HomeMy WebLinkAboutbocc.con.176.228/30/2021 CDD
Contract Information
Contract Number
Project Name
Contractor
Budget Line Item
Multiple Funding Sources; Defined per Task
Order
Procurement Method:
Type:
Contract Start Date
Contract End Date
Contract Type
Retainage
If this is a new contractor, please enter the New Vendor information into Munis for workflow approval.
Contact Information:
Department
County Representative Kara Silbernagel County Representative
Phone (970) 429-2815
Provide a brief description of the Contract or Change Order:
Contract Value Summary:
$ 145,618.00
$ -
$ -
$ 145,618.00
176.22
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
Public Outreach and Engagement Support Services for Community Growth
GBSM, Inc.
$ -
Additional Budget Line
Item(s)
(Please fully allocate New Contract Total)
$ -
$ -
$ -
$ -
Formal
Services/Maintenance
7/5/2022
1/5/2023
Master Service Agreement
Administration
Contract to provide public outreach and engagement support services.
Original Contract Amount
Previous Change Order/Amendment Amount
This Change order/Amendment amount
Contract Total
RFQ # 176.22 Rev. 2018-10-10 btf
NOTICE OF AWARD Date: June 29, 2022 To: GBSM, Inc.
Miles Graham, Principal 521 Clinton Street Ridgway, CO 81432 RE: RFQ 176.22 - Public Outreach and Engagement Support Services for Community
Growth Directives The County, having duly considered the Proposal submitted on June 24, 2022 for the work or purchase covered by the Contract Document titled RFQ 176.22 - Public Outreach and Engagement Support Services for Community Growth Directives in the amount of One
Hundred Forty-Five Thousand Six Hundred Eighteen dollars and No cents ($145,618.00), 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 RFQ 176.22, you are required to execute the Agreement
in one original 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
Procurement Specialist
Jun-29-2022
Nora Waivers
Miles Graham
x
Jun-29-2022
Contract # 176.22 Revision: 2018.10.10 btf
1
MASTER SERVICE AGREEMENT FOR PROVISION OF
PUBLIC OUTREACH AND ENGAGEMENT SUPPORT SERVICES
THIS MASTER SERVICE AGREEMENT (“Agreement”), is made and entered by and
between the Board of County Commissioners of Pitkin County, Colorado, 530 E. Main St., Suite
#302, Aspen, CO 81611, (“County”) and GBSM, Inc., 521 Clinton Street, Ridgway, CO 81432
(hereinafter called the “Contractor”).
I. Term of Contract: The term of this contract is from July 5, 2022 to January 5, 2023. At
the expiration of the initial term, the contract may be extended for two (2) additional
terms of six (6) months by the express written consent of both parties.
II. Contractor’s Obligations. Contractor shall provide public outreach and engagement
support services for various County projects as set forth herein and as set forth in the
individual Task Orders, which Task Orders shall be made a part of this contract upon
execution by the County and the Contractor. Contractor shall complete the scope of
work as defined in the individual Task Orders issued by the County, from time to time,
and agreed upon by Contractor. The projects defined in the individual Task Orders shall
be the County’s requirements for work with an estimated value of under One Hundred
Fifty Thousand dollars and No cents ($150,000.00). All projects that are estimated to
be over One Hundred Fifty Thousand dollars and No cents ($150,000.00) shall be
subject to formal Request for Proposal/Quotation.
The scope of services shall include, but is not limited to, project management, outreach,
logistics and communications support, and advisory committee meeting support, all as
described in the attached County RFQ # 176.22 documents (“Attachment A”) and
Contractor Proposal (“Attachment B”).
III. Compensation and Expenses, Invoicing, Payment and Offset. The County shall
compensate Contractor for its services in accordance with the Project Budgets and
Schedules set out in the Task Orders. It is expressly understood and agreed that in no
event will the total compensation and reimbursement to be paid hereunder exceed the
sum defined in the Task Orders. 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 worked, with payment expected within thirty (30) days of invoice, but any
Contract # 176.22 Revision: 2018.10.10 btf
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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 Agreement 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 Agreement, 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 Agreement for marketing purposes and
professional presentations, articles, speeches and other business purposes.
V. Pitkin County’s Obligations. Pitkin County shall administer this Agreement
through a County Representative identified in the individual Task Orders. The services
provided and products delivered by the Contractor under this Agreement will be subject
to review by the County’s Representatives, or a designee, 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 Agreement, 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 ten (10) 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 Agreement shall become the County’s property.
Contractor shall be entitled to receive compensation in accordance with the Agreement
for any satisfactory 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.
VII. Independent Contractor Status.
A. The parties to this Agreement intend that the relationship between them
contemplated by the Agreement 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 Agreement. 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 Agreement are submitted in the manner and on the
schedule defined under this Agreement.
Contract # 176.22 Revision: 2018.10.10 btf
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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 Agreement.
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 Agreement.
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 Agreement is not assignable by either party. Any use of
subcontractors by the Contractor for performance of this Agreement must be accepted
in writing by the County.
IX. Severability. In the event that any provision of this Agreement shall be held to be
invalid or unenforceable, the remaining provisions of this Agreement shall remain valid
and binding upon the parties hereto.
X. Integration and Modification.
A. This Agreement represents the entire and integrated Agreement between the
County and the Contractor and supersedes all prior negotiations, representations, or
Agreement, either written or oral. This Agreement may be amended only by written
Agreement 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 Agreement.
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,
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 Agreement 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 Agreement of indemnity
applies. In consideration of the award of this Agreement, the Contractor agrees to
Contract # 176.22 Revision: 2018.10.10 btf
4
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
Agreement 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 Agreement and
in no way limit the indemnity covenants contained in this Agreement.
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 Agreement 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 Agreement by
reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or
types.
A. Coverage and Limits of Insurance. Coverage and Limits of Insurance.
Contractor shall provide coverage with limits of liability not less than those stated
below. An umbrella and/or excess liability policy may be used to meet the
minimum 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
Contract # 176.22 Revision: 2018.10.10 btf
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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
• Explosions, Collapse and Underground Hazards
• Personal / Advertising Injury
• Products / Completed Operations
• Liability assumed under an Insured Contract (including defense costs assumed under
contract)
• Independent Contractors
• Designated Construction Project(s) General Aggregate Limit, ISO CG 2503 (1997
Edition) or equivalent
• 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
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
Contract # 176.22 Revision: 2018.10.10 btf
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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
Agreement 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 Procurement
Officer 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.
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 Procurement Officer at least fifteen (15) days prior to 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
Agreement.
Contract # 176.22 Revision: 2018.10.10 btf
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XIII. Exemptions and Preferences. All purchases of construction or building or any other
materials for this Agreement 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 Agreement
for a period of three (3) years after final payment under the Agreement 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 Agreement and applicable law.
XV. Contract Made in Colorado. The parties agree that this Agreement 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 Agreement, 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 Agreement, 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 Agreement 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 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
Contract # 176.22 Revision: 2018.10.10 btf
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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:
Pitkin County Procurement 530 E. Main St., Suite #304 Aspen, CO 81611 Procurement@PitkinCounty.com
with copies to:
Pitkin County Attorney’s Office 530 E. Main St., Suite #301 Aspen, Colorado 81611 Attorney@pitkincounty.com
To Contractor: GBSM, Inc. 521 Clinton Street Ridgway, CO 81432
Phone: (303) 825-6100
Email: milesgraham@gbsm.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
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 Agreement and will confirm the employment eligibility of all employees who are newly hired for employment in the United States to perform work under this Agreement, 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 Agreement or enter into a contract with a Subcontractor that fails to certify to
Contract # 176.22 Revision: 2018.10.10 btf
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Contractor that the Subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement. Contractor (i) shall not use E-Verify Program or State program procedures to undertake pre-employment screening
of job applicants while this Agreement 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 Agreement, (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 Agreement 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 Agreement.
Contract # 176.22 Revision: 2018.10.10 btf
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IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first set out herein above. GBSM, INC. ________________________________________________ !#VENDOR SIGNATURE#! Date
PITKIN COUNTY, COLORADO
MANAGER APPROVAL:
________________________________________________ !#COUNTY MANAGER#! Date
ATTORNEY APPROVAL: ________________________________________________
!#COUNTY ATTORNEY#! Date
Jul-07-2022
President & CEO
Andy Mountain
Jul-08-2022
Asst. County Attorney
Richard Neiley
Jon Peacock
County Manager
Jul-08-2022
RFQ #: 176.22 2022.04.27 cdd
Budget Line Item #: Multiple Funding Sources; Defined per Task Order
1
PUBLIC NOTICE
Pitkin County is accepting qualifications for the provision of Public Outreach and
Engagement Support Services to assist with various Community Growth objectives. The
awarded Master Services Agreement will govern the terms and conditions between Pitkin
County and the awarded Vendor in response to this RFQ, while individual task orders will be
issued to define schedules, costs, scope(s) of work/service(s), and deliverables for specific
directives as designated by the Project Lead.
Any and all questions, or requests for clarification, must be submitted by 4:00 PM MT on
June 14, 2022. Questions and requests for clarification will only be accepted via email at
procurement@pitkincounty.com.
Qualification documents must be uploaded to the BidNet Direct website no later than 2:00
PM MT on June 24, 2022.
Published in the Aspen Daily News: June 13, 2022 and June 20, 2022
TITLE VI SOLICITATION NOTICE
Pitkin County, in accordance with the provisions of Title VI of the Civil Rights Act of 1964
(78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d.4) and the applicable regulations, hereby notifies
all submitters that it will affirmatively ensure that any contract entered into pursuant to this
Public Notice, disadvantaged business enterprises will be afforded full and fair opportunity to
submit qualifications in response to this invitation and will not be discriminated against on the
grounds of race, color, or national origin in consideration for an award.
The requirements of 49 CFR part 26 will apply to any contract or services agreement
awarded as a direct or indirect result of this RFQ process. It is the policy of Pitkin County
to practice nondiscrimination based on race, color, sex or national origin in the award or
performance of this contract. The County encourages participation by all firms qualifying
under this solicitation regardless of business size or ownership.
Attachment A - County RFQ # 176.22 Documents
RFQ #: 176.22 2022.04.27 cdd
Budget Line Item #: Multiple Funding Sources; Defined per Task Order
2
PUBLIC OUTREACH AND ENGAGEMENT SUPPORT SERVICES FOR
COMMUNITY GROWTH DIRECTIVES
TABLE OF CONTENTS
3
3
3
3 4
5
6 7
I.INTRODUCTION
II.SCOPE OF WORKA.QUALIFICATIONS FORMB.SCOPE OF SERVICESC.PROJECT SCHEDULE & STAFF AVAILABILITY
III.SELECTION PROCESS
A. SUBMITTALSB. TIME SCHEDULEC. EVALUATION CRITERIAD. SELECTION COMMITTEE
7 7
8 9 F. MASTER SERVICES AGREEMENT
QUALIFICATIONS FORM
INSTRUCTIONS TO PROPOSERS 12
RFQ #: 176.22 2022.04.27 cdd
Budget Line Item #: Multiple Funding Sources; Defined per Task Order
3
REQUEST FOR QUALIFICATIONS
Public Outreach and Engagement Support Services for Community Growth Directives
I.INTRODUCTION
This Request for Qualifications (RFQ) is being issued to solicit statements of
qualifications from experienced providers of public relations, community
engagement, project management and/or land-use planning services. Respondents
should provide clear experience of staff and any subcontractors through examples of
success with similar projects and must also display an understanding of the project
environment, best described as a resort and services-based community.
The deadline for submitting Statements of Qualifications is 2:00 PM, MT June 24,
2022 via the BidNet Direct website.
II.SCOPE OF WORK
A.QUALIFICATIONS FORM
Respondents will be required to submit qualifications documents which evidence their
team’s ability to deliver the anticipated Scope(s) of Services for each of the four tasks
defined below. This listing of tasks is tentative and may grow or shrink throughout
the project lifecycle depending on feedback and project developments. Only
responses with a complete Qualifications Form will be considered.
A total project budget is not available at this time as funding requests will be brought
before the BOCC and the Community Growth Advisory Committee throughout the
project. Individual task orders will be issued with cost assigned on a per-task-order
basis. Responses must include standard rates for any and all staff members,
subcontractors, and/or third party service providers that Respondents anticipate will
be used to fulfill the listed tasks along with reimbursable rates for travel, print,
materials, administrative support, etc.
B. SCOPE OF SERVICES
This solicitation has been issued to seek assistance in both Public and Project
Stakeholder outreach and coordination activities, which will include, but may not be
limited to, the gathering and development of information and presentation(s)
regarding the project, solicitation and tracking of feedback and input, and the
conducting of project briefings with the community’s Civic and Political Leadership
along with any Stakeholders identified by the Project Lead.
RFQ #: 176.22 2022.04.27 cdd
Budget Line Item #: Multiple Funding Sources; Defined per Task Order
4
The following tasks are anticipated to be necessary for this project, but are not to be
considered exhaustive. Additional tasks may be issued on a per-task-order basis as
agreeable to County and awarded respondent:
Task 1: Project Management:
Coordinate with Staff Steering Committee (Community Development,
Manager’s Office and Community Relations) on internal and external
communications as well as support strategic planning on controversial and
sensitive issues.
Participate in weekly project management team meetings and provide
proactive team coordination for management of current tasks of the
Community Growth Advisory Committee, upcoming activities, and next steps,
including meeting agendas and summaries (Electronic)
Support the formation, chartering, visioning, and implementation of the
Community Growth Advisory Committee, including decision-making
framework and identifying steering/leadership committee
Task 2: Outreach
The outreach plan will include an overarching communications strategy, key
milestones and team-member roles and responsibilities, along with a timeline
of activities.
Assist staff, resource team and Committee leadership team in developing a
strategy for community engagement and input
Organize and attend project kickoff and organizational meetings (includes
attending meetings by teleconference and in person)
Attend public outreach, stakeholder, Board, internal staff, and other meetings
as requested by the County
Organize and attend additional meetings as requested by the County to
discuss and assist in resolving program definition, implementation, and
requirements issues
Facilitate decision making framework for Community Growth Advisory
Group and integration of general public outreach process
Task 3: Logistics and Communications support
Manage hybrid meeting technology needs
Support communication logistics such as website, emails and materials as
needed/requested-
Write, design and produce printed and electronic materials for public
dissemination, including Advisory Committee and public open houses
Prepare materials for various audiences: Bi-lingual (Spanish and English)
Task 4: Advisory Committee Meeting Support
Prepare, disseminate meeting agendas, notes, summaries as needed
Coordinate with resource team members or additional information requests
as needed
C. PROJECT SCHEDULE & STAFF AVAILABILITY
RFQ #: 176.22 2022.04.27 cdd
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This Project will be directed by members of the Community Growth Advisory
Committee, which is set to be formed with members announced in mid-July 2022,
along with support from the Staff Steering Committee and additional resource team.
We anticipate that the project tasks will commence in late July of 2022. We
anticipate that Stakeholder meetings will take place every two weeks for
approximately Six months following project initiation, tapering or increasing as
necessary. In light of the planned commitment of Committee and Stakeholder time
for this project, it is imperative that the awarded Respondent demonstrate their Firm
and/or Team capacity and availability for on-site meetings so that the project is not
delayed. Virtual attendance of bi-weekly meetings may be acceptable following
initial kick-off events.
III.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
RFQ. This process shall be through formal qualifications submitted in response to
this Request for Qualification via the BidNetDirect.com platform.
A.SUBMITTALS
1. Respondents shall submit qualifications as outlined in the Request for
Qualifications and Scope of Services in the format specified below.
Response Format: Each response shall be formatted to 8½” X 11” paper size. Font,
Times New Roman, size shall be no smaller than 12 point, exhibits and/or sub-headers
excepted from font limit, and submissions should reasonably address qualifications
without exceeding 30 pages, any page after page 30 will not be reviewed; exclusions
for cover letters, and/or County Issued Qualifications Form/RFP documents included
with your response. Should respondent elect to submit language revision requests to
the standard Master Services Agreement sample provided, revision requests must be
uploaded as a separate, clearly named document.
a. The Response must contain name, title, address, daytime phone number(s),
and e-mail address(es) for person(s) to whom additional selection process
requests should be communicated;
b. A proposed approach and summary narrative of how the Respondent will
proceed with the services, including, but not limited to, proximity to
ASE/planned on-site frequency, communication protocols, qualification
process for any subcontracted work, staffing model for projects,
management/organizational tools and/or resources utilized, etc.;
c. A statement of Qualifications of the Proposer, including, but not limited to:
Qualifications of staff to be dedicated/assigned to the project
Qualifications of any subcontractors assumed to be necessary
for the project
References from and examples of similar services
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d. A completed Qualifications Form (see instructions on form);
f. The response should include a narrative to display your organizations
understanding of the Pitkin County community and the challenges
presented to residents of a remote, service-based community with
geographic and political growth restrictions
2. Respondent may be required to supply additional information upon request, or to
make additional submissions under revised or additional selection criteria, if
necessary. Pitkin County may ask for respondents to participate in virtual or in-person
interviews prior to final selection.
3. Any and all questions or comments shall be submitted via email to
procurement@pitkincounty.com no later than 4:00 PM MT on June 14, 2022. All
requests must have the email subject line, “RFQ 176.22: Request for Clarification and
Questions.” All questions, comments, clarifications, subsequent documents, and
answers provided shall be made available to all Respondents via formal addendum
published to this solicitations link on the BidNetDirect.com platform.
4. All Qualifications Responses must be uploaded to the BidNet Direct
website. Qualifications will not be accepted in any other form or manner.
5. During the Request for Qualifications selection process, all responses shall
remain confidential. The entire selection process (procurement) file shall be made
available to the public (which includes all Respondents) 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 said item(s) to be properly and reasonably classified as
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:
RFQ Process:
June 6, 2022 Request for Qualifications publicly advertised, posted on
website and/or direct solicitations mailed.
June 14, 2022 Proposer’s request for clarification and questions due via
email to procurement@pitkincounty.com by 4:00 PM MT
June 17, 2022 County’s response(s) to request(s) for clarification and
questions published to BidNetDirect.com via addendum
June 24, 2022 RESPONSE DOCUMENTS MUST BE UPLOADED TO
BIDNET DIRECT BY 2:00 PM MT
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Week of June 27th Meeting of Selection Committee; checking of references;
selection of proposers to interview if necessary
Tentative Milestones:
June 30, 2022 Master Services Agreement in place with top-ranked
Respondent and issuance of the first Task Order; scheduling
of Project Kick-Off for early July
C.EVALUATION CRITERIA
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 (or as the same may be
amended or supplemented by published secondary selection criteria, if any):
1. Submitted Statement of Qualifications displays Respondents ability to
fulfill disciplines and complete the task requirements as listed herein
and in any attached or subsequently issued documents
(0-10 points)
2. Submitted fee schedule for applicable resources fits the needs and is
commensurate with market rates for similar services.
(0-5 points)
3. Relevant Firm, proposed Subcontractor(s), and Proposed Staff
experience including examples of similar projects.
(0-35 points)
4. Displayed understanding of Public Outreach, Community
Engagement, and Project Management, in general, and a specific
familiarity with the growth and community concerns within the Pitkin
County community.
(0-35 points)
5. Respondents Team Capacity, availability of applicable staff –
including proximity of staff/office locations to the Pitkin County
community, and organizational/team structure
(0-15 points)
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 Qualifications, 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:
-Rich Englehart, Pitkin County
-Cindy Houben, Pitkin County
-County Attorney
-County Procurement
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-Kara Silbernagel, Pitkin County
E. MASTER SERVICES AGREEMENT
Upon selection of a top-ranked Respondent, negotiations will commence
immediately for a Master Services Agreement with terms to be consistent with this
Request for Qualifications. The development of the first Task Order will begin at the
same time, or shortly thereafter. It is anticipated that the scope of Task Order 1 will
include Project Kick-Off activities, information gathering, project scheduling, and
Stakeholder Coordination. A copy of the County’s Standard Master Services
Agreement (MSA) is included as Attachment B – Sample MSA Document for
review of standard terms and conditions. Respondents must submit any exceptions
to this agreement with their submission. No other changes to the MSA will be
considered. A copy of the Standard MSA is included in this process for reference
only and any change requests will not be reviewed prior to finalization of scoring to
ensure no preference is, or could be perceived to be, given to respondents who elect
to not submit change requests.
Federal Regulations. Contractor, as it relates to the services that will be required upon
award of a contract, represents and acknowledges to the County that it and its
subcontractors are knowledgeable as to any and all codes, rules and regulations
applicable in the jurisdictions in which the services will be performed and the funding
sources for the services, including without limitation, County and local ordinances
and codes, Colorado laws, rules, regulations and grant requirements, and Federal laws,
rules, regulations, advisory circulars and grant requirements, including without
limitation, PFC requirements, requirements of the Americans with Disabilities Act,
and requirements of the FAA, and the Federal Transportation Security Administration
("TSA") and the Colorado Department of Transportation ("CDOT"). In the
performance of services, the contractor and its subcontractors shall comply with all
such laws, codes, rules, regulations, advisory circulars and requirements now in effect
and as may be amended or adopted at any time during the term of the contract, and
shall further take into account in the performance of its services hereunder, all known
or publicly announced pending changes to the foregoing. The contractor and its
subcontractors shall provide any and all certifications to the County as to compliance
with such laws, codes, rules, regulations, advisory circulars and requirements, as may
be required by any governmental body, including FAA, TSA, CDOT and County
departments. The contractor shall insert all required FAA provisions in its
subcontractor agreements.
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QUALIFICATIONS FORM
For: Public Outreach and Engagement Support Services for Community Growth
Directives
From:
Phone
E-mail Address:
To: THE PITKIN COUNTY BOARD OF COMMISSIONERS
c/o Procurement
530 E Main Street, Suite #304
Aspen, CO 81611
Proposal Time: 2:00 PM MT
Proposal Date: June 24, 2022
Pursuant to a request by the Pitkin County Commissioners, the undersigned Respondent,
having examined this Request for Qualifications (RFQ), including and/or familiarizing
themselves with the site conditions of the proposed Services and being familiar with
conditions surrounding the proposed Service, including the availability of materials and labor
hereby propose to furnish labor, materials, supplies, applicable permits, services, and
supervision necessary to perform the Services as detailed in the RFQ documents and any
attachments.
Respondents may submit Approach, Qualifications, Similar Services, and References on their own form if
desired. Please indicate “In attached documents” if you have elected to place the information within your own
submission format. Respondents must, at minimum, acknowledge any and all published addenda, sign, date, and
apply Corporate seal to the Qualifications Form in order for it to be accepted and considered as complete.
Description:
Statement and Approach to Service:
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Qualifications of Proposer:
Please insert names address, phone numbers and description of similar Service for Reference
Checks.
1.
2.
3.
QUALIFICATIONS OF PERSONNEL
Please list assigned personnel and their qualifications:
Personnel #1.________________________________________________
Qualifications:
List of similar Service performed:
Reference Name, & Phone Number:
Personnel #2.________________________________________________
Qualifications:
List of similar Service performed:
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Reference Name, & Phone Number:
Personnel #3.________________________________________________
Qualifications:
List of similar Service performed:
Reference Name, & Phone Number:
It is further understood that the right is reserved by the County to reject any and all Statements
of Qualifications.
The Proposer acknowledges receipt of Addenda Nos. .
The right is reserved to waive any informalities and to reject any Statement of
Qualifications.
Dated this day of , 2022
(Corporate seal) RESPONDENT:
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.
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INSTRUCTIONS TO RESPONDENTS
FOR PITKIN COUNTY CONTRACTS
1.
a. A "Qualification" is a responsive, conforming, unconditional, complete, legible
and properly executed offer on the Pitkin County Qualifications Form to do the
work called for in the Request for Qualifications (“RFQ”).
b. Qualifications must be submitted electronically in PDF format and submitted
at the time and place designated in the RFQ. Electronic submissions must be
clearly marked as a "sealed Qualification" with the project name and the name,
contact person, mailing address and telephone number of the Proposer. For
electronic submissions, 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 Qualification is
in proper form and in the County's possession by or before the scheduled time
and date of public Qualification opening. Qualifications will not be accepted
after the scheduled time and date of opening. Any Qualifications 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
Qualification returned immediately to the Proposer.
d. If specified in the Request for Qualifications, parties who request packages of
Qualification 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, fax number and email address for the purpose of dissemination of
Addenda or additional Qualification 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 Qualification.
No advantage shall be taken by either party of manifest clerical errors or
omissions in the Qualification documents or the Request for Qualifications
(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 Qualification must initial any alteration or erasure. If provided
on the required Qualification Form, the Qualification 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.
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g. No reimbursement will be made by the County for any costs incurred in the
preparation of a statement of qualifications, Qualifications, 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 Qualification for the same work, unless alternate
Qualifications are called for. A person, firm, corporation or other entity who
has submitted a sub-Qualification to Proposer, or who has quoted prices on
materials to a Proposer, is not hereby disqualified from submitting a sub-
qualification or quoting prices to other Proposers.
2.
a. If any person contemplating submitting a Qualification is in doubt as to the true
meaning of any part of the Drawings, Specifications or other Qualification or
Contract Documents, or finds discrepancies, errors, ambiguities,
inconsistencies, incompleteness or omissions in the Drawings or Specifications
or the Qualification 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 Qualification 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 RFQ and
if the substitution has been submitted in writing at least ten (10) days prior to
the public Qualification 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
Qualification 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
Qualification 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-Qualification conference; if called
and conducted, a summary of the pre-Qualification conference will be mailed
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or electronically delivered to all parties receiving a set of Qualification
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 Qualification. 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 Qualification process, or forming a
part of the Qualification Documents, shall be covered in the Qualification, and
shall be considered a part of the RFQ. Receipt of each Addendum shall be
acknowledged in the Qualification.
g. If specified in the RFQ, a request for qualifications may precede the RFQ
process.
3.
a. Each Qualification, if required by the Qualification 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 Qualification, and will furnish,
if required by the Qualification, good and sufficient bonds for 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 Qualification guaranties of all
parties except the three highest scoring Qualifications will be returned
promptly after the opening of Qualifications. 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 Qualification Documents, will fully complete
and submit with the Qualification 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 Qualification 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 Qualification; 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.
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d. Qualifications 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. Qualifications 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 Qualification 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/DocumentCenter/Home/View/5314 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 Qualification shall be conclusive evidence and legal
admission that the Proposer: (1) has no questions, complaints or objections in
connection with the Qualification 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 Qualification Documents; and (3) has full knowledge of
the scope, nature, quality and quantity of work to be performed, the detailed
requirements of the Qualification 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.
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5.
a. All Qualifications will be opened and read in public by name of Proposer only.
No Qualifications may be withdrawn after the beginning of the public opening.
The County, in its sole discretion, may delay a Qualification opening for no
longer than two (2) business days if weather or other circumstances beyond
control of Proposers results in delay in receipt of Qualifications. Qualifications
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 Qualification Form prior to opening.
b. All Qualifications submitted must be valid for a minimum period of sixty (60)
days after the date of the Qualification opening. During this time, Proposers are
investigated, and Qualifications are evaluated.
6.
a. Qualifications will be awarded to the highest scoring Proposer complying with
the terms, conditions, guidelines, selection criteria, plans and specifications
presented in the Request for Qualifications. All rights are reserved by the
County to determine, in the County's sole reasonable discretion, whether the
Qualification meets the needs or a purpose intended and is within the project
budget.
b. The County will consider the quality of Proposers services and products 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 RFQ.
c. The County reserves the absolute right to conduct such investigations as it
deems necessary to assist in the evaluation of any Qualification 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
Qualification 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
Qualification. The burden of proof of such a demonstration is on the Proposer.
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In the event that the apparent successful Proposer fails to demonstrate or
provide acceptable proof of meeting required performance criteria, that
Qualification will be rejected and the next eligible Proposer in the selection
ranking will be invited to participate in the same process until a Qualification
meeting performance criteria is found within the ranking of eligible Proposers.
The County reserves the rights to reject any or all Qualifications or to otherwise
accept the Qualification 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 Qualifications 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 Qualification. If Qualifications are rejected, the County further reserves the
right to investigate and accept the next best Qualification in order of ranking or
to reject all Qualifications and re-solicit for additional Qualifications.
f. Any questions or disputes involving the documents or procedures not covered
by these Instructions or other Qualification 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 Qualification 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 Qualification.
9. If the contract awarded as a result of a Qualification 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.
Contract # 176.22 Revision: 2018.10.10 btf
1
MASTER SERVICE AGREEMENT FOR PROVISION OF
PUBLIC OUTREACH AND ENGAGEMENT SUPPORT SERVICES
THIS MASTER SERVICE AGREEMENT (“Agreement”), is made and entered by and
between the Board of County Commissioners of Pitkin County, Colorado, 530 E. Main St., Suite
#302, Aspen, CO 81611, (“County”) and Contractor Legal Entity, Contractor Street Address
(Include Suite/Unit), City, ST ZIP (hereinafter called the “Contractor”).
I. Term of Contract: The term of this contract is from Contract Start Date to Contract End
Date. Optional Contract Extension
II. Contractor’s Obligations. Contractor shall provide Enter Description of Services
services for various County projects as set forth herein and as set forth in the individual
Task Orders, which Task Orders shall be made a part of this contract upon execution
by the County and the Contractor. Contractor shall complete the scope of work as
defined in the individual Task Orders issued by the County, from time to time, and
agreed upon by Contractor. The projects defined in the individual Task Orders shall be
the County’s engineering requirements for work with an estimated value of under spell
out number of dollars dollars and spell out number of cents cents ($0.00). All projects
that are estimated to be over spell out number of dollars dollars and spell out number
of cents cents ($0.00) shall be subject to formal Request for Proposal/Quotation.
The scope of services shall include, but is not limited to the following:
If required, the Contractor shall utilize the following subcontractors to complete the
work defined in the Task Orders. Additional subcontractors may be added by written
agreement from both parties:
III. Compensation and Expenses, Invoicing, Payment and Offset. The County shall
compensate Contractor for its services in accordance with the Project Budgets and
Schedules set out in the Task Orders. It is expressly understood and agreed that in no
event will the total compensation and reimbursement to be paid hereunder exceed the
sum defined in the Task Orders. 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 worked, with payment expected within thirty (30) days of invoice, but any
Contract # 176.22 Revision: 2018.10.10 btf
2
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 Agreement 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 Agreement, 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 Agreement for marketing purposes and
professional presentations, articles, speeches and other business purposes.
V. Pitkin County’s Obligations. Pitkin County shall administer this Agreement
through a County Representative identified in the individual Task Orders. The services
provided and products delivered by the Contractor under this Agreement will be subject
to review by the County’s Representatives, or a designee, 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 Agreement, 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 ten (10) 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 Agreement shall become the County’s property.
Contractor shall be entitled to receive compensation in accordance with the Agreement
for any satisfactory 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.
VII. Independent Contractor Status.
A. The parties to this Agreement intend that the relationship between them
contemplated by the Agreement 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 Agreement. 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 Agreement are submitted in the manner and on the
schedule defined under this Agreement.
Contract # 176.22 Revision: 2018.10.10 btf
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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 Agreement.
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 Agreement.
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 Agreement is not assignable by either party. Any use of
subcontractors by the Contractor for performance of this Agreement must be accepted
in writing by the County.
IX. Severability. In the event that any provision of this Agreement shall be held to be
invalid or unenforceable, the remaining provisions of this Agreement shall remain valid
and binding upon the parties hereto.
X. Integration and Modification.
A. This Agreement represents the entire and integrated Agreement between the
County and the Contractor and supersedes all prior negotiations, representations, or
Agreement, either written or oral. This Agreement may be amended only by written
Agreement 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 Agreement.
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,
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 Agreement 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 Agreement of indemnity
applies. In consideration of the award of this Agreement, the Contractor agrees to
Contract # 176.22 Revision: 2018.10.10 btf
4
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
Agreement 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 Agreement and
in no way limit the indemnity covenants contained in this Agreement.
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 Agreement 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 Agreement by
reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or
types.
A. Coverage and Limits of Insurance. Coverage and Limits of Insurance.
Contractor shall provide coverage with limits of liability not less than those stated
below. An umbrella and/or excess liability policy may be used to meet the
minimum 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
Contract # 176.22 Revision: 2018.10.10 btf
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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
Explosions, Collapse and Underground Hazards
Personal / Advertising Injury
Products / Completed Operations
Liability assumed under an Insured Contract (including defense costs assumed under
contract)
Independent Contractors
Designated Construction Project(s) General Aggregate Limit, ISO CG 2503 (1997
Edition) or equivalent
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
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
Contract # 176.22 Revision: 2018.10.10 btf
6
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
Agreement 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 Procurement
Officer 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.
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 Procurement Officer at least fifteen (15) days prior to 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
Agreement.
Contract # 176.22 Revision: 2018.10.10 btf
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XIII. Exemptions and Preferences. All purchases of construction or building or any other
materials for this Agreement 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 Agreement
for a period of three (3) years after final payment under the Agreement 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 Agreement and applicable law.
XV. Contract Made in Colorado. The parties agree that this Agreement 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 Agreement, 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 Agreement, 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 Agreement 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 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
Contract # 176.22 Revision: 2018.10.10 btf
8
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:
Pitkin County Procurement
530 E. Main St., Suite #304
Aspen, CO 81611
Procurement@PitkinCounty.com
with copies to:
Pitkin County Attorney’s Office
530 E. Main St., Suite #301
Aspen, Colorado 81611
Attorney@pitkincounty.com
To Contractor:
Contractor Legal Entity
Contractor Street Address (Include Suite/Unit)
City, ST ZIP
Phone: ( ) -
Email: first.last@emailserver.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
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 Agreement and will
confirm the employment eligibility of all employees who are newly hired for
employment in the United States to perform work under this Agreement, 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
Agreement or enter into a contract with a Subcontractor that fails to certify to
Contract # 176.22 Revision: 2018.10.10 btf
9
Contractor that the Subcontractor shall not knowingly employ or contract with an
illegal alien to perform work under this Agreement. Contractor (i) shall not use E-
Verify Program or State program procedures to undertake pre-employment screening
of job applicants while this Agreement 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 Agreement, (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 Agreement
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 Agreement.
Contract # 176.22 Revision: 2018.10.10 btf
10
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first set out
herein above.
CONTRACTOR LEGAL ENTITY
________________________________________________
!#VENDOR SIGNATURE#! Date
PITKIN COUNTY, COLORADO
MANAGER APPROVAL:
________________________________________________
!#COUNTY MANAGER#! Date
ATTORNEY APPROVAL:
________________________________________________
!#COUNTY ATTORNEY#! Date
RFP # 176.22
ADDENDUM # 1
Date: June 16, 2022
TO: All Parties interested in the Public Outreach and Engagement Support Services
This addendum is to respond to questions submitted in relation to the Request for
Qualifications for the Public Outreach and Engagement Support Services currently open for
consideration.
The following clarifications or changes are required.
1. Question: Is the County working with a Planning Firm, or would you like the Public
Outreach services to be led by a Planning Firm or a Communications Firm?
Response: The County has not engaged with a planning firm in relation to
this project. While the County will not limit the award of this RFQ to a
planning or communications firm, many of the tasks are anticipated to
include activities which are generally associated with these types of service
providers.
2. Question: Can we use another font besides Times New Roman?
Response: Yes – Font style/size of your choosing may be used for your
qualifications response, but please limit font style/size per the RFQ standards
for completion of the required Qualifications Form.
3. Question: Do we need to include references in our statement of qualifications (A.
Submittals page 5) and the qualifications form?
Response: No. Please see italicized text on page 9. If a response is being
submitted with references and approach information included on the
respondents own form, please indicate “In attached documents” in the space
provided on the County provided Qualifications form. Please note that
acknowledgement of any issued addenda and a Corporate/Officer signature
with contact information is required for the Qualifications Form to be
considered complete.
4. Question: Do we need to include statement and approach to services in the
qualifications form and in the proposed approach and summary narrative section (A.
Submittals page 5)?
Response: See above response to Question 3 and italicized text on page 9 of
the RFQ document.
5. Question: On page 7, Evaluations Criteria, 2. Submitted fee schedule for…, do we
need to submit a fee schedule? This is not outlined in A. Submittals (pages 5-6).
Response: Yes – the County did not provide a template fee schedule as we
are leaving it to the Respondent’s discretion in determining what disciplines
and/or subcontractors, and associated fees, will be necessary to successfully
complete project tasks. At minimum, Respondents must include standard
hourly rates/fees for their personnel whom are anticipated to be assigned to
the project based on the task narratives provided.
6. Question: Do divider pages count towards the page limit?
Response: We will not count divider pages towards the page limit; see
III.A.1. for all other exclusions and the response to Question 2 above
regarding font selection.
Thank you for reviewing this Request for Proposals and considering submitting a proposal.
If you have any further questions regarding this addendum, please contact
Procurement@PitkinCounty.com
RFP # 176.22
ADDENDUM # 2
Date: June 17, 2022
TO: All Parties interested in the Public Outreach and Engagement Support Services
This addendum is to respond to questions submitted in relation to the Request for
Qualifications for the Public Outreach and Engagement Support Services currently open for
consideration.
The following clarifications or changes are required.
Clarification/Modification to the response issued in response to Question 1 in Addendum #1
issued on June 16, 2022 as below.
1. Question: Is the County working with a Planning Firm, or would you like the Public
Outreach services to be led by a Planning Firm or a Communications Firm?
Response: The County has not engaged with a planning firm in relation to
this project. There will be extensive public outreach and depending on what
information is received, additional planning assistance may be needed. Pitkin
County Anticipates that County staff will take the lead on project
communication strategies and will engage the selected firm to assist and
support those efforts. The County will not limit the award of this RFQ to
only a planning or communications firm.
Thank you for reviewing this Request for Proposals and considering submitting a proposal.
If you have any further questions regarding this addendum, please contact
Procurement@PitkinCounty.com
RFQ #: 176.22 2022.04.27 cdd
Budget Line Item #: Multiple Funding Sources; Defined per Task Order
QUALIFICATIONS FORM
For: Public Outreach and Engagement Support Services for Community Growth
Directives
From:
Phone
E-mail Address:
To: THE PITKIN COUNTY BOARD OF COMMISSIONERS
c/o Procurement
530 E Main Street, Suite #304
Aspen, CO 81611
Proposal Time: 2:00 PM MT
Proposal Date: June 24, 2022
Pursuant to a request by the Pitkin County Commissioners, the undersigned Respondent,
having examined this Request for Qualifications (RFQ), including and/or familiarizing
themselves with the site conditions of the proposed Services and being familiar with
conditions surrounding the proposed Service, including the availability of materials and labor
hereby propose to furnish labor, materials, supplies, applicable permits, services, and
supervision necessary to perform the Services as detailed in the RFQ documents and any
attachments.
Respondents may submit Approach, Qualifications, Similar Services, and References on their own form if
desired. Please indicate “In attached documents” if you have elected to place the information within your own
submission format. Respondents must, at minimum, acknowledge any and all published addenda, sign, date, and
apply Corporate seal to the Qualifications Form in order for it to be accepted and considered as complete.
Description:
Statement and Approach to Service:
GBSM, Inc.
303-825-6100
milesgraham@gbsm.com
In attached documents
521 Clinton StreetRidgway, CO 81432
Attachment B - Contractor Proposal
RFQ #: 176.22 2022.04.27 cdd
Budget Line Item #: Multiple Funding Sources; Defined per Task Order
Qualifications of Proposer:
Please insert names address, phone numbers and description of similar Service for Reference
Checks.
1.
2.
3.
QUALIFICATIONS OF PERSONNEL
Please list assigned personnel and their qualifications:
Personnel #1.________________________________________________
Qualifications:
List of similar Service performed:
Reference Name, & Phone Number:
Personnel #2.________________________________________________
Qualifications:
List of similar Service performed:
Miles Graham
In attached documents
In attached documents
Emma Harrison
In attached documents
In attached documents
Anton Benitez, Executive Director, Town of Mountain Village Owners Association
Rich Englehart, Deputy County Manager, Pitkin County
Troy Russ, Community Development Director, Town of Crested Butte
113 Lost Creek Lane, Suite A, Telluride, CO 81435 - (970) 708-4414
530 East Main Street, Aspen, CO 81611 - (970) 429-6135
507 Maroon Ave, Crested Butte, CO 81224 - (303) 808-5787
Telluride Mountain Village Gondola - Strategic Planning & Facilitation (Detail in attached documents)
Aspen/Pitken County Airport: ASE Vision (Detail in attached documents)
Town of Crested Butte: Community Compass (Detail in attached documents)
Shelly Benford, Executive Director
(303) 952-1617
Colorado Chautaqua Association
RFQ #: 176.22 2022.04.27 cdd
Budget Line Item #: Multiple Funding Sources; Defined per Task Order
Personnel #3.________________________________________________
Qualifications:
List of similar Service performed:
Reference Name, & Phone Number:
It is further understood that the right is reserved by the County to reject any and all Statements
of Qualifications.
The Proposer acknowledges receipt of Addenda Nos. .
The right is reserved to waive any informalities and to reject any Statement of
Qualifications.
Dated this day of , 2022
RESPONDENT:
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.
24th June
Miles Graham, Principal
1 and 2
N/A
Kevin Kujawa, Chief Information Officer
Reference Name, & Phone Number: Allied Benefit Systems
(773) 456-3396
Allied Benefit SystemsReference Name, & Phone Number
Pitkin County
Public Outreach and
Engagement Support
RFQ 176.22 | JUNE 24, 2022
521 Clinton Street | Ridgway, Colorado 81432 | 303.825.6100 | www.gbsm.com
PITKIN COUNTY PUBLIC OUTREACH & ENGAGEMENT | JUNE 24, 2022
ABOUT GBSM
Since 1986, GBSM has helped hundreds of organizations
address complex challenges. Our reputation for quality
and integrity is built on the value we’ve provided for
public agencies, local governments, non-profit
organizations and private entities.
We specialize in a number of areas that include:
• Multi-disciplinary facilitation
• Strategic planning
• Community outreach and engagement
• Coalition building
• Sophisticated project management
• Complex public relations
• Issues management, crisis planning and response
We’re a small, deeply experienced, hands-on group that
takes our work seriously and becomes deeply immersed
in the success of our clients. We provide a personal,
senior level of service and partnership with big agency
results.
PUBLIC AFFAIRS
Throughout the country, we have closely worked with
governments, regulatory agencies, elected officials, non-
profits, community groups and businesses to navigate the
complex nexus of public and private interests.
We know what it takes to analyze the complex dynamics that
shape the public affairs landscape. From there, we work with
you to build programs with the long view in mind and help you
proactively plan and implement strategies that position your
initiative for lasting support and success.
STRATEGIC COMMUNICATIONS
From developing long-range positioning and communications
plans, to providing real-time communications counsel, to
helping clients navigate through complex and sensitive issues
— we have a long record of success.
Our brand of strategic communications usually involves six
elements: diagnosing the situation accurately, understanding
the larger dynamics at play, identifying the key audiences and
their interests, developing the right strategy, pairing it with
effective messaging and executing excellently.
In Our Clients Words…
I couldn't be more pleased with the work GBSM has done on our behalf. We have six entities working together on a large and complex water project and GBSM has done an outstanding job of working collaboratively with our members to identify the common goals, potential pitfalls, and significant wins we should pursue. - Adam Turner, Manager, Project 7 Water Authority
Through diverse and inclusive community dialogue and strategic communications, GBSM played a pivotal role in facilitating an unprecedented public process and forging a coalition that resulted in a significant victory for securing the future of the Colorado Chautauqua Association. - Shelly Benford, Executive Director, Colorado Chautauqua Association
Representative Clients:
• Aspen/Pitkin County Airport
• City and County of Denver
• City of Craig
• City of Boulder
• Clear Creek County
• Colorado Chautauqua
Association
• Denver Water
• Gilpin County
• Project 7 Water Authority
• Purgatory Resort
• San Miguel County
• San Miguel Authority for
Regional Transportation
• Town of Telluride
• Town of Mountain Village
• Telluride Ski & Golf
3
PITKIN COUNTY PUBLIC OUTREACH & ENGAGEMENT | JUNE 24, 2022
Approach
Strategic Planning Philosophy: Building Common Ground and Consensus.
Pitkin County has a unique opportunity to collaboratively develop smart and sustainable land use strategies
that complement the values and vision of the community. The following approach focuses on facilitating an
authentic dialogue with the wide range of civic, business and political stakeholders that are critical to the
success of this effort.
An effective project management, outreach and facilitation strategy requires an intentional process that
will genuinely represent a diversity of values – and at times competing priorities – related to Pitkin
County’s land use strategy. To realize true success, stakeholder values must resonate through an approach
that establishes common ground, identifies tradeoffs and builds the goodwill needed to reach compromise
and consensus.
Scope of Services
Project Management, Outreach, Communications and Facilitation Support.
While the ultimate project scope will be driven by intelligence gathered during the kickoff, chartering and visioning phase – and documented in the overarching communications strategy – we anticipate that the approach will include, but may not be limited to, the following elements:
Task 1: Project Management
GBSM will coordinate closely with the County staff Steering Committee – including Community Development, Manager’s Office and Community Relations – to establish crystal clear roles and responsibilities for an efficient and effectively managed process.
Key Task 1 activities and deliverables include:
• Task 1.1: Weekly project management team meetings and deliverables tracking
• Task 1.2: Internal and external communications support and management of unforeseen issues
• Task 1.3: Community Growth Advisory Committee process management:
o Agenda setting
o Member communication and coordination
o Meeting documentation
o Formation/chartering/leadership structure
o Values and visioning
• Task 1.4: Development of decision-making models and best practices
4
PITKIN COUNTY PUBLIC OUTREACH & ENGAGEMENT | JUNE 24, 2022
Task 2: Community Outreach and Communications Strategy
Based on the reconnaissance gathered during the kickoff phase, GBSM will collaboratively develop an overarching communications and community engagement strategy. This plan will provide the guidance, key milestones, team roles/responsibilities and an implementation timeline.
Key Task 2 activities and deliverables include:
• Task 2.1: Overarching communications strategy and implementation plan/timeline
• Task 2.2: Organize, facilitate and document internal and external stakeholder meetings and
community events
• Task 2.3: Integration of community input and public outreach into Advisory Committee decision-making process
Task 3: Logistics and Communications Support
GBSM has extensive experience in organizing, promoting and implementing hybrid meetings. We will seamlessly manage meeting logistics and develop detailed facilitation plans to bring additional capacity and
capabilities to the process – and free up valuable County staff time.
Key Task 3 activities and deliverables include:
• Task 3.1: Manage hybrid meeting technology needs and support stakeholder meetings
• Task 3.2: Support communication logistics such as website, emails, meeting notices and materials
• Task 3.3: Write, design and produce printed and electronic materials for public dissemination
• Task 3.4: Prepare bilingual materials for various audiences (Spanish and English)
Task 4: Community Growth Advisory Committee Meeting Support
GBSM will work closely with County staff to prepare for, co-facilitate, and summarize up to 12 advisory group meetings anticipated to take place every two weeks over the course of approximately six months. The facilitation of each session will be based on the agreed to agendas developed during the preparation meetings with County staff. In addition to the lead facilitator, GBSM will provide a second facilitator for specific assignment to the virtual component of the hybrid meetings.
Key Task 4 activities and deliverables include:
• Task 4.1: Organize, co-facilitate and document up to 12 advisory group meetings
• Task 4.2: Prepare and disseminate meeting agendas, notes and summaries as needed (see Task 1.3)
• Task 4.3: Coordinate with resource team members or additional information requests as needed
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PITKIN COUNTY PUBLIC OUTREACH & ENGAGEMENT | JUNE 24, 2022
Budget Estimate
Maximizing Finite Budget and Staff Resources
As you can see in the above narrative, there is a mix of knowns and unknowns about the level of effort
required in certain areas. Our desire is to give you as much baseline budget certainty as possible, while
maintaining your ability to flex your resources up or down, as the need arises.
Maximizing finite budget and staff resources are always the limiting factors for an effort such as this. The
approach outlined above can be seamlessly adjusted and scaled to meet your needs.
For the purposes of this proposal, we are providing cost estimates by task based on our current
understanding of the level of effort required for each work area described above.
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PITKIN COUNTY PUBLIC OUTREACH & ENGAGEMENT | JUNE 24, 2022
2022 Government & Non-Profit Rates:
We accrue time based on GBSM’s hourly rates and all invoices include a detailed description of work
performed in 15-minute increments. The budget ranges above are estimates. We will only bill for actual
hours worked, and fees and expenses incurred. We are happy to work with you to structure the project in a
manner that works within whatever budget constraints you may have.
Title Hourly Rate
Principal $325
Senior Associate $225
Associate $165
Client Coordinator $80
Administrative Fee: We include a 3% administrative fee in each invoice for normal operating expenses (e.g., invoicing, printing, media monitoring services, hybrid meeting technology, web/teleconference lines, etc.). Expenses: Any expenses (e.g., travel, meeting supplies, A/V support, etc.) are passed through to you at our cost, with no mark-up.
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PITKIN COUNTY PUBLIC OUTREACH & ENGAGEMENT | JUNE 24, 2022
The GBSM Team
Proximity to Pitkin County, Capabilities and Capacities.
Led by GBSM Principal, Miles Graham, and with day-to-day project management by Associate Emma Harrison, we will dedicate an experienced team to manage the logistics, strategic thinking, stakeholder engagement and communications planning for this project.
With close proximity to Pitkin County from GBSM’s Ridgway office, Miles and Emma possess the capabilities and capacity to effectively deliver the project schedule. The GBSM team also includes a full administrative staff, as well as a deep bench of skilled strategists, should additional resources be required.
Building upon our relationships with Pitkin County staff and its partners, our team is ready to hit the ground running and guide a thoughtful process for community outreach and engagement support.
Miles Graham
PRINCIPAL Miles Graham is a senior communications strategist specializing in facilitation, community engagement, coalition building, issues
management, crisis response and campaign strategy.
Throughout his career, Miles has advised myriad public, private, governmental and non-profit entities on complex multi-dimensional situations. His expertise in public affairs is demonstrated through the design and execution of strategic communications programs across the spectrum of infrastructure planning, public health, natural resources and
outdoor recreation to name a few.
Miles is a graduate of the University of Colorado at Boulder Leeds School of Business. He has served on the executive committees of the Denver Nordic
Ski Association and Colorado Biathlon Club.
Emma Harrison
ASSOCIATE Emma Harrison joined GBSM as an associate with more than five years of public affairs, engagement and digital marketing experience.
Emma has developed and implemented full-scale digital advocacy campaigns designed to engage target audiences, raise awareness of issues and motivate action. She has guided strategy and managed execution of organic and paid social, search and email marketing campaigns for
government, healthcare, education, non-profit and corporate clients.
Emma also has experience designing visual identity systems and collateral including websites, infographics, reports, digital advertisements and print materials to enhance the visual communications of successful campaigns and brands. Before joining GBSM, Emma served as manager of digital strategies and engagement at a public affairs agency in Chicago.
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PITKIN COUNTY PUBLIC OUTREACH & ENGAGEMENT | JUNE 24, 2022
Relevant Projects
PROJECT Telluride Mountain Village Gondola: Strategic Planning & Facilitation
CLIENT Town of Mountain Village Owners Association Gondola Subcommittee
ROLE Public Affairs and Community Engagement
With the Telluride Mountain Village Gondola operations contract set to expire in 2027 and in the face of aging infrastructure, Miles Graham is facilitating a complex multi-jurisdictional process to identify and implement a sustainable long-term plan for the future of this iconic regional transit system. As part of this process, he chartered, convened and is actively facilitating meetings of a Subcommittee comprised of representatives from six different participating entities – Town of Telluride, Mountain Village, San Miguel County, Telluride Ski and Golf, Town of Mountain Village Owners Association, San Miguel Authority for Regional Transportation – to analyze future options and make recommendations to a Leadership Committee of elected representatives.
Leveraging his extensive experience and relationships, Miles is also simultaneously executing a community engagement strategy aimed at gathering public input to inform the future outcome. Moving forward, Miles will continue to integrate community feedback and guide the process as the regional partners engage in station planning, identify funding sources for capital and operational expenses, and develop a shared funding approach to protect the future of this regional service.
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PITKIN COUNTY PUBLIC OUTREACH & ENGAGEMENT | JUNE 24, 2022
PROJECT Aspen/Pitkin County Airport: ASE Vision
CLIENT Aspen/Pitkin County Airport
ROLE Public Affairs and Strategic Communications
GBSM supported a comprehensive community engagement process to establish a vision and common
ground recommendations for the future of Aspen/Pitkin County Airport. The goal of the project was to
define a program of airport modernization and improvements for the next 30-years. GBSM’s process
involved extensive coordination, collaboration, and visioning with the community and other airport
stakeholders to ensure that the airport continues to meet the community’s air service needs; reflect the
community’s identity, values and sustainability goals; integrate with alternative modes of transportation;
adapt to changes in the aviation industry; and provide safe, efficient, accessible, reliable and
environmentally responsible airport services and facilities.
With numerous opportunities for public participation, input, and information exchange – including diverse
and inclusive community advisory groups, public symposiums, a robust partner coalition and innovative
digital engagement opportunities – the process sought to hear from and speak to all corners of the
community to establish a collective values-based vision that can be embraced by all.
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PITKIN COUNTY PUBLIC OUTREACH & ENGAGEMENT | JUNE 24, 2022
PROJECT Town of Crested Butte Community Compass
CLIENT Town of Crested Butte
ROLE Public Affairs
Miles Graham and the GBSM team led the planning, design and facilitation of a series of community
workshops and elected official retreats for the Crested Butte Community Compass. The effort explored and
identified core community values to inform the Town’s Strategic Plan and Decision-Making Framework.
GBSM worked closely with Town staff and elected leadership to build these sessions off of the community’s
key focus areas of Natural Surroundings; Look, Feel & Function; Move & Connect; and Ways of Living.
Leveraging an intentional facilitation and coalition-building strategy, the effort provided the Town with a
clear and concise picture of Crested Butte, and the region’s unique strengths, weaknesses, opportunities
and threats, which directly contributed to development of a community-driven plan and framework for
making complex, sensitive and challenging decisions.
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PITKIN COUNTY PUBLIC OUTREACH & ENGAGEMENT | JUNE 24, 2022
References
NAME Anton Benitez
POSITION Executive Director, Telluride Mountain Village Owners Association
EMAIL ADDRESS anton@tmvoa.org
PHONE NUMBER 970-708-4414
NAME Rich Englehart
POSITION Deputy County Manager, Pitkin County
EMAIL ADDRESS rich.englehart@pitkincounty.com
PHONE NUMBER 970-429-6135
NAME Troy Russ
POSITION Community Development Director, Town of Crested Butte
EMAIL ADDRESS truss@crestedbutte-co.gov
PHONE NUMBER 303-808-5787
NAME Shelly Benford
POSITION Executive Director, Colorado Chautauqua Association
EMAIL ADDRESS shelly.benford@chautauqua.com
PHONE NUMBER 303-952-1617
Certificate Of Completion
Envelope Id: 4A025C1601264A1B863427C3DB539CBA Status: Completed
Subject: GBSM, Inc. | Pitkin County Master Service Agreement 176.22 for Review and Signature
Source Envelope:
Document Pages: 56 Signatures: 3 Envelope Originator:
Certificate Pages: 6 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: 216.237.91.144
Record Tracking
Status: Original
7/5/2022 3:12:29 PM
Holder: Pitkin County Procurement
Procurement@PitkinCounty.com
Location: DocuSign
Signer Events Signature Timestamp
Andy Mountain
AndyMountain@gbsm.com
President & CEO
Andy Mountain
Security Level: Email, Account Authentication
(None)
Signature Adoption: Uploaded Signature Image
Using IP Address: 98.55.62.241
Sent: 7/6/2022 10:58:51 AM
Viewed: 7/7/2022 3:53:10 PM
Signed: 7/7/2022 3:54:43 PM
Electronic Record and Signature Disclosure:
Accepted: 7/7/2022 3:53:10 PM
ID: 829a8e4f-da32-4f75-b7c8-ed4463285beb
Company Name: Pitkin County, Colorado
Richard Neiley
richard.neiley@pitkincounty.com
Asst. County Attorney
Security Level: Email, Account Authentication
(None)Signature Adoption: Drawn on Device
Using IP Address: 73.153.167.171
Sent: 7/7/2022 3:54:44 PM
Viewed: 7/8/2022 9:08:40 AM
Signed: 7/8/2022 9:09:54 AM
Electronic Record and Signature Disclosure:
Accepted: 7/8/2022 9:08:40 AM
ID: 77e73ec6-27e3-4654-9324-7e6c513a8a7d
Company Name: Pitkin County, Colorado
Jon Peacock
jon.peacock@pitkincounty.com
County Manager
Pitkin County
Signing Group: County Manager Group
Security Level: Email, Account Authentication
(None)
Signature Adoption: Drawn on Device
Using IP Address: 75.71.107.170
Sent: 7/8/2022 9:09:57 AM
Viewed: 7/8/2022 10:22:58 AM
Signed: 7/8/2022 10:23:23 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
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
Connie Baker
connie.baker@pitkincounty.com
Budget Director
Pitkin County
Security Level: Email, Account Authentication
(None)
Using IP Address: 65.38.144.66
Sent: 7/5/2022 3:24:23 PM
Viewed: 7/5/2022 3:43:27 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Carbon Copy Events Status Timestamp
Miles Graham
milesgraham@gbsm.com
x
Security Level: Email, Account Authentication
(None)
Sent: 7/6/2022 10:58:52 AM
Electronic Record and Signature Disclosure:
Accepted: 7/5/2022 5:41:54 PM
ID: 913ac955-d67c-4d48-8f10-2747c7b1c7c7
Company Name: Pitkin County, Colorado
Pitkin County Procurement
procurement@pitkincounty.com
Procurement Manager
Pitkin County
Security Level: Email, Account Authentication
(None)
Sent: 7/8/2022 10:23:25 AM
Resent: 7/8/2022 10:23:32 AM
Viewed: 7/8/2022 2:24:17 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Accounts Payable
AP@pitkincounty.com
Accounts Payable
Pitkin County
Security Level: Email, Account Authentication
(None)
Sent: 7/8/2022 10:23:25 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Kara Silbernagel
kara.silbernagel@pitkincounty.com
Assistant to the County Manager
Pitkin County Colorado
Security Level: Email, Account Authentication
(None)
Sent: 7/8/2022 10:23:26 AM
Viewed: 7/8/2022 10:28:34 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Alex Sanchez
alex.sanchez@pitkincounty.com
ComDev Analyst
Pitkin County, CO
Security Level: Email, Account Authentication
(None)
Sent: 7/8/2022 10:23:26 AM
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 7/5/2022 3:24:23 PM
Certified Delivered Security Checked 7/8/2022 10:22:58 AM
Signing Complete Security Checked 7/8/2022 10:23:23 AM
Completed Security Checked 7/8/2022 10:23:26 AM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
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Until or unless I notify Pitkin County as described above, I consent to receive from
exclusively through electronic means all notices, disclosures, authorizations,
acknowledgments, 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
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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
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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: 3/20/2020 3:28:13 PM
Parties agreed to: Andy Mountain, Richard Neiley, Miles Graham
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.
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