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Home My WebLink About2022-164-E-Visitors Bureau-Sallie Scharding Design-Revisions and production files for town mapsRevised 06/21 1 [Departmental Use Only] TITLE Sallie Scharding/Map FY 2021-22 ORANGE COUNTY CONTRACT UNDER $5,000.00 NORTH CAROLINA THIS AGREEMENT, is between Orange County, North Carolina, a body politic organized under the laws of the State of North Carolina, (the "County"), and Sallie Scharding Design (the "Provider"). W I T N E S S E T H: For the purpose and subject to the terms and conditions hereinafter set forth, the County hereby contracts for the services of the Provider, and the Provider agrees to provide the services set out below to the County in accordance with the terms of this Agreement, time being of the essence. The services or materials or construction (hereinafter referred to collectively as “Services”) to be furnished under this Agreement are as follows: See Exhibit 1 Attached The term of this agreement rendered shall be from 04/27/2022 to Completion of work. Provider represents and agrees that Provider is qualified to perform and fully capable of performing and providing the services required or necessary under this Agreement in a fully competent, professional and timely manner to the satisfaction of the County. Provider shall be responsible for all errors or omissions, in the performance of the Agreement. Provider shall correct any and all errors, omissions, discrepancies, ambiguities, mistakes or conflicts at no additional cost to the County. Provider agrees that Provider shall not sub-contract any of the services to be provided in this Agreement, nor shall Provider assign any right or responsibility granted or required by this Agreement, without the prior written approval of the County. SPECIFIC TERMS 1. Payment: The County agrees to pay at the rates specified for Services satisfactorily (as determined by the County) performed in accord with this Agreement. The amount to be paid by the County shall not exceed Three thousand seven hundred and eighty dollars, ($3780.00). Payment shall be made within thirty (30) days of an invoice properly submitted to County. Should Provider fail to perform its duties under the terms of this Agreement, County may, without fault or penalty, withhold any payment associated with the work to be performed until such time as said work is completed. 2. Non–waiver: Failure by County at any time to require the performance by Provider of any of the provisions hereof shall in no way waive or affect the County's right hereunder to enforce the same, nor shall any waiver by the County of any breach be held to be a waiver of any succeeding breach or a waiver of this Non-Waiver Clause. 3. Independent Contractor: The Provider shall operate as an independent contractor, and the County shall not be responsible for any of the Provider’s acts or omissions. The Provider shall not be treated as an employee with respect to the Services performed hereunder for federal or state tax, unemployment or workers' compensation purposes. The Provider understands that neither federal, nor state, nor payroll tax of any kind shall be withheld or paid by the County on behalf of the Provider or the employees of the Provider. 4. Insurance: Provider shall obtain, at its sole expense, Commercial General Liability Insurance, Automobile Insurance, Workers’ Compensation Insurance, and any additional insurance as may be required by County’s Risk Manager as such insurance requirements are described in the Orange County Risk Transfer Policy and Orange County Minimum Insurance Coverage Requirements (each document is incorporated herein by reference and may be viewed at DocuSign Envelope ID: 1D213978-6422-4067-8DD6-82E320AED345 Revised 06/21 2 http://www.orangecountync.gov/departments/purchasing_division/contracts.php). If County’s Risk Manager determines additional insurance coverage is required such additional insurance shall be designated here N/A. NOTE: ALL INSURANCE REQUIREMENTS HAS BEEN WAIVED BY THE DEPARTMENT DIRECTOR. (if no additional insurance required mark N/A as being not applicable). Provide r shall not commence work until such insurance is in effect and certification thereof has been received by the County's Risk Manager. 5. Indemnity: To the extent authorized by North Carolina law the Provider agrees, without limitation, to defend, indemnify, and hold harmless Orange County from all losses, liabilities, claims, demands, suits, costs, damages or expenses (including reasonable attorney's fees) arising from bodily injury, including death, to any person or persons or damage to or destruction of any property caused in whole or in part by any negligent or intentional act or omission on the part of the Provider in carrying out Provider’s duties and obligations related to the Services to be provided in this Agreement . It is the intent of this provision to require the Provider to indemnify the County to the fullest extent permitted under North Carolina law. 6. Termination: This Agreement may be terminated at any time by mutual written agreement of the parties or by the County upon written notice to the Pro vider. County may suspend this Agreement upon reasonable notice to Provider. 7. Entire Agreement and Signatures: The parties have read this Agreement and agree to be bound by all of its terms, and further agree that it constitutes the complete and exclusive statement of the Agreement between the parties unless and until modified in writing and signed by the parties. Modifications may be evidenced by telefacsimile signature. This Agreement together with any amendments or modifications may be executed electronically. All electronic signatures affixed hereto evidence the consent of the Parties to utilize electronic signatures and the intent of the parties to comply with Article 11A and Article 40 of North Carolina General Statute Chapter 66. 8. Governing Law and Priority: Both parties agree this Agreement is governed by the laws of the State of North Carolina and Orange County. Provider shall at all times remain in compliance with all applicable local, state, and federal laws, rules, and regulations including but not limited to all state and federal anti-discrimination laws, policies, rules, and regulations and the Orange County Non-Discrimination Policy and Orange County Living Wage Policy (each policy is incorporated herein by reference and may be viewed at http://www.orangecountync.gov/departments/purchasing_division/contracts.php.). Any violation of this requirement is a breach of this Agreement and County may immediately terminate this Agreement without further obligation on the part of the County. This paragraph is not intended to limit and does not limit the definition of breach to discrimination. By executing this Agreement Provider certifies that Provider has not been identified, and has not utilized the services of any agent or subcontractor identified, on the list created by the State Treasurer pursuant to G.S. 147-86.58. By executing this Agreement Provider certifies that Provider has not been identified, and has not utilized the services of any agent or subcontractor identified, on the list created by the State Treasurer pursuant to G.S. 147-86.81. By executing this Agreement Provider affirms Provider is and shall remain in compliance with Article 2 of Cha pter 64 of the North Carolina General Statutes. In determining the basic services to be provided, should any documents be referenced in or attached to this Agreement, the terms herein shall have priority in any conflict between the terms of referenced documents and the terms of this Agreement. 9. Dispute Resolution: Neither party may initiate binding arbitration. Any disputes shall be resolved by nonbinding mediation. If such mediation fails either party may initiate litigation to resolve the dispute. Should either party initiate litigation to settle any dispute involving the terms of this Agreement such litigation shall be initiated in the General Court of Justice of North Carolina seated in Orange County, North Carolina. Regardless of the outcome of said litigation each party is responsible for its own costs and fees, including attorneys’ fees. DocuSign Envelope ID: 1D213978-6422-4067-8DD6-82E320AED345 Revised 06/21 3 10. Non Appropriation: Provider acknowledges that County is a governmental entity, and the validity of this Agreement is based upon the availability of public fundi ng under the authority of its statutory mandate. In the event that public funds are unavailable or not appropriated for the performance of County’s obligations under this Agreement, then this Agreement shall automatically expire without penalty to County immediately upon written notice to Provider of the unavailability or non-appropriation of public funds. IN WITNESS WHEREOF, this Agreement is effective upon its execution by Orange County and the Provider. ORANGE COUNTY PROVIDER By: _________________________ By: _________________________ Department Director Title: ________________________ 200 S. Cameron St. Sallie Scharding, Sole Proprietor P.O. Box 8181 Hillsborough, NC 27278 DocuSign Envelope ID: 1D213978-6422-4067-8DD6-82E320AED345 4/27/2022 Owner Revised 06/21 4 ORANGE COUNTY—DEPARTMENT USE ONLY ______________________________________________________________________________ Party/Vendor Name: Sallie Scharding Design Party/Vendor Contact Person: Sallie Scharding Contact Phone: 919- 969-0990 Party/Vendor Address: 251 Lexes Trail City Chapel Hill State: NC Zip: 27516 Department: Econ. Dev./Visitors Bureau Amount: $3780.00 Purpose: Revisions and production files for town maps Budget Code(s): 37600520-685006 Vendor # 58297 (N/A if new vendor) Vendor is a BOCC consultant? Yes No Contract Type: (Check one) New Renewal Amendment Effective Date 04/27/2022 Approved by Board Yes No Agenda Date: N/A --- For Section XIV. c. contracts only, Approved by Board in Current FY Budget Yes No This agreement is approved as to technical form and content and I as Department Director affirmatively state work on this project has not been initiated prior to execution of the agreement: Department Director’s Signature ________________________________________ Date: ________ Agreements for emergency services or repair are not subject to the above affirmation. If services related to this agreement have already begun or been completed please briefly describe the nature of the emergency condition that was addressed: Information Technologies (Applicable only to hardware/software purchases or related services) This agreement has been reviewed and is approved as to information technology content and specifications: Office of the Chief Information Officer___________________________________ Date: ________ Risk Management This agreement is approved for sufficiency of insurance standards, specifications, and requirements: Office of the Risk Management Officer___________________________________ Date: _________ Financial Services This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act: Office of the Chief Financial Officer ____________________________________ Date: _________ Legal Services This agreement is approved as to legal form and sufficiency: Office of the County Attorney __________________________________________Date: ________ Clerk to the Board Received for record retention: All Docusign contracts must be copied to the Clerk upon completion: occlerkdocs@orangecountync.gov The following signature block is for hard copies only and is not required for Docusign contracts: Office of the Clerk to the Board __________________________________________Date:_________ DocuSign Envelope ID: 1D213978-6422-4067-8DD6-82E320AED345 4/27/2022 4/27/2022 4/28/2022 4/28/2022 From:Steve Brantley To:Tina Fuller Cc:Alisa Cornetto Subject:RE: Request to waive certificate of general liability for digital services provided by Sallie Scharding Date:Tuesday, April 26, 2022 11:13:34 AM Attachments:image001.png Importance:High As requested by the Visitors Bureau, I am authorizing the waiver of general liability insurance for the vendor Sallie Scharding, as she is a sole proprietor who does not carry that insurance. I am copying Alisa Cornetto in this e-mail to make certain that my understanding of the requested waiver is correct. Regards, Steve Brantley, Director Orange County Economic Development 131 W. Margaret Lane, Suite 205 Hillsborough, NC 27278 Office Tel # (919) 245-2326 sbrantley@orangecountync.gov www.growinorangenc.com From: Tina Fuller Sent: Tuesday, April 26, 2022 10:28 AM To: Steve Brantley <sbrantley@orangecountync.gov> Subject: FW: Request to waive certificate of general liability for digital services provided by Sallie Scharding Good morning, Steve We are again contracting with Sallie Scharding to provide creative digital files for us in the form of map updates which will be used for the 2022-23 printed maps and updated wall map. And as in the past, she is requesting that the requirement for general liability insurance be waived as she is a sole proprietor and does not carry this insurance. You have waived this requirement in the past and if you are still in agreement, please reply to this email stating that you authorize the waiver. Thank you, DocuSign Envelope ID: 1D213978-6422-4067-8DD6-82E320AED345 Tina Tina Fuller Website/Social Media Coordinator Visit NC Farms – Orange County App Administrator Chapel Hill/Orange County Visitors Bureau www.visitchapelhill.org supportlocalrestaurants supportlocalshops DocuSign Envelope ID: 1D213978-6422-4067-8DD6-82E320AED345 SALLIE SCHARDING/DESIGN+ | sallieschardingdesign.com | 919-969-0990 A PREMIERE DIGITAL DESIGN & ADVERTISING STUDIO April 20, 2022 Patty Griffin Communications Director Chapel Hill/Orange County Visitors Bureau 308 W. Franklin Street, Chapel Hill, NC 27516 RE: 2022 Orange County Visitors Bureau Maps Projects Dear Patty: Thank you for engaging the creative services of Sallie Scharding/Design+ to layout and produce the following marketing components for the Orange County Visitors Bureau and Welcome Center: • MAP REVISIONS— 3 MAPS — Orange County map — Hillsborough map — Carrboro, Chapel Hill and UNC maps • DISPLAY MAPS LAYOUT AND DESIGN — Large Chapel Hill Welcome Center Display Map — Large Hillsborough Welcome Center Display Map • FOLDOUT MAP DESIGN AND PRODUCTION •VISITORS GUIDE — Completed maps to be included in the 2022/23 Visitors Guide On the following pages, please find estimated pricing for each of these projects. Thank you for the opportunity to collaborate with you on these marketing component projects. Sincerely, Sallie Scharding EXHIBIT 1 DocuSign Envelope ID: 1D213978-6422-4067-8DD6-82E320AED345 SALLIE SCHARDING/DESIGN+ | sallieschardingdesign.com | 919-969-0990 A PREMIERE DIGITAL DESIGN & ADVERTISING STUDIO MAP REVISIONS 3 MAPS: PROJECT SCOPE/ESTIMATE - A | ORANGE COUNTY MAP - B | HILLSBOROUGH MAP - C | CARRBORO, CHAPEL HILL AND UNC MAP SCOPE: Make revisions to three separate existing maps, with updates to roads, attractions, legends and other information as requested. DRAFTS/REVIEW: • Estimated 2 PDF drafts for review, and 1 final mechanical for final review and sign off, FINAL PRINT MECHANICALS: • Final mechanical will not be provided, but file will be output as needed to specification for foldout map, display maps, and visitors guide usage. LIMITS AND EXCLUSIONS: 1. Changes, corrections and additions beyond proposed project scope require r e - estimating and are billed on a per-hour basis @ $135 per hour. 2. Projects are estimated hourly on information received on project start. Content received or revised after/with D2 requiring a D3 or M1 requiring additional mechanicals will be considered out-of-scope and billed additionally at $135 per hour. Projects are billed for actual hours. 3, MISC EXPENSES: Proposal includes creative design and production services only, and does not include purchase of stock or original photography, illustration, computer generated graphics, photo retouching, printing, press checks, bluelines or printed comps. Additional expenses will be billed separately and include a 20% markup. ESTIMATE: REVISIONS MAP A | ORANGE COUNTY MAP • Revisions to map ........................................................................................3.3 hours REVISIONS MAP B | HILLSBOROUGH MAP • Revisions to map ........................................................................................3.3 hours REVISIONS MAP C | CARRBORO, CHAPEL HILL AND UNC MAP • Revision to map ..........................................................................................3.3 hours REVISIONS TO 3 MAPS ...................................................................10 hours Estimate ......................................................................................$1350,00 DocuSign Envelope ID: 1D213978-6422-4067-8DD6-82E320AED345 SALLIE SCHARDING/DESIGN+ | sallieschardingdesign.com | 919-969-0990 A PREMIERE DIGITAL DESIGN & ADVERTISING STUDIO DISPLAY MAPS: PROJECT SCOPE/COST ESTIMATE SCOPE: ORANGE COUNTY DISPLAY MAP Production and layout of ORANGE COUNTY MAP in InDesign using newly revised map art for printing. • Artwork to create to final size of: size needed. • Mechanical provided as PDF • Printing framing and mounting to be handled by OCVB • Press checks not included SCOPE: HILLSBOROUGH DISPLAY MAP Production and layout of HILLSBOROUGH MAP in InDesign using newly revised map graphic for printing. • Artwork to create to final size of : size needed • Mechanical provided as PDF • Printing framing and mounting to be handled by OCVB LIMITS AND EXCLUSIONS: 1. Changes, corrections and additions beyond proposed project scope require re-estimating and are billed on a per-hour basis @ $135 per hour. 2. Projects are estimated hourly on information received on project start. Content received or revised after/with D2 requiring a D3 or M1 requiring additional mechanicals will be considered out-of-scope and billed additionally at $135 per hour. Projects are billed for actual hours. ........................................................................................................ 3, MISC EXPENSES: Proposal includes creative design and production services only, and does not include purchase of stock or original photography, illustration, computer generated graphics, photo retouching, printing, press checks, bluelines or printed comps. Additional expenses will be billed separately and include a 20% markup. ESTIMATE: ORANGE COUNTY DISPLAY MAP PRODUCTION @$135.OO PH ................3 hours Cost Estimate ..................................................................................$405.00 HILLSBOROUGH DISPLAY MAP PRODUCTION @$135.OO PH ..................3 hours Cost Estimate ..................................................................................$405.00 DocuSign Envelope ID: 1D213978-6422-4067-8DD6-82E320AED345 SALLIE SCHARDING/DESIGN+ | sallieschardingdesign.com | 919-969-0990 A PREMIERE DIGITAL DESIGN & ADVERTISING STUDIO FOLDOUT MAP: PROJECT SCOPE/ESTIMATE SCOPE: • Layout, design, production of 2022 OCVB fold out map in InDesign • Replace maps with newly revised map graphics. • Revisions to legend, • Revisions to side panel listing information • Revisions to map copyright information panel. • Cover exploratory (may match 2022/23 visitors guide) DRAFTS/REVIEW: • Two drafts provided in PDF format • D3/M1 Mechanical MECHANICALS: • Print mechanical to be created in Adobe InDesign to specification of existing template with all fonts and graphics files included. • Proofs to be provided as PDF’s. • Mechanicals provided: native InDesign files and PDFx1A PDFs. • Press checks not included. LIMITS AND EXCLUSIONS: 1. Changes, corrections and additions beyond proposed project scope require re-estimating and are billed on a per-hour basis @ $135 per hour. 2. Projects are estimated hourly on information received on project start. Content received or revised after/with D2 requiring a D3 or M1 requiring additional mechanicals will be considered out-of-scope and billed additionally at $135 per hour. Projects are billed for actual hours. 3, MISC EXPENSES: Proposal includes creative design and production services only, and does not include purchase of stock or original photography, illustration, computer generated graphics, photo retouching, printing, press checks, bluelines or printed comps. Additional expenses will be billed separately and include a 20% markup. ESTIMATE: OCVB FOLDOUT MAP PRODUCTION @$135.OO PH................................12 hours Estimate .....................................................................................$1,620.00 DocuSign Envelope ID: 1D213978-6422-4067-8DD6-82E320AED345 SALLIE SCHARDING/DESIGN+ | sallieschardingdesign.com | 919-969-0990 A PREMIERE DIGITAL DESIGN & ADVERTISING STUDIO FOLD OUT MAP: PROJECT SCOPE/ESTIMATE SCOPE: • Layout, design, production of 2022 OCVB fold out map in InDesign • Replace maps with newly revised map graphics. • Revisions to legend, • Revisions to side panel listing information • Revisions to map copyright information panel. • Cover exploratory (may match 2022/23 visitors guide) DRAFTS/REVIEW: • Two drafts provided in PDF format • D3/M1 Mechanical MECHANICALS: • Print mechanical to be created in Adobe InDesign to specification of existing template with all fonts and graphics files included. • Proofs to be provided as PDF’s. • Mechanicals provided: native InDesign files and PDFx1A PDFs. LIMITS AND EXCLUSIONS: 1. Changes, corrections and additions beyond proposed project scope require re-estimating and are billed on a per-hour basis @ $135 per hour. 2. Projects are estimated hourly on information received on project start. Content received or revised after/with D2 requiring a D3 or M1 requiring additional mechanicals will be considered out-of-scope and billed additionally at $135 per hour. Projects are billed for actual hours. ................................................................... 3, MISC EXPENSES: Proposal includes creative design and production services only, and does not include purchase of stock or original photography, illustration, computer generated graphics, photo retouching, printing, press checks, bluelines or printed comps. Additional expenses will be billed separately and include a 20% markup. ESTIMATE OCVB FOLDOUT MAP PRODUCTION @$135.OO PH.................................12 hours Estimate .....................................................................................$1,620.00 DocuSign Envelope ID: 1D213978-6422-4067-8DD6-82E320AED345 invoice CHECKS: Make checks payable to: Sallie Scharding MAIL TO: Sallie Scharding/Design+ 251 Lexes Trail, Chapel Hill, NC 27516 PAY PAL SchardingDesign@icloud.com Let’s create something fabulous together! PROJECT DESCRIPTION TASK HR TOTALS Terms: Invoice due upon receipt. THE FINE PRINT: All projects billed for actual hours. Estimate is for layout, design and production only and does not include costs for printing, paper, stock photos, graphics or associated fees, web hosting, domain purchase, widget purchases, or other fees or services. Final payment is required prior to release of final files for printing, upload or deployment. Project is build for actual hours and not a predetermined number of draft deliverables. Interest of 5% will be added to any unpaid balances after 30 days. ACTUAL HOURS@$135.00 ADD’L CHARGES TOTAL DEPOSIT DUE DATE April 20, 2022 CLIENT Orange County Visitor Bureau PROJECT Visitors Maps Layout, Design and Production 2022-111 251 Lexes Trail, Chapel Hill, NC 27516 www.SallieSchardingDesign.com 919 • 969 • 0990 | SchardingDesign@icloud.com A PREMIER DIGITAL GRAPHICS AND DESIGN STUDIO REVISIONS TO 3 MAPS ( 3.3 hours each ) ............................................10 hours Estimate .......................................................................................................$1,350.00 ORANGE COUNTY DISPLAY MAP PRODUCTION ......................................3 hours Estimate ..........................................................................................................$405.00 HILLSBOROUGH DISPLAY MAP PRODUCTION .........................................3 hours Estimate ..........................................................................................................$405.00 OCVB FOLDOUT MAP PRODUCTION .....................................................12 hours Estimate .......................................................................................................$1,620.00 ESTIMATEDg HOUR TOTAL @ $135.OO PH ..............................................28 hours ESTIMATED COST ...........................................................................$3,780.00 DEPOSIT ...................................................................................$1,890.000 Projects are estimated hourly on information received on project start. Content received or revised after/ with D2 requiring a D3 or M1 requiring additional mechanicals will be considered out-of-scope and billed additionally at $135 per hour. Projects are billed for actual hours if exceeding estimate. 28 Hours $3,780.00 $1,890.00 DocuSign Envelope ID: 1D213978-6422-4067-8DD6-82E320AED345