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HomeMy WebLinkAboutAegis Land Title Group LLC - 110623SCANNING AGREEMENT This Scanning Agreement is made and entered into by and between Aegis Land Title Group, LLC (UBI Number:603 463 556, "Aegis Land Title Group") and Jefferson County, Washington ("Jefferson County"). RECITALS Whereas Aegis Land Title Group is in the business of Title and Escrow services in Washington State and has recently purchased historical documents from the Washington State Archives. Many of the archived document's reference "Volume and Page", rather than the "Auditor File Number". Whereas the Jefferson County Auditor has a collection of "Fee and Cash" books that references both "Volume and Page" as well as "Auditor File Number". Said "Fee and Cash" books being proposed to scan consist of the following: 1. Books 1 — 7 page size 8 x 13 1/2 are small books (Book 2 was skipped, no missing dates). 2. Books 8 — 36 page size 18 x 15 3/4 large books. Whereas Aegis Land Title Group would like to digitally scan these books which would provide them with the necessary translation to location record documents. Whereas Aegis Land Title Group has access to scanning equipment and staff to scan said "Fee and Cash" book for mutual benefit providing the completed digital images to the Jefferson County Auditor and, equally retaining a copy of the completed digital images of said "Fee and Cash" books. F&T"94DIM W1Y1 Now, therefore, in consider of the mutual benefits to be derived here from, both Aegis Land Title Group and Jefferson County agree as follows: 1. Purpose. The purpose of this Agreement is for Aegis Land Title Group to scan the Fee and Cash Books described above for its use and, in exchange, provide all the scanned images to the Jefferson County Auditor for use by Jefferson County. 2. Equipment and Staff. Aegis Land Title Group will, during the month of December 2023, provide the necessary scanning equipment and staff at the Jefferson County Auditor's office between the hours of 9:00 am to 4:30 p.m. 3. Completion of Scanning. It is estimated that the entirety of the propose 35 books will be completed in the month of December 2023, barring un-foreseen events. Should the time period take longer than the month of December, Aegis Land Title Group and the Jefferson County Auditor will agree to additional time for scanning that will not affect Jefferson County Auditor's needs during their elections periods. 4. Scanned Images. Upon completion scanning the "Fee and Cash" book, a complete copy of the digital images will be provided to Jefferson County Auditor and, equally a complete copy of the digital images will be retained by Aegis Land Title Group. 5. Access. The Jefferson County Auditor will provide Aegis Land Title Group electricity and necessary room to operate the scanning equipment either in their vault or their empty office located immediately adjacent to the vault. 6. No Cost to Jefferson County. Aegis Land Title Group will provide staff and digital scanning equipment to scan the proposed 35 books referenced herein at no expense to Jefferson County Auditor. 7. Termination. This Agreement may be terminated by either party upon giving 30-days written notice. 8. Independent Contractor. Aegis Land Title Group is an independent contractor regarding the services provided under this Agreement. Aegis Land Title Group is not as an agent, an employee or a servant of Jefferson County. Aegis Land Title Group specifically has the right to direct and control Aegis Land Title 16. Arms -Length Negotiations. The parties agree this Agreement has been negotiated at arms -length, with the assistance and advice of competent, independent legal counsel. 17. Public Records Act. Notwithstanding any provisions of this Agreement to the contrary, Aegis Land Title Group agrees that upon receipt of any written public records request, Aegis Land Title Group shall, within two business days, notify Jefferson County by providing a copy of the request per the notice provisions of this Agreement. This Agreement, once executed, will be a "public record" subject to production to a third party if it is requested under the Washington Public Records Act, Chapter 42.56 RCW (as may be amended). 18. Entire Agreement. This Agreement memorializes the entire agreement of the parties and all parts of this Agreement are contained herein. The parties agree that: _(a) No representation or promise not contained in this Agreement has been made; (b) They are not entering into this Agreement based on any inducement, promise or representation, expressed or implied, which is not contained in this Agreement; and, (c) This Agreement supersedes all prior or simultaneous representations, discussions, negotiations, and agreements, whether written or oral, within the scope of this Agreement. 19. No Severability. The terms of this Agreement are not severable. If any provision of this Agreement or the application of this Agreement to any person or circumstance shall be invalid, illegal, or unenforceable to any extent, the remainder of this Agreement and the application this Agreement shall not be enforceable. 20. Disputes. The parties agree to use their best efforts to prevent and resolve disputes before they escalate into claims or legal actions. Any disputed issue not resolved under this Agreement shall be submitted in writing within 10 days to the Jefferson County Risk Manager, whose decision in the matter shall be final, but shall be subject to judicial review. If either party deem it necessary to institute legal action or proceeding to enforce any right or obligation under this Agreement, each party in such action shall pay for its own attorney's fees and court costs. Any legal action shall be initiated in the Superior Court of the State of Washington for Jefferson County. The parties agree that all questions shall be resolved by application of Washington law and that the parties have the right of appeal from such decisions of the Superior Court under the laws of the State of Washington. Aegis Land Title Group consents to the personal jurisdiction of the Superior Court of the State of Washington for Jefferson County. 21. Effective Date: This Agreement shall be effective on the date the last party signs it. (SIGNATURES FOLLOW ON NEXT PAGE) Dated this f Q day of 2023 JEFFERSON COUNTY AUDITOR By: AIR 04 01 aA ' 0. Z Brenda Huntingfo itor DATE BOARD OF COUNTY COMMISSIONERS JEFFERSON COUNTY, WASHINGTON Kate Dean,aChair DATE Commissioner DATE lij fflf= Eisenhour, Commissioner DATE SEAL:,.•'is sioy. Gti , SAA A17TEST: ••Miweu�NG � k7-t; Carolyn Galloway, CMUDATE Clerk of the Board Approved as too form oply: October 25, 2023 Philip C. Hunsucker DATE Chief Civil Deputy Prosecuting Attorney AEGIS LAND TITLE GROUP, LLC By: Signature Name: �f'�f Title: Date: H . 13 -- Z© Z 3 CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY)11/17/2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Ryan Smith NAME: Homer Smith Insurance Inc. PHONE -3711 FAX (360385-3726 (360) 385 ) 1.., AIC No Ext : /C No E-MAIL ryan@homersmith.com ADDRESS: y PO Box 591 INSURERS) AFFORDING COVERAGE NAIC # INSURERA: West American Ins Co 44393 Port Townsend WA 98368 INSURED INSURER B Quilcene Historical Museum INSURER C : PO Box 574 INSURER D INSURER E : Quilcene WA 98376 INSURER F : COVERAGES CERTIFICATE NUMBER: CL23111710661 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE INSD 5UBR WVD POLICY NUMBER POLICY EFF MMIDDlYYYY POLICY EXP MM/DD LIMITS A X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE � OCCUR BKW57216373 07/23/2023 07/23/2024 EACH OCCURRENCE $ 1,000,000 PREMISES Eaoccurrence $ 1,000,000 MED EXP (Any one person) $ 15,000 PERSONAL&ADV INJURY $ 1,000,000 MGEN'LAGGREGATE LIMITAPPLIES PER: POLICY ❑ PRO❑JECT LOC OTHER: GENERALAGGREGATE $ 2,000,000 PRODUCTS - COMP/OP AGG $ 2,000,000 $ AUTOMOBILE LIABILITY ANY AUTO OWNED SCHEDULED AUTOS ONLY AUTOS HIRED NON -OWNED AUTOS ONLY AUTOS ONLY COMNED SINGLE LIMIT Ea accBIident $ BODILY INJURY (Per person) $ J BODILY INJURY (Per accident) $ PROPERTY DAMAGE Per accident $ $ UMBRELLA LIAB EXCESS LIAR OCCUR EACH OCCURRENCE $ HCLAIMS-MADE AGGREGATE $ DED I I RETENTION $ $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below NIA PER OTH- STATUTE ER E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ E.L. DISEASE - POLICY LIMIT $ DESCRIPTION OF OPERATIONS I LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Jefferson County ACCORDANCE WITH THE POLICY PROVISIONS. PO Box 1220 AUTHORIZED REPRESENTATIVE Port Townsend WA 98368 f(l '15�44 ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of Commissioners FROM: Brenda Huntingford, AUDITOR DATE: IWVember &,, ZpZ3 RE: AGREEMENT re: Digitally Scan Fee and Cash Books; No Funds Needed; Jefferson County Auditor; Aegis Land Title Group LLC STATEMENT OF ISSUE: Aegis Land Title Group is in the business of Title and Escrow services in Washington State and has recently purchased historical documents from Washington State Archives. Jefferson County Auditor has a collection of "Fee and Cash" books that references both "Volume and Page" as well as "Auditor File Number". Aegis Land Title Group would like to digitally scan these books which would provide them with the necessary translation to location record documents which would benefit both the Title Company and Jefferson County Auditor. This is a one-time agreement to be completed in December 2023. ANALYSIS: Aegis Land Title Group will provide staff and digital scanning equipment to scan the thirty- five (35) Fee and Cash Books located in the Jefferson County Auditor's vault at no expense to Jefferson County Auditor. Upon completion, the digital images will be provided to Jefferson County Auditor and a complete copy of the digital images will be retained by Aegis Land Title Group. FISCAL IMPACT: None RECOMMENDATION: Recommend approval of this agreement. CONTRACT REVIEW FORM Clear Forth (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Aegis Land Tltle Group LLC Contract No: �1$ t.uutract ror: tngitany Scan Fee and Cash gooks Term: 1 Month 0a�1;5 V COUNTY DEPARTMENT: Auditor Contact Person: Brenda Huntingford Contact Phone: 360 385 9358 Contact email: bhuntingford@co.jefferson.wa.us AMOUNT: o PROCESS: Exempt from Bid Process Revenue: o Cooperative Purchase Expenditure: o Competitive Sealed Bid Matching Funds Required: o Small Works Roster Sources(s) of Matching Funds Vendor List Bid Fund # RFP or RFQ Munis Org/Obj ]Other: APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES CO LIA E H J C 55.08 AND CHAPTER 42.23 RCW. CERTIFIED: Q N/A: j0 J c� 33 ure Date STEP 2: DEPARTMENT CERTIFI S TH E N PROPqSFD FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS N B N E RRED IN FEDERAL, STATE, OR LOCAL AGENCY. CERTIFIED: R N/A: /0.1 Signature Date STEP 3: RISK MANAGEMENT REVIEW (will be added electronically through Lasertiche): Electronically approved by Risk Management on 10/30/2023. STEP 4: PROSECUTING ATTORNEY REVIEW (will be added electronically through Laserfiche): Electronically approved as to form by PAO on 10/25/2023. Negotiated terms, with the assistance of the PAO. STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY(IF REQUIRED). STEP 6: CONTRACTOR SIGNS STEP 7: SUBMIT TO BOCC FOR APPROVAL