HomeMy WebLinkAboutbocc.con.183.192017-11-13 btf
Contract Information
Contract Number
Project Name
Contractor
Budget Line Item 10022100.531000
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 John Loyd County Representative
Phone (970) 920-5211
Provide a brief description of the contract:
Contract Value Summary:
$ 25,000.00
$ -
$ -
$ 25,000.00
183.19
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
Adaptive Business Continuity Planning (ABCP) Software
RecoveryPlanner.com, Inc.
$ -
Additional Budget Line
Item(s)
(Please fully allocate New Contract Total)
$ -
$ -
$ -
$ -
Formal
Services/Maintenance
10/1/2019
9/30/2020
New Contract
NOTE: Clerks Office will keep original documents in compliance with Colorado State Archives retainage
BITS
Adaptive business planning and implementation services
Original Contract Amount
Previous Change Order/Amendment Amount
This Change order/Amendment amount
New Contract Total
Bid # 183.19 Rev. 2018-10-10 btf
Budget Line Item # 10022100.531000
NOTICE OF AWARD
Date: October 3, 2019
To: RecoveryPlanner.com, Inc.
Ken Bauman
101 Merrit Blvd.
Trumbull, CT 06611
RE: Adaptive Business Continuity Planning (ABCP) Software
The County, having duly considered the Proposal submitted on June 24, 2019 for the
work or purchase covered by the Contract Document titled Adaptive Business Continuity
Planning (ABCP) Software in the amount of Twenty-Five Thousand dollars and Zero
cents ($25,000.00), and it appearing that the Price and other information in your Proposal
Form is fair, equitable and to the best interest of the County, the offer in your Proposal
Form is hereby accepted.
In accordance with the terms of the Contract Documents, you are required to execute the
Agreement in one original of contract within ten (10) consecutive days from this Notice of
Award.
In addition, you are required to furnish in the said time Certificates of Insurance evidencing
compliance with the requirement for insurance as stated in the Contract Documents to
Procurement via email at procurement@pitkincounty.com.
PITKIN COUNTY
________________________________________________
!#COUNTY REPRESENTATIVE#! Date
======================ACCEPTANCE OF NOTICE===================
Receipt of the above Notice of Award is hereby acknowledged
________________________________________________
!#VENDOR SIGNATURE#! Date
Contract # 183.19 Revision: 2018-06-13 btf
Budget Line Item # 10022100.531000
1
PITKIN COUNTY CONTRACT FOR PROVISION OF SERVICES
THIS CONTRACT, made October 1, 2019 by and between the Board of County Commissioners
of Pitkin County, Colorado, 530 E. Main St., Suite #302, Aspen, CO 81611, (hereinafter called the
“County”) and RecoveryPlanner.com, Inc., 101 Merrit Blvd., Trumbull, CT 06611 (hereinafter
called the “Contractor”) to perform the following work: Adaptive Business Continuity Planning
(ABCP) Software (“Project”).
I. Term of Contract: The term of this Contract is from October 1, 2019 to September 30,
2020. At the expiration of the initial term, the contract may be extended for two (2)
additional terms of one (1) year by the express written consent of both parties.
II. Contractor’s Obligations. Contractor shall provide the products and services as listed
below and in accordance with the attached RFP Documents, as applicable:
The County’s annual subscription cost of $11,940.00 includes:
An unlimited license to the RPX software that includes all BCM components:
Hosting – infrastructure, security and performance
Maintenance of the software
Automatic email and email-to-SMS (text) messaging notifications
Unlimited access to the Help Desk by 10 Users
Free on-line training along with video training and other help included in the
software
First 50 licenses for RPX Mobile App
Set-up Fees for RPX SaaS Option
The set-up fee is a one-time fee of $5,000, which covers the set-up of the RPX site
with:
Technical assistance with data migration
Batch uploads and MS Word Uploader
Web services API integration assistance
Active Directory syncing for personnel and authentication
Single Sign-on (SSO) and syncing of network folders & files
Train-the-Trainer Training
Sixteen (16) hours of training is provided that covers the functionality of the
software and BCP consulting on plan implementation. Training is available
over the Internet (1 to 3-hour sessions).
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Budget Line Item # 10022100.531000
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III. Compensation and Expenses, Invoicing, Payment and Offset. The County shall
compensate Contractor for its services in accordance with the Project Budget and
Schedule set out in Paragraph II. It is expressly understood and agreed that in no event
will the total compensation and reimbursement to be paid hereunder exceed the sum of
twenty five thousand dollars and zero cents ($25,000.00) for all services rendered. By
contract or 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 worked and/or services delivered, with payment
expected within thirty (30) days of invoice. Any payment by the County may be offset
by any amount the Contractor owes the County for any reason.
IV. County’s Exclusive Ownership of Work Product. Drawings, specifications,
guidelines and other documents prepared by Contractor in connection with this
Contract shall be the property of the County. However, Contractor shall have the right
to utilize such documents in the course of its marketing, professional presentations, and
for other business purposes. Contractor assigns to County the copyrights to all work
prepared, developed, or created pursuant to this Contract, including the right to: 1)
reproduce the work; 2) prepare derivative works; 3) distribute copies to the public; 4)
perform the works publicly; and 5) to display the work publicly. Contractor shall have
right to use materials produced in the course of this Contract for marketing purposes
and professional presentations, articles, speeches and other business purposes.
V. Pitkin County’s Obligations. Pitkin County shall administer this Contract through
a County Representative. John Loyd, CTO, will manage the project as the County’s
Representative. In the event that John Loyd is not available, Susan Sullivan,
Information Governance Administrator, shall assume the County Representative’s
duties. The services provided and products delivered by the Contractor under this
Contract will be subject to review by the County’s Representatives, or a design ee, for
compliance with Contractor’s obligations prior to final payment.
VI. Termination Prior to Expiration of Contract Term. The County has the right to
terminate this Contract, with or without cause, by giving written notice to the
Contractor of such termination and specifying the effective date thereof. Such notice
shall be given at least thirty (30) days before the effective date of such termination. In
such event all finished or unfinished documents, data, studies and reports prepared by
the Contractor pursuant to this Contract shall become the County’s property. Contractor
shall be entitled to receive compensation in accordance with the Contract for any work
completed pursuant to the terms of this Contract prior to the date of termination.
Notwithstanding the above, Contractor shall not be relieved of liability to the County
for damages sustained by the County by virtue of any breach of the Contract by the
Contractor.
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Budget Line Item # 10022100.531000
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VII. Independent Contractor Status.
A. The parties to this Contract intend that the relationship between them contemplated
by the Contract is that of independent contractor. Contractor, and any agent,
employee, or servant of Contractor shall not be deemed to be an employee, agent,
or servant of Pitkin County.
B. Contractor is not required to offer his services exclusively to Pitkin County under
this Contract. Contractor may choose to work for other individuals or entities
during the term of this Contract, provided that the basic services and deliverable
products required under this Contract are submitted in the manner and on the
schedule defined under this Contract.
C. Contractor warrants that all work produced will conform to all applicable industry
standard of care, skill and diligence in the performance of Contractor’s obligations
under this Contract.
D. Contractor shall not attempt to oversee or supervise the work or actions of any
Pitkin County employee, servant or agent in the course of completing work under
this Contract.
E. Contractor is not entitled to any Workers’ Compensation benefits through Pitkin
County and is responsible for payment of any federal, state, FICA and other income
taxes.
VIII. Assignability. This Contract is not assignable by either party. Any use of
subcontractors by the Contractor for performance of this Contract must be accepted in
writing by the County.
IX. Severability. In the event that any provision of this Contract shall be held to be invalid
or unenforceable, the remaining provisions of this Contract shall remain valid and
binding upon the parties hereto.
X. Integration and Modification.
A. This Contract represents the entire and integrated Contract between the County and
the Contractor and supersedes all prior negotiations, representations, or contract,
either written or oral. This Contract may be amended only b y written contract
signed by both the County and the Contractor.
B. The County may, from time to time, request changes in the scope of services of the
Contractor to be performed hereunder. Such changes, including the increase or
decrease in the amount of the Contractor’s compensation, which are mutually
agreed upon between the County and the Contractor, shall be in writing and upon
execution shall become part of this Contract.
XI. Indemnity.
A. The Contractor agrees to indemnify, hold harmless and, not excluding the County's
right to participate, defend the County, its subsidiary, parent, associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees,
Contract # 183.19 Revision: 2018-06-13 btf
Budget Line Item # 10022100.531000
4
agents, volunteers, and any jurisdiction or agency issuing permits for any work
included in the project, hereinafter referred to as indemnitee, from all suits and
claims, including attorney's fees and cost of litigation, actions, loss, damage,
expense, cost or claims of any character or any nature arising out of the work done
in fulfillment of the terms of this Contract or on account of any act, claim or amount
arising or recovered under workers' compensation law or arising out of the failure
of the Contractor to conform to any statutes, ordinances, regulation, law or court
decree. It is agreed that the Contractor will be responsible for primary loss
investigation, defense and judgment costs where this Contract of indemnity applies.
In consideration of the award of this Contract, the Contractor agrees to waive all
rights of subrogation against the County its subsidiary, parent, associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees,
agents, and volunteers for losses arising from the work performed by the Contractor
for the County.
B. The Contractor further shall investigate, process, respond to, adjust, provide
defense for and defend, pay or settle all claims, demands, or lawsuits related hereto
at its sole expense and shall bear all other costs and expenses related thereto, even
if the claim, demand or lawsuit is groundless, false or fraudulent.
XII. Insurance. Contractor and subcontractors shall procure and maintain until all of their
obligations have been discharged, including any warranty periods under this Contract
are satisfied, insurance against claims for injury to persons or damage to property which
may arise from or in connection with the performance of the work hereunder by the
Contractor, its agents, representatives, employees or subcontractors.
The insurance requirements herein are minimum requirements for this Contract and in
no way limit the indemnity covenants contained in this Contract. The policies shall
include, or be endorsed to include, the following provision: On insurance policies
where the County is named as an additional insured, the County shall be an additional
insured to the full limits of liability purchased by the Contractor even if those limits of
liability are in excess of those required by this Contract.
The County in no way warrants that the minimum limits contained herein are sufficient
to protect the Contractor from liabilities that might arise out of the performance of the
work under this Contract by the Contractor, its agents, representatives, employees, or
subcontractors. The Contractor shall assess its own risks and if it deems appropriate
and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not
relieved of any liability or other obligations assumed or pursuant to the Contract by
reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or
types. Commercial General Liability Completed Operations coverage must be kept in
effect for up to three (3) years after completion of the project.
Contract # 183.19 Revision: 2018-06-13 btf
Budget Line Item # 10022100.531000
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A. Coverage and Limits of Insurance. Contractor shall provide coverage with limits
of liability requirements provided that the coverage is written on a “following form”
basis.
1) Statutory Workers’ Compensation: Colorado statutory minimums
a. Policy shall contain a waiver of subrogation against the County.
b. This requirement shall not apply when a contractor or subcontractor
is exempt under Colorado Workers’ Compensation Act AND when
such contractor or subcontractor executes the appropriate sole
proprietor waiver form.
Minimum Limits:
Coverage A (Workers’ Compensation) Statutory
Coverage B (Employers Liability)
$ 500,000
$ 500,000
$ 500,000
2) Commercial General Liability – ISO 1CG 0001 form or equivalent.
(With County named as an additional insured)
Minimum Limits:
General Aggregate $ 2,000,000
Products/Completed Operations Aggregate $ 2,000,000
Each Occurrence Limit $ 1,000,000
Personal/Advertising Injury $ 1,000,000
Fire Damage (Any One Fire) $ 50,000
Medical Payments (Any One Person) $ 5,000
Coverage to include:
Premises and Operations
Personal / Advertising Injury
Products / Completed Operations
Liability assumed under an Insured Contract (including defense costs assumed under
contract)
Independent Contractors
Additional Insured—Owners, Lessees or Contractors Endorsement, ISO Form 2010
(2004 Edition or equivalent)
Additional Insured—Owners, Lessees or Contractors Endorsement, ISO CG 2037
(2004 Edition or equivalent)
The policy shall be endorsed to include the following additional insured language
on the Additional Insured Endorsements specified above: “County, its subsidiary,
parent, associated and/or affiliated entities, successors, or assigns, its elected
officials, trustees, employees, agents, and volunteers named as an additional insured
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Budget Line Item # 10022100.531000
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with respect to liability and defense of suits arising out of the activities performed
by, or on behalf of the Contractor, including completed operations”.
3) Auto Liability: Bodily injury and property damage for any owned,
hired and non-owned vehicles used in the performance of this Contract.
Minimum Limits: Statutory
Coverage Bodily/Property Damage (Each Accident)
$ 1,000,000
4) Special Coverages (check as appropriate and insert amount):
a. ☐ Performance Bond $
b. ☐ Professional Errors and Omissions
c. ☐ Aircraft Liability
d. ☐ Owner’s Protective
e. ☐ Builder’s Risk
f. ☐ Boiler and Machinery
g. ☐ Loss of Use Insurance
h. ☐ Pollution Liability
i. ☐ Crime, including Employee Dishonesty Coverage, or Fidelity
Bond
B. Proof of Insurance:
1) Each insurance policy required by the insurance provisions of this
Contract shall provide the required coverage and shall not be suspended,
voided or canceled except after thirty (30) days prior written notice has been
given to the County, except when cancellation is for non -payment of
premium, then ten (10) days prior notice may be given. Such notice shall
be emailed directly to Procurement@pitkincounty.com. If the insurance
carrier will not provide the required notice, the Consultant/Contractor and
or its insurance broker shall notify the County of any cancellation, or
reduction in coverage or limits of any insurance within seven (7) days of
receipt of insurers’ notification to that effect. Simultaneously with the
Certificates of Insurance, the Contractor shall file with the Project Lead a
certified statement as to claims pending against the required coverages,
reserves established on account of such claims, defense costs expended and
amounts remaining on policy limits.
2) In addition, these Certificates of Insurance shall contain the following
clauses:
a. The contractor’s insurance shall be primary and non-contributory with
any insurance or self-insurance purchased by the County.
b. The insurance companies issuing the policy or policies hereunder shall
have no recourse against the County of Pitkin for payment of any
premiums or for assessments under any form of policy.
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Budget Line Item # 10022100.531000
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c. Any and all deductibles or self-insured retentions in the above-
described insurance policies shall be assumed by and be for the
amount of, and at the sole expense of the Contractor.
d. Location of operations shall be: “all operations and locations at which
work for the referenced Project is being done.”
3) Certificates of Insurance for all renewal policies shall be delivered to
the County’s Representative no more than fifteen (15) days after a policy’s
expiration date except for any policy expiring on the expiration date of this
Contract or thereafter.
4) The County reserves the right to request and receive a copy of any
policy and any policy endorsement at any time during the term of this
Contract.
XIII. Exemptions and Preferences. All purchases of construction or building or any other
materials for this Contract shall not include Federal Excise Taxes or Colorado State or
local sales or use taxes. Pitkin County is exempt from such taxes under registration
numbers 98-02624 and 84-78000-5k.
XIV. Records. The Contractor shall maintain comprehensive, complete and accurate
books, records, and documents concerning its performance relating to this Contract for
a period of three (3) years after final payment under the Contract and the County shall
have the right within the three (3) year period to inspect and audit these books, records
and documents, upon demand, in a reasonable manner and at reasonable times, for the
purpose of determining, by accepted accounting and auditing standards, compliance
with all provisions of the Contract and applicable law.
XV. Contract Made in Colorado. The parties agree that this Contract was made in
accordance with the laws of the State of Colorado and shall be so construed. Venue is
agreed to be exclusively in the courts of Pitkin County, Colorado.
XVI. Attorney’s Fees. In the event that legal action is necessary to enforce any of the
provisions of this Contract, the substantially prevailing party shall be entitled to its costs
and reasonable attorney’s fees.
XVII. Governmental Immunity. Contractor agrees and understands that Pitkin County is
relying on and does not waive, by any provision of this Contract, the monetary
limitations or terms (presently $150,000 per person and $600,000 per occurrence) or
any other rights, immunities, and protections provided by the Colorado Governmental
Immunity Act, 24-10-101, et seq., C.R.S., as from time to time amended, or otherwise
available to Pitkin County or any of its officers, agents or employees. Further, nothing
in this Contract shall be construed or interpreted to require or provide for indemnification
of the Contractor by the County for any injury to any person or any property damage
Contract # 183.19 Revision: 2018-06-13 btf
Budget Line Item # 10022100.531000
8
whatsoever which is caused by the negligence or other misconduct of the County or its
agent or employees.
XVIII. Current Year Obligations. The parties acknowledge and agree that any payments
provided for hereunder or requirements for future appropriations shall constitute only
currently budgeted expenditures of Pitkin County. Pitkin County’s obligations under
this Contract are subject to Pitkin County’s annual right to budget and appropriate the
sums necessary to provide the services set forth herein. No provisions of the Contract
shall constitute a mandatory charge or requirement in any ensuing fiscal year beyond
the then current fiscal year of Pitkin County. No provision of the Contract shall be
construed or interpreted as creating a multiple-fiscal year direct or indirect debt or other
financial obligation of Pitkin County within the meaning of any constitutional or
statutory debt limitation. This Contract shall not directly or indirectly obligate Pitkin
County to make any payments beyond those appropriated for Pitkin County’s then
current fiscal year. No provisions of this Contract shall be construed to pledge or create
a lien on any class or source of Pitkin County’s moneys, nor shall any provision of this
Contract restrict the future issuance of Pitkin County’s bonds or any obligations
payable from any class or source of Pitkin County’s money.
XIX. Notice. Any notice required or permitted under this Agreement shall be in writing
and shall be provided by electronic delivery to the e-mail addresses set forth below and
by one of the following methods 1) hand-delivery or 2) registered or certified mail,
postage pre-paid to the mailing addresses set forth below. Each party by notice sent
under this paragraph may change the address to which future notices should be sent.
Electronic delivery of notices shall be considered delivered upon receipt of
confirmation of delivery on the part of the sender. Nothing contained herein shall be
construed to preclude personal service of any notice in the manner prescribed for
personal service of a summons or other legal process.
To Pitkin County:
John Loyd
530 East Main Suite #203
Aspen, CO 81611
Email: john.loyd@pitkincounty.com
with copies to:
Pitkin County Attorney’s Office
530 E. Main St., Suite #301
Aspen, Colorado 81611
Email: Attorney@pitkincounty.com
To Contractor:
RecoveryPlanner.com, Inc.
101 Merrit Blvd.
Trumbull, CT 06611
Phone: (203)788-9258
Email: mgoldstein@recoveryplanner.com
XX. Public Contracts for Services and Public Contracts with Natural Persons. In
conformance with the provisions of C.R.S. §§ 8-17.5-101, et seq., as amended and
Contract # 183.19 Revision: 2018-06-13 btf
Budget Line Item # 10022100.531000
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C.R.S. §§ 24-76.5-101, et seq., as amended:
A. PUBLIC CONTRACTS FOR SERVICES. §§8-17.5-101, et seq. C.R.S.
[Not applicable to agreements relating to the offer, issuance, or sale of securities,
investment advisory services or fund management services, sponsored projects,
intergovernmental agreements, or information technology services or products and
services] Contractor certifies, warrants, and agrees that it does not knowingly employ
or contract with an illegal alien who will perform work under this Contract and will
confirm the employment eligibility of all employees who are newly hired for
employment in the United States to perform work under this Contract, through
participation in the E-Verify Program established under Pub. L. 104-208 or the State
verification program established pursuant to §8-17.5-102(5)(c), C.R.S., Contractor
shall not knowingly employ or contract with an illegal alien to perform work under this
Contract or enter into a contract with a Subcontractor that fails to certify to Contractor
that the Subcontractor shall not knowingly employ or contract with an illegal alien to
perform work under this Contract. Contractor (i) shall not use E-Verify Program or
State program procedures to undertake pre-employment screening of job applicants
while this Contract is being performed, (ii) shall notify the Subcontractor and the
contracting State agency within 3 days if Contractor has actual knowledge that a
Subcontractor is employing or contracting with an illegal alien for work under this
Contract, (iii) shall terminate the subcontract if a Subcontractor does not stop
employing or contracting with the illegal alien within 3 days of receiving the notice,
and (iv) shall comply with reasonable requests made in the course of an investigation,
undertaken pursuant to §8-17.5-102(5), C.R.S., by the Colorado Department of Labor
and Employment. If Contractor participates in the State program, Contractor shall
deliver to the contracting State agency, Institution of Higher Education or political
subdivision, a written, notarized affirmation, affirming that Contractor has examined
the legal work status of such employee, and shall comply with all of the other
requirements of the State program. If Contractor fails to comply with any requirement
of this provision or §§8-17.5-101 et seq., C.R.S., the contracting State agency,
institution of higher education or political subdivision may terminate this Contract for
breach and, if so terminated, Contractor shall be liable for damages.
B. PUBLIC CONTRACTS WITH NATURAL PERSONS. §§24-76.5-101, et seq.,
C.R.S.
Contractor, if a natural person 18 years of age or older, hereby swears and affirms under
penalty of perjury that he or she (i) is a citizen or otherwise lawfully present in the
United States pursuant to federal law, (ii) shall comply with the provisions of §§24-
76.5-101 et seq., C.R.S., and (iii) has produced one form of identification required by
§24-76.5-103, C.R.S. prior to the Effective Date of this Contract.
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Budget Line Item # 10022100.531000
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IN WITNESS WHEREOF, the parties have executed this Contract as of the date first set out herein
above.
RECOVERYPLANNER.COM, Inc.
________________________________________________
!#VENDOR SIGNATURE#! Date
PITKIN COUNTY, COLORADO
_________________________________________________
!#DEPARTMENT REPRESENTATIVE#! Date
Oct-10-2019
Chief Technology Officer
John Loyd
Monica Goldstein
Oct-10-2019
CEO
RFP 183.2019 BITS Revision July 1, 2019
Budget Line Item #: 001.21.00000.82000
1
PUBLIC NOTICE
Pitkin County is accepting proposals to provide Adaptive Business Continuity Planning
(ABCP) Software.
More information is available online at www.BidNetDirect.com/Colorado.
Any and all questions, or requests for clarification, must be submitted by 4:00 PM MT on
June 10, 2019. Questions and requests for clarification will only be accepted via email at
procurement@pitkincounty.com.
Proposal documents must be uploaded to the BidNet Direct website no later than 2:00
PM MT on June 24, 2019.
Published in the Aspen Daily News: May 27, 2019 and June 3, 2019
RFP 183.2019 BITS Revision July 1, 2019
Budget Line Item #: 001.21.00000.82000
2
PITKIN COUNTY
Adaptive Business Continuity Planning (ABCP) Software
Table of Contents
REQUEST FOR PROPOSAL
I. INTRODUCTION 3
II. COUNTY BACKGROUND 3
III. SCOPE OF WORK 4
A. SPECIFICATIONS AND DRAWINGS 4
B. CONTRACT TIME AND LIQUIDATED DAMAGES 4
C. ADDITIONAL INFORMATION 4
IV. SELECTION PROCESS 4
A. SUBMITTALS 4
B. TIME SCHEDULE 6
C. EVALUATION CRITERIA AND WEIGHTING 6
D. SELECTION COMMITTEE 7
E. CONTRACT 7
PROPOSAL FORM 8
INSTRUCTIONS TO PROPOSERS 10
RFP 183.2019 BITS Revision July 1, 2019
Budget Line Item #: 001.21.00000.82000
3
REQUEST FOR PROPOSALS
Adaptive Business Continuity Planning (ABCP) Software
GENERAL INFORMATION TO PROPOSERS
ISSUED: May 20, 2019
DUE: June 17, 2019 at 2:00 PM MT
I. INTRODUCTION
Subsequent to a RFI issued in November 2018, Pitkin County (hereinafter called the
“County”) is qualifying interested parties for the provision of Adaptive Business
Continuity Planning (ABCP) Software at the Main County Offices located at 530 East
Main Street, Suite 203, Aspen, Colorado 81611.
II. COUNTY BACKGROUND
Covering 975 square miles, Pitkin County is located in the heart of the White River
National Forest, surrounded by the spectacular peaks of the central Rocky Mountains.
Pitkin County is located in Colorado with the county seat of Aspen. Pitkin County includes
the communities of Aspen, Snowmass, Woody Creek, Old Snowmass, Meredith,
Thomasville, Redstone and portions of the town of Basalt. As public servants, we work in
the public trust to ensure quality of life and experience in Pitkin County for present and
future generations.
Organizational Values: Pitkin County embraces the following values to promote public
trust and confidence in County Government.
Stewardship: We strive to leave our natural environment, community, public assets, and
organization in better condition than we found them for current and future generations.
Ethics: We hold ourselves to high standards of honesty and dependability in the conduct
of county business.
Excellence: We are committed to providing quality services that are accessible, accurate
and innovative to meet our community’s needs.
Collaboration: We work together as employees and with citizens and other government,
non-profit and private sector organizations helping each other succeed in promoting and
achieving the public’s goals.
Open Communication: We are committed to listening to our citizens and partners and to
giving accurate and timely information.
RFP 183.2019 BITS Revision July 1, 2019
Budget Line Item #: 001.21.00000.82000
4
Positive Work Environment: We appreciate dedicated and knowledgeable employees
and support their professional and personal growth.
Additional information about the County may be found on the County’s website at:
http://www.pitkincounty.com
III. SCOPE OF WORK
A. SPECIFICATIONS
Pitkin County, Colorado is updating its’ Disaster Recovery (DR) and
Business Continuity (BCP) plans and seeks a database-driven (not
spreadsheet) Software as a Service (SaaS), Cloud-based Adaptive Business
Continuity Planning tool (ABCP) that the County can use across its thirty-
five business units.
B. ADDITIONAL INFORMATION
It is the County’s desire that the ABCP tool be able to accommodate the
integration of Risk Assessments and Business Impact Analyses.
IV. SELECTION PROCESS
The County is required by the terms of the Pitkin County Procurement Code to conduct a
competitive selection process to select a Contractor for the above-described proposal.
This process shall be through formal proposals submitted in response to this Request for
Proposals.
A. SUBMITTALS
1. Proposer shall submit proposals for this Adaptive Business Continuity Planning
(ABCP) Software as outlined in the Request for Proposals and Scope of Services.
Proposal Format: Each response shall be 8.5X11 in size. Font, Times New Roman,
size shall be no smaller than 12 point and submission shall not exceed twenty (20)
pages total; any page after page 20 will not be reviewed. Exclusions for cover
letters, Proposal Form, personnel résumés, and Template Contract revisions, all to
be uploaded as their own separate file. Proposals may include pages up to 11x17
size with each sheet larger than 8.5x11 counting as two sheets.
a. The proposal must contain name, address, daytime phone number(s), and
e-mail address for person(s) to whom additional selection process
requests should be communicated;
b. A proposed approach (basic description of how the Proposer will deliver
and configure this ABCP software), timetable for the delivery, and
proposed method of compensation for services rendered;
c. A statement of Qualifications of the Proposer;
d. References;
RFP 183.2019 BITS Revision July 1, 2019
Budget Line Item #: 001.21.00000.82000
5
e. A completed Proposal Form;
f. List of all subcontractors;
2. Proposer may be required to supply additional information upon request,
or to make additional submissions under secondary selection criteria, if
necessary.
3. Any and all questions or comments shall be submitted via email to
procurement@pitkincounty.com no later than June 10, 2019 at 4:00 PM
MT. All requests must have the email subject line, “RFP 183.2019 Adaptive
Business Continuity Planning (ABCP) Software Request for Clarification
and Questions.” All questions, comments and answers provided shall be
shared with all Proposers via addendum posted on BidNet Direct.
Addendum(s) will include the requests for clarification and questions, as
written by the Proposer.
4. All Proposals must be uploaded to the BidNet Direct website. Proposals
will not be accepted in any other form or manner.
5. During the Request for Proposal selection process, all proposals shall
remain confidential. The entire selection process (procurement) file shall be
available to the public (which includes all Proposers) after an agreement is
approved by the County, except those items for which confidentiality has
been requested in writing by the Proposer, and providing that the County
Attorney has reviewed and determined this to be the properly confidential
under the State Open Records Act and other relevant statutes and
regulations.
B. TIME SCHEDULE
The County will endeavor to use the following timetable:
May 20, 2019 Request for Proposals publicly advertised, posted on website
(www.bidnetdirect.com/colorado)
June 10, 2019 Proposer’s request for clarification and questions due via
email to procurement@pitkincounty.com by 2:00 MT
June 17, 2019 County’s response to request for clarification and questions
posted on BidNet Direct via addendum
RFP 183.2019 BITS Revision July 1, 2019
Budget Line Item #: 001.21.00000.82000
6
June 24, 2019 PROPOSALS MUST BE UPLOADED TO BIDNET
DIRECT BY 2:00 PM MT
Week of
July 8, 2019 Meeting of Selection Committee; checking of references;
requests for clarifications and/or additional information, if
necessary; scheduling of interviews, if necessary.
July 22, 2019 Notice to Proposers
July 29, 2019 Anticipated contract negotiations start
August 12, 2019 Anticipated contract execution
August 19, 2019 Anticipated Project start
C. EVALUATION CRITERIA AND WEIGHTING
Selection of the "short-listed" Proposers to be interviewed and/or the selection of the top-
ranked Proposer will be based upon the following criteria and relative importance (or as
the same may be amended or supplemented by published secondary selection criteria, if
any):
1. Approach to Project 20%
The Proposer shall prepare a brief statement as to intention to handle:
a. Knowledge Transfer - CBT, in-person, GoToMeeting, Train-the-
Trainer, etc
b. The Project Schedule - Gantt Charts, Critical Path, etc
2. List of similar work 30%
The Proposer shall submit examples of work; preferably entities of similar
size and type to the County.
3. Estimated Cost of Product and Services, including
Reimbursable Expenses 30%
List of reimbursable expenses should be submitted with a top-set.
a. The Proposer shall list all costs assumed necessary to provide a
completed project, including
i. Consulting expenses
ii. Reimbursable expenses
iii. Miscellaneous expenses
iv. Software product cost
v. Annual software maintenance cost
vi. Initial setup and configuration
vii. Licensing cost
RFP 183.2019 BITS Revision July 1, 2019
Budget Line Item #: 001.21.00000.82000
7
4. References 20%
The Proposer shall provide a list of reference accounts; preferably entities of similar
size and type to the County.
D. SELECTION COMMITTEE
Communications between Proposer and any member of the selection committee
during the selection process except when and in the manner expressly authorized
by the Request for Proposals, is prohibited. Violation of this restriction is grounds
for disqualification from the process.
Voting Members of the
Selection Committee:
Nonvoting counsel to the
Selection Committee:
Aaron Boub
Ann Driggers
BITS
Brian Pettet
Janice Voss
John Loyd
Lindsay Maisch
Rich Englehart
-County Attorney
-County Procurement
E. CONTRACT
A sample of the Pitkin County Contract for the Provision of Services is included as
Attachment A. The Proposer must present exceptions to the standard contract with
the proposal. If concerns are not expressed, the County shall consider that the terms
and conditions are accepted. Contract alterations, modifications, additions or
deletions will not be accepted at any time after proposals are submitted. Submittal
of contract changes is for County information only and will only be reviewed upon
vendor selection has been completed; it does not disqualify any vendor from
contract award.
RFP 183.2019 BITS Revision July 1, 2019
Budget Line Item #: 001.21.00000.82000
8
PROPOSAL FORM
Proposal Time: 2:00 PM MT
Proposal Date: June 24, 2019
From: _____________________________________________________
_____________________________________________________
_____________________________________________________
Phone________________________________________________
Email ________________________________________________
To: THE PITKIN COUNTY BOARD OF COMMISSIONERS
c/o Procurement
123 Emma Rd., Suite #106
Basalt, CO 81621
For: RFP 183.2019
Pursuant to a request by the Pitkin County Commissioners, the undersigned Proposer
having examined this Request for Proposals (RFP) and being familiar with conditions
surrounding the delivery of the proposed Goods and Services, affirms its capability to
provide goods and services as detailed in this RFP for the sum of:
$_______________________________________
Statement and Detailed Approach to Service
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Qualifications of Proposer:
Please insert names address, phone numbers and description of similar Service for
Reference Checks.
RFP 183.2019 BITS Revision July 1, 2019
Budget Line Item #: 001.21.00000.82000
9
1.______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
2.______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
3.______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
It is further understood that the right is reserved by the County to reject any and all
proposals and it is agreed that the proposals may not be withdrawn for a period of ten (10)
days from specified time for receiving proposals.
The Proposer acknowledges receipt of Addenda Nos. .
The right is reserved to waive any informalities and to reject any Proposal.
(Type/Print name under all signatures)
Dated this ____ day of , 2019
(Corporate seal) PROPOSER:
SIGNATURES: If the proposal is being submitted by a Corporation, the Proposer
should be signed by an officer, i.e. President or vice-president. The signature of the officer
signing shall be attested to by the secretary and properly sealed. If the proposal is being
submitted by an individual or a partnership, the proposal shall so indicate and be properly
signed.
RFP 183.2019 BITS Revision July 1, 2019
Budget Line Item #: 001.21.00000.82000
10
INSTRUCTIONS TO PROPOSERS
FOR PITKIN COUNTY CONTRACTS
1. a. A "Proposal" is a responsive, conforming, unconditional, complete, legible and
properly executed offer on the Pitkin County Proposal Form to do the work called for
in the Request for Proposals (“RFP”).
b. Proposals must be submitted electronically in PDF format and submitted at the time
and place designated in the RFP. Electronic submissions must be clearly marked as a
"sealed proposal" with the Service name and the name, contact person, mailing
address and telephone number of the Proposer. The County reserves the right to
request verification of any original or electronic signature at any time before issuing
a Notice of Award.
c. It shall be the responsibility of the Proposer to ensure that the Proposal is in proper
form and in the County's possession by or before the scheduled time and date of public
Proposal opening. Proposals will not be accepted after the scheduled time and date of
opening. Any Proposals received late will be returned to the Proposer unopened, if
possible. In the event that it is impossible to determine who the late Proposer is unless
the envelope is opened, the envelope will be opened, the address determined, and the
envelope and Proposal returned immediately to the Proposer.
d. If specified in the Request for Proposals, parties who request packages of proposal
documents will be required to pay a fee for the document package. All parties who
request packages must provide the name of the potential Proposer, along with the
name of a contact person, address, telephone number, and email address for the
purpose of dissemination of Addenda or additional proposal information.
e. If a mistake is made or discovered at or after the public opening, the County reserves
the right to determine which party made the mistake and whether the mistake is
material and, after these determinations, the County, in its sole discretion, shall make
the decision whether to accept or reject the Proposal. No advantage shall be taken by
either party of manifest clerical errors or omissions in the Proposal documents or the
Request for Proposals (and plans and specifications). All Proposers are required to
notify the County immediately of any errors of omissions that may be encountered.
(See 2.a. and 2.c., below).
f. The signer of the Proposal must initial any alteration or erasure. If provided on the
required Proposal Form, the proposal price of each item must be stated in numerals
and words; in case of a conflict, the words will control. In case of conflict between the
indicated sum of any addition of figures and the correct sum, the correct sum will
control.
g. No reimbursement will be made by the County for any costs incurred in the
preparation of a statement of qualifications, Proposals, or attendance at a site
inspection, pre-bid conference or interviews.
h. No person, firm, corporation or other entity shall be allowed to make, file or be
interested in more than one Proposal for the same work, unless alternate proposals are
called for. A person, firm, corporation or other entity who has submitted a subproposal
RFP 183.2019 BITS Revision July 1, 2019
Budget Line Item #: 001.21.00000.82000
11
to Proposer, or who has quoted prices on materials to a Proposer, is not hereby
disqualified from submitting a subproposal or quoting prices to other Proposers.
2. a. If any person contemplating submitting a Proposal is in doubt as to the true meaning
of any part of the Drawings, Specifications or other Proposal or Contract Documents,
or finds discrepancies, errors, ambiguities, inconsistencies, incompleteness or
omissions in the Drawings or Specifications or the proposal process, he/she must
submit to the Procurement Officer a written request for an amplification, clarification,
explanation, interpretation or correction thereof. Failure to do so shall constitute: (1)
acceptance by the Proposer of the Drawings, Specifications or other Proposal or
Contract Documents as is, and (2) a waiver by the Proposer of any and all claims
arising, or that might arise, out of such discrepancies, errors, ambiguities,
inconsistencies, incompleteness or omissions.
b. Proposers may propose substitute materials or techniques if such substitution is equal
to or better than the materials or techniques described in the RFP and if the substitution
has been submitted in writing at least ten (10) days prior to the public Proposal
opening. The burden of proof of equality or superior quality is on the Proposer. If
accepted as equal by the County in its discretion, the substitute will be designated as
an alternative on a formal addendum distributed to all Proposers at least three (3) days
prior to the deadline for Proposal submission.
c. Any amplification, clarification, explanation, interpretation or correction of the
documents will be made only by written Addendum duly issued and a copy of the
Addendum will be mailed or delivered to each person receiving a set of the Proposal
Documents. Delivery, as used in these Instructions, shall include electronic delivery
through e-mail, facsimile, web-posting or other electronic means. Neither the County
nor the Procurement Officer will be responsible for any information, representations,
explanations or interpretations of the Contract Documents not in written addenda.
d. The County reserves the right to call a pre-proposal conference; if called and
conducted, a summary of the pre-proposal conference will be mailed or electronically
delivered to all parties receiving a set of Proposal documents.
e. On request, the County will provide each Proposer access to the site to conduct, at
Proposer's sole cost, such inspections, tests and investigations as each Proposer deems
necessary for submission of a Proposal. No information provided by County
representatives at such a site inspection shall be deemed a waiver of the requirements
of 2.a. and 2.c., above.
f. Any Addenda issued during the time of the Proposal process, or forming a part of the
Proposal Documents, shall be covered in the Proposal, and shall be considered a part
of the RFP. Receipt of each Addendum shall be acknowledged in the Proposal.
g. If specified in the RFP, a request for qualifications may precede the RFP process.
3. a. Each Proposal, if required by the Proposal Documents, shall be accompanied by a
certified check or bid bond in a form acceptable to the County Attorney, in an amount
specified, payable without condition to the County as a guarantee that the Proposer, if
awarded the Contract, will promptly execute the Agreement in accordance with the
Proposal, and will furnish, if required by the Proposal, good and sufficient bonds for
RFP 183.2019 BITS Revision July 1, 2019
Budget Line Item #: 001.21.00000.82000
12
the faithful performance of the Contract and for the payment to all persons supplying
labor and material for the work (see 10.a., below). The Proposal guaranties of all parties
except the three highest scoring Proposals will be returned promptly after the opening
of Proposals. After execution of the Contract and issuance of a Notice to Proceed, the
remaining two Proposers’ guaranties will be returned.
b. Proposer also, if required by the Proposal Documents, will fully complete and submit
with the Proposal a Pitkin County Qualification Statement, or an updated Statement
if one is already on file. Pitkin County reserves the right to pre-qualify Proposers based
on said qualification statements.
c. Proposer also must submit with the Proposal a list of subcontractors, independent
contractors and suppliers to be employed under the Contract. If the County has a
reasonable objection to any such subcontractor, independent contractor or supplier, it
shall notify the Proposer and the Proposer may then: (a) withdraw the Proposal; or (b)
substitute an acceptable contractor or supplier. If required by the Contract Documents,
subcontractors, independent contractors and/or suppliers may be required to submit a
Contractor's Qualification Statement.
d. Proposals by corporations must be executed in the corporate name by the president or
a vice-president (or other corporate officer accompanied by evidence of authority to
sign) and the corporate seal must be affixed and attested by the secretary or an assistant
secretary. The corporate address and state of incorporation shall be shown below the
signature.
e. Proposals by partnerships or limited liability companies (“LLC”) must be executed in
the partnership or LLC name and signed by a partner, authorized LLC officer, whose
title must appear under the signature and the official address of the partnership or LLC
must be shown below the signature. The state in which the entity was formed and whose
law governs the entity shall be shown below the signature.
f. All names must be typed or printed below the signature.
4. a. Proposer acknowledges that this proposal is solicited and submitted subject to the
requirements of the "Pitkin County Procurement Code," (Ordinance #026-2005, as
amended by Ordinance #03-2007 (copies available on the Pitkin County website at
http://pitkincounty.com or upon request for a nominal charge). As such, the Proposer
agrees to comply with all applicable requirements of said Procurement Code relating
to proposing, contract drafting, contract administration and ethics. The requirements
of the Procurement Code are incorporated herein by this reference.
b. The Proposer shall immediately notify the County Manager in writing of any violation
of said Code by the County's employees or agents, which violation is known or should
have been known by Proposer, and failure to so notify the County of violations within
five (5) days of knowledge of such violations shall disqualify the Proposer from award
of the Contract being proposed and shall be deemed as a waiver of any action or
defense that the Proposer may have against the County by reason of such violation of
the Procurement Code.
c. The submission of a Proposal shall be conclusive evidence and legal admission that
the Proposer: (1) has no questions, complaints or objections in connection with the
RFP 183.2019 BITS Revision July 1, 2019
Budget Line Item #: 001.21.00000.82000
13
Proposal process and/or documents, subject to any requests made by Proposer for
amplification, clarification, explanation, interpretation or correction pursuant to
Paragraph 2.a. and 2.c., above; (2) has no questions, complaints or objections as to the
completeness, sufficiency, scope or detail of the Proposal Documents; and (3) has full
knowledge of the scope, nature, quality and quantity of work to be performed, the
detailed requirements of the Proposal Documents including any and all contract
documents, the plans and specifications, the site and conditions under which the work
is to be performed, the Pitkin County Procurement Code and applicable Colorado law.
5. a. All Proposals will be opened and read in public by name of Proposer only. No
Proposals may be withdrawn after the beginning of the public opening. The County,
in its sole discretion, may delay a Proposal opening for no longer than two (2) business
days if weather or other circumstances beyond the control of Proposers results in delay
in receipt of Proposals. Proposals may be withdrawn at any time prior to the beginning
of the public opening or modified by a document executed and delivered in a form
substantially similar to the Proposal Form prior to opening.
b. All Proposals submitted must be valid for a minimum period of sixty (60) days after
the date of the Proposal opening. During this time, Proposers are investigated, and
Proposals are evaluated.
6. a. Proposals will be awarded to the highest scoring Proposer complying with the terms,
conditions, guidelines, selection criteria, plans and specifications presented in the
Request For Proposals. All rights are reserved by the County t o determine, in the
County's sole reasonable discretion, whether the Proposal meets the needs or a
purpose intended and is within the budget.
b. Although price may be a major consideration in the selection of a Proposal, the County
does not award on price alone. The County may also consider the quality of product
as judged by the County; past experience with Proposers, subcontractors, independent
contractors, products or suppliers; qualifications of the Proposers and/or
subcontractors, independent contractors or suppliers; services offered; warranties;
maintenance considerations; long-range costs; delivery; and similar considerations,
all as specified in detail in the RFP.
c. The County reserves the absolute right to conduct such investigations as it deems
necessary to assist in the evaluation of any Proposal and to establish the experience,
responsibility, reliability, references, reputation, business ethics, history,
qualifications and financial ability of the Proposers and proposed subcontractors,
independent contractors and suppliers. The purpose of such investigation is to satisfy
the County that the Proposer has the experience, resources and commercial reputation
necessary to perform the work and support any warranties in accordance with the
Contract Documents in the prescribed manner and time.
d. The County, at its sole discretion, may require the apparent successful Proposer to
demonstrate, at a place and time designated by the County, that the Proposal meets
the performance criteria specified, or to otherwise provide documented proof from
independent reliable sources acceptable to the County that said performance criteria
will be met prior to final acceptance of the Proposal. The burden of proof of such a
demonstration is on the Proposer. In the event that the apparent successful Proposer
fails to demonstrate or provide acceptable proof of meeting required performance
RFP 183.2019 BITS Revision July 1, 2019
Budget Line Item #: 001.21.00000.82000
14
criteria, that proposal will be rejected and the next eligible Proposer in the selection
ranking will be invited to participate in the same process until a proposal meeting
performance criteria is found within the ranking of eligible Proposers. The County
reserves the right to reject any or all Proposals or to otherwise accept the Proposal
which in the County's sole discretion is in the best interest of the County.
e. Pitkin County reserves the right, if it deems such action to be in the best interests of
the County, to reject any and all Proposals or to waive any irregularities or
informalities therein. Any incomplete, conclusory, false or misleading information
provided by Proposer shall be grounds for rejection of the proposal. If proposals are
rejected, the County further reserves the right to investigate and accept the next best
proposal in order of ranking or to reject all proposals and re -solicit for additional
proposals.
f. Any questions or disputes involving the documents or procedures not covered by these
Instructions or other Proposal Documents shall be resolved by the Procurement
Officer on the basis of fairness, custom in the industry, maximization of competition
and best interests and convenience of the County.
7. Issuance of Notice of Award, execution of Contract Documents and issuance of a Notice to
Proceed shall be as specified in the Contract Documents.
8. Contracts will be executed on standard Pitkin County Contract documents and/or by separate
agreement with the Proposer. Copies of any applicable standard forms are included with the
Proposal Documents. The County reserves the right to negotiate with the Proposer for
contract terms not specified in the Proposing Documents. Any changes from the Pitkin
County standard form contract may result in a delay in the issuance of a Notice to Proceed
in order to obtain any necessary County Attorney review of changes from the standard form.
Proposer agrees that any such delays shall not be grounds for either additional compensation
or an extension of time to complete the work that is the subject of the Proposal.
9. If the contract awarded as a result of a Proposal extends beyond the calendar year, nothing
herein shall be construed as an obligation by the County beyond any amounts that may be,
from time to time, appropriated by the County on an annual basis. It is understood that
payment under any Contract is conditional upon annual or supplemental statutory
appropriation of funds by said governing body and that before providing services, the
Proposer, if he/she so requests, will be advised as to the status of funds appropriated for
services or materials and shall not be obligated to provide services or materials for which
funds have not been appropriated.
Action Item Not
Started
In
Progress Complete Overdue
Project management and reporting.
Establish process for regular status updates.
Evaluate the most appropriate Departments structure and determine set-up.
Review Org chart showing department structure
Evaluate best way to structure departments
Upload department data
Evaluate automatic personnel and contact feeds
Setup meeting with RPX Support
Upload personnel data
Determine set-up of Vendors.
Review vendor requirements
Determine other relationship requirements
Determine which vendors/relationships to upload
Determine if vendor management system should be integrated
Upload Relationship data
Determine set-up of Resources.
Review resource requirements
Determine resource types
Upload Resource data
Determine set-up of Sites/Locations.
Review location requirements
Upload Location data
Determine Permissions (users, listed, managers).
Determine Permissions (department, site, relationships, resources, plans)
Determine how personnel will be expected to participate in business continuity
Determine the roles for certain individuals
Setup / create Risk Assessment
Setup Risk Assessment threats
Setup Risk Assessment formulas (Impact and Probability)
Setup questions for each threat
Create and distribute Risk Assessment Surveys
Setup BIAs Not
Started
In
Progress Complete Overdue
Setup Outage Impact Rank
Setup Outage Impact Type
Input BIA data by either BIA wizard or BIA function and worksheet tabs
Set-up of plans in the Planning module.
Determine whether to upload plans or determine one plan to be used as a template.
Determine types of plans needed
Review department BC plans
Review DR plans
Create templates
Action Item
Determine set-up of Workflows
Determine the types of workflows
Create workflows
Assign workflows to plans
Determine set-up of Test and Maintenance Schedules (Plans, Resources, Relationships, Personnel and
Departments).
Determine the frequency of Maintenance
Determine reviewers of Plans
Assign schedules to Plans, Tests and ToDo
Determine Notification Lists
Create specific notification messages and lists
Create the training agenda for RPX training.
Deliver end-user training.
Prepared For
By: Ken Bauman
Date: June 24, 2019
This proposal expires 90 days from the date above.
CONFIDENTIAL AND PROPRIETARY
Information in this document is proprietary and has been prepared for the sole use of Pitkin County. No part
of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical,
for any purpose without the express written permission of Pitkin County and RecoveryPlanner.
RecoveryPlanner.com, Inc.
101 Merritt Blvd., Trumbull, CT 06611 USA
Proposal in Response to
RFP 183.2019 for
Adaptive Business Continuity Planning
(ABCP) Software
WEB-BASED PLANNING SOFTWARE
Proposal to Pitkin County in response to RFP 183.2019 for
AAddaappttiivvee BBuussiinneessss CCoonnttiinnuuiittyy MMaannaaggeemmeenntt SSooffttwwaarree Page 1
INTRODUCTION
Since 1999, RecoveryPlanner has been providing web-based Business Continuity Management (BCM)
software and servioces. The web-based RecoveryPlanner software, RPX, uniquely provides an integrated
BCM system for all stages of business continuity planning, disaster recovery planning and incident
response. Founded by experts in disaster recovery, business continuity and emergency response,
RecoveryPlanner assists organizations with making BCM uncomplicated and will save you time and
reduce costs. Hundreds of thousands of users across all industries rely on RecoveryPlanner.
Ability to Execute
RecoveryPlanner and RPX have received validation as one of the top enterprise BCMP systems in the
world by a number of respected industry sources over the recent years:
Disaster Recovery Institute International (DRII). RecoveryPlanner has been a winner of multiple
prestigious DRII Awards of Excellence:
2012 Service Provider of the Year – RecoveryPlanner, a full-service provider of Business
Continuity Management Planning Solutions.
2012 Planning Software of the Year – RPX, RecoveryPlanner’s web-based BCM software.
2019 Product/Service Provider of the Year. This Award recognizes the best in Business
Continuity and Resiliency products and services developed for business continuity practitioners
across all industry sectors. Judges award innovation and quality as well as customer service, staff
awareness, training activities, and other strong efforts.
Gartner Group. RecoveryPlanner has been positioned in the “Leader’s Quadrant” in all four (2013, 2014,
2016 and 2017) of Gartner’s Magic Quadrant for Business Continuity Management Planning
Software reports. In addition, RecoveryPlanner is also the one of the few BCM software vendors that
Gartner placed in their 2016 Magic Quadrant for IT Vendor Risk Management.
CIO Review. CIO Review Magazine named RecoveryPlanner among the 20 Most Promising Disaster
Recovery and Compliance Solution Providers of 2015, and the 20 Most Promising Enterprise Risk
Management Solution Providers of 2016!
President’s “E” Award for Exports. In 2016, RecoveryPlanner was presented with this award by U.S.
Secretary of Commerce Penny Pritzker. The President’s “E” Award is the highest recognition any U.S.
entity can receive for making a significant contribution to the expansion of U.S. exports.
Recoveryplanner's RPX offers one of the most compelling value propositions in the world for an end-to-
end BCMP system, with complete functionality in one easy system delivered via Software as a Service
(SaaS) hosting, that includes: unlimited users, support services, maintenance, notification, free continuous
online client training and integration web services all for an affordable subscription fee.
System History
In 1995, the founders of RecoveryPlanner first established an alternate site company that included a
Professional Services group, providing consulting for business continuity planning and disaster recovery.
At first the consultants used Microsoft Word and Excel to create Plans but found this to be cumbersome,
time-consuming and very difficult to distribute. In the late 90’s, as a response to these problems, the
founders searched the market for a web-based, easy to use business continuity tool to assist in its
planning practice but were not able to find a software solution that met their requirements. As a result, in
1999 the founders began creating software to meet the consultants’ needs and the RecoveryPlanner
company was born. The software went on the market in 2001 and today is being used by companies of all
sizes and industries globally. RPX has always been a web application that uses the latest development
technologies and state of the art development methodologies. Over 2006 and 2007, RecoveryPlanner
made a large investment in changing its platform from a .Net environment and releasing its second
WEB-BASED PLANNING SOFTWARE
Proposal to Pitkin County in response to RFP 183.2019 for
AAddaappttiivvee BBuussiinneessss CCoonnttiinnuuiittyy MMaannaaggeemmeenntt SSooffttwwaarree Page 2
generation of RPX. In August of 2008, the founders sold their alternate site business and began to focus
solely on the software and professional services. RecoveryPlanner has received national certification
as a Women’s Business Enterprise (WBE) and Woman Owned Small Business (WOSB) by the
Women's Business Enterprise Council (WBENC).
WEB-BASED PLANNING SOFTWARE
Proposal to Pitkin County in response to RFP 183.2019 for
AAddaappttiivvee BBuussiinneessss CCoonnttiinnuuiittyy MMaannaaggeemmeenntt SSooffttwwaarree Page 3
FEATURES AND BENEFITS
One Complete BCM Package – All integrated in One Solution
RPX is an end to end, comprehensive Business Continuity Management (BCM) solution and consists of
all the main Business Continuity (BC) and Disaster Recovery (DR) components:
Risk Assessment & Compliance
Business Impact Analysis with Wizard
Planning – BCP, DR, COOP, Pandemic,
etc.
Plan Maintenance
Incident/Exercise Management
Vendor/Contract Management
Crisis Communications
Reports: Customized and Standard
Easy printing of plans and reports into
.pdf, Word or Excel
What-if modeling (Scenario Analysis)
Dependencies & Interdependencies
Benefits:
o Cost Savings - with RPX there is no need to purchase separate modules or locations
because RPX includes all components in one software package.
o Centralized Management of Business Continuity (BC) and Disaster Recovery (DR) and
incident management
o All parts of the planning process are integrated.
1. A single solution allows for universal changes which makes updating easier,
faster, more reliable
2. There is no need to go into separate interfaces or to leave one application and go
into another just to use different planning components.
o Addresses interdependencies and dependencies
o Faster results
WEB-BASED PLANNING SOFTWARE
Proposal to Pitkin County in response to RFP 183.2019 for
AAddaappttiivvee BBuussiinneessss CCoonnttiinnuuiittyy MMaannaaggeemmeenntt SSooffttwwaarree Page 4
Your Plan - Always Accessible. Anytime. Anywhere.
By having your plans on the internet, you are assured that everyone has access to the most current
plan(s). Distribution is made easy since one just needs to log-on to the internet to have the most recent
version of the plan. Real-time crisis management, business resumption, testing and collabora tion between
groups are just some of the features that make RPX’s interactive capabilities the best continuity software
available today.
RPX promotes interactive planning and recovery and encourages collaboration during the development,
maintenance and activation of your plans. With RPX your plans are activated in real time to allow people
to execute each phase of an incident or test through any internet connected device. This real-time
capability allows for central oversight throughout the planning and incident activation process.
RecoveryPlanner has always provided a web-based BCP software. RPX exploits the full capability of the
Internet and brings Business Continuity software to a new level, meeting today’s high demands for
business continuity. Today’s web technologies referred to broadly as Web 2.0, promotes access to
information, collaboration and standardized integration between applications. RPX introduces “BCP 2.0”,
taking the pillars of Web 2.0 and applying them to Business Continuity and Disaster Recovery.
Benefits:
o Real-time planning and response
o Interactive testing and events
o Collaborative planning and maintenance
o Easy distribution of plan(s)
o Quick access to the most current plans
o Access anytime, any-place – just need the internet
o Allows for central oversight
o Advanced communications
o Automates the entire BCM process
o If needed, make updates on the fly during an incident and
users have access to these changes in real-time
Unlimited Concurrent License
Included in a RPX subscription is unlimited concurrent Users. With unlimited users concurrency there is
no need to be concerned about who to name as a user or who is allowed to access the system at any
given time. There are many built in controls to manage access into and throughout the system.
Benefits:
o Promotes collaboration during the planning and maintenance process
o Improves communications between those involved with planning
o Promotes and brings greater awareness of BCP within an organization
o Allows everyone to be part of an event or exercise. Your recovery won’t be restricted by
software licensing limitations. When disaster strikes or if you are conducting an exercise,
those responsible for your organization’s continuity will be able to communicate,
collaborate and conduct real-time crisis management and business resumption activity.
o Costs are fixed and predictable for the term of your agreement. No need to obtain funding
for unexpected increased use of the system
WEB-BASED PLANNING SOFTWARE
Proposal to Pitkin County in response to RFP 183.2019 for
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BCP Methodology / Compliance
Plan according to your methodology or use RPX’s proven methodology while meeting regulatory
requirements and audits. RPX is developed with the assistance of certified business continuity planners
based upon pertinent regulations, best practices, trends in the industry and feedback from
RecoveryPlanner’s clients and the marketplace.
RPX incorporates BCP best practices, standards and frameworks, such as the DRII (Disaster Recovery
Institute International) and BCI best practices, the BS 25999/ISO 22301 standard, and US regulations,
such Sarbanes-Oxley, and has passed internal and external audits.
Benefits:
o Highly scalable
o Customizable interface and reports
o Developed by Certified Business Continuity Planners
o Assists organizations with meeting BCP related regulations
o Follows BCP best practices, standards and frameworks
o Incorporates trends in the industry
o With RPX you are getting RecoveryPlanner’s experience in BCP and DR
o Keeps you current with BCM requirements, best practices and trends
Ease of Use
RPX was designed with easy in mind. A single, intuitive interface that is easy to use and to learn.
Templates and industry specific content included. Navigation is easy and familiar utilizing context menus,
hyperlinks and breadcrumbs. Customization is permitted throughout the system, including fields and
reports. RPX has language support for English, Spanish, French, Portuguese and Russian, with others
such as Arabic and Chinese on the roadmap.
Benefits:
o Promotes retention
o Helps simply the complexities of BCM
o System Admins can learn the system in a
matter of days, plan managers in a matter of
hours and users do not even need training.
o Faster implementation
Easy Implementation
RPX provides multiple ways to get your information loaded into the software, ranging from manual input to
batch uploads to automated synchronization from other applications via our web services API
(Integration). Additionally, RPX has a proprietary feature for uploading MS-Word documents called “MS-
Word Uploader,” that will automatically upload all text, tables and embedded images within MS-Word
documents. Excel spreadsheets are uploaded through batch uploads. Other Excel, Visio, PowerPoint
files, and all other types of files can be attached anywhere in the system and can be automatically synced
with your files on your network.
Benefits:
o Worry-free implementation
o Rapid deployment
o Easy Data Migration
o File and Folder Syncing
MANAGE
COMMUNICATE
RECOVER
WEB-BASED PLANNING SOFTWARE
Proposal to Pitkin County in response to RFP 183.2019 for
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If RecoveryPlanner hosts RPX for you (SaaS), you will not have to worry about software installation
because we will do it for you. There will be no need to purchase any additional hardware or software and
you do not need to have any of your personnel resources implement the system. R PX has been
successfully deployed in hosted sites since 2001. Our SaaS environment eliminates the need for
significant installation management and infrastructure investment/administration.
From a disaster recovery standpoint, your plans and data are safely stored
remotely from your corporate servers. We have the technology and processes in
place that makes configuring your site quick and seamless.
No need for equipment procurement, setup or internal maintenance
Lowest Total Cost of Ownership
Availability of BCP software is unaffected by client IT outages
For an on-site license, you will receive the documentation for installation and configuration of the RPX
software on your production hardware. Our technical and professional services staffs are both highly
experienced in project management and will bring their expertise to fulfill your installation needs. Because
our software was developed using platform independent technologies, our clients have flexibility in
deployment, including virtualization technology, operating system, application server and database server.
RecoveryPlanner can customize RPX to fit your environment.
Flexibility to run on corporate standard environments
Multiple database options
Included in your set-up is comprehensive train-the-trainer training. Our Training session(s) have been
modified throughout the years to best maximize your employees’ time to ensure successful
implementation of your plan(s). The train-the-trainer session provided with setup has proven to enable our
customers' independence, success on the system and flexibility to fit the needs of their organizations.
Communications
RPX provides a variety of functionality and features to promote communications during the planning,
maintenance, testing and incident management of your plan(s), such as: internal and external message
boards, automatic notifications to any type of communication device, create to do’s and be automatically
notified when complete, change control features, RSS feeds, bookmark pertinent links, plan update and
contract expiration notifications.
Benefits:
o Planning and Updating
o Promotes collaboration
o Easier updating
o Greater automation for more reliable and current plans
o Event and Test Management
o Communicate quickly and effectively with employees, vendors and other stakeholders
during an emergency
o Back-up to communications already in place
o Central place to communicate
o Creates Audit Trials
o Provides automatic documentation
o Facilitate crisis communication management during an incident
WEB-BASED PLANNING SOFTWARE
Proposal to Pitkin County in response to RFP 183.2019 for
AAddaappttiivvee BBuussiinneessss CCoonnttiinnuuiittyy MMaannaaggeemmeenntt SSooffttwwaarree Page 7
Robust Security and Reliability
RecoveryPlanner hosts the software in SSAE16 SOC2, Type II and SOC3, FedRamp Certified facilities in
separate infrastructures in the U.S., Canada and Europe. Each environment has multiple data centers
located in multiple geographically-distant regions, with the datacenters configured in an Active/Active
state. RecoveryPlanner’s platform takes advantage of highly reliable virtualization technology. Client
sites are protected by User Authentication features, extensive user-defined permission settings and a
variety of access rights. RecoveryPlanner participates in and has certified its compliance with the EU-U.S.
Privacy Shield Framework. RecoveryPlanner follows an ISO 27002 Security Policy, has extensive
monitoring in place and performs disaster recovery testing and stress testing regularly.
Benefits:
o High Performance
o High Reliability
o Strong security to protect your data
Dedicated and Caring Customer Support
With RPX you are not just buying the software but you are purchasing the RecoveryPlanner team, which
includes their expertise in RPX, web applications and BCP. RecoveryPlanner’s customers are an integral
part of RPX’s development by meeting at the monthly User Group meetings and submitting requests to
the RecoveryPlanner support.
Benefits:
o Unlimited Help Desk Access to a pre-defined number of Users for technical and planning
inquiries
o 24/7 Emergency support (during testing and an activated incident) provided at no charge
o Free on-line training sessions offered to clients on various RPX topics
o RPX’s extensive On-line Help will promote ease of use
On-line training for specific topics
On-line screen by screen and context-sensitive help
On-line help videos
Professional Services
In addition to our BCM software, RecoveryPlanner can assist you with all areas of your business continuity
management (BCM) program. With our seasoned, certified Business Continuity Planners with “Real
World” industry experience, we will ensure that your risk assessments, business continuity planning and/or
disaster recovery is performed with the highest quality and achieves your goals.
When you engage a consulting firm, you primarily hire the people. That’s why we make it a practice to
have experienced practitioners closely involved in each engagement. We will assemble a highly qualified
engagement team with significant experience to meet your needs. It is RecoveryPlanner’s policy to
consistently maintain the same staff on engagements to ensure continuity to the client.
Since 1995, RecoveryPlanner’s certified Business Continuity Planners have designed plans for all facets
of the recovery and continuity process for organizations of all sizes, in a variety of industries. Our expert
planners can create or assist you with any part of the BCM process, such as:
Business Impact Analysis (BIA) Maintenance of Plan(s)
Risk Assessment Awareness Program
Business Continuity Plan (BCP) Plan Testing and Exercise
Disaster Recovery Plan (DRP) Audit Assistance
Incident Response Plan Current Plan Review and Update
Additional RPX training Recovery Strategies
COST SUMMARY
Proposal to Pitkin County in response to RFP 183.2019 for
AAddaappttiivvee BBuussiinneessss CCoonnttiinnuuiittyy MMaannaaggeemmeenntt SSooffttwwaarree Page 7
Cost Effective Solutions
RPX’s price/performance is unmatched. Enjoy one complete mature BCM software package
with unlimited users and support. Pricing is based on a three-year commitment.
RecoveryPlanner offers two deployment options – SaaS (RecoveryPlanner hosts) and Site
License (Customer hosts). Site License pricing can be provided upon request. The prices
listed in this proposal do not include sales tax. Customer is responsible for all applicable sales
tax.
RPX SaaS – RecoveryPlanner hosts the RPX software.
Paid annually: $11,940.00 per year
Your subscription includes:
An unlimited license to the RPX software that includes all BCM components
Hosting – infrastructure, security and performance
Maintenance of the software
Automatic email and email-to-SMS (text)* messaging notifications
Unlimited access to the Help Desk by 5 Users
Free on-line training along with video training and other help included in the software
First 50 licenses for RPX Mobile App
Set-up Fees with RPX SaaS Option
The set-up fee is a one-time fee of $5,000.00, which covers:
The set-up of your RPX site
Technical assistance with data migration, such as, batch uploads and MS Word
Uploader, web services API integration assistance, Active Directory syncing for personnel
and authentication, Single Sign-on (SSO) and syncing of your network folders & files. For
plan migration, optional professional consulting services are available and applicable fees
would apply.
Train-the-Trainer Training. Sixteen (16) hours of training is provided that covers the
functionality of the software and BCP consulting on plan implementation. Training is
available at your location (2 days) or over the Internet (this can be smaller 1 to 3-hour
sessions). Travel expenses are not included and are the responsibility of customer.
COST SUMMARY
Proposal to Pitkin County in response to RFP 183.2019 for
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Optional Services
Professional Services
Consulting services for Business Continuity, Disaster Recovery, Migration, as well as
additional Implementation and RPX Training by certified Business Continuity
Planners is available. Professional services can be obtained at the daily rates
indicated below. Rates do not include travel and living expenses. Project scoping
and associated pricing can be provided upon request.
Number of days Daily rate
1-9 $1,500
10+ $1,200
Our experience has shown that many organizations have been able to take advantage of
our migration tools delivered with RPX and the assistance/training that is provided with the
RPX setup fee (see Cost section above) to migrate much of their data and plans from
existing Word documents or other software products during our standard RPX setup
services. Since we find that our standard setup services often cover the entire
implementation effort, it is difficult to estimate how much additional assistance would be
needed by Pitkin County, if any. If additional data or plan migration services, or other BCM
professional services are desired, we would require knowledge of the amount of data,
number of and complexity of the plans to be migrated, as well as a review of a typical plan
in order to scope the project and provide an accurate quote. If these additional services are
desired, a detailed project plan, including phases, key tasks, deliverables, key decision
points, milestones and approximate durations can be provided. These services, including
the training delivered with setup services, can all be conducted on-site, if desired. As an
alternative to a fixed project or fixed SOW, many of our clients often opt to contract for a
block of consulting days to be used for various services on an as-needed basis, such as
additional implementation/migration assistance, additional training, conducting BIAs,
conducting tabletop exercises, etc. These services can be performed remotely (on-line) in
increments as small as one hour or on-site (expenses not included) in increments of 8 hours
minimum, giving you the flexibility to use at your discretion. A sample of a typical range
may be from $7,500 (5 days) to $36,000 (30 days).
COST SUMMARY
Proposal to Pitkin County in response to RFP 183.2019 for
AAddaappttiivvee BBuussiinneessss CCoonnttiinnuuiittyy MMaannaaggeemmeenntt SSooffttwwaarree Page 9
Voice Notification. (Email and email-to-SMS text notifications included in RPX)
Annual License Fee.
The optional Voice Automatic Notification (voice, pagers and native SMS texting) is
hosted by a 3rd Party and integrated into RPX. The automatic voice notification add-
on can be subscribed to separately at the following annual rates:
Optional
Voice
Automatic
Notification
Number of
Users (contacts) 0-199 200-499 500-999 1000 –
2499
2500 -
4,999 5000 +
Price (annually,
per user) $8 $7 $6 $5 $4 TBD
Service Usage Fee:
Service Usage Fees are charged once a voice, native SMS text or pager notification
is utilized and is an expense that is passed-thru to the customer. Customer will
receive discounted pricing on the Service Usage Fees based on 5 credits annually,
per user. Service Usage Fees do not apply to email and email-to-SMS texting
notifications.
RPX ANS Connectors:
To accommodate customers wishing to leverage an existing investment in a current
license with a 3rd-party ANS Service Provider, or if they have a preferred provider,
RecoveryPlanner provides ANS Connector Software, which we have developed to
connect to most of the leading 3rd party ANS software to RPX. Our current RPX
ANS Connectors are with: Everbridge, MIR 3, and SendWordNow. These
connectors are available for a nominal initial fee and on-going annual maintenance
fee to offset our costs for developing, supporting and maintaining the ANS
Connector with the particular ANS provider. We can develop RPX ANS connectors
to other third-party notification systems on request, for additional fees.
RPX Mobile
The RPX Mobile App is an extension of your RPX software. With the RPX Mobile
App, your employees have access to RPX when it matters most, even if they are out
in the field, do not have access to their PC or even when offline.
Mobile integration with RPX
View/access Plans, files and attachments
Manage/participate in crisis communications
Plans available offline
The RPX Mobile App provides a secure approach to the integration of information
managed within RPX. It will also allow for the automated download of pertinent
materials (Plans, files), management of communications, such as receipt and replies
COST SUMMARY
Proposal to Pitkin County in response to RFP 183.2019 for
AAddaappttiivvee BBuussiinneessss CCoonnttiinnuuiittyy MMaannaaggeemmeenntt SSooffttwwaarree Page 10
to notifications, updating of tasks in real time by team members during an incident,
exercise or test, creation of an incident in RPX and sending ad-hoc notifications..
After the initial 50 licenses (included with above price), Annual License Fees
for RPX Mobile App: - $12.00 per user per year.
Certificate Of Completion
Envelope Id: 3CF751BB224D44B992C57B368E793F72 Status: Completed
Subject: RecoveryPlanner.com, Inc. | Pitkin County Contract 183.19 for Review and Signature
Source Envelope:
Document Pages: 41 Signatures: 2 Envelope Originator:
Certificate Pages: 5 Initials: 0 Pitkin County Procurement
AutoNav: Enabled
EnvelopeId Stamping: Disabled
Time Zone: (UTC-07:00) Mountain Time (US & Canada)
530 East Main Street
Suite 203
Aspen, CO 81611
Procurement@PitkinCounty.com
IP Address: 65.38.144.66
Record Tracking
Status: Original
10/10/2019 1:50:19 PM
Holder: Pitkin County Procurement
Procurement@PitkinCounty.com
Location: DocuSign
Signer Events Signature Timestamp
John Loyd
john.loyd@pitkincounty.com
Chief Technology Officer
Pitkin County
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 174.209.8.15
Signed using mobile
Sent: 10/10/2019 1:52:58 PM
Viewed: 10/10/2019 3:35:35 PM
Signed: 10/10/2019 3:35:50 PM
Electronic Record and Signature Disclosure:
Accepted: 6/12/2019 11:18:30 AM
ID: 8755ee3b-7f8b-419a-b016-b3ca7c9078d3
Company Name: Pitkin County, Colorado
Monica Goldstein
mgoldstein@recoveryplanner.com
CEO
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 144.121.2.242
Sent: 10/10/2019 3:35:54 PM
Viewed: 10/10/2019 3:48:37 PM
Signed: 10/10/2019 3:49:37 PM
Electronic Record and Signature Disclosure:
Accepted: 10/10/2019 3:48:37 PM
ID: fbcd5d54-25a7-423e-aa09-36f0aa5dffda
Company Name: Pitkin County, Colorado
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Carbon Copy Events Status Timestamp
Pitkin County Procurement
procurement@pitkincounty.com
Procurement
Pitkin County
Security Level: Email, Account Authentication
(None)
Sent: 10/10/2019 3:49:41 PM
Resent: 10/10/2019 3:49:50 PM
Viewed: 10/21/2019 10:26:52 AM
Electronic Record and Signature Disclosure:
Accepted: 6/21/2019 11:35:47 AM
ID: f4b0c7d5-e378-4bad-8806-08d16f6ff44c
Company Name: Pitkin County, Colorado
Accounts Payable
AP@pitkincounty.com
Accounts Payable
Pitkin County
Security Level: Email, Account Authentication
(None)
Sent: 10/10/2019 3:49:44 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 10/10/2019 3:49:44 PM
Certified Delivered Security Checked 10/10/2019 3:49:44 PM
Signing Complete Security Checked 10/10/2019 3:49:44 PM
Completed Security Checked 10/10/2019 3:49:44 PM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, Pitkin County (we, us or Pitkin County) may be required by law to provide to
you certain written notices or disclosures. Described below are the terms and conditions for
providing to you such notices and disclosures electronically when we send you documents for
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Acknowledging your Access, Intent, and Consent to Receive and Sign Materials
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By checking the 'I Agree' box, I confirm that:
I am establishing my intent to be bound to the transaction, and indicating that I am fully
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I can access and read this Electronic CONSENT TO ELECTRONIC RECEIPT OF
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print it, for for future reference and access; and
Until or unless I notify Pitkin County as described above, I consent to receive from
exclusively through electronic means all notices, disclosures, authorizations,
acknowledgements, and other documents that are required to be provided or made
available to me by Pitkin County during the course of my relationship with you.
Signing Documents without a Pitkin County DocuSign Account:
Pitkin County may not require all document signers to be authorized users of the Pitkin County
DocuSign Account. Please read the information below carefully and thoroughly, and if you can
access this information electronically to your satisfaction and agree to these terms and
conditions, please confirm your agreement by clicking the 'I agree' button at the bottom of this
document. When you don't have a DocuSign Account, you will be provided the opportunity to
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download and retain this disclosure. Pitkin County will forward completed documents that
you've reviewed, processed or signed via email. Should you require copies of these signed
documents (e.g., if they get deleted from your email account) you should request those
documents from Pitkin County under the Colorado Open Records Act by contacting the Pitkin
County custodian who sent you the document for signature.
Signing Documents with a Pitkin County DocuSign Account:
Electronic Record and Signature Disclosure created on: 6/11/2019 12:14:06 PM
Parties agreed to: John Loyd, Monica Goldstein, Pitkin County Procurement
Please read the information below carefully and thoroughly, and if you can access this
information electronically to your satisfaction and agree to these terms and conditions, please
confirm your agreement by clicking the 'I agree' button at the bottom of this document.
Getting paper or electronic copies
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If you are an authorized DocuSign Account holder, you can decide to receive notices and
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All notices and disclosures will be sent to you electronically
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How to contact Pitkin County:
You may contact us to let us know of your changes as to how we may contact you electronically,
to request paper copies of certain information from us, and to withdraw your prior consent to
receive notices and disclosures electronically as follows:
To contact us by email send messages to: susan.sullivan@pitkincounty.com
To advise Pitkin County of your new e-mail address
To let us know of a change in your e-mail address where we should send notices and disclosures
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