HomeMy WebLinkAboutbocc.con.amended.110.2018 B-12017-11-13 btf
Contract Information
Contract Number
Project Name
Contractor
Budget Line Item 404.67.00000.82000
Procurement Method:
Type:
Contract Start Date
Contract End Date
Contract Type
Retainage
If this is a new contractor, please request they complete and submit to Finance a New Vendor Request Form.
Contact Information:
Department
County Representative Chris Padilla County Representative
Phone (970) 429-1888
Provide a brief description of the contract:
Contract Value Summary:
$ 61,936.00
$ -
$ -
$ 61,936.00
110.2018 B-1
Pitkin County
Procurement Cover Sheet
Please complete the Contract Cover Sheet when the contract/task order is complete and fully executed.
Return all Contract Cover Sheets and Contracts/Change Orders/Amendments/Task Orders to Procurement
No
Rental Car Concession RFP Process Coordination
Ricondo & Associates, Inc.
$ 61,936.00
Additional Budget Line
Item(s)
(Please fully allocate New Contract Total)
$ -
$ -
$ -
$ 61,936.00
Formal
Other - Please explain below
1/1/2019
12/31/2019
Task Order
NOTE: Clerks Office will keep original documents in compliance with Colorado State Archives retainage
Airport
The Airport needs assistance with the Rental Car Concessions RFP Process
Original Contract Amount
Previous Change Order/Amendment Amount
This Change order/Amendment amount
New Contract Total
Master Service Agreement #: 110.2018 Rev: 2018-01-17 btf
1
TASK ORDER
Task Order/Project Name: Rental Car Concession RFP Process Coordination
Task Order Number: B-1
Task Order Budget Line Item: 404.67.00000.82000
CONTRACTOR:
Ricondo & Associates, Inc.
Joe Huy
1917 Palomar Oaks Way Ste. 350
Carlsbad, CA 92008
Phone: (760) 444-0111
OWNER:
Pitkin County
Chris Padilla – Airport
0233 E. Airport Rd. Ste. A
Aspen, CO 81611
Phone: (970) 429-1888
chris.padilla@aspenairport.com jhuy@ricondo.com
PROJECT NAME: RENTAL CAR CONCESSION RFP PROCESS COORDINATION
START DATE: January 1, 2019
END DATE: December 31, 2019
The Financial Management Services (the “Agreement”) dated Agreement Start Date between the Board
of County Commissioners of Pitkin County (the “County”) and Ricondo & Associates, Inc. 1917 Palomar
Oaks Way Ste. 350 Carlsbad, CA 92008 (the “Contractor”), shall include the following services.
1.Contractor’s Obligations. Contractor shall provide the services listed below and described in more detail
in the attached project Scope of Work:
Identify key strategic business and financial issues as well as industry trends and best practices
associated with developing and implementing a rental car concession competitive bid process
Coordinate the development of a competitive bid process on behalf of the County
Assist with the development of a new rental car concession and lease agreement
Support the Airport with the execution and implementation of new rental car concession and lease
agreements
2.Compensation and Expenses, Invoicing, Payment and Offset. The Agreement is funded in part
through grant funds the County will receive through the FAA. The County shall compensate
Contractor for its services in accordance with the Project Budget and Schedule set out in Paragraph 1
of this Task Order. It is expressly understood and agreed that in no event will the total compensation
and reimbursement to be paid hereunder exceed the sum of sixty one thousand nine hundred thirty six
dollars and zero cents ($61,936.00) for all services rendered. By Task Order or Task Order
Amendment, the County and Contractor may reallocate the budget among project tasks if the total
budget amount remains unchanged. Contractor shall invoice for the project monthly based on hours
Master Service Agreement #: 110.2018 Rev: 2018-01-17 btf
2
worked, with payment expected within thirty (30) days of invoice, but any payment by the County
may be offset by any amount the Contractor owes the County for any reason. Further, the County and
the Contractor agree as this Contract is federally funded, it is therefore subject to the requirements set
forth in Title 49 CFR Part 18.36.
Any invoices not sent in the following manner may have payment delayed. All invoices for this Task
Order shall reference Task Order B-1 and Rental Car Concession RFP Process Coordination. Invoices
shall be sent electronically in PDF format to jennifer.mitchley@aspenairport.com.
3.Pitkin County’s Obligations. Pitkin County shall administer this Task Order through a County
Representative. Chris Padilla, Airport Controller will manage the project as the County’s
Representative. The services provided and products delivered by the Contractor under this contract
will be subject to review by the County’s Representatives, or a designee, for compliance with
Contractor’s obligations prior to final payment.
4.Formation of Task Order. This Task Order is issued in accordance with the provisions of the
Agreement. Contractor agrees to provide services subject to the terms of this Task Order and for the
avoidance of doubt this Task Order consists of the terms set out in the Agreement. In all other respects
the Agreement is in full force and effect and remains unchanged by this Task Order.
RICONDO & ASSOCIATES, INC.
________________________________________________
!#VENDOR SIGNATURE#! Date
PITKIN COUNTY, COLORADO
RECOMMENDED FOR APPROVAL:
________________________________________________
!#DEPARTMENT REPRESENTATIVE#!Date
RECOMMENDED FOR APPROVAL:
_________________________________________________
Date
Senior Vice President
Joseph A. Huy
Feb-05-2019
Feb-05-2019
Airport Controller
Chris Padilla
Feb-06-2019
Airport Director
John Kinney
ASPEN PITKIN COUNTY AIRPORT JANUARY 11, 2019
Scope of Work | 1 | Task Order B-1 – Rental Car Services
CONTRACT # 110.2018 BUDGET # 404.67.00000.82000 AIRPORT BUSINESS AND FINANCIAL CONSULTING SERVICES SCOPE OF WORK – TASK ORDER B-1 RENTAL CAR CONCESSION COMPETIVE BID PROCESS COORDINATION
In accordance with its October 2018 Master Service Agreement for Services (Contract # 110.2018), the County of
Pitkin (County) has requested that Ricondo & Associates, Inc. (Ricondo) provide the following services related to
coordinating a rental car concession competitive bid process for the Aspen / Pitkin County Airport (Airport):
Identify key strategic business and financial issues as well as industry trends and best practices associated with
developing and implementing a rental car concession competitive bid process
Coordinate the development of a competitive bid process on behalf of the County
Assist with the development of a new rental car concession and lease agreement
Support the Airport with the execution and implementation of new rental car concession and lease agreements
In response to this request, Ricondo proposes to provide the following scope of work:
1.DETERMINE KEY BUSINESS TERMS AND CONDITIONS FOR BID
DOCUMENTS AND NEW AGREEMENT
Ricondo will assist the County with identifying key strategic business and financial issues as well as industry trends
and best practices associated with developing and implementing a competitive bid process for the County’s rental
car concession program. Ricondo will complete this phase of work through:
Preparation and presentation of a comprehensive benchmarking analysis comparing key terms, trends, and
industry best practices at other comparable airports. Identification of comparable airports will be a collaborative
effort with ASE staff
Planning and conducting a strategic policy and planning workshop with County leadership/staff for purposes
of identifying, verifying, and discussing strategic policy issues and objectives applicable to development and
implementation its new rental car concession agreement. Securing the workshop site will be the responsibility
of ASE staff.
Based upon the workshop outcomes and benchmarking analysis, Ricondo will develop a policy issues matrix specific
to the County’s objectives and its rental car market to assist in determining the relevant key business terms and
conditions for its bid specification documents and new concession and lease agreement. Ricondo will provide a
project timeline for the concession bid process that depicts the integration of the business and operational planning
aspects of the bidding and implementation process.
This work will include a 2-3 hour on-site workshop with Airport management and staff as well as two Ricondo staff.
Deliverables to be provided as the result of this Task will include:
Delivery of workshop materials in advance of the on-site meeting
Subsequent preparation and distribution of workshop minutes
ASPEN PITKIN COUNTY AIRPORT JANUARY 11, 2019
Scope of Work | 2 | Task Order B-1 – Rental Car Services
An integrated project timeline
A policy issues matrix
Recommended business terms and conditions for the County’s new rental car concession and lease agreement
Within twenty-one (21) days following the strategic policy and planning workshop, Ricondo will submit to the
County the workshop minutes, project timeline, policy matrix, and recommended business terms and conditions.
Ricondo will also schedule a conference call with County staff to review these deliverable items and provide updated
versions upon receipt of County feedback.
2.RENTAL CAR CONCESSION COMPETITIVE BID PROCESS COORDINATION
Ricondo will assist the County with development of a comprehensive competitive bidding strategy for its rental car
concession program including development of the bid specification documents and the rental car concession and
lease agreement. Ricondo will also coordinate the bidding process among the County and the rental car industry,
including assistance with the evaluation of the proposal responses received. Work associated with this Task includes:
Assist with developing a bidding strategy
Provide recommendations for and draft/review the bid specification documents, including space allocation
plans
Provide current industry best practices and language for the new concession and lease agreement
Assist the County with implementation of the competitive bid process including the planning and coordination
of the pre-bid meeting (1 Ricondo staff), assistance and recommendations for County responses to RAC
questions, preparation/review of any addenda, and reviewing and ranking bid proposals
Assist the County with the execution of the new agreements and implementation of new space allocations
consistent with the bid specifications
Attend a County Board meeting to review bid outcomes and recommendations (1 Ricondo staff)
3.BUDGET
Ricondo proposes to perform this scope of work on a time and material basis in accordance with its October 2018
Master Service Agreement for Services (Contract # 110.2018) with the County for a fee of $61,936. A breakdown
of this budget by the above Tasks and reimbursable expenses for three (3) on-site meetings is provided on the
attached Excel spreadsheet.
$354.00 $304.00 $209.00 $135.00
SENIOR TECH/TOTAL TRAVEL TOTAL
OFFICER DIRECTOR CONSULTANT ADMIN HOURS LABOR EXPENSES COST
Task Order B-1 - Rental Car Concession Competitive Bid Coordination
Task 1 - Determine Key Business Terms and Conditions
Prepare Benchmarking Analysis 2 8 12 0 22 5,648$ -$ 5,648$
Strategic Planning and Policy Workshop 16 20 4 0 40 12,580$ 2,890$ 15,470$
Policy Issues Matrix/Term Sheet/Integrated Timeline 4 8 4 0 16 4,684$ -$ 4,684$
Sub-Task Total Hours 22 36 20 0 78 22,912$ 2,890$ 25,802$
TASK 2 - Rental Car Concession Competitive Bid Process Coordination
Develop bidding strategy, bid specifications document 8 16 4 8 36 9,612$ -$ 9,612$
Coordinate bid process (invitation to bid, pre-bid meeting, addenda, & review/rank responses)8 32 12 4 56 15,608$ 1,565$ 17,173$
Coordinate Execution of Agreement & Space Allocation 2 16 8 4 30 7,784$ 1,565$ 9,349$
Sub-Task Total Hours 18 64 24 16 122 33,004$ 3,130$ 36,134$
Total Proposal Hours 40 100 44 16 200 55,916$ 6,020$ 61,936$
Total Base Labor Costs & Expenses
SOURCE: Ricondo & Associates, Inc. January 2019.
HOURS FEE
Pitkin County - Aspen Pitkin County Airport
Contract # 110.2018; Budget # 404.67.00000.82000
Task Order B-1 - Rental Car Concession Competitive Bid
Coordination Ricondo & Associates, Inc. Project Budget
January 11, 2019
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