement, where such failure is due to any cause beyond its reasonable control, including but not limited to Acts of God, fires, strikes, war, flood, earthquakes, or Governmental actions. Severability. If any term or condition of this Agreement shall be held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, this Agreement shall be construed and enforced without such provision, to the extent that this Agreement is then capable of execution within the original intent of the parties. Acknowledgment. County and Contractor acknowledge that ach has read this Agreement, understands it and agrees to be bound by its terms. Both parties further agree that this Agreement, with the attached Exhibit, 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 td the subject matter of this Agreement. Mountain View Tent Company, Title: I? 25 Date: 5/7/3, ATTEST: d Weld County Clerk to the Board BY: Deputy Clerk to the =oard / ` .w�,;_rry L. ck, Chair I BOARD OF COUNTY COMMISSIONERS W ,,:. OUNTY, COLORADO MAY 2 1 2025 2025-13`12 EXHIBIT A Mountain View Tent Company Mountain View Tent Company 303-287-4101 www.mvtents.com Lessee: Weld County Fair 525 N 15th Ave Greeley, CO 80631 Phone: Mobile: Site Address: 11841 Racine Court, Henderson, CO 80640 Phone: 303-287-41011 Fax: 303-287-4193 www.mvtents.com I info@mvtents.com f Tax Exemoti 525 N 15th Ave Greeley, CO 80631 Contact Person: Milcayla Gabel Phone: (970)400-2069 Mobile: (970)573-1165 Email: mgabel@weld.gov RENTAL CONTRACT Order No: 0725005 Written By: Tom Miller Order Date: Feb 05, 2025 Set Date: Jul 14, 2025 Event Starts: Jul 19, 2025 Event Ends: Jul 28, 2025 Down Date: Jul 29, 2025 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' Total SuperTent 1 Super Tent I60x120 w/outwalls; asphalt I $11,160.001$11,160.00 Lights/Fans 4 Large forr 60x logen I $150.00 f $600.00 I Super Tent 1 I60x120 Super Tent w/outwalls; grass I $11,160.001$11,160.00 Order Subtotal: $22,920.00 Delivery Charge: $770.00 TOTAL: $23,690.00 Deposit Due: $11,845.00 Amount Paid: $0.00 Balance Due: $23,690.00 Make all checks payable to Mountain View Tent Company. A 3.75% fee will be added to credit card payments. Terms and Conditions 1. llenosit: A $100 or 10% deposit (whichever is greater) along with a signed copy of the invoice is required for reservation. 2. Pavnrent: 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 S30 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. fiSenifitnitial_11) 3. Cancellation charm; 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. Printed on 5/7/2025 01:15 PM Order it 0725005 Pagel of 2 4. C'I►auges: 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. 6. Undereround lines: 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. 8. 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 Expectations: 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 Ilarmless: 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 Colorado 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, resulting from the possession, use, operation, or storage of the rented items, far reckless or negligent acts or omissions by county or fair officials, employees, agents, or volunteers, whether suffered or incurred by the 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, tiff 24-10-101 to 120, C.R.S., or otherwise available to the County. Signau:rc Signature Not Obtained - Please See Previous Service Agreement Printed Name Printed on 5!712025 01:15 PM Date Order # 0725005 Page 2 of 2 ACORD CERTIFICATE OF LIABILITY INSURANCE DATE (MMIDD/YYYY) 4/16/2025 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER ARA Insurance Services, Inc. 11225 College Blvd. STE 250 Overland Park KS 66210 NAMEACT Vicki Edwards PHONE FAX (E lo. s.): 800-821-6580 I in, No): 866-281-2670 ADOREss: vedwards@arainsure.com INSURER(S) AFFORDING COVERAGE NAIC it INSURER A: AXIS Insurance Company 37273 INSURED MOCO003000 Mountain View Tent Company 11841 Racine Court Henderson CO 80640 INSURER B , INSURER C: INSURER D: INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: 1000978316 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INBR LTR TYPE OF INSURANCE ADDL SUBR INSD WVD POLICY NUMBER POLICY EFF (MMIDD/YYYYI POLICY EXP (MM/DDIYYYYI LIMITS A X COMMERCIAL GENERAL LIABILITY ICLAIMS -MADE LI OCCUR AlM000003-04331&16 42/202$ 4/2/2026 EACH OCCURRENCE $1,000,000 PREMISES (Ea occurrence) $ 100,000 MED EXP (Any one person) $ 5,000 PERSONAL & ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: X POLICY ❑ PECOT- E LOC OTHER: PRODUCTS - COMP/OP AGG $2,000,000 $ A AUTOMOBILE LIABILITY _ X ANY AUTO ALL OWNED _ AUTOS X HIRED AUTOS SCHEDULED AUTOS X AUTOS NON -OWNED Al MOCO003-043316-16 422025 422026 COMBINED SINGLE LIMIT (EaaccidenU $ 1,000,000 BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ (Perraccid accident) $ A UMBRELLA LIAB X EXCESS me X OCCUR CLAIMS -MADE A5M000003-04303416 422025 42/2026 EACH OCCURRENCE $ 1,000,000 AGGREGATE $1,000,000 $ DED I I RETENTION $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y I N ANY PROPRIETOR/PARTNER/EXECUTIVE ❑ OFFICER/MEMBER EXCLUDED? (Mandatory in NH) If yes, descdbe under DESCRIPTION OF OPERATIONS below .1 A I STATUTE I I ERH E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ E.L. DISEASE - POLICY LIMIT $ A Rental / Sales Inventory Special Forrn / Theft Al MOCO003-043318-16 422025 422026 Occurrence Limit $700,000 Deductible $1,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. Weld County Fair 525 N 15th Ave Greeley CO 80631 i AUTHORIZED REPRESENTATIVE ARA Insurance ACORD 25 (2014/01) © 1988-2014 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Contract Entity Information Entity Name* Entity ID* MOUNTAIN VIEW TENT COMPANY @00048253 Contract Name* 2025 WELD COUNTY FAIR TENT CONTRACT Contract Status CTB REVIEW Contract Description* 2025 WELD COUNTY FAIR CATTLE AND PIG TENTS. Contract Description 2 Contract Type AGREEMENT Amount* $23,690.00 Renewable* NO Automatic Renewal Grant IGA Contract ID 9471 Contract Lead* MGABEL Contract Lead Email mgabel@weld.gov New Entity? Parent Contract ID Requires Board Approval YES Department Project # Department Requested BOCC Agenda Due Date EXTENSION SERVICES Date* 05/22/2025 05/26/2025 Department Email CM- ExtensionServices@weld.g ov Department Head Email CM-Extension5ervices- DeptHead@weld.gov County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WEL D.GOV If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be 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* 05/15/2025 Committed Delivery Date Renewal Date Expiration Date* 07/29/2025 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 ESTHER GESICK RUSTY WILLIAMS BYRON HOWELL DH Approved Date Finance Approved Date Legal Counsel Approved Date 05/15/2025 05/16/2025 05/16/2025 Final Approval BOCC Approved Tyler Ref # AG 052125 BOCC Signed Date Originator MGABEL BOCC Agenda Date 05/21/2025 Hello