adams county 2014 strategic planning retreat expenses

8/21/2019 Adams County 2014 Strategic Planning Retreat Expenses

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Page ofPurchase Order Number 3 6 ADAMS COUNTY rder Date: 01 28 14This Number Must Appear on all PURCHASE ORDER Requested Date: 01 28 14Invoices, Packing Usls, and Packages Cost Center: 9252

VENDOR NUMBER: 110732

LAKE ESTES PARK INNWATERFRONT HOTEL GRILLEON LAKE ESTES1700 BIG THOMPSON AVEESTES PARK CO 60517

Phone:FAX:e-mail:Delivery: FOB DESTINATION

INCLUDES MEETING SPACE FOOD. BEVERAGES AND LODGINGSEE ATTACHED PRICING PROPOSAL - JANUARY 28 THROUGHJANUARY 30 2014

ADAMS COUNTY MANAGER4430 SOUTH ADAMS COUNTY PARKWAY5TH FLOOR, SUITE C5000ABRIGHTON CO 80001


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ADAMS COUNTY PURCHASE ORDER TERMS AND CONDITIONS

Quality Vendor warrants that the goods delivered hereunder will conform to the description stated in this Order and that thegoods will be merchantable, of good workmanship and materials, and free from defects. These warranties shall surviveinspection, testing and/or acceptance of the goods. At County s option, and without prejudice to any other rights County mayhave, Vendor shall remedy any defective goods or reimburse County for its costs for remedying or replacing defectivegoods.Packing Charges: No charges will be allowed for transportation, boxing, crating or other packaging unless set forth inwriting in this Order.Terms of Payment: Payment in full by County shall be made within thirty (30) days after receipt of invoice from Vendor.Tax Exempt: County is a tax-exempt government entity, a body politic and corporate. No sales, use or excise taxes shallbe included in or added to the prices of materials or goods on this Order. County s tax exempt number is 98-03569.Appropriation Clause: The payment of County s obligation hereunder in fiscal years subsequent to the current year arecontingent upon funds for this Order being appropriated and budgeted. If funds for this Order are not appropriated andbudgeted in the year subsequent to the fiscal year of issuance of this Order, the County may terminate this Order. County sfiscal year is the calendar year. Termination under this provision shall not result in any penalty being imposed againstCounty.Cancellation for Cause: This Order is to be acknowledged properly, and the date of shipment shall be stated definitely inthe acknowledgment by Vendor. In the event of Vendor s failure to deliver as and when specified, County reserves the rightto cancel this Order, or any part thereof, without affect to its other rights, and Vendor agrees that County may return part orall of any shipment so made and may charge Vendor with any loss or expense sustained as a result of such failure todeliver.Risk of Loss If the risk of loss passes at the shipping point, and if Vendor fails to pack the goods in an appropriate manneror to ship them in the manner or route directed by County, Vendor shall reimburse County for any loss resulting from thatfailure.Compliance Vendor represents and warrants that it is in compliance with aU applicable laws, rules and regulations thataffect this Order.Patents and Copyrights Vendor shall indemnify, hold harmless, and defend County, its directors, officers. agents andemployees for, from and against any suit, claim or demand alleging infringement of any patent or copyright ormisappropriation of any confidential information or trade secret in the United States, in the country of source or country ofdestination, based on the manufacture, assembly, sale, lease or use of goods, machinery. equipment, apparatus, materialsor processes supplied hereunder.Indemniflcat ion:Vendor shall fully protect, indemnify, hold harmless and defend County, its directors, officers, agents andemployees for, from and against any and all loss, cost, damage, injury, liability, claims, liens, demands, taxes, penalties,interest or causes of action of every nature whatsoever, including but not limited to those of Vendor s subcontractors. whichin any manner arise out of are incident to, or are in connection with Vendor s performance under this Order.Jurisdiction and Venue:The laws of the State of Colorado shall govern the interpretation, validity and effect of this Order.Jurisdiction and venue for any disputes arising under this Order shall be with the District Court of Adams County, Colorado.Assignment This Order shall not be assigned in whole or in part without the prior written approval of County.No Waiver of Rights No actions or lack of action by County shall be deemed a waiver of any of the provisions, terms orconditions set forth herein. Any waiver by County must be in writing.Enti re Agreement: This Order, properly Signed, constitutes the entire agreement between County and Vendor. Anyalterations, changes, variations, or additional terms by Vendor are rejected unless expressly assented to in writing byCounty. Acceptance is expressly limited to the terms of this Order; any additional or different terms are of no force andeffect and notification of objection to such additional terms is hereby given.


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ADAMS COLINTY PliRCHASE ORDER TERMS AND, CONDITIONS

Quality Vendor warrants that the goods delivered hereunder will conform to the description stated in this Order and that thegoods will be merchantable, of good workmanship and materials, and free from defects. These warranties shall surviveinspection, testing and/or acceptance of the goods. At County s option, and without prejudice to any other rights County mayhave, Vendor shall remedy any defective goods or reimburse County for its costs for remedying or replacing defectivegoods.Packing Charges: No charges will be allowed for transportation, boxing, crating or other packaging unless set forth inwriting in this Order.Terms of Payment: Payment in full by County shall be made within thirty (30) days after receipt of invoice from Vendor.Tax Exempt: County is a tax-exempt government entity, a body politic and corporate. No sales, use or excise taxes shallbe included in or added to the prices of materials or goods on this Order. County s tax exempt number is 98-03569.Appropriation Clause: The payment of County s obligation hereunder in fiscal years subsequent to the current year arecontingent upon funds for this Order being appropriated and budgeted. If funds or this Order are not appropriated andbudgeted in the year subsequent to the fiscal year of issuance of this Order, the County may terminate this Order. County sfiscal year is the calendar year. Termination under this provision shall not result in any penalty being imposed againstCounty.Cancellation for Cause: This Order is to be acknowledged properly, and the date of shipment shall be stated defini tely inthe acknowledgment by Vendor. In the event of Vendor s failure to deliver as and when specified, County reserves the rightto cancel this Order, or any part thereof, without affect to its other rights, and Vendor agrees that County may return part orall of any shipment so made and may charge Vendor with any loss or expense sustained as a result of such failure todeliver.Risk of Loss If the risk of loss passes at the shipping point, and if Vendor fails to pack the goods in an appropriate manneror to ship them in the manner or route directed by County, Vendor shall reimburse County for any loss resulting from thatfailure.Compliance Vendor represents and warrants that it is in compliance with all applicable laws, rules and regulations thataffect this Order.Patents and Copyrig hts Vendor shall Indemnify, hold harmless, and defend County, its directors. officers, agents andemployees for, from and against any suit, claim or demand alleging infringement of any patent or copyright ormisappropriationof any confidential information or trade secret in the United States, in the country of source or country ofdestination, based on the manufacture, assembly. sale, lease or use of goods, machinery. equipment, apparatus, materialsor processes supplied hereunder.Indemnificatlon:Vendor shall fully protect. indemnify. hold harmless and defend County, its directors, officers, agents andemployees for, from and against any and all loss, cost, damage, injury, liability, claims, liens, demands, taxes, penalties,interest or causes of action of every nature whatsoever, including but not mited to those of Vendor s subcontractors, whichin any manner arise out of, are incident to, or are in connection with Vendor s performance under this Order.Jurisdiction and Venue:The laws of the State of Colorado shall govern the interpretation, validity and effect of this Order.Jurisdiction and venue for any disputes arising under this Order shall be with the District Court of Adams County, Colorado.Assignment This Order shall not be assigned in whole or in part without the prior written approval of County.No Waiver of Rights No actions or lack of action by County shall be deemed a waiver of any of the provisions, terms orconditions set forth herein. Any waiver by County must e in writing.Entire Agreement This Order, properly signed, constitutes the entire agreement between County and Vendor. Anyalterations, changes, variations, or additional terms by Vendor are rejected unless expressly assented to in writing byCounty. Acceptance is expressly limited t the terms of this Order; any additional or different terms are of no force andeffect and notification of objection to such additional terms is hereby given.


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Special Event Room lock ContractFROM: TO:The Estes Park Resort Diane Robinson, Adams County Gov t1700 Big Thompson Ave 4430 South Adams PkwyEstes Park. CO 80517 Brighton, CO 80601Phone: 970-577-6400 720-523-6111Fax: 970-577-6420 [email protected]

Arrival: Tuesday, January 281h 2014 Depariure: Ttiursday, January 3011 , 2014 Group Name: Adams County Government

SERVICES:(1) The resort has reserved 20 overnight guest rooms for 2 nights.

(2) Lodging Special Needs: Ridge and Lake view rooms reserved. Double queen and single king rooms reservedP l u ~ . g 7 : r a *

(3) Special Catering: See Below(4) The resort will provide all food and beverages in public areas, i.e. meeting rooms. banquet rooms, and common areas.Food and beverages not provided by the lodge must be stored and consumed in guestrooms.

{lACKAGESINCLU.DE:Lodging . Use of Fitness Center, Pool. and HOi TubSPECIAL PROVISIONS:All special provisions agreed upon as listed below will override any contractual policy in this contract:Room Block Will Be: Please select one)

~ _ l n d i v i d u a Rooms:Each individual should call the front desk at 970-577-6400 and request the Adams County Gov t room blockEach individual will e given various choices of room types and rates, as listed above.At the time of booking, each individual will be required to put down their first night room and tax.RefundS for cancellations will be given if requested 3 days prior to arrival.

Rooming l ist:Group will provide a rooming l ist to the resort at least 30 days prior to arrival.

The signed contract is to be returned 1f2{14 or the reservation will be canceled.SERVICES:

(1) The Estes Park Resort has reserved meeimg space as fOllows:Meeting Room(s} Reserve


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The Estes Park Resort assigns meeting rooms according to Ihe size of the group, Anyone requesting ameeting space which exceeds theirgroup reqUIrements will be assessed an additional charge based on space available and time or year,

CONTRACT ESTIMATE: (Based on Average Costs)Sleeping Rooms:40 Room nights x$116,00 =$4.640,009,5 %Tax"$ExemptTotal Estimate for Sleeping Rooms" $4,640,00

SPECIAL CATERING:Mealswillbeprovidedasfollows: MealstoDe provided,menu,styleandfinalpricetobedetermined at alaterdatefrombanquetmenu. The Estes Park Resortwill provideall food and beveragesin publ!careas, Le, meeting rooms. banquetrooms, andcommonareas, Foodandbeveragesnotprovidedbythepropertiesmustbestoredandconsumedinguestrooms,

Meals: Meal selection, price, and style tobe determined at later date. The below estimate are average costs only.Tuesday,1/28:Lunch:$23,00perpersonx20=460 00-PM Break:$7perpersonx20 =$140.00Dinner:$36.00perperson x20' $720,00Wednesday,1/29:ContinentalBreakfast: $12 per personx20 =$240.00AMBreak: $7 perpersonx 20 =$140.00Lunch:$23.00per personx20 =$460.00 -PM Break: $7 perpersonx20 =$140,00

Dinner:$36.00 per personx20 =$720,00Thursday,1/30:HotBreakfast:$19 perpersonx20 =$380.00

Total: $3400,00Gratuity:$680,00Tax:$Exempt

Total $4,080,00 for Food and Beverage

Total Estimate ofMeeting Room. Lodging, and Meals $ 8,720,00

DEPOSIT POLICY:Adeposit is required to hold this contract, based on the above TOTAL ESTIMATE of $ 8,720,00 The deposlt for this group s $4,000,00 and is due by 1 2f14 Your Remaining balance is due by 1 24 14 The signed contract is due by 1 2114TAX EXEMPT STATUS:To establish tax exempt status acopy of Colorado non tax certificate musl accompany return of signed contract.All tax exempt charges must be paid by matching check.TAX RATES ARE SUBJECT TO CHANGE,


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*******FOLIO CHARGES; The Mastec Folio for Adams County Government will reftect the following: Food and beverage, lodging, and meeting space

Individual Folios will include any il1cidenials attendees incurMINIMUM ROOM CHARGE:Aminimum room charge applies to all banqueUmeeling rooms at The Estes Park Resort.The minimum room charge tor the reception room booked is: 200/day for MezzanineDJs Live Entertainment:DJs and Live entertainment are NOT allowed in the Mezzanine, unless prior approval has been received, and included in this contract.A fee will be assessed if carpet, room or linen is damaged.Alcoholic Beverages:Due to Colorado Liquor laws, all alcohol served in public areas of The Estes Park Resort must be provided by The Estes Park ResortBoth cash and hosted bars are available with a$200.00 bar set-up fee per bar, which will be waived when the bar sales rea.:::h $300.00.SPECIAL PROVISIONS:All special provisions agre.ed upon as iisted below wiil override any contractual policy in this contract. No member of this group shall solicitto any other guest at The Estes Park Resort or employee of The Estes Park Resort.This contract constitutes the entire agreement between both parties. Any verbal representations are non-binding.CANCELLATION:If for any reason Diane Robinson finds it necessary to cancel, cancellation policies are as follows:Cancellation 365 days to 275 days prior to arrival date slated above, 75% refund of deposit.Cancellation 274 days to 185 days prior to arrival date stated above, 50% refund of deposit.Cancellation 184 days to 121 days prior to arrival date stated above, 25% refund of deposit.Cancetlation less than 120 days prior to arrival date stated above, 11 refund of depOSitCANCELLATION EXCEPTIONS:No refunds will be granted during the months of June through September when 65% of the facility has been booked with a singlereservation.WEATHER CANCELLATIONS:Refunds of deposits for weather condiUons shail only be granted when. The Estes Park Resort closes because of severe conditions, orwhen the stale ctoses access.CANCELLATION BY HOTEL:In the event that the hotel cancels the Agreement or otherwise is in the breach of any of the material terms and provisions In thisAgreement, the Hotel will refund all deposits, or find an alternate location for the group and transfer anylall deposits paid,FORCED MAJEURE:The performance of this agreement oy either party is subject to acts of God, government authority, disaster, or other emergencies, and ofwhich make it illegal or impossible for !he hotel to provide the facilities and/or services for the meeting or for the Group to hold the meeting,It is provided that this Agreement may be terminated for anyone or more of such reasons by written notice from one party to the otherwithout liabiiity. If this Agreement is terminated pursuant to this section, the Hote! shall refund to Group ali sums, monies, deposits orprepayments made to the Hotel by Group with regard to th:s Agreement.MASTER ACCOUNT PAYMENT:Based upon the deposit requirement and estimates above, the balance wil be due at check out. if a Purchase order has been submittedfor payment, any payments not received 30 days after billing date will be subject to a 3% monthly compounded finance charge for billprocessing and a $35 per month late fee.FINAL INFORMATION REQUIRED:Please return the event questionnaire stating the group's agenda, special events or eqUipment reqUirements, and any special dietaryrequirements 14 days prior to event or by: 1114/14 The group contact is responsible for informing ail group attendees of lodginggUidelines and policies. group event location and times, A resort representative must approve requests for event changes.


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CHECK OUT TIME:Unless otherwise approved by Contract, rooms must be vacated by 11:00am and cannot be occupied before 4:00pm. If check-out isbetween :OOam and 2:00pm, half of your room rate wi be posted to the Individual or Master Account. The full dally room rate will becharged if check-out is after 200pm.NOise POLICY:If other guests staying at The Estes Park Resort during this event complain about excessive noise levels anywhere on the property as aresult of your guests, which requires The Estes Park Resort to discount guest accommodations, the contracted party (or the individualregistered in the room), will assume responsibility for paying the discounted difference for each complaint That accumulated balance willautomatically be transferred to the Master Account (or to the individual registered in the room) and will be due and payable upon departure.We will diligently work to find out the name of the person (in your party), responsible for the noise, and bill their credit card. However, if theroom is registered under your name, at that point you become the responsible party.PET SMOKING POLICY:Pets are not allowed in the holel unless they are service pets. If pets are found on the premises, the owner will be assessed the quotedsingle occupancy rate and aminimum $200.00 cleaning fee, If evidence of smoking is found in accommodations, aminimum of $200.00will be charged for cleaning. It is the responsibility of the group contact to inform all their members/participants of this policy.

UTHORIZED SlGNATURES:

~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~Jamie Reed - Director of Sales Date


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Cia ne RobinsonFrom: Jamie Reed [[email protected]]Sent: Friday, January 24, 201411:27 AMTo: Diane Robinson; 'Caitlin Cline'

u b j e c t ~ RE: Updated Amount for Purchase Order

HI Diane,Thanks and I've run all of your numbers and included an estimate on the dinner each evening. Final costwill be available at check out, but based on my calculations the tot l with meeting space, food andbeverage, and lodging is $9,948.80.Please let me know if you have any other additional questions, I'm happy to help.Thanks and have a great day,Jamieamie Reed

Director of Sa lesThe Estes Park Resort: A aterfront Hotel & Grille on lake Estes1700 Big Thompson AveEstes Park, CO 8 [email protected] 0-577-6400www.theestesparkresort.com

on iviafci' ts &

From: Diane Robinson [mailto:[email protected]]Sent: Thursday, January 23, 2014 4:20 PMTo: 'Caitlin Cline'Cc: 'Jamie Reed'Subject: Updated Amount or Purchase OrderHi Caitlin & Jamie:
mailto:[email protected]:///reader/full/9,948.80mailto:[email protected]:///reader/full/www.theestesparkresort.commailto:mailto:[email protected]:[email protected]:///reader/full/9,948.80mailto:[email protected]:///reader/full/www.theestesparkresort.commailto:mailto:[email protected]


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Page 1 of 1Purchase Order Number 3 6 ADAMS COUNTY 6rderDate: 03 04 14This Number Must Appear o all PURCHASE ORDER Requested Date: 03 04 14Invoices, Packing Lists, and Packages Cost Center: 1 12



Need to add amount to PO 11316

Phone:FAX:a-mail:Delivery:

- 0 P ~ l iOI\ J l Y ~

ADAMS CTY BOARD OF COUNTY COMMISSIONERS4430 SOUTH ADAMS COUNTY PARKWAYSUITE C5000ABRIGHTON CO 80601 8204


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Quality Vendor warrants that the goods delivered hereunder will conform to the description stated in this Order and that thegoods will be merchantable, of good workmanship and materials, and free from defects. These warranties shall surviveinspection, testing and/or acceptance of the goods. At County s option, and without prejudice to any other rights Countymay have, Vendor shall remedy any defective goods or reimburse County for its costs for remedying or replacing defectivegoods.Packing Charges: o charges will be allowed for transportation, boxing, crating or other packaging unless set forth inwriting in this Order.Terms of Payment: Payment in full by County shall be made within thirty (30) days after receipt of invoice from Vendor.Tax Exempt: County is a tax-exempt government entity, a body politic and corporate. No sales, use or excise taxes shallbe included in or added to the prices of materials or goods on this Order. County s tax exempt number is 98-03569.Appropriation Clause: The payment of County s obligation hereunder in fiscal years subsequent to the current year arecontingent upon funds for this Order being appropriated and budgeted. If funds for this Order are not appropriated andbudgeted in the year subsequent to the fiscal year of issuance of this Order, the County may terminate this Order. County sfiscal year is the calendar year. Termination under this provision shall not result in any penalty being imposed againstCounty.Cancellation for Cause: This Order is to be acknowledged properly, and the date of shipment shall be stated definitely inthe acknowledgment by Vendor. In the event of Vendor s failure to del iver as and when specified, County reserves the rightto cancel this Order, or any part thereof, without affect to its other rights, and Vendor agrees that County may return part orall of any shipment so made and may charge Vendor with any loss or expense sustained as a result of such failure todeliver. .Risk of Loss If the risk of loss passes at the shipping point, and if Vendor fails to pack the goods in an appropriate manneror to ship them in the manner or route directed by County, Vendor shall reimburse County for any loss resulting from thatfailure.Compliance Vendor represents and warrants that it is in compliance with all applicable laws, rules and regulations thataffect this Order.Patents and Copyrights Vendor shall indemnify, hold harmless, and defend County, its directors, officers, agents andemployees for, from and against any suit, claim or demand alleging infringement of any patent or copyright ormisappropriation of any confidential information or trade secret in the United States, in the country of source or country ofdestination, based on the manufacture, assembly, sale, lease or use of goods, machinery. equipment, apparatus, materialsor processes supplied hereunder.Indemnification Vendor shall fully protect, indemnify, hold harmless and defend County, its directors, officers, agents andemployees for, from and against any and all loss, cost, damage, injury, liability, claims, liens, demands, taxes, penalties,interest or causes of action of every nature whatsoever, including but not limited to those of Vendor s subcontractors, whichin any manner arise out of, are incident to, or are in connection with Vendor s performance under this Order.Jurisdiction and Venue:The laws of the State of Colorado shall govern the interpretation, validity and effect of this Order.Jurisdiction and venue for any disputes arising under this Order shall be with the District Court of Adams County, Colorado.Assignment This Order shall not be assigned in whole or in part without the prior written approval of County.No Waiver of Rights No actions or lack of action by County shall be deemed a waiver of any of the provisions, terms orconditions set forth herein. Any waiver by County must be in writing.Entire Agreement This Order, properly signed, constitutes the entire agreement between County and Vendor. Anyalterations, changes. variations, or additional terms by Vendor are rejected unless expressly assented to in writing byCounty. Acceptance is expressly limited to the terms of this Order; any additional or different terms are of no force andeffect and notification of objection to such additional terms is hereby given.


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1 2 ESTES PARK LEADERSHIP RETREAT

Phone:FAX:e-mail:Delivery:

INCLUDES MEETING SPACE, FOOD, BEVERAGES AND LODGINGSEE ATTACHED PRICING PROPOSAL - JANUARY 26 THROUGHJANUARY 30, 2014

E

ADAMS COUNTY MANAGER4430 SOUTH ADAMS COUNTY PARKWAY5TH FLOOR, SUITE C5000ABRIGHTON CO 80601

0.0000 9,948.80 L:l,U ''''' 00004377

Page 1 of 1Purchase Order Number 3 6 ADAMS COUNTY erder Date: 03 04 14This Number Must Appear on all PURCHASE ORDER Requested Date: 03 04 14I nvoices, Packing lists and Packages Cost Center: 1012

Tax Rate


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Quality: Vendor warrants that the goods delivered hereunder will conform to the description stated in this Order and that thegoods will be merchantable, of good workmanship and materials, and free from defects. These warranties shall surviveinspection, testing ndlor acceptance of the goods. At County's option, and without prejudice to any other rights County mayhave, Vendor shall remedy any defective goods or reimburse County for its costs for remedying or replacing defectivegoods.Packing Charges: No charges will be allowed for transportation, boxing, crating or other packaging unless set forth inwriting in this Order.Terms of Payment: Payment in full by County shall be made within thirty (30) days after receipt of invoice from Vendor.Tax Exempt: County is a tax-exempt government entity, a body politic and corporate. No sales, use or excise taxes shallbe included in or added to the prices of materials or goods on this Order. County's tax exempt number is 98-03569.Appropriation Clause: The payment of County's obligation hereunder in fiscal years subsequent to the current year arecontingent upon funds for this Order being appropriated and budgeted. If funds for this Order are not appropriated andbudgeted n the year subsequent to the fiscal year of issuance of this Order, the County may terminate this Order. County'sfiscal year is the calendar year. Termination under this provision shall not result in any penalty being imposed againstCounty.Cancellation for Cause: This Order is to be acknowledged properly, and the date of shipment shall be stated definitely inthe acknowledgment by Vendor. In the event of Vendor'S failure to deliver as and when specified, County reserves the rightto cancel this Order, or any part thereof, without affect to its other rights, and Vendor agrees that County may return part orall of any shipment so made and may charge Vendor with any loss or expense sustained as a result of such failure todeliver.Risk of Loss: If the risk of loss passes at the shipping point, and if Vendor fails to pack the goods in an appropriate manneror to ship them n the manner or route directed by County, Vendor shall reimburse County for any loss resulting from thatfailure.Compliance: Vendor represents and warrants that it is in compliance with all applicable laws, rules and regulations thataffect this Order.Patents and Copyrights: Vendor shall indemnify, hold harmless, and defend County, its directors, officers, agents andemployees for, from and against any suit, claim or demand alleging infringement of any patent or copyright ormisappropriation of any confidential information or trade secret in the United States, in the country of source or country ofdestination, based on the manufacture, assembly, sale, lease or use of goods, machinery, equipment, apparatus, materialsor processes supplied hereunder.

Indemnification:Vendor shall fully protect, indemnify, hold harmless and defend County, its directors, officers, agents andemployees for, from and against any and all loss, cost, damage, injury, liability, claims, liens, demands, taxes, penalties,interest or causes of action of every nature whatsoever, including but not limited to those of Vendor's subcontractors, whichin any manner arise out of, are incident to, or are in connection with Vendor'S performance under this Order.Jurisdiction and Venue:The laws of the State of Colorado shall govern the interpretation, validity and effect of this Order.Jurisdiction and venue for any disputes arising under this Order shall be with the District Court of Adams County, Colorado.Assignment: This Order shall not be assigned in whole or in part without the prior written approval of County.No Waiver of Rights: No actions or lack of action by County shall be deemed a waiver of any of the provisions, terms orconditions set forth herein. Any waiver by County must be in writing.Entire Agreement: This Order, properly signed, constitutes the entire agreement between County and Vendor. Anyalterations, c h ~ n g e s variations, or additional terms by Vendor are rejected unless expressly assented to in writing byCounty. Acceptance is expressly limited to the terms of this Order; any additional or different terms are of no force andeffect and notification of objection to such additional terms is hereby given.


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Page 1 of 1Purchase Order Number 376 ADAMS COUNTY 6rder Date: 02119114TIlis Number Must Appear on all PURCHASE ORDER Requested Date: 02119 14Invoices Packing Usts and Packages Cost Center: 1012

FACILITATOR FOR THE THREE D YS IN ESTES P RK

NOVAK CONSULTING GROUP1776 MENTOR AVECINCINNATI OH 45212


Phone:FAX:e-mail:Delivery: FOB DESTINATION

ADAMS CTY BOARD OF COUNTY COMMISSIONERS4430 SOUTH ADAMS COUNTY PARKWAYSUITE C5000ABRIGHTON CO 80601 8204


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Quality Vendor warrants that the goods delivered hereunder will conform to the description stated in this Order and that thegoods will be merchantable, of good workmanship and materials, and free from defects. These warranties shall surviveinspection, testing and/or acceptance of the goods. At County s option, and without prejudice to any other rights Countymay have, Vendor shall remedy any defective goods or reimburse County for its costs for remedying or replacing defectivegoods.Packing Charges: No charges will be allowed for transportation, boxing, crating or other packaging unless set forth inwriting in this Order.Terms of Payment: Payment in full by County shall be made within thirty (30) days after receipt of invoice from Vendor.Tax Exempt: County is a tax-exempt govemment entity, a body politic and corporate. No sales, use or excise taxes shallbe included in or added to the prices of materials or goods on this Order. County s tax exempt number is 98-03569.Appropriation Clause: The payment of County s obligation hereunder in fiscal years subsequent to the current year arecontingent upon funds for this Order being appropriated and budgeted. If funds for this Order are not appropriated andbudgeted in the year subsequent to the fiscal year of issuance of this Order, the County may terminate this Order. County sfiscal year is the calendar year. Termination under this provision shall not result in any penalty being imposed againstCounty.Cancellation for Cause: This Order is to e acknowledged properly, and the date of shipment shall e stated definitely inthe acknowledgment by Vendor. In the event of Vendor s failure to deliver as and when specified, County reserves the rightto cancel this Order, or any part thereof, without affect to its other rights, and Vendor agrees that County may retum part orall of any shipment so made and may charge Vendor with any loss or expense sustained as a result of such failure todeliver. .Risk of Loss If the risk of loss passes at the shipping point, and if Vendor fails to pack the goods in an appropriate manneror to ship them in the manner or route directed by County, Vendor shall reimburse County for any loss resulting from thatfailure.Compliance Vendor represents and warrants that it is in compliance with all applicable laws, rules and regulations thataffect this Order.Patents and Copyrights Vendor shall indemnify, hold harmless, and defend County, its directors, officers, agents andemployees for, from and against any suit, claim or demand alleging infringement of any patent or copyright ormisappropriation of any confidential information or trade secret in the United States, in the country of source or country ofdestination, based on the manufacture, assembly, sale, lease or use of goods, machinery, equipment, apparatus, materialsor processes supplied hereunder.Indemnification Vendor shall fully protect, indemnify, hold harmless and defend County, its directors, officers, agents andemployees for, from and against any and all 1055 cost, damage, injury, liability, claims, liens, demands, taxes, penalties,interest or causes of action of every nature whatsoever, including but not limited to those of Vendor s subcontractors, whichin any manner arise out of, are incident to, or are in connection with Vendor S performance under this Order.Jurisdiction and Venue:The laws of the State of Colorado shall govem the interpretation, validity and effect of this Order.Jurisdiction and venue for any disputes arising under this Order shall be with the District Court of Adams County, Colorado.Assignment This Order shall not be assigned in whole or in part without the prior written approval of County.No Waiver of Rights No actions or lack of action by County shall be deemed a waiver of any of the provisions, terms orconditions set forth herein. Any waiver by County must be in writing.Entire Agreement This Order, properly signed, constitutes the entire agreement between County and Vendor. Anyalterations, changes, variations, or additional terms by Vendor are rejected unless expressly assented to in writing byCounty. Acceptance is expressly limited to the terms of this Order; any additional or different terms are of no force andeffect and notification of objection to such additional terms is hereby given.


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The Novak Consulting Group Inc210 Glenmary AveCincinnati OH 45220 Date

02 02 2014TermsNet 30

nvoiceInvoice No

493Due Date03 0412014

Bill oTodLeopoldCounty AdministratorAdams County CO

Activity ProfessionafServices: Governing Body Retreat Expenses for Catherine Tuck Parrish: Accommodations on 1127 Airfare and Ground Transportation

Quantity

1

Rate

l ~ S O O

Amo, lI'It10 000.001 305.00


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County Manager s Office. 443 South Adams ParkwayBrighton. Colorado 8 6 1

MEMORANDUMTO: Purchasing DivisionTHROUGH: Todd Leopold. County ManagerFROM: Ed Finger, Deputy County ManagerDATE: January 21. 2014SUB apT: Single Source. : u r ~ l a s i n g Policy Exception JustUicationThe Novak Consulting Group has a unique approach to providing facilitation and strategicplanning services that County Management believes are needed for this year sBoardlManagcment retreat, including specific core value exercises and strategic planningmethodologies. Ms. Novak and her staff have significant experience providing th servicesrequested.County Manager s Office staff has reviewed the proposal and believes the fees to be reasonablefor the services provided.


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SINGLESOURCINGPOLICY

DIVISIONANDPOLICYNUMBERPURCHASING 1080

Approval Date10/22/12

Revision DateN/A

PURPOSE:Todefine the single sourceprocessidentifies onevendor or manufacturer as the only viableentity from which to purchasethe commodity or service.This processsupersedesall biddingrequirements.ELECTEDOFFIOALS/DEPARTMENTSAFFECTED: llPOUCV:TheBoardof CountVCommissioners(BOCC)may authorize a SingleSource purchaseunder thefollowing circumstances:1. When the product or service isof a unique nature or allows for standardization with

existing equipment andwill provide exceptional value to AdamsCounty.2. Emergencypurchaseswhere the well-being of the cltlzens employees or AdamsCountyproperty maybeendangered f the purchaseisdelayed.3. Where AdamsCounty currently hasa contract Inplacewith a vendor for like products or

services.4. Useof this exception requires the recommendation of one of the following: the ElectedOffiCial,Department Director Deputy or County Manager Inaccordancewfth the value ofthe purchaseandAdamsCounty Approval Authority Policv#1010.

PROCEDURE:TheDepartment must provide written singlesourcejustification to the PurchasingDivision forreview seeAPHOglx E Usethe AlternativeSourceElection FormAppendix F o determine aSinglesourcenot found in Appendix E1. ThePurchasingManager or their authorized designeeshallreview the justification andworkwith the requesting ElectedOfficial or Department to assurethat a sinslesourceisInthe

best interest of AdamsCounty anddoesnot violate the policies andprocedures that havebeenadopted by AdamsCounty2. Oncethe singlesourcejustificatlon hasbeencompleted the Purchaslns representative shallforward the document to AdamsCounty Manager who maychoose to present the request

to the BOCCfor review andapproval or denial.

1 8 - Single Sourcing Policy Page lof 2


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3. Upon approval the issue may be required to appear on the agenda or Public Hearingorplaced on the consent calendar.4. Once approved Purchasing Division shall process the purchase.4 1 If bondIng is required the Contractor shall secure a Performance Bond and a PaymentBond each in the amount o one hundred percent (100 ) o the Agreement price with acorporate surety approved by Adams County and licensed to do business In the StateoColorado, said bonds to be released at the sale discretion o Adams County.4 2 The Contractor shall provide Insurance as stated In Appendix L5. In the event o a declared Disaster/Emergency this Policy shall be suspended andtt1015 shall replace these procedures

Single Source providers will be posted on the Adams County webSite for all interested parties tosee. A list o current single source providers is available in Atmendix J.EXCEPTIONS:There are no defined exceptions to this PolicV other than prevlouslV stated.

1080 - SIngle Sourcing Pollc::v Page 2 12


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APPENDIX F- SINGLE EMERGENCY ORCOOPERA riV SOURCE FORMDIVISION AND POUCY NUMBERPURCHASING

Approval Date10/31/12

Revision DateN/A

ELECTED OFACIAL/DEPT. - . o . i l ~ :;:;"~ i X . .:;.0= ' ~ , :;:;............... _...... I\:ii .:;;'i Ii . ; ; ~ ; ; ; ; :...... : . ~ . ; ; .....COMMODITY OR SERVICE fJ Ic..\_t \._m _m .;;;..o.....;t..\ . _ ~ _ ....._t64_.... ___ ....i..... ' ~ ~ c C . _ ~ M ~

PURCHASINCfPOUCY EXCEPTION ITEM CHECK ONE1 Item(s) or service has been formally awarded to a vendor by the State ofColorado, MAPO, or other cooperative purchasing group and the productmeets the needs of Adams County. 02 .The product or service Is of a unique nature, or allows for standardizationwith existing equipment andwill provide exceptional value to AdamsCounty.

0'3 Emergency purchases where the well being of the citizens, employees orCounty property may be endangered if the purchase Is delayed. 04 Adams County currently has a contract In place with a vendor for like

products or services and the compatibility and/or continuity of thoseproducts or services are paramount to the success of the department orelected officials function Use of this exception requires the approval of theElected Official, Department Director, the finance Director, Adams CountyManager, or the 80CC in accordance with the value of the purchase andAdams County (see Poll9 #1010)

0The Department/Elected Official must provide written justification to the Purchasing Division forreview and preparation of the Single Source and forwarding to Adams County Manager. Attachadditional sheets as necessary.

A - t T A ~

Appendix F - Single Emergency or Cooperative Source Form Page 1 of


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January 9, 2014Mr. Todd LeopoldCounty ManagerAdams County Government Center443 S. Adams County Pkwy.Brighton, CO 80601Dear Mr. Leopold:I apprecIate your interest in considerIng ih Novak Consulting Group for your Board ofCommissioners Strategic Planning Session, scheduled to take place on January 28-302014.We have extensive experience with precisely this type of work and would be pleased toconduct a session tailored to the needs of Adams County. In addition to the personalbios project approach, and client list/references, I would like to provIde some briefinformatIon about The Novak Consulting Group and our approach to such a session.

The mission of The Novak Consulting Group is to strengthen organizations, for thosethey serve and those who work in them. We are dedicated to providing managementconsultIng services to local governments and non-prOfit organizations. The firm wasoriginally established as Public anagement Partners In 2002. Since then we have beenproviding our dlents with the very best thinking and execution In organizational deSign,development, Improvement.The Novak consulting Group provides unparalleled service to our clients. Leaders In localgovernment and the nonprofit communities have come to rely on The Novak ConsultingGroup for high caliber advice, with the personal attention of a boutique consultancy.

Niche expertise Our expertise lies In strengthening two kinds of organizations -local governments and nonproflts. We're consulting specialists rather thangeneralists, focusing our strengths to do a hIghly effective job for a very specificgroup of Clients.f Flexibility to serve y u better We employ a small core staff of senior-levelconsultants and draw from our pool of subject matter experts when their expertisecan help us serve you better. The result? A highly nimble, more effiCient approach to

giving you the services you need, when you need them.


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Decades of collective experience. Our associates and subject matter expertshave decades of experience in strengthening local munldpalltles and nonprofit'organizations. They've served in a wide range of positions, from city manager, topublic works director, and to director of management Information systems." Personal senrlce from sentor-Ievel consultants. You appreciate it whendeadlines are met., phpne calls are retuned, and your challenges are given fn-depth,out-of-the-box thinking. While a large firm may assign your business to junior-levelpeople, we are small enough to offer very personal service from senior-levelconsultants.

The Novak Consulting Group believes t fully supporting the strategic planning sessionfrom beginning to end - from co1laboratively plannIng the agenda to providing a finaldeUverabie that summarizes the event.We will discuss and develop the agenda at our planning meeting on January th Weanticipate spending time tthe strategiC planning session articulating a framework forthe County's strategic plant to Include a vision, mission l values, critical success factors,and priority initiatives. Additionally, we will spend time discussing and reachingagreement on roles and expectations among the Board of Commissioners and theCounty's Executive Staff.During the session, the primary roieof the fadlltators Is to ensure that the environmentis respectful and conducive to open and constructive dialogue so that the establishedobjectives are ultimately met. While the agenda provides the structure to accomplishthe tasksl we also know how Important It fs to pay ,attentlon to the group and make surethat conversations that need to happen, happen, s cWe are flexible and In tune withgroup during the process.Followlog the session, a summary report documenting the event will be prepared for theCounty.

' \

In addition to the speclftc references provided below additional governIng bodies wehave worked with Include in the following municipalities: Santa Ana California (pOpulation 355,652) Overland Park, Kansas (population 166,700) Eugene, Oregon (population 137,893), Lawrence, Kansas (population 90,520), Mountlake Terrace, Washington (population 20(930), San luis Obispol California (population 44,000)


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Ann Arbor, Michigan engaged The Novak Consulting Group In 2012 and again In 2013to facilitate a goal setting retreat for the City Council, The purpose of the initial retreat,facilitated by Julia Novak, was to provide polley dIrection to staff on Important issuesfacing the communIty in the coming year. The City Council Identified five priority areas:Fiscal Responsibility, Public Safety, Infrastructure, Affordable Housing, EconomicDevelopment, and Public Safety.Steve Powers, City Manager(734) 794-6110 s . P . Q . w . . . ~ f . . ~ ' @ ~ Z 9 P j , . Q r gBoulder, Colorado has engaged The Novak Consulting Group In a variety of projectssince 2010, Including the current project: Comprehensive Finandal StrategyDevelopment. We are currently facilitating a process with the Oty s full managementteam (some 30+ division level managers) to update the City's comprehensive financialstrategy and prepare for a potential CIP ballot issue in November 2014.Jane Brautlgarn, Oty Manager

(303) 441-3090 Q r . c H H g S m ) ' @ l L 9 l l r J ~ [ ~ . 9 . 9 B ~ . . g Q y 'Murrav, Utah engaged The Novak Consulting Group in 2011 to work With this MayorCouncil government to develop their first strategiC plan and capital Improvementprogram. This project consisted of an extensive environmental scan, surveys, focusgroups, and significant Involvement by the Mayor, Coundl and Department Directors.Jan Wells, Chief of Staff801) 264-2621 l w . g J l . s . . @ m l l r r a y . ~ t l . g Q YLancaster, Texas first engaged The Novak Consulting Group In 2010, and we havefacilitated annual retreats In 2010, 2011/ 2012 and 2013 with their governing body anddepartment heads, In order to develop their strategic plan. This process Includedvisioning, goal setting, and articulating key priorities that would shape the dIrection ofthe City over the next five years.

Opal Mauldin-Robertson, City Manager(214) 500-1383 Q R Q h ~ r : t r u ) ' . 1 @ . . ~ l l q l ~ i t e r . : o : t , ~ . 9 mCedar Hili, Texas engaged The Novak Consulting Group In the fall of 2011 to facilitatetheir annual retreat. The retreat Included facilitating Important policy discussions relatedto achievIng the City's vision of being the Premier Ity of the Southwest Dallas-FortWorth Metroplex.Alan Sims, City Manager469) 6 2 8 ~ 5 6 6 ~ . 1 ~ l l , ~ i l I } ; . , m $ ; ~ Q ~ [ : i U J ~ .Clayton Missouri engaged The Novak Consulting Group In 2011/ 2012 and 2013 tofacifitate retreats with both the governing body (Mayor and Board of Aldermen) anddepartment direc.tors. The retreats were Intended to improve relationships, establishpriorities, and articulate and clarify expectations. The City also contracted with TheNovak Consulting Group to facilitate their C-The Future community based strategicplanning process In 2012.Craig Owens, Oty Manager(314) 727-0761 S ; Q W J 1 l 1 s . @ c & l ~ Q C 1 1 l Q . J J J i
mailto:s.P.Q.w...~f..~'@~Z9Pjmailto:Qr.c!HHgS!m)'@lL9l!lrJ~[~.9.!9Bmailto:lw.gJl.s..@mllrray.!~tl.gQYmailto:QRQh~r:tru)'!.1@.!.~llql~iter.:o:t,~.9mmailto:S;QWJ1l1s.@c!&l~QC1!1lQ.JJJimailto:s.P.Q.w...~f..~'@~Z9Pjmailto:Qr.c!HHgS!m)'@lL9l!lrJ~[~.9.!9Bmailto:lw.gJl.s..@mllrray.!~tl.gQYmailto:QRQh~r:tru)'!.1@.!.~llql~iter.:o:t,~.9mmailto:S;QWJ1l1s.@c!&l~QC1!1lQ.JJJi


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Palo Alto, California engaged The Novak Consulting Group to facilitate a strategicplanning process for the Oty s Department of Administrative Services. The work planIncluded employee focus groups, surveys and engaging the department's managementteam In developing a plan to the CIty rnto the future.David Ramberg, Dlrector(650.) 329-2634Sequim Washington engaged The Novak Consulting Group to conduct staffleadership trainIng workshops and CIty Council retreats In 2010, 2011, 2012, 2013 and2014. Each agenda varied slightly, from establishing the Oty s first strategiC plan tomoving furward Wlth :llJ1plementation.Steve Burkett, City Manager

3 6 0 ) ~ 6 8 3 - 4 1 3 9 I D 2 t ~ ~ i g Y . m . & l ~

The session will be facilitated by President Julia Novak and. Assodate catherine TuckParrish.Julia Is a skilled faCilitator who has worked with elected and appointed officials toImprove WOrking relationships, understand roles and responsibilities, and set goals formore than 1 years. She has facilitated over 100 such retreats In her time as aprofessIonal consultant.Catherine has mor:e -than '20 years of experience In serving local governments, In directservice or as a consultant. Most recently, she oversaw all Human ResouFces functions inthe ty of RockvIlle, Marytand, and was Involved in the recruitment and hiring of manyof Rockvllfe's 500+ employees. She has also facflitated elected official and departmentgoal setting se jSlons.TheIr. complete resumes follow


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Julia D Novak residentJulia established The Novak Consulting Group In September 2009when she acquired Public Management Partners. From 2003 to2009, she served as a Vice President for a local governmentconsulting firm. Julia has more lnan 25 years of experienceworking with and for local governments. She Is a consultant,trainer, and fadlltator who has wOl'ked with numerousorganizations and community groups. During her local governmentcareer, she worked in Fort Colllns l Colorad0i leXington,Massachusetts; Rockville, Marylandj and was City Manager of Rye,New York.Julia has extensIve experience as a facilitator and trainer. She hasworked with elected and appointed officials across the country toconduct goal setting, develop strategiC plans, and prioritize servicedelivery. She has conducted training for elect.:oo officials as anIndividual trainer and through the National League of Cities and aconsortium of cities in California. Topics Included leadership style In {r;{J(or: , < .and evaluating elected offidals. f. . , ; ~ ' ' ' . ~ ' ' ~ : : . : , ~ .- : ,a , , :

; ? : I f d ~ 'fB lwe CcJulia has also established herself as a thought leader In the area of _ " t f ' f ~ A ' ~ ,,;\ , ~ , ' " , , / , ~ ' ~governance and admlnistratIQn. In Apr,ll 2002, Julia was one of 20 ';': ~ , , 2 ~ ~ f f S , , > bpractitioners who p a ~ l Q d t n _ ffMA*sponsored symposium ,.. 1 ~ y ' ~ ~ ( ~ , :: :,:on the future of local g o ~ m : ~ l : I a t j o n . Her response toDr. James Svara's paper, CouneS, ~ o I e s , Performance, and , ; : , , ; : ; t Q t : I I I ~ n m . e . Q t / ; l 6 y e a r s, .. . .B 7 i : : : , ; ~ _:'.:: . :the Form of Government/, 1$.!fIdl.lded r the lCMA-publlshed book,"The Future of local Government Administration. I She has hadseveral articles published in Public Management Magazine, Including: "Civility .. Nurturing itWhere You I-lave it and Resurrecting It Where It Has Died" - 2012; "Permission to Manage" 2010 (ooauthored with Steven C. Burkett); and In 2009 "PreparIng Coundfs for Their Work co

authored with Dr. John Nalbandian. In 2010, Julia served as a trainer for a USAID InItiative InBaghdad, Iraq to develop the capacity t local advisors and councils In Iraq and to engage instrategic planning, project management, polley analySis, and policy advocacy.In 20001 the International aty/County Management Association (lCMA) awarded Julia itsAssistantis Excellence In leadership Award for work she did building community and Increasingorganizational capacity as Deputy City Manager of RockvIlle, Maryland.Julia earned a bachelor's degree In government and politics from George Mason Unlvarslty and amaster's degree In public administration from the University of Kansas. Julia was in the first classof Individuals certified by ICMA as CredentIaled Local Government Managers and maintains thatdesignation. She Is certified to administer several leve!-B psychological assessments, Inchldlngthe Myers-Briggs Personality Type Indicator, Apter Motivational Styles PrOfile, and the StrengthDeployment Inventory. She also Is trained In popular level-A assessmentsl Including tihe ThomasKillman Conflict Modes Inventory and the Human Element-S.


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Catherine Tuck Parrish Associatecatherine has over 20 yeats of management experience workingWith local governments, non-profit organizations, andassoclatfQns. She currently leads The Novak Consulting Grovp'sexecutive search practice., u d e . ~ I ' t i l C ' . e n t ,numerous ~p1Mnlltg, depadelIeJopment.Shefortfte pOSItIons of............ , ~ ~ t O i r e c t o r , i\ lhils n a r ~ H u ~ ~ r c e s I n s p e c t ~ o n s. ~ ~ '. > W o f k ~~ ~ l ) ~ ~ Public

. . . . p ~ . . . .... for multiple ~ n j z a t l o n s . Shehas numcf'QU$ governing bOdy workshops andstrategic planning sessions.Catherine's most recent local government experience was asDeputy aty Manager In Rockville, Maryland, where she oversawParks and Recreation, Human Resources, Information Technology,Anance, Communications, Customer Service, and Intergovemmental Functions. She also servedas A s s i s t a n ~ q t y MalKlger and Acting Oty Manager of Rockville for 11 months. Prior to joiningthe Oty of Rodqvilie,Catherlne served as Assistant to the County Exooutlve of Fairfa)( County,Vlrgirna, wori


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The total cost for a one day retreat as outlined in this proposal Is 10,000, plus out ofpocket expenses. Expenses will Include the airfare aSSO Iated with only one of thefadUtators.Should the County desire a foliow up session, the cost Is 2,500 per day plus out ofpocket expenses.

hope this Information Is useful to the County In understanding our process forfacilitating strategic planning sessions. look forward to further conversation, andwould love to work with Adams County In this capacity.Sincerely,

Julia D NovakPresident

Accepted for the County:


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adams county 2014 strategic planning retreat expenses

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