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Home My WebLink About20233408.tiff RESOLUTION RE: APPROVE RESERVATION AND SERVICE CONTRACT,AND AUTHORIZE CHAIR TO SIGN-MOUNTAIN SHADOW CARRIAGES 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 Reservation and Service Contract between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County,on behalf of the Department of Human Services,and Mountain Shadow Carriages,commencing upon full execution of signatures,and ending December 7,2023, with further terms and conditions being as stated in said contract,and WHEREAS,after review,the Board deems it advisable to approve said contract,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 Reservation and Service Contract between the County of Weld, State of Colorado,by and through the Board of County Commissioners of Weld County,on behalf of the Department of Human Services,and Mountain Shadow Carriages,be,and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be,and hereby is,authorized to sign said contract. The above and foregoing Resolution was,on motion duly made and seconded,adopted by the following vote on the 22nd day of November,A.D.,2023. BOARD OF COUNTY COMMISSIONERS WELD COUNTY,COLORADO ATTEST: n dgithio '� Mi eman,Chair Weld County Clerk to the Board ae,eA B • ,% .„ l IA))C-ft merry .Bu ,Pro-Tem Deputy Clerk to the Board Z•t James AP ED RM: It (t •: ��L�D 74'f Ross ou-- Attorney D 1714)Z3 ri Saine Date of signature: cc:H S 17 2023-3408 HR0095 °1/O3/261 Uni vac+I 75c 15 BOARD OF COUNTY COMMISSIONERS PASS-AROUND REVIEW PASS-AROUND TITLE:Request for County Funding for the Foster and Kinship 2023 Holiday Parties DEPARTMENT:Human Services DATE: November 7,2023 PERSON REQUESTING: Jamie Ulrich,Director,Human Services Brief description of the problem/issue:The Department's Child Welfare Division hosts two annual holiday events:one for Weld County foster care families and one for kinship families.These events are scheduled for the evenings of December 6.and 7.,2023,and will be held at the Island Grove Exhibition Hall.This year's theme is Christmas at the North Pole.The holiday celebration will include a meal and activities each evening. The Department is requesting$4,630.00,from the Child Welfare Block Grant,to use towards decorations, carriage rides provided by Mountain Shadow Carriages,on site photos with Santa,and a meal for 700 people provided by Tacos El No Se Que,LLC.Realities for Children Charities(RFCC)will contribute$10,000.00, bringing the total budget for the event to$14,630.00.The budget,with a breakdown of estimated costs,is attached. What options exist for the Board? • Approval of the Request for County Funding for the Foster and Kinship 2023 Holiday Parties. • Deny approval of the Request for County Funding for the Foster and Kinship 2023 Holiday Parties. Consequences:Funding will not be approved for the annual holiday parties for the foster care and kinship families. Impacts:The Department will not be able to host its annual holiday parties for the foster care and kinship families. Costs(Current Fiscal Year/Ongoing or Subsequent Fiscal Years): • Funding:$4,630.00 will be paid from the Child Welfare Block Grant and$10,000.00 will be donated from Realities for Children Charities. • Total cost=$14,630.00 Recommendation: • Approval of this event,the associated budget,and authorize the Department Director to initial and sign the Reservation and Service Contract with Mountain Shadow Carriages and the contracts with Tacos El No Se Qu,LLC. Support Recommendation Schedule Place on BOCC Agenda Work Session Other/Comments: Perry L.Buck,Pro-Tern Mike Freeman,Chair YY\t Scott K.James Kevin D.Ross Lori Seine (i),41±17114 Pass-Around Memorandum;November 7,2023-CMS ID Various 2023-3408 11/ZZ �}V--0ER5 ..arien) Mountain Shadow Carriages Signature requested on October 29 , 2023 Reservation and Service Contract Business : Mountain Shadow Carriages Recipient : Weld County mtshadowcarriages@live . com wileyxhr@weldgov . com 10175 State Highway 392 , Windsor, CO , 80550 - (970) 397 - 9843 3211 (303) 358 - 3198 This contract is between Mountain Shadow Carriages (the " Business " ) and Weld County (the " Client " ) dated 10 / 29 / 2023 . By signing this contract, I have agreed to hire Mountain Shadow Carriages for the preceding event and agree to all conditions set forth in this contract . Terms RESERVATIONS A non - refundable $ 100 deposit will be required to hold the specific date and time of your event , and is due within 14 days of the execution of this contract . The balance of the contract will be due 14 days before the event . Recipient initial SITE INSPECTION Mountain Shadow Carriages will perform a site inspection before your event . We will do everything possible to honor your route request , but reserve the right to change the route for the safety of the horses and persons involved . 2o23 -31-log Recipient initial CONTRACTED TIME AND EXTRA TIME The contracted time begins at the time we are scheduled to start not the time of boarding . Any time after your reserved time period will be charged in 72 hour increments at $ 50 per 1/2 hour . This will be due at the time of services . Recipient initial ri> {' SERVICE TIMES Service is considered rendered once the carriage is hooked to the horse( s) . Service is considered complete at the end of scheduled time . unless otherwise agreed upon during the event to contract for EXTRA TIME at the rate and terms described above . Recipient initial r\c:- SERVICE TIME CHANGES Any change to service time must be made 48 hours prior to the event . Mountain Shadow Carriages will make every effort to accommodate those changes but due to scheduling conflicts may not be able to make changes . In the event we are unable to reschedule , Mountain Shadow Carriages will refund 60 % of the total paid contract amount . Recipient initial m REQUIRED EQUINE REST For every two hours the horse ( s) work they will receive a 10 minute break to receive water and nourishment . Recipient initial ft\ r EQUIPMENT I understand that Mountain Shadow Carriages horses wear iron shoes on their hoofs , depending on the time of year , to protect them and reduce the chance of them slipping on smooth surfaces . These shoes may leave scratches on the ground but are necessary for the well - being of the horse( s) . Recipient initial mf TIPS AND GIFTS Tips should be given directly to the driver or the driver ' s helper. Tips are not included in the contracted price but are greatly appreciated . Recipient initial M� CONFIDENTIALITY AND PHOTO RELEASE WAIVER Mountain Shadow Carriages , and its employees , agents , or representatives will not at any time or in any manner , either directly or indirectly , use for the personal benefit of Mountain Shadow Carriages , or divulge , disclose , or communicate in any manner, any information that is proprietary to the Participants . Mountain Shadow Carriages and its employees , agents , and representatives will protect such information and treat it as strictly confidential . The Participants authorize Mountain Shadow Carriages the right to use photographs taken by its employees , agents , and representatives for the purpose of advertising and marketing . This provision will continue to be effective after the termination of this Contract . Recipient initial m F CONTRACT REVISION NOTICE Any major change , addition , or deletion notice or communication required or permitted under this Contract shall be sufficiently given if delivered in person or by certified mail , return receipt requested , to the address set forth in the opening paragraph or to such other address as one party may have furnished to the other in writing . As a courtesy , communication by electronic mail ( e - mail ) may be used to expedite communication , but must be made official as outlined in the paragraph . ,,2002, _ 4/00E- ( -0 • Recipient initial -nc LIABILITY Under Colorado Law , an equine professional is not liable for an injury to or the death of a participant in equine activities resulting from inherent risks of equine activities . pursuant to section 13 - 21 - 119 , Colorado Revised Statutes . Recipient initial tepE WEATHER Mountain Shadow carriages will operate in all weather except that which endangers the safety of the horses and the persons involved , the driver will have final say . ( i . e . icy roads , heavy snow , heavy rain and lightning ) . The carriage is equipped with a top for light rain and snow . Recipient initial mF COMPANY CANCELLATION If Mountain Shadow Carriages cancels due to unforeseen circumstances , we will make every attempt to reschedule to fulfill the contract . If arrangements can not be made , then we will refund monies paid , less the deposit . Recipient initial rni FAREWELLS Please do not use sparklers , rice , birdseed , or candy around the horses and carriage , as it can be dangerous . We welcome flower petals and bubbles . Recipient initial mE PAYMENT METHODS Payment will be made to the Business via cash , check , credit card , or by any other payment method approved by Mountain Shadow Carriages . Recipient initial \en E Signatures This contract may be signed electronically or in hard copy . If signed in hard copy , it must be returned to the Business for valid record . Electronic signatures count as original for all purposes . By typing their names as signatures below , both parties agree to the terms and provisions of this agreement . Business signature Owner name Darin Henry Owner signature Vazipt, #e,vrie Business date signed 10 /29 / 2023 Recipient signature Mike Freeman , Chair , Board of Recipient name Weld County Commissioners Recipient signature Ic " - " J `- Recipient date signed NOV 2 2 2323 2023 - 3yo$ 60 2023 Christmas Party Budget Total Party Budget $ 14 , 630 Actual RSVP Item Description Qty Budget Notes Cost Count Columnl Unlimited tacos, beans & rice ( w/ 4 meats, salsa , garnish , Tacos " El no se includes setup, service and Dinner que " $ 14 . 00 700 $ 9 , 800 . 00 cleanup ), also include horchata None required, calculating at Gratuity $ 980 . 00 10% Sam ' s Club desserts-cupcakes, Desserts $ 300 . 00 $ 300 . 00 brownies & cookies Noah Katz 2 . 5 hours each night, 4x6 prints Photographer Photography $ 850 . 00 1 $ 850 . 00 on location, props, digital copies Mountain Shadow Carriage Ride Carriages $ 1, 600 . 00 1 $ 1 , 600 . 00 Thank you cards For donors $ 100 . 00 1 $ 100 . 00 Drinks, decorations, Decorations/ Misc miscellaneous $ 1 ,000 . 00 1 $ 1 , 000 . 00 Total $ 14 , 630 . 00 Less : Realities for Funds from Children Weld Account $ 10 , 000 . 00 Total Child Welfare $4 , 630 . 00 Contract Form Entity Information Entity Name* Entity ID* ❑New Entity? MOUNTAIN SHADOW CARRIAGES @00041481 LLC Contract Name* Contract ID Parent Contract ID MOUNTAIN SHADOW CARRIAGES LLC(2023 7595 RESERVATION AND SERVICE CONTRACT) Contract Lead* Requires Board Approval Contract Status SADAMS YES CTB REVIEW Contract Lead Email Department Project# sadams@weld.gov;cobbx xlk@weld.gov Contract Description* CONTRACT FOR HORSE CARRIAGE VENDOR FOR FOSTER AND KINSHIP HOLIDAY PARTIES.EVENT DATES: DECEMBER 6TH&7TH,2023. Contract Description 2 PA IS ROUTING THROUGH THE NORMAL PROCESS ETA TO CTB 11/7/2023. Contract Type" Department Requested BOCC Agenda Due Date CONTRACT HUMAN SERVICES Date* 11/18/2023 11/22/2023 Amount* Department Email $1,600.00 CM- Will a work session with BOCC be required?* HumanServices@weldgov. NO Renewable* com NO Does Contract require Purchasing Dept.to be Department Head Email included? Automatic Renewal CM-HumanServices- DeptHead@weldgov.com Grant County Attorney GENERAL COUNTY IGA ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WEL DGOV.COM If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID 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 Review Date* Renewal Date 10/07/2024 Termination Notice Period Committed Delivery Date Expiration Date* 12/07/2023 Contact Information 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 JAMIE ULRICH CHERYL PATTELLI BYRON HOWELL DH Approved Date Finance Approved Date Legal Counsel Approved Date 11/09/2023 11/13/2023 11/13/2023 Final Approval BOCC Approved Tyler Ref# AG 112223 BOCC Signed Date Originator SADAMS BOCC Agenda Date 11/22/2023 Hello