HomeMy WebLinkAboutbocc.con.173.228/30/2021 CDD
Contract Information
Contract Number
Project Name
Contractor
Budget Line Item 11234100.531000
11836360.531000.10022
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 Lindsay Maisch County Representative
Phone (970) 920-5766
Provide a brief description of the Contract or Change Order:
Contract Value Summary:
$ 38,000.00
$ -
$ -
$ 38,000.00
Human Services
Contract to manage performance of a food hub feasibility study on behalf of Pitkin County Human Services and
Open Space & Trails.
Original Contract Amount
Previous Change Order/Amendment Amount
This Change order/Amendment amount
Contract Total
No
Project Management for Food Hub Feasibility Study by New Venture Advisors
Aspen Community Foundation
$22,000.00
Additional Budget Line
Item(s)
(Please fully allocate New Contract Total)
$16,000.00
$-
$-
$38,000.00
Sole Source
Services/Maintenance
7/12/2022
7/11/2023
New Contract
173.22
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
Rev 2018-10-10 btf
Note: Every effort should be made to obtain a written contract when otherwise required under County procedures. When a contract is obtained, complete the Clerk’s check list and send the original signed contract
with coversheet to clerk’s office for archiving. 1
PITKIN COUNTY
SOLE SOURCE PROCUREMENT
JUSTIFICATION REQUEST
TO: Jon Peacock, County Manager
DATE: July 12, 2022
FROM: Lindsay Maisch, Human Services Director and Gary Tennenbaum, Open Space & Trails Director
Proposed Contractor: Aspen Community Foundation Product/Service: Project Management for Food Hub Feasibility Study Performed by New Venture Advisors, LLC
Estimate expenditure for the above Product/Service: $ 38,000.00
This form is required, and is to aid you, in documenting your Sole Source request. Complete all portions of
this form. This purchase is clearly and legitimately limited to a Single or Sole Source. (Examples: original manufacturer, no regional distributor, standardization etc):
Explain:
The Human Services and Open Space & Trails departments are teaming up with LIFT-UP to determine
the feasibility of locating a new food hub for local farmers and other nonprofits at the Emma historic site.
LIFT-UP has already engaged the Aspen Community Foundation ("ACF") to begin the process of
determining the feasibility of locating the new food hub at OST's Emma Site, or at a former supermarket
location in Cardondale. In order to participate in the opportunity to assess whether a food hub is feasible at
the Emma historic site, the Human Services and Open Space & Trails departments have determined that
the Aspen Community Foundation is the sole source of the services sought, and that it is in the County's
best interest to enter into a contract with ACF.
Rev 2018-10-10 btf
Note: Every effort should be made to obtain a written contract when otherwise required under County procedures. When a contract is obtained, complete the Clerk’s check list and send the original signed contract
with coversheet to clerk’s office for archiving. 2
The undersigned requests that Pitkin County waive other procurement requirements and recognize this
transaction as a sole source exception to the Pitkin County Procurement Code. Human Services
!#COUNTY REPRESENTATIVE#! Date
Open Space & Trails Section Head
!#COUNTY REPRESENTATIVE#! Date !#SECTION LEADER#! Date
County Manager
Reason for Denial: ______________________________________________ !#COUNTY MANAGER SOLE#! Date
Lindsay Maisch
Human Services Director
Aug-01-2022
Pitkin County Open Space and Trails Director
Aug-01-2022
Gary Tennenbaum
Deputy County Manager
Phylis Mattice
Aug-02-2022
Rich Englehart
Aug-12-2022
Deputy County Manager
Accepted
Contract # 173.22 Revision: 2018-06-13 btf
Budget Line Item # 11234100.531000 & 11836360.531000.10022
1
PITKIN COUNTY CONTRACT FOR PROVISION OF SERVICES
THIS CONTRACT, made July 12, 2022 by and between the Board of County Commissioners of
Pitkin County, Colorado, 530 E. Main St., Suite #302, Aspen, CO 81611, (hereinafter called the
“County”) and Aspen Community Foundation, 455 Gold Rivers Ct., Suite 515, Basalt, CO 81621
(hereinafter called the “Contractor”) to perform the following work: Project Management for Food
Hub Feasibility Study by New Venture Advisors (“Project”).
I. Term of Contract: The term of this Contract is from July 12, 2022 to July 11, 2023. At
the expiration of the initial term, the contract may be extended for two (2) additional
terms of one (1) year by the express written consent of both parties.
II. Contractor’s Obligations. Contractor shall act as the project manager on behalf of
Pitkin County Human Services and Open Space and Trails departments for the food
hub feasibility study (described in “Attachment A”, which is attached hereto and
incorporated herein by reference) performed by New Venture Advisors, LLC.
Contractor will be responsible for working with New Venture Advisors, LLC to ensure
the delivery of the feasibility study Work Plan and services listed in Attachment A.
III. Compensation and Expenses, Invoicing, Payment and Offset. The County shall
compensate Contractor for its services in accordance with the Project Budget and
Schedule set out in Paragraph II. It is expressly understood and agreed that in no event
will the total compensation and reimbursement to be paid hereunder exceed the sum of
Thirty-Eight Thousand dollars and No cents ($38,000.00) for all services rendered. By
contract or amendment, the County and Contractor may reallocate the budget among
project tasks if the total budget amount remains unchanged. Contractor shall invoice
for the project monthly based on hours worked, with payment expected within thirty
(30) days of invoice. Any payment by the County may be offset by any amount the
Contractor owes the County for any reason.
IV. County’s Exclusive Ownership of Work Product. Drawings, specifications,
guidelines and other documents prepared by Contractor in connection with this
Contract shall be the property of the County. However, Contractor shall have the right
to utilize such documents in the course of its marketing, professional presentations, and
for other business purposes. Contractor assigns to County the copyrights to all work
prepared, developed, or created pursuant to this Contract, including the right to: 1)
Contract # 173.22 Revision: 2018-06-13 btf
Budget Line Item # 11234100.531000 & 11836360.531000.10022
2
reproduce the work; 2) prepare derivative works; 3) distribute copies to the public; 4)
perform the works publicly; and 5) to display the work publicly. Contractor shall have
right to use materials produced in the course of this Contract for marketing purposes
and professional presentations, articles, speeches and other business purposes.
V. Pitkin County’s Obligations. Pitkin County shall administer this Contract through
a County Representative. Lindsay Maisch, Human Services Director will manage the
project as the County’s Representative. In the event that Lindsay Maisch is not
available, the County will designate an alternate representative who shall assume the
County Representative’s duties. The services provided and products delivered by the
Contractor under this Contract will be subject to review by the County’s
Representatives, or a 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 Contract, with or without cause, by giving written notice to the
Contractor of such termination and specifying the effective date thereof. Such notice
shall be given at least 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 Contract shall become the County’s property. Contractor
shall be entitled to receive compensation in accordance with the Contract 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 Contract intend that the relationship between them contemplated
by the Contract is that of independent contractor. Contractor, and any agent,
employee, or servant of Contractor shall not be deemed to be an employee, agent,
or servant of Pitkin County.
B. Contractor is not required to offer his services exclusively to Pitkin County under
this Contract. Contractor may choose to work for other individuals or entities
during the term of this Contract, provided that the basic services and deliverable
products required under this Contract are submitted in the manner and on the
schedule defined under this Contract.
C. Contractor warrants that all work produced will conform to all applicable industry
standard of care, skill and diligence in the performance of Contractor’s obligations
under this Contract.
D. Contractor shall not attempt to oversee or supervise the work or actions of any
Pitkin County employee, servant or agent in the course of completing work under
this Contract.
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Budget Line Item # 11234100.531000 & 11836360.531000.10022
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E. Contractor is not entitled to any Workers’ Compensation benefits through Pitkin
County and is responsible for payment of any federal, state, FICA and other income
taxes.
VIII. Assignability. This Contract is not assignable by either party. Any use of
subcontractors by the Contractor for performance of this Contract must be accepted in
writing by the County.
IX. Severability. In the event that any provision of this Contract shall be held to be invalid
or unenforceable, the remaining provisions of this Contract shall remain valid and
binding upon the parties hereto.
X. Integration and Modification.
A. This Contract represents the entire and integrated Contract between the County and
the Contractor and supersedes all prior negotiations, representations, or contract,
either written or oral. This Contract may be amended only by written contract
signed by both the County and the Contractor.
B. The County may, from time to time, request changes in the scope of services of the
Contractor to be performed hereunder. Such changes, including the increase or
decrease in the amount of the Contractor’s compensation, which are mutually
agreed upon between the County and the Contractor, shall be in writing and upon
execution shall become part of this Contract.
XI. Indemnity.
A. The Contractor agrees to indemnify, hold harmless and, not excluding the County's
right to participate, defend the County, its subsidiary, parent, associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees,
agents, volunteers, and any jurisdiction or agency issuing permits for any work
included in the project, hereinafter referred to as indemnitee, from all suits and
claims, including attorney's fees and cost of litigation, actions, loss, damage,
expense, cost or claims of any character or any nature arising out of the work done
in fulfillment of the terms of this Contract or on account of any act, claim or amount
arising or recovered under workers' compensation law or arising out of the failure
of the Contractor to conform to any statutes, ordinances, regulation, law or court
decree. It is agreed that the Contractor will be responsible for primary loss
investigation, defense and judgment costs where this Contract of indemnity applies.
In consideration of the award of this Contract, the Contractor agrees to waive all
rights of subrogation against the County its subsidiary, parent, associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees,
agents, and volunteers for losses arising from the work performed by the Contractor
for the County.
B. The Contractor further shall investigate, process, respond to, adjust, provide
defense for and defend, pay or settle all claims, demands, or lawsuits related hereto
Contract # 173.22 Revision: 2018-06-13 btf
Budget Line Item # 11234100.531000 & 11836360.531000.10022
4
at its sole expense and shall bear all other costs and expenses related thereto, even
if the claim, demand or lawsuit is groundless, false or fraudulent.
XII. Insurance. Contractor and subcontractors shall procure and maintain until all of their
obligations have been discharged, including any warranty periods under this Contract
are satisfied, insurance against claims for injury to persons or damage to property which
may arise from or in connection with the performance of the work hereunder by the
Contractor, its agents, representatives, employees or subcontractors.
The insurance requirements herein are minimum requirements for this Contract and in
no way limit the indemnity covenants contained in this Contract. The policies shall
include, or be endorsed to include, the following provision: On insurance policies
where the County is named as an additional insured, the County shall be an additional
insured to the full limits of liability purchased by the Contractor even if those limits of
liability are in excess of those required by this Contract.
The County in no way warrants that the minimum limits contained herein are sufficient
to protect the Contractor from liabilities that might arise out of the performance of the
work under this Contract by the Contractor, its agents, representatives, employees, or
subcontractors. The Contractor shall assess its own risks and if it deems appropriate
and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not
relieved of any liability or other obligations assumed or pursuant to the Contract by
reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or
types. Commercial General Liability Completed Operations coverage must be kept in
effect for up to three (3) years after completion of the project.
A. Coverage and Limits of Insurance. Contractor shall provide coverage with limits
of liability requirements provided that the coverage is written on a “following form”
basis.
1) Statutory Workers’ Compensation: Colorado statutory minimums
a. Policy shall contain a waiver of subrogation against the County.
b. This requirement shall not apply when a contractor or subcontractor
is exempt under Colorado Workers’ Compensation Act AND when
such contractor or subcontractor executes the appropriate sole
proprietor waiver form.
Minimum Limits:
Coverage A (Workers’ Compensation) Statutory
Coverage B (Employers Liability)
$ 500,000
$ 500,000
$ 500,000
2) Commercial General Liability – ISO 1CG 0001 form or equivalent.
(With County named as an additional insured)
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Budget Line Item # 11234100.531000 & 11836360.531000.10022
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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
e. ☐ Builder’s Risk
Contract # 173.22 Revision: 2018-06-13 btf
Budget Line Item # 11234100.531000 & 11836360.531000.10022
6
f. ☐ Boiler and Machinery
g. ☐ Loss of Use Insurance
h. ☐ Pollution Liability
i. ☐ Crime, including Employee Dishonesty Coverage, or Fidelity
Bond
B. Proof of Insurance:
1) Each insurance policy required by the insurance provisions of this
Contract shall provide the required coverage and shall not be suspended,
voided or canceled except after thirty (30) days prior written notice has been
given to the County, except when cancellation is for non-payment of
premium, then ten (10) days prior notice may be given. Such notice shall
be emailed directly to Procurement@pitkincounty.com. If the insurance
carrier will not provide the required notice, the Consultant/Contractor and
or its insurance broker shall notify the County of any cancellation, or
reduction in coverage or limits of any insurance within seven (7) days of
receipt of insurers’ notification to that effect. Simultaneously with the
Certificates of Insurance, the Contractor shall file with the Project Lead a
certified statement as to claims pending against the required coverages,
reserves established on account of such claims, defense costs expended and
amounts remaining on policy limits.
2) In addition, these Certificates of Insurance shall contain the following
clauses:
a. The contractor’s insurance shall be primary and non-contributory with
any insurance or self-insurance purchased by the County.
b. The insurance companies issuing the policy or policies hereunder shall
have no recourse against the County of Pitkin for payment of any
premiums or for assessments under any form of policy.
c. Any and all deductibles or self-insured retentions in the above-
described insurance policies shall be assumed by and be for the
amount of, and at the sole expense of the Contractor.
d. Location of operations shall be: “all operations and locations at which
work for the referenced Project is being done.”
3) Certificates of Insurance for all renewal policies shall be delivered to
the County’s Representative 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
Contract.
XIII. Exemptions and Preferences. All purchases of construction or building or any other
materials for this Contract shall not include Federal Excise Taxes or Colorado State or
Contract # 173.22 Revision: 2018-06-13 btf
Budget Line Item # 11234100.531000 & 11836360.531000.10022
7
local sales or use taxes. Pitkin County is exempt from such taxes under registration
numbers 98-02624 and 84-78000-5k.
XIV. Records. The Contractor shall maintain comprehensive, complete and accurate
books, records, and documents concerning its performance relating to this Contract for
a period of three (3) years after final payment under the Contract and the County shall
have the right within the three (3) year period to inspect and audit these books, records
and documents, upon demand, in a reasonable manner and at reasonable times, for the
purpose of determining, by accepted accounting and auditing standards, compliance
with all provisions of the Contract and applicable law.
XV. Contract Made in Colorado. The parties agree that this Contract was made in
accordance with the laws of the State of Colorado and shall be so construed. Venue is
agreed to be exclusively in the courts of Pitkin County, Colorado.
XVI. Attorney’s Fees. In the event that legal action is necessary to enforce any of the
provisions of this Contract, the substantially prevailing party shall be entitled to its costs
and reasonable attorney’s fees.
XVII. Governmental Immunity. Contractor agrees and understands that Pitkin County is
relying on and does not waive, by any provision of this Contract, the monetary
limitations or terms (presently $150,000 per person and $600,000 per occurrence) or
any other rights, immunities, and protections provided by the Colorado Governmental
Immunity Act, 24-10-101, et seq., C.R.S., as from time to time amended, or otherwise
available to Pitkin County or any of its officers, agents or employees. Further, nothing
in this Contract shall be construed or interpreted to require or provide for indemnification
of the Contractor by the County for any injury to any person or any property damage
whatsoever which is caused by the negligence or other misconduct of the County or its
agent or employees.
XVIII. Current Year Obligations. The parties acknowledge and agree that any payments
provided for hereunder or requirements for future appropriations shall constitute only
currently budgeted expenditures of Pitkin County. Pitkin County’s obligations under
this Contract are subject to Pitkin County’s annual right to budget and appropriate the
sums necessary to provide the services set forth herein. No provisions of the Contract
shall constitute a mandatory charge or requirement in any ensuing fiscal year beyond
the then current fiscal year of Pitkin County. No provision of the Contract shall be
construed or interpreted as creating a multiple-fiscal year direct or indirect debt or other
financial obligation of Pitkin County within the meaning of any constitutional or
statutory debt limitation. This Contract shall not directly or indirectly obligate Pitkin
County to make any payments beyond those appropriated for Pitkin County’s then
current fiscal year. No provisions of this Contract shall be construed to pledge or create
a lien on any class or source of Pitkin County’s moneys, nor shall any provision of this
Contract # 173.22 Revision: 2018-06-13 btf
Budget Line Item # 11234100.531000 & 11836360.531000.10022
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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:
Lindsay Maisch
0405 Castle Creek Rd.
Aspen, CO 81611
Email: lindsay.maisch@pitkincounty.com
with copies to:
Pitkin County Attorney’s Office
530 E. Main St., Suite #301
Aspen, Colorado 81611
Email: Attorney@pitkincounty.com
To Contractor:
Aspen Community Foundation
455 Gold Rivers Ct., Suite 515
Basalt, CO 81621
Phone: (970) 925-9300
Email: erica@aspencommunityfoundation.org
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 Contract and will
confirm the employment eligibility of all employees who are newly hired for
employment in the United States to perform work under this Contract, through
participation in the E-Verify Program established under Pub. L. 104-208 or the State
verification program established pursuant to §8-17.5-102(5)(c), C.R.S., Contractor
shall not knowingly employ or contract with an illegal alien to perform work under this
Contract or enter into a contract with a Subcontractor that fails to certify to Contractor
that the Subcontractor shall not knowingly employ or contract with an illegal alien to
perform work under this Contract. Contractor (i) shall not use E-Verify Program or
State program procedures to undertake pre-employment screening of job applicants
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Budget Line Item # 11234100.531000 & 11836360.531000.10022
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while this Contract is being performed, (ii) shall notify the Subcontractor and the
contracting State agency within 3 days if Contractor has actual knowledge that a
Subcontractor is employing or contracting with an illegal alien for work under this
Contract, (iii) shall terminate the subcontract if a Subcontractor does not stop
employing or contracting with the illegal alien within 3 days of receiving the notice,
and (iv) shall comply with reasonable requests made in the course of an investigation,
undertaken pursuant to §8-17.5-102(5), C.R.S., by the Colorado Department of Labor
and Employment. If Contractor participates in the State program, Contractor shall
deliver to the contracting State agency, Institution of Higher Education or political
subdivision, a written, notarized affirmation, affirming that Contractor has examined
the legal work status of such employee, and shall comply with all of the other
requirements of the State program. If Contractor fails to comply with any requirement
of this provision or §§8-17.5-101 et seq., C.R.S., the contracting State agency,
institution of higher education or political subdivision may terminate this Contract for
breach and, if so terminated, Contractor shall be liable for damages.
B. PUBLIC CONTRACTS WITH NATURAL PERSONS. §§24-76.5-101, et seq.,
C.R.S.
Contractor, if a natural person 18 years of age or older, hereby swears and affirms under
penalty of perjury that he or she (i) is a citizen or otherwise lawfully present in the
United States pursuant to federal law, (ii) shall comply with the provisions of §§24-
76.5-101 et seq., C.R.S., and (iii) has produced one form of identification required by
§24-76.5-103, C.R.S. prior to the Effective Date of this Contract.
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Budget Line Item # 11234100.531000 & 11836360.531000.10022
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IN WITNESS WHEREOF, the parties have executed this Contract as of the date first set out herein
above.
ASPEN COMMUNITY FOUNDATION
________________________________________________
!#VENDOR SIGNATURE#! Date
PITKIN COUNTY, COLORADO
_________________________________________________
!#DEPARTMENT REPRESENTATIVE#! Date
_________________________________________________
!#DEPARTMENT REPRESENTATIVE#! Date
Aug-01-2022
Human Services Director
Lindsay Maisch
Gary Tennenbaum
Pitkin County Open Space and Trails Director
Aug-01-2022
Executive Director
Aug-04-2022
Erica Snow
Attachment A – Description of Project and New Venture Advisors, LLC
Work Plan & Services
Project Name: Aspen Regional Food Facilities Feasibility & Design
Description: In 2008, Pitkin County Open Space and Trails purchased and invested in the preservation of the historic Emma Store buildings on a 12.5-acre property in Basalt, Colorado. Open Space Trustees and
the County Commission recently agreed to study the potential for the
combined 7,000 sf to be used as a food hub serving local farmers and nonprofits like LIFT-UP that distribute food to pantries across the region. The buildings are beloved by the community and there is support for their redevelopment; however, there are concerns about
increased vehicle congestion if their use will bring significant car or
truck traffic to the tight intersection along Highway 82.
LIFT-UP is also considering acquiring a 45,000 sf building in Carbondale 10 miles to the west. It is a former supermarket that has been vacant for several years. The property will cost significantly
more to purchase and renovate, but its layout and location may be
well-suited to the wide range of needs in the food system: warehousing (cold, dry and frozen storage); canning and flash freezing; better docking for the food pantry; a new location for the thrift store—and, to reduce the stigma surrounding food insecurity,
the property could become a dynamic community center with a
coffee shop, café, farmers market, etc.
Pitkin County and LIFT-UP have agreed to evaluate the potential for both properties in one feasibility study. They have entered into an agreement with Aspen Community Foundation to serve as fiscal
agent for the project.
Assignment: Conduct a feasibility study to determine the optimal uses for each
building, and how their occupants can work in collaboration to serve
needs across the region. Evaluate feasibility for each property individually and as part of a regional collaboration.
Work Schedule: The project will begin in June 2022 and will require approximately 8
months to complete.
Description of Services: According to the Work Plan and Client Responsibilities below, in
which “NVA” refers to Consultant, “Client” refers to Aspen Community Foundation as agent for Pitkin County and LIFT-UP, and “Project Team” refers to individuals identified by Client to carry out its responsibilities and make decisions. These individuals are
assumed to include Sam Landercasper from Pitkin County and Ivan
Jackson from LIFT-UP.
Work Plan
Initiation
• Hold a kickoff call with the Project Team to discuss project goals, team roles, work plan and timing. Review the underlying hypothesis for the study, use cases in consideration*, and NVA’s request for documentation relating to the properties.
• Refine work plan.
*The use cases may include:
Emma Food storage facilities for farmers and local nonprofits that distribute food across the Roaring Fork and Colorado River valleys
Carbondale Warehousing for LIFT-UP and community needs Cold, dry and frozen storage Canning
Flash freezing
Food pantry and distribution with better docking Thrift store Farmers market Coffee shop / café
Community kitchen and dining area
Offices Classroom space
Emma Facility Evaluation
• Review floorplans, permit drawings, citations, and other documentation provided by Project Team.
• Conduct a virtual tour: vide walk-through of interiors of the buildings, exteriors and
entire site.
• Research current zoning and business licensing and evaluate future capability of the property.
• Interview 2-3 people familiar with recent discussions about development to evaluate the
political climate and community sentiment surrounding the buildings.
• Evaluate building infrastructure against potential use cases at the Emma location.
• Research and list improvements required to meet building codes and criteria.
• Pull high-level quotes for improvements and build rough capacity model.
• Model traffic impacts of various use cases.
• Compile recommendations.
Carbondale Facility Evaluation
• Review documentation provided by Project Team.
• Conduct a virtual tour of the building interior and exterior.
• Research zoning and business licensing - current and future capability.
• Evaluate building infrastructure against potential use cases.
• Compile recommendations.
Refine Use Cases
• Discuss findings with Project Team and workshop scenarios. Narrow to a set of potential
use cases for each building to test with the market. This may be an iterative process over 2-3 meetings.
Market Analysis
• Identify and interview 1-2 people from each stakeholder group or use case for
preliminary discussions.
• Synthesize findings to identify themes and prioritize areas for exploration.
• Review and finalize research plan to gain deeper insights through broad-based primary
research.
• Develop research instruments. These could be interview guides and surveys for farmers, buyers, food makers, community members.
• Develop outreach plan, beta test and field surveys.
• Conduct interviews with members of the regional food system such as food pantries, business owners, municipal agencies, nonprofit leaders, elected officials, and other organizations and foundations.
• Perform secondary research of the food landscape including supply, demand, current infrastructure, competition, regional work force and demographics, etc. The core secondary research will include review of prior food system studies and other market and agricultural sources.
Operating Model Development
• Synthesize the market research to draw implications.
• Recommend a range of operating models for the facilities based on findings. Use case studies to bring these models to life.
• Discuss and narrow to 1-2 models to pursue further.
• Further develop capacity models, building program and breakeven models to provide Project Team and stakeholders with basic information about construction and occupancy
cost.
• Prepare a summary and visualizations to share with stakeholders and gather input.
Stakeholder Engagement
• Invite key stakeholders to a design charette to gain their input on recommendations.
Typically this would be a 2-3 hour live meeting. If an in-person meeting is not possible, this can be done virtually.
• Update operating model and building program based on feedback.
Facility Design
• Revisit space and structural requirements for the operating model.
• Develop assumptions based data gathered from market research and case studies.
• Refine capacity models, breakeven financials, building program and build conceptual
diagrams of the facility and potential expansions in later phases of development. Review and revise as necessary.
Financial Analysis
• Finalize construction costs, startup expenses, operating costs and steady state economics.
• Demonstrate the impact of various financing structures and provide a list of potential sources of capital.
Recommendations
• Develop a complete draft of the operating model, facility design and financial analysis, with supporting findings from market research and community input.
• Provide a risk assessment and potential economic impact for the proposed project.
Go/No-Go Decision
• Determine direction based on risk and impact assessment. If decision is to proceed, prepare a roadmap for follow-on phases of development delineating milestones, timing and roles.
Feasibility Study Finalization
• Capture all inputs, analysis, decisions and strategies from the study in a professional, final report.
• Prepare executive summary and presentation to share conclusions with stakeholders.
Client Responsibilities
• Provide requested documentation and arrange video tour.
• Provide contacts for primary research, make introductions and handle survey outreach.
• Attend periodic project management conference calls with NVA.
• Arrange, promote and host all stakeholder meetings.
• Make go/no-go decision.
Certificate Of Completion
Envelope Id: 0551C52BA38E40A1822E405A1C803905 Status: Completed
Subject: Aspen Community Foundation | Pitkin County Contract 173.22 R.1 for Review and Signature
Source Envelope:
Document Pages: 17 Signatures: 7 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: 216.147.121.116
Record Tracking
Status: Original
8/1/2022 3:21:41 PM
Holder: Pitkin County Procurement
Procurement@PitkinCounty.com
Location: DocuSign
Signer Events Signature Timestamp
Lindsay Maisch
Lindsay.Maisch@pitkincounty.com
Human Services Director
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 65.38.144.66
Sent: 8/1/2022 3:33:14 PM
Viewed: 8/1/2022 3:40:06 PM
Signed: 8/1/2022 3:45:23 PM
Electronic Record and Signature Disclosure:
Accepted: 4/4/2022 5:26:47 PM
ID: 7763213c-286f-4430-943b-eb745fb39f68
Company Name: Pitkin County, Colorado
Gary Tennenbaum
gary.tennenbaum@pitkincounty.com
Pitkin County Open Space and Trails Director
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 65.38.144.66
Sent: 8/1/2022 3:45:26 PM
Viewed: 8/1/2022 4:01:27 PM
Signed: 8/1/2022 4:01:44 PM
Electronic Record and Signature Disclosure:
Accepted: 8/1/2022 4:01:27 PM
ID: 2c5b3199-c3af-4f90-9a03-9d26f2b9211c
Company Name: Pitkin County, Colorado
Phylis Mattice
Phylis.Mattice@PitkinCounty.com
Deputy County Manager
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 65.38.144.66
Sent: 8/1/2022 4:01:46 PM
Viewed: 8/2/2022 9:26:49 AM
Signed: 8/2/2022 9:27:19 AM
Electronic Record and Signature Disclosure:
Accepted: 8/2/2022 9:26:49 AM
ID: 6780c687-762c-4e3c-98f2-b095d87ad423
Company Name: Pitkin County, Colorado
Erica Snow
erica@aspencommunityfoundation.org
Executive Director
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 96.87.56.149
Sent: 8/2/2022 3:23:42 PM
Viewed: 8/4/2022 9:52:03 PM
Signed: 8/4/2022 9:52:49 PM
Signer Events Signature Timestamp
Electronic Record and Signature Disclosure:
Accepted: 8/4/2022 9:52:03 PM
ID: 80c3297b-3992-4be2-99f3-f61c882a6fb1
Company Name: Pitkin County, Colorado
Rich Englehart
Rich.Englehart@PitkinCounty.com
Deputy County Manager
Pitkin County
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 73.34.180.169
Sent: 8/4/2022 9:52:52 PM
Resent: 8/11/2022 11:46:53 AM
Viewed: 8/12/2022 10:06:02 AM
Signed: 8/12/2022 10:07:07 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
Valerie Carlin
valerie@aspencommunityfoundation.org
Security Level: Email, Account Authentication
(None)Using IP Address: 96.87.56.149
Sent: 8/2/2022 9:27:22 AM
Viewed: 8/2/2022 3:23:41 PM
Electronic Record and Signature Disclosure:
Accepted: 8/2/2022 3:23:41 PM
ID: 4c627a27-bf69-4721-abab-edf68d1eaa48
Company Name: Pitkin County, Colorado
Carbon Copy Events Status Timestamp
Pitkin County Procurement
procurement@pitkincounty.com
Procurement Manager
Pitkin County
Security Level: Email, Account Authentication
(None)
Sent: 8/12/2022 10:07:09 AM
Resent: 8/12/2022 10:07:17 AM
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: 8/12/2022 10:07:10 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Kim Arensdorf
kim.arensdorf@pitkincounty.com
Administrative Specialist
Security Level: Email, Account Authentication
(None)
Sent: 8/12/2022 10:07:11 AM
Viewed: 8/12/2022 10:08:15 AM
Electronic Record and Signature Disclosure:
Carbon Copy Events Status Timestamp
Accepted: 7/7/2022 12:39:28 PM
ID: 3233822f-674a-42df-83c2-5b7c646a8298
Company Name: Pitkin County, Colorado
Jessie Young
jessie.young@pitkincounty.com
Planning/Outreach Manager - Open Space and
Trails
Security Level: Email, Account Authentication
(None)
Sent: 8/12/2022 10:07:12 AM
Viewed: 8/12/2022 10:15:04 AM
Electronic Record and Signature Disclosure:
Accepted: 7/22/2022 12:34:32 PM
ID: 0b7754b2-842f-491e-956a-b5c284eb2ef8
Company Name: Pitkin County, Colorado
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 8/1/2022 3:33:14 PM
Certified Delivered Security Checked 8/12/2022 10:06:02 AM
Signing Complete Security Checked 8/12/2022 10:07:07 AM
Completed Security Checked 8/12/2022 10:07:12 AM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, Pitkin County (we, us or Pitkin County) may be required by law to provide
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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
document. When you don't have a DocuSign account, you will be provided the opportunity to
agree to the Legal Disclosure each time you open an "envelope" for signing, at this time, you can
download and retain this disclosure. Pitkin County will forward completed documents that
you've reviewed, processed or signed via email. Should you require copies of these signed
documents (e.g., if they get deleted from your email account) you should request those
documents from Pitkin County under the Colorado Open Records Act by contacting the Pitkin
County custodian who sent you the document for signature.
Signing Documents with a Pitkin County DocuSign Account:
Electronic Record and Signature Disclosure created on: 3/20/2020 3:28:13 PM
Parties agreed to: Lindsay Maisch, Gary Tennenbaum, Phylis Mattice, Erica Snow, Valerie Carlin, Kim Arensdorf, Jessie Young
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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