HomeMy WebLinkAboutbocc.con.178.248/30/2021 CDD
Contract Information
Contract Number
Project Name
Contractor
Budget Line Item Varies 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 GR Fielding County Representative
Phone (970) 379-3707
Provide a brief description of the Contract or Change Order:
Contract Value Summary:
Per Task
Order
$ -
$ -
Per Task
Order
Construction and Assets
MSA to provide On-Call Owner's Representative Services.
Original Contract Amount
Previous Change Order/Amendment Amount
This Change order/Amendment amount
Contract Total
No
On-Call County Owner's Representative Services
The GreyEdge Group, LLC
$ -
Additional Budget Line
Item(s)
(Please fully allocate New Contract Total)
$ -
$ -
$ -
$ -
Formal
Services/Maintenance
10/17/2024
10/16/2025
New Contract
178.24
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
Contract # 178.24 Revision: 2023.12.15 CDD
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MASTER SERVICE AGREEMENT FOR PROVISION OF
ON-CALL COUNTY PROJECT OWNER'S REPRESENTATIVE 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 The GreyEdge Group LLC, 12689 6100 Road, Montrose,
CO 81493 (hereinafter called the “Contractor”).
I. Term of Contract: The term of this contract is from October 17, 2024 to October 16,
2025. At the expiration of the initial term, the contract may be extended for four (4)
additional terms of one (1) year by the express written consent of both parties.
II. Contractor’s Obligations. Contractor shall provide On-Call County Owner
Representative 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 One Hundred Fifty Thousand dollars and Zero cents ($150,000.00). All
projects that are estimated to be over One Hundred Fifty Thousand dollars and Zero
cents ($150,000.00) shall be subject to formal Request for Proposal/Quotation.
The scope of services shall include, but is not limited to the following: Geothermal
Heating District support as further described in the attached County RFP (“Attachment
A”) and Contractor’s 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
payment by the County may be offset by any amount the Contractor owes the County
for any reason.
Contract # 178.24 Revision: 2023.12.15 CDD
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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.
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.
Contract # 178.24 Revision: 2023.12.15 CDD
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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
waive all rights of subrogation against the County its subsidiary, parent, associated
and/or affiliated entities, successors, or assigns, its elected officials, trustees,
Contract # 178.24 Revision: 2023.12.15 CDD
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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
2) Commercial General Liability – ISO 1CG 0001 form or equivalent.
(With County named as an additional insured)
Contract # 178.24 Revision: 2023.12.15 CDD
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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
f. ☐ Boiler and Machinery
Contract # 178.24 Revision: 2023.12.15 CDD
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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.
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.
Contract # 178.24 Revision: 2023.12.15 CDD
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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
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.
Contract # 178.24 Revision: 2023.12.15 CDD
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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:
The GreyEdge Group LLC
12689 6100 Road Montrose, CO 81493 Phone: (801) 907-5654 Email: mgarlick@greyedgegroup.com
Contract # 178.24 Revision: 2023.12.15 CDD
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IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first set out herein above.
THE GREYEDGE GROUP LLC ________________________________________________
!#VENDOR SIGNATURE#! Date
PITKIN COUNTY, COLORADO
COUNTY MANAGER APPROVAL:
________________________________________________ !#COUNTY MANAGER#! Date
ATTORNEY APPROVAL:
________________________________________________
!#COUNTY ATTORNEY#! Date
Managing Member
Matt Garlick
Oct-23-2024
Oct-30-2024
Richard Neiley
Asst. County Attorney
Oct-30-2024
Deputy County Manager
Rich Englehart
RFP 157.24 Rev. 2021.10.11 CDD Budget Line Item #:Varies with Project
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PUBLIC NOTICE
Pitkin County is accepting Statements of Qualifications to provide On-Call County Project Owner’s Representative Services.
More information is available online at www.BidNetDirect.com/Colorado.
Any and all questions, or requests for clarification, must be submitted by 4:00 PM MT on September 13, 2024. Questions and requests for clarification will only be accepted via email at procurement@pitkincounty.com.
Proposal documents must be uploaded to the BidNet Direct website no later than 2:00 PM MT on September 19, 2024.
Published in the Aspen Daily News: September 2, 2024 and September 9, 2024.
Attachment A
RFP 157.24 Rev. 2021.10.11 CDD Budget Line Item #:Varies with Project
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PITKIN COUNTY ON-CALL COUNTY PROJECT OWNER’S REPRESENTATIVE SERVICES Table of Contents REQUEST FOR PROPOSAL I. INTRODUCTION 3 II. COUNTY BACKGROUND 3
III. SCOPE OF WORK 4 A. SPECIFICATIONS 4 B. ADDITIONAL INFORMATION 5 IV. SELECTION PROCESS 6 A. SUBMITTALS 6
B. TIME SCHEDULE 7 C. EVALUATION CRITERIA AND WEIGHING 8 D. SELECTION COMMITTEE 9 E. CONTRACT 9 PROPOSAL FORM 11
INSTRUCTIONS TO PROPOSERS 13
RFP 157.24 Rev. 2021.10.11 CDD Budget Line Item #:Varies with Project
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REQUEST FOR QUALIFICATIONS ON-CALL COUNTY PROJECT OWNER’S REPRESENTATIVE SERVICES GENERAL INFORMATION TO PROPOSERS
ISSUED: 08-26-2024 DUE: 09-19-2024 by no later than 2:00 PM MT I. INTRODUCTION Pitkin County (hereinafter called the “County”) is qualifying interested parties for
the provision of On-Call County Project Owner’s Representative Services at Various Locations throughout Pitkin County. The County will award a one-year contract with the option to renew up to four additional one-year terms.
II. COUNTY BACKGROUND Covering 975 square miles, Pitkin County is located in the heart of the White River National Forest, surrounded by the spectacular peaks of the central Rocky Mountains. Pitkin County is located in Colorado with the county seat of Aspen.
Pitkin County includes the communities of Aspen, Snowmass, Woody Creek, Old Snowmass, Meredith, Thomasville, Redstone and portions of the town of Basalt. As public servants, we work in the public trust to ensure quality of life and experience in Pitkin County for present and future generations.
Organizational Values: Pitkin County embraces the following values to promote public trust and confidence in County Government. Stewardship: We strive to leave our natural environment, community, public assets, and organization in better condition than we found them for current and
future generations. Ethics: We hold ourselves to high standards of honesty and dependability in the conduct of County business. Excellence: We are committed to providing quality services that are accessible, accurate and innovative to meet our community’s needs.
Collaboration: We work together as employees and with citizens and other
government, non-profit and private sector organizations helping each other succeed in promoting and achieving the public’s goals.
RFP 157.24 Rev. 2021.10.11 CDD Budget Line Item #:Varies with Project
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Open Communication: We are committed to listening to our citizens and partners and to giving accurate and timely information. Positive Work Environment: We appreciate dedicated and knowledgeable
employees and support their professional and personal growth. Additional information about the County may be found on the County’s website at: https://pitkincounty.com/DocumentCenter/View/21997/PC_brochure_2020_FFO_digital
III. SCOPE OF WORK A. SPECIFICATIONS Pitkin County is looking to prequalify several firms to aid the County in various projects by serving as Owner’s Representatives (ORs). These ORs will manage, provide oversight, coordinate, and otherwise help facilitate the completion of
capital projects for Pitkin County. Projects may be in various stages of planning, entitlements, design, procurement, and/or construction. The County is looking to prequalify OR firms in various disciplines including: ● Solid Waste Center (SWC) - The County will be planning an expansion of the Pitkin County Solid Waste Center in the coming years with various
planners, engineers, and firms. Firms proposing to serve the SWC shall be familiar with processes making their site and industry unique. Work will include various civil and vertical components ● EV Charging - The County is in the process of upgrading and adding EV charging infrastructure to various properties and facilities. Firms Proposing
to aid the County with EV Charging efforts will demonstrate an ability to manage, aid, and coordinate EV Charging installations. ● Affordable Housing - The County is in various stages of design for the Phillips Affordable Housing Project. The project will entail a number of
capital projects including, water treatment, water storage, wastewater
treatment, utility lines, mobile home park standardization, and vertical construction of new affordable housing, along with subdivision, Right-Of-Way transfer, relocation, and other project logistics. Firms proposing to aid the County with Affordable Housing will demonstrate an ability to manage,
aid, and coordinate complex housing projects led by government agencies.
● Electrification - The County is undergoing a building electrification process. The County will be replacing fossil fuel equipment with electric as equipment is due for replacement in each facility the County owns. Firms proposing to aid the County with Electrification will demonstrate technical
proficiency in MEP engineering.
● Geothermal Heating District - The County has recently received a grant to finish feasibility studies and begin preliminary design for a geothermal heating district in the area of the Aspen/Pitkin County Airport, Pitkin County Public Works Facility, and the RFTA Aspen Maintenance Facility.
Firms proposing to aid the County with geothermal heating systems and
possible district creation will demonstrate an ability to manage, aid, and coordinate activities pertaining to this work.
RFP 157.24 Rev. 2021.10.11 CDD Budget Line Item #:Varies with Project
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● Microgrid Expansion - The County is currently building phase 1 of the AABC Integrated Microgrid including the Battery Energy Storage System. The results will allow for modular and duplicative expansion and addition
of solar to the public works facility in future phases. During these expansions the County will likely need the aid of an owner’s representative to facilitate the work. ● Facility Construction and Remodels - The County has begun an effort to define its future workspaces. With changes in types and quantity of services
requested and a drastically different workplace developing post-pandemic, the County anticipates needing to build, rebuild, and/or remodel facilities as the result of this effort. Other Capital, Capital Replacement and Remodel Projects may be included as well.
For all disciplines above, the OR shall, aid, develop, lead, organize, assist, oversee, and/or coordinate activities associated with: ● Request for Proposals or Qualifications ● Organize and lead project team and stakeholder meetings ● Work with other outside agencies on behalf of the County such as utility
providers, estimators, and permitting agencies ● Project schedules ● Budgets ● Payment requests, financial oversight and tracking ● Perform conflict resolution between owner, contractors, and stakeholders as
needed ● Other project related activities not listed above.
B. ADDITIONAL INFORMATION
It is the Contractor's responsibility to provide any and all safety equipment and/or managerial oversight necessary to perform all work in a safe and workman-like manner. Pitkin County reserves the right to enter the working site for periodic checks of safe working environments, as applicable.
Pitkin County expects that any Contractor providing goods or services will do so in compliance with Pitkin County policies, including, but not limited to, tobacco use policies, public health orders, permitting requirements, construction ordinances, building access and safety requirements, and Pitkin County standards of conduct.
Pitkin County’s elected Board of County Commissioners have identified climate action and carbon footprint reduction as a priority for County projects. Pitkin County encourages all proposers to be environmentally conscious when preparing their proposal documents, making travel plans, printing materials, selecting fleet
vehicles, designing/updating facilities systems, qualifying subcontractors,
investing, and/or any other business activities wherever a less environmentally impactful solution may or could exist.
RFP 157.24 Rev. 2021.10.11 CDD Budget Line Item #:Varies with Project
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IV. SELECTION PROCESS The County is required by the terms of the Pitkin County Procurement Code to conduct a competitive selection process to select a Contractor for the above-
described proposal. This process shall be through formal proposals/statements of qualifications submitted in response to this Request for Qualifications. A. SUBMITTALS 1. Proposer shall submit Statements of Qualifications for this Service as
outlined in the Request for Qualifications and Scope of Services, or an alternately developed plan as developed by Proposer in response to and in accordance with this Request for Proposals and Information to Proposers attached hereto. Proposal Format: Each response shall be 8½” X 11” in size. Font, Times New
Roman, size shall be no smaller than 12 point. A sample contract has been included for review and Template Contract revisions, if any, must be uploaded as a separate file with any changes clearly highlighted. Template Contract change requests will not be reviewed until scoring has been completed and, as such, any information that could be considered material to your proposed response to the solicitation should
not be included in the sample Contract. Proposals may include pages up to 11”x17” size, as needed. a. The proposal must contain name, address, daytime phone number(s), and e-mail address for person(s) to whom additional
selection process requests should be communicated; b. A proposed approach (basic description of how Proposer will proceed with this Service), timetable for the Service, and proposed
method of compensation for services rendered;
c. A statement of Qualifications of the Proposer and any subcontractors anticipated to perform under the awarded contract;
d. References, especially those for significantly similar projects
with local governments; e. A completed Proposal Form (may indicate “In Attached Documents” for Approach and Qualifications/References sections
of the provided Proposal Form, if desired. The Proposal Form,
however, will not be considered complete if any and all addenda are not acknowledged and the form has not been signed); f. List of all subcontractors (including qualifications);
g. Fee schedule of standard rates for any work that may not be included in provided Scope of Work, as applicable
RFP 157.24 Rev. 2021.10.11 CDD Budget Line Item #:Varies with Project
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2. Proposer may be required to supply additional information upon request, or to make additional submissions under secondary selection criteria, if necessary.
3. Any and all questions or comments shall be submitted via email to procurement@pitkincounty.com no later than 4:00 PM MT on September 13, 2024. All requests must have the email subject line, “RFP 157.24 - Request for Clarification and Questions.” All questions, comments and
answers provided shall be shared with all Proposers via addendum posted on BidNet Direct. Addendum(s) will include the requests for clarification and questions, as written by the Proposer. 4. All Proposals must be uploaded to the BidNet Direct website. Proposals
will not be accepted in any other form or manner. 5. During the Request for Proposal selection process, all proposals shall remain confidential. The entire selection process (procurement) file shall be available to the public (which includes all Proposers) after an agreement is
approved by the County, except those items for which confidentiality has been requested in writing by the Proposer, and providing that the County Attorney has reviewed and determined this to be the properly confidential under the State Open Records Act and other relevant statutes and regulations.
B. TIME SCHEDULE
The County will endeavor to use the following timetable:
August 26, 2024 Request for Proposals publicly advertised, posted on website (www.bidnetdirect.com/colorado)
September 12, 2024 Recommended pre-proposal meeting will be held virtually on
a Google Meet at 10:30 AM MT, accessible using the following link and/or call-in number: Video Call Link: meet.google.com/rmo-bbvh-ydt
Dial-In Phone Number: (US)0418-804-224 1+
PIN: 448# 941 990
Please submit your RSVP with planned attendee list via
email to procurement@pitkincounty.com by no later than 24-hours prior to the scheduled meeting.
RFP 157.24 Rev. 2021.10.11 CDD Budget Line Item #:Varies with Project
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September 13, 2024 Proposer’s request for clarification and questions due via email to procurement@pitkincounty.com by 4:00 PM MT
September 16, 2024 County’s response to request for clarification and questions posted on BidNet Direct via addendum September 19, 2024 PROPOSALS MUST BE UPLOADED TO BIDNET DIRECT BY 2:00 PM MT
Week of September 23, 2024 Meeting of Selection Committee; checking of references as necessary; requests for additional information or clarifications, if necessary; scheduling of interviews, if
necessary October 3, 2024 Issuance of Notice of Award to top-ranked proposers October 10, 2021 Notices sent to unsuccessful proposers
Varies by task Anticipated Contract Start Date Varies by task Contract Completion Date
C. EVALUATION CRITERIA AND WEIGHING Selection of the "short-listed" Proposers to be interviewed and/or the selection of the top-ranked Proposer will be based upon the following criteria and relative importance (or as the same may be amended or supplemented by published
secondary selection criteria, if any):
1. Approach to Project 30% The Proposer shall prepare a brief statement as to their intention to address: a. The Project Scope of Work they would like to be considered for
b. Explain how they have worked on other projects to keep them
moving forward 2. List of Similar Work 45% The Proposer shall submit examples of projects of similar size and scope,
specifically with local governments when available.
3. Estimated Cost of Services, including Reimbursable Expenses 10% a. The Proposer shall list all costs assumed necessary to successfully complete and/or deliver the provided scope of work, services,
and/or goods, including, but not necessarily limited to:
i. Labor and material expenses ii. Reimbursable expenses for mileage and/or administrative services
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iii. Miscellaneous expenses b. The Proposer shall provide a list of standard fees/rates and material markup rates to include with the Contract for any
additional services or goods that may not be covered in the awarded Contract; billable only as incurred and as agreed upon in advance by mutual signing of a change order. 4. References 15%
The Proposer shall provide a list, including contact name and information, of references/prior clients, especially local, state and federal government. 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 -Kara Silbernagel -GR Fielding
-Ashley Perl -Brian Pettet -Michael Port
-County Attorney -County Procurement
E. SAMPLE CONTRACT
A sample of the Pitkin County Master Service Agreement is included as Attachment A. The Proposer must present any exceptions to the standard contract language, if any, with their proposal, included as a separate document. If changes are not requested at the time of proposal submission, the County shall consider
that terms and conditions are accepted by proposer. Requests for Contract
alterations, modifications, additions, or deletions will not be entertained following proposal submission. Submittal of contract change requests is for County’s information only and will not be reviewed until selection committee scoring and vendor selection has been completed; contract language change requests will not
disqualify any proposer or be evaluated for partiality. This opportunity is offered
so proposers may familiarize themselves with standard County terms and requirements, and change requests that are submitted at the time of proposal allow the County to expedite the consideration of such requests during the award process so as to avoid delays in contracting.
As mentioned in Section IV.A, proposers should not include any information specific to their proposed approach, pricing, delivery schedule, etc. when submitting language change requests as this information will not be reviewed
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prior to final selection of a top-ranked proposer. Failure of proposer to review and abide by this guidance and any lack of conveyance of such information to the selection committee shall be construed as an error on the behalf of the proposer
and not on behalf of the County or the selection committee.
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PROPOSAL FORM
Proposal Time: 2:00 PM MT Proposal Date: September 19, 2024 From:
Phone E-mail Address: To: THE PITKIN COUNTY BOARD OF COMMISSIONERS
c/o Procurement 530 E Main Street, Suite #304 Aspen, CO 81611 For: RFP 157.24: ON-CALL COUNTY PROJECT OWNER’S
REPRESENTATIVE SERVICES Pursuant to a request by the Pitkin County Commissioners, the undersigned Proposer having examined this Request for Qualifications (RFQ), including familiarization of the site and/or the conditions of the proposed Service environment, including the availability
of materials and labor hereby proposes to furnish all labor, materials, supplies, applicable permits, services, and supervision required to provide a completed product as detailed in this RFP and adjoining documentation for the sum of:
$___________________________________________ Fee Schedule(s) for this project and any applicable work that may not have been included in the Scope of Work but may be necessary for successful completion must be included in
the proposal documents.
Approach, Qualifications, and References may be submitted on your own proposal form; please indicate “In attached documents” for any items omitted herein. A completed proposal form including, at minimum, acknowledgement of all addenda and
signature/corporate seal is required for proposals to be considered responsive.
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Statement and Detailed Approach to Service:
Qualifications of Proposer: Please insert names address, phone numbers and description of similar Service for
Reference Checks. 1.
2.
3.
It is further understood that the right is reserved by the County to reject any and all
proposals and it is agreed that the proposals may not be withdrawn for a period of ten (10) days from specified time for receiving proposals. The Proposer acknowledges receipt of Addenda Nos. .
The right is reserved to waive any informalities and to reject any Proposal. (Type/Print name under all signatures)
Dated this day of , 2024
(Corporate seal) PROPOSER:
SIGNATURES: If the proposal is being submitted by a Corporation, the Proposal Form 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 PROPOSERS FOR PITKIN COUNTY CONTRACTS
1. a. A "Proposal" is a responsive, conforming, unconditional, complete, legible and properly executed offer on the Pitkin County Proposal Form to do the work called for
in the Request for Qualifications (“RFQ”). b. Proposals must be submitted electronically in PDF format and submitted at the time
and place designated in the RFP. Electronic submissions must be clearly marked as a "sealed proposal" with the Service name and the name, contact person, mailing address and telephone number of the Proposer. The County reserves the right to request verification of any original or electronic signature at any time before issuing a Notice of Award. c. It shall be the responsibility of the Proposer to ensure that the Proposal is in proper form and in the County's possession by or before the scheduled time and date of public
Proposal opening. Proposals will not be accepted after the scheduled time and date of opening. Any Proposals received late will be returned to the Proposer unopened, if possible. In the event that it is impossible to determine who the late Proposer is unless
the envelope is opened, the envelope will be opened, the address determined, and the envelope and Proposal returned immediately to the Proposer.
d. If specified in the Request for Proposals, parties who request packages of proposal documents will be required to pay a fee for the document package. All parties who request packages must provide the name of the potential Proposer, along with the
name of a contact person, address, telephone number, and email address for the purpose of dissemination of Addenda or additional proposal information.
e. If a mistake is made or discovered at or after the public opening, the County reserves the right to determine which party made the mistake and whether the mistake is material and, after these determinations, the County, in its sole discretion, shall make the decision whether to accept or reject the Proposal. No advantage shall be taken by either party of manifest clerical errors or omissions in the Proposal documents or the Request for 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 Proposal must initial any alteration or erasure. If provided on the required Proposal Form, the proposal price of each item must be stated in numerals
and words; in case of a conflict, the words will control. In case of conflict between the indicated sum of any addition of figures and the correct sum, the correct sum will control.
g. No reimbursement will be made by the County for any costs incurred in the preparation of a statement of qualifications, Proposals, or attendance at a site
inspection, pre-bid conference or interviews. h. No person, firm, corporation or other entity shall be allowed to make, file or be
interested in more than one Proposal for the same work, unless alternate proposals are called for. A person, firm, corporation or other entity who has submitted a sub-proposal to Proposer, or who has quoted prices on materials to a Proposer, is not
RFP 157.24 Rev. 2021.10.11 CDD Budget Line Item #:Varies with Project
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hereby disqualified from submitting a sub-proposal or quoting prices to other Proposers.
2. a. If any person contemplating submitting a Proposal is in doubt as to the true meaning of any part of the Drawings, Specifications or other Proposal or Contract Documents,
or finds discrepancies, errors, ambiguities, inconsistencies, incompleteness or omissions in the Drawings or Specifications or the proposal process, he/she must submit to the Procurement Officer a written request for an amplification, clarification,
explanation, interpretation or correction thereof. Failure to do so shall constitute: (1) acceptance by the Proposer of the Drawings, Specifications or other Proposal or Contract Documents as is, and (2) a waiver by the Proposer of any and all claims arising, or that might arise, out of such discrepancies, errors, ambiguities, inconsistencies, incompleteness or omissions. b. Proposers may propose substitute materials or techniques if such substitution is equal to or better than the materials or techniques described in the RFP and if the substitution
has been submitted in writing at least ten (10) days prior to the public Proposal opening. The burden of proof of equality or superior quality is on the Proposer. If accepted as equal by the County in its discretion, the substitute will be designated as
an alternative on a formal addendum available to all Proposers three (3) days prior to the deadline for Proposal submission, when possible. If approval of any substitute materials and/or processes has not been provided by County prior to the deadline for
proposal submission, proposers may elect to submit an alternate bid with separate pricing and rationalization for the alternate materials and/or approach. County, at its sole discretion, will determine if the alternate meets the needs of the respective project.
c. Any amplification, clarification, explanation, interpretation or correction of the documents will be made only by written Addendum duly issued and a copy of the
Addendum will be mailed or delivered to each person receiving a set of the Proposal Documents. Delivery, as used in these Instructions, shall include electronic delivery through e-mail, facsimile, web-posting or other electronic means. Neither the County nor the Procurement Officer will be responsible for any information, representations, explanations or interpretations of the Contract Documents not in written addenda. d. The County reserves the right to call a pre-proposal conference; if called and conducted, a summary of the pre-proposal conference will be mailed or electronically
delivered to all parties receiving a set of Proposal documents. e. On request, the County will provide each Proposer access to the site to conduct, at
Proposer's sole cost, such inspections, tests and investigations as each Proposer deems necessary for submission of a Proposal. No information provided by County representatives at such a site inspection shall be deemed a waiver of the requirements
of 2.a. and 2.c., above. f. Any Addenda issued during the time of the Proposal process, or forming a part of the
Proposal Documents, shall be covered in the Proposal, and shall be considered a part of the RFP. Receipt of each Addendum shall be acknowledged in the Proposal.
g. If specified in the RFP, a request for qualifications may precede the RFP process.
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3. a. Each Proposal, if required by the Proposal Documents, shall be accompanied by a certified check or bid bond in a form acceptable to the County Attorney, in an amount
specified, payable without condition to the County as a guarantee that the Proposer, if awarded the Contract, will promptly execute the Agreement in accordance with the Proposal, and will furnish, if required by the Proposal, good and sufficient bonds for
the faithful performance of the Contract and for the payment to all persons supplying labor and material for the work (see 10.a., below). The Proposal guaranties of all parties except the three highest scoring Proposals will be returned promptly after the opening
of Proposals. After execution of the Contract and issuance of a Notice to Proceed, the remaining two Proposers’ guaranties will be returned. b. Proposer also, if required by the Proposal Documents, will fully complete and submit with the Proposal a Pitkin County Qualification Statement, or an updated Statement if one is already on file. Pitkin County reserves the right to pre-qualify Proposers based on said qualification statements.
c. Proposer also must submit with the Proposal a list of subcontractors, independent contractors and suppliers to be employed under the Contract. If the County has a reasonable objection to any such subcontractor, independent contractor or supplier, it
shall notify the Proposer and the Proposer may then: (a) withdraw the Proposal; or (b) substitute an acceptable contractor or supplier. If required by the Contract Documents, subcontractors, independent contractors and/or suppliers may be required to submit a
Contractor's Qualification Statement. d. Proposals by corporations must be executed in the corporate name by the president or
a vice-president (or other corporate officer accompanied by evidence of authority to sign) and the corporate seal must be affixed and attested by the secretary or an assistant secretary. The corporate address and state of incorporation shall be shown below the
signature. e. Proposals by partnerships or limited liability companies (“LLC”) must be executed in the partnership or LLC name and signed by a partner, authorized LLC officer, whose title must appear under the signature and the official address of the partnership or LLC must be shown below the signature. The state in which the entity was formed and whose law governs the entity shall be shown below the signature.
f. All names must be typed or printed below the signature. 4. a. Proposer acknowledges that this proposal is solicited and submitted subject to the
requirements of the "Pitkin County Procurement Code," (Ordinance #009-2021, as previously amended by Ordinances #026-2005 & #03-2007 (copies available via the PitkinCounty website at https://pitkincounty.com/DocumentCenter/View/27059/title-
03-revenue-and-finance 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
RFP 157.24 Rev. 2021.10.11 CDD Budget Line Item #:Varies with Project
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of the Contract being proposed and shall be deemed as a waiver of any action or defense that the Proposer may have against the County by reason of such violation of
the Procurement Code. c. The submission of a Proposal shall be conclusive evidence and legal admission that
the Proposer: (1) has no questions, complaints or objections in connection with the Proposal process and/or documents, subject to any requests made by Proposer for amplification, clarification, explanation, interpretation or correction pursuant to
Paragraph 2.a. and 2.c., above; (2) has no questions, complaints or objections as to the completeness, sufficiency, scope or detail of the Proposal Documents; and (3) has full knowledge of the scope, nature, quality and quantity of work to be performed, the detailed requirements of the Proposal Documents including any and all contract documents, the plans and specifications, the site and conditions under which the work is to be performed, the Pitkin County Procurement Code and applicable Colorado law. 5. a. All Proposals will be opened and read in public by name of Proposer only. No
Proposals may be withdrawn after the beginning of the public opening. The County, in its sole discretion, may delay a Proposal opening for no longer than two (2) business days if weather or other circumstances beyond control of Proposers results in delay in
receipt of Proposals. Proposals may be withdrawn at any time prior to the beginning of the public opening or modified by a document executed and delivered in a form substantially similar to the Proposal Form prior to opening.
b. All Proposals submitted must be valid for a minimum period of sixty (60) days after the date of the Proposal opening. During this time, Proposers are investigated, and
Proposals are evaluated. 6. a. Proposals will be awarded to the highest scoring Proposer complying with the terms,
conditions, guidelines, selection criteria, plans and specifications presented in the Request For Proposals. All rights are reserved by the County to determine, in the County's sole reasonable discretion, whether the Proposal meets the needs or a purpose intended and is within the budget. b. Although price may be a major consideration in the selection of a Proposal, the County does not award on price alone. The County may also consider the quality of product as judged by the County; past experience with Proposers, subcontractors, independent
contractors, products or suppliers; qualifications of the Proposers and/or subcontractors, independent contractors or suppliers; services offered; warranties; maintenance considerations; long-range costs; delivery; and similar considerations,
all as specified in detail in the RFP. c. The County reserves the absolute right to conduct such investigations as it deems
necessary to assist in the evaluation of any Proposal and to establish the experience, responsibility, reliability, references, reputation, business ethics, history, qualifications and financial ability of the Proposers and proposed subcontractors,
independent contractors and suppliers. The purpose of such investigation is to satisfy the County that the Proposer has the experience, resources and commercial reputation necessary to perform the work and support any warranties in accordance with the
Contract Documents in the prescribed manner and time.
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d. The County, at its sole discretion, may require the apparent successful Proposer to demonstrate, at a place and time designated by the County, that the Proposal meets
the performance criteria specified, or to otherwise provide documented proof from independent reliable sources acceptable to the County that said performance criteria will be met prior to final acceptance of the Proposal. The burden of proof of such a
demonstration is on the Proposer. In the event that the apparent successful Proposer fails to demonstrate or provide acceptable proof of meeting required performance criteria, that proposal will be rejected and the next eligible Proposer in the selection
ranking will be invited to participate in the same process until a proposal meeting performance criteria is found within the ranking of eligible Proposers. The County reserves the rights to reject any or all Proposals or to otherwise accept the Proposal which in the County's sole discretion is in the best interest of the County. e. Pitkin County reserves the right, if it deems such action to be in the best interests of the County, to reject any and all Proposals or to waive any irregularities or informalities therein. Any incomplete, conclusory, false or misleading information
provided by Proposer shall be grounds for rejection of the proposal. If proposals are rejected, the County further reserves the right to investigate and accept the next best proposal in order of ranking or to reject all proposals and re-solicit for additional
proposals. f. Any questions or disputes involving the documents or procedures not covered by these
Instructions or other Proposal Documents shall be resolved by the Procurement Officer on the basis of fairness, custom in the industry, maximization of competition and best interests and convenience of the County.
7. Issuance of Notice of Award, execution of Contract Documents and issuance of a Notice to Proceed shall be as specified in the Contract Documents and in accordance with the Pitkin
County Procurement Code. County standard practice is to first notice the top-ranked proposer and enter into a final contract agreement prior to notifying unsuccessful bidders. Non-awarded bidders will be notified of the County’s decision and shall be offered an optional debrief conversation of the bidding and evaluation process; debrief conversations may be offered prior to contract signing but, in most cases, will not be scheduled until a contract has been finalized. 8. Contracts will be executed on standard Pitkin County Contract documents and/or by separate
agreement with the Proposer. Copies of any applicable standard forms are included with the Proposal Documents. The County reserves the right to negotiate with the Proposer for contract terms not specified in the Proposing Documents. Any changes from the Pitkin
County standard form contract may result in a delay in the issuance of a Notice to Proceed in order to obtain any necessary County Attorney review of changes from the standard form. Proposer agrees that any such delays shall not be grounds for either additional compensation
or an extension of time to complete the work that is the subject of the Proposal. 9. If any contract awarded as a result of a Proposal extends beyond the calendar year, nothing
herein shall be construed as an obligation by the County beyond any amounts that may be, from time to time, appropriated by the County on an annual basis. It is understood that payment under any Contract is conditional upon annual or supplemental statutory
appropriation of funds by said governing body and that before providing services, the Proposer, if he/she so requests, will be advised as to the status of funds appropriated for
RFP 157.24 Rev. 2021.10.11 CDD Budget Line Item #:Varies with Project
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services or materials and shall not be obligated to provide services or materials for which funds have not been appropriated.
Contract # 157.24 Revision: 2023.12.15 CDD
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MASTER SERVICE AGREEMENT FOR PROVISION OF
ON-CALL COUNTY PROJECT OWNER'S REPRESENTATIVE 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 # 157.24 Revision: 2023.12.15 CDD
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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 # 157.24 Revision: 2023.12.15 CDD
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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 # 157.24 Revision: 2023.12.15 CDD
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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 # 157.24 Revision: 2023.12.15 CDD
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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 # 157.24 Revision: 2023.12.15 CDD
6
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 # 157.24 Revision: 2023.12.15 CDD
7
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 # 157.24 Revision: 2023.12.15 CDD
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
Contract # 157.24 Revision: 2023.12.15 CDD
9
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
COUNTY MANAGER APPROVAL:
________________________________________________ !#COUNTY MANAGER#! Date
ATTORNEY APPROVAL: ________________________________________________
!#COUNTY ATTORNEY#! Date
Rev.2022.6.21 CDD
RFP #157.24
ADDENDUM #1
Date:September 17,2024
TO:All Parties of Interest for the ON-CALL COUNTY PROJECT OWNER’S
REPRESENTATIVE SERVICES.
This addendum is issued in response to inquiries received and/or to clarify details regarding
the ON-CALL COUNTY PROJECT OWNER’S REPRESENTATIVE SERVICES Request
for Proposals.
The following responses and/or clarifications are hereby adopted as Project Documents and,
where applicable,supersede or are in addition to any previously issued documentation or
communication.
1.Question:Page 11 asks for a proposal sum.Are we submitting hourly rates only?Or
estimated sums for the project lists?
●Response:Please just submit your rate sheets that will be used to develop
any future task orders.
2.Question:The proposal form reads like it is for a project specific general contractor.
Is this the correct proposal form?
●Response:This is the correct form,it is standard language.
3.Question:For the “Statement and Detailed Approach to Service”are we to explain
our PM selection process if requested to assist on a future project?
●Response:Please explain your array of services and identify whom we may
encounter on the different disciplines you are interested in working with the
County on.
4.Question:Are the proposals to be submitted electronically via bidnet or hard copies
hand delivered?
●Response:Proposals must be submitted electronically via Bidnet.
5.Question:Is there going to be a public opening?
●Response:No.
Rev.2022.6.21 CDD
6.Question:Item g.on page 6 of the RFP asks for “Fee Schedule of standard rates”–
we understand from the pre-proposal that a lump sum fee is NOT required as
requested on the “Proposal Form”pg 11.However,can you please clarify exactly
what you want included as part of item g. The term “Fee Schedule”alludes to
possibly a sliding scale for the Fee for services based on total project budget whereas
the term “standard rates”are generally interpreted as hourly and reimbursable rates.
Please clarify what you would like to see from us for apples-to-apples comparison.
●Response:Please submit your standard rate sheets that will be used to
develop task orders in the future.
7.Question:Can you share the RSVP/pre-proposal attendee list?
●Response:Yes.The list is included as an attachment to this Addendum.
8.Question:The requested lump sum dollar amount on the PROPOSAL FORM is not
required as this is a fee based proposal,correct?
●Response:Please just submit your rate sheets that will be used to develop
any future task orders.
9.Question:There is no page limit to our submission,correct?
●Response:There is no limit,please use only relevant experience and projects
to help expedite review of your proposal.
10.Question:Will a digital signature be accepted on the PROPOSAL FORM or will a
“wet”signature be required and then scanned in to complete our submission?
●Response:A digital signature will be accepted.
11.Question:A corporate seal is referenced on the PROPOSAL FORM –is this
required?If so,by what method as an embossed seal transmitted as it may not show
up appropriately on the scan.
●Response:If you are signing the Proposal Form via DocuSign,please
include your digital corporate seal,or the appropriate authorized signature
that would typically accompany a digital signature.If you are scanning in
your response and using an imprinted seal that does not show up in a scanned
image,please use a pencil to lightly outline the imprint so that it shows up in
the scanned image.
12.Question:For the Landfill project(s),will this be primarily a vertical development
project?
●Response:The work for an Owner’s Representative on this project will
likely be centered around the vertical components of the project.
13.Question:Do you envision the geothermal and electrification projects ever moving
in parallel or as a single project?
●Response:There may be parallel efforts in this area as each facility is
evaluated for best opportunities to electrify.The current geothermal project is
granted through the state and centers around the AABC area.
Rev.2022.6.21 CDD
14.Question:How will the County and Contractor relationship work under the Master
Service Agreement form of contract?
●Response:The Contractor and the County will work together to develop a
Task Order for each project under the MSA.
15.Question:Is there a specific upcoming project that will require a Contractor to
immediately begin work after being qualified through this RFQ process?
●Response:The County hopes to have several task orders moving on some
projects in a relatively short timeline.The Geothermal Heating District is
most imminent in scope starting once grants are executed.Other projects will
begin end of year 2024 and into 2025.
16.Question:Can the County Share the work done prior on the Geothermal Heating
District?
●The White Paper including geothermal and microgrid work done can be
found here:
●https://drive.google.com/file/d/1I_DQ4-NiyQkJQTKFszb4VfagCqsMufKP/v
iew?usp=drive_link
17.Jodie Grady,County Assets and Project Manager,has been added to the Selection
Committee as a Scoring Member for this set of proposals.
Thank you for reviewing this Request for Proposals and for your willingness to pursue
business opportunities with Pitkin County.Should you require any additional clarification
regarding the Project or this Addendum,please contact Procurement@PitkinCounty.com .
Proposal
On-Call County Project Owner’s
Representative Services- Geothermal
for
Pitkin County, Colorado
9/18/24
Prepared for:
Pitkin County Selection Committee
Prepared by:
Matt Garlick
Managing Member
The GreyEdge Group LLC
West Haven, Utah
E-mail: mgarlick@greyedgegroup.com
Mobile: 801-907-5654
Attachment B
On-Call County Project Owner’s Representative Services- Geothermal
1 Geothermal Owners Rep Services
1. Introduction
Pitkin County is requesting qualifications to prequalify firms to aid in various projects by serving
as Owner’s Representatives (ORs). The GreyEdge Group LLC (TGEG) is interested in being
considered for the Geothermal Heating District scope as this aligns with our expertise. As
you’ll see below, TGEG has extensive experience in geothermal heating districts and is leading
the region in developing thermal energy networks that are cost effective, efficient and reliable.
We are currently working with Vail, Carbondale and Steamboat Springs who also received a
Colorado Energy Office grant to evaluate and design networked heat pump systems. Our role is
one of a subject matter expert in the evaluation phase and as the lead design firm in the design
and construction phases of the project. We also have excellent relationships with Holy Cross
Energy and the City of Aspen and anticipate coordinating with them as part of this role.
TGEG is uniquely experienced in the nation and the region to understand the opportunities and
pitfalls inherent with a geothermal heating district. We would be thrilled to work with Pitkin
County to help them manage their risk and set up a potential project for success.
2. Firm History
The GreyEdge Group LLC (TGEG) is a collection of exceptional team members that are leading
the charge in building decarbonization across the US, Canada and abroad. We are actively
involved in the International Ground Source Heat Pump Association (IGSHPA), IAPMO and
ASHRAE Standards committees, and the Great Plains Center of Excellence. Our members teach
both the Certified Geo Inspector and Certified Geo Designer courses for IGSHPA. We have
strong industry relationships with all major heat pump manufacturers including Waterfurnace,
SHARC, Bosch, Trane and ClimateMaster and have decades of combined experience in drilling.
As you’ll see in our resume and similar projects list, we have worked on hundreds of geothermal
projects including 12 Ambient Temperature Loop (ATL) projects going back as far as 2002. We
regularly work collaboratively with advocacy groups like HEET, CLEER, NY-GEO, WGA’s
Heat Beneath our Feet and Geothermal Rising as well as national research labs such as NREL. In
short, TGEG brings together unmatched expertise in networked geothermal, a peerless resume
and every industry connection needed to make this project a success. We believe a networked
geothermal system is exactly the kind of disruptive yet proven strategy that will achieve your
goals. We hope you’ll give us an opportunity to show you what we can do! Our promise is that
we will be responsive, open to discussion and enthusiastic about the work.
TGEG has evolved the breadth and scale of its water and geothermal energy services in
innovative ways that deliver even more value to our customers. Using a unique Ambient
Temperature Loop concept, we offer customized designs using all available thermal management
devices including solar thermal heat, wastewater heat, industrial waste heat, thermal heat storage,
and large-scale recycling of thermal energy. Our solutions scale up to large geographic areas by
connecting integrated multi-source thermal districts. This powerful combination delivers system
On-Call County Project Owner’s Representative Services- Geothermal
2 Geothermal Owners Rep Services
performance at much higher efficiency, with lower project cost, and lower operating cost than
traditional unintegrated geothermal systems.
Our team uses a disciplined approach to services which include:
· Ambient Temperature Loop System Evaluation and Design
· Overall Program Planning
· HVAC System Design
· Consulting Focused on:
o System Performance Optimization
o System Control Optimization
o Best Value Design Trade-Offs
o System Emissions Reduction
o Identifying and Optimizing sink/source/storage opportunities
o Best Technology Assessment
· Technology upgrade planning
· Risk reduction management
· System technical training
· Energy Modeling
· System Commissioning
· Hydrogeologic Assessments
3. Relevant Work Experience
The GreyEdge Group has completed many projects similar in scope to those proposed by Pitkin
County. A short list including contact information is shown below:
Project: Colorado Mesa University
Address: 1100 North Ave, Grand Junction, CO 81501
Description: TGEG and Sound Geothermal have worked with CMU to connect 16 buildings,
over 1.2 Million square feet, on a common Ambient Temperature Loop over the last 15 years.
We have provided feasibility studies, design services, commissioning and ongoing support to the
nation leading campus. Student tuition at this school were dropped 2% because of utility cost
savings resulting from the ATL. We are working with CMU on further expansions as their
owners representative.
Client Reference: Kent Marsh, Director of Facilities Services
Client Company: Colorado Mesa University
Client Phone Number: 970-248-1303
Client Email: kmarsh@coloradomesa.edu
Project: Weber State University
Address: 3848 Harrison Blvd, Ogden, UT 84408
Description: TGEG and Sound Geothermal have worked with WSU to connect 16 buildings,
over 1.2 Million square feet, on a common Ambient Temperature Loop over the last 15 years.
Buildings at WSU were retrofit to connect with the ATL and includes two separate geothermal
fields distributed across the campus. Energy Use Intensities on connected buildings average in
On-Call County Project Owner’s Representative Services- Geothermal
3 Geothermal Owners Rep Services
the mid-20s, some of the lowest in the nation. This system is currently being expanded and new
buildings connected.
Client Reference: Justin Owen, Energy Manager III
Client Company: Weber State University
Client Phone Number: 801-626-6683
Client Email: justinowen@weber.edu
Project: 32ZED
Address: 520 S Third St, Carbondale, CO 81623, United States
Description: TGEG is the technical lead on a team including NREL and CLEER, a local
advocacy group. We have received a $700,000 Federal grant from the DOE to investigate and
design an ATL to connect 43 existing buildings including 40 townhomes, an office, a school and
a library. We are currently in the evaluation and modeling phase and anticipate building retrofit
designs and an ATL design by second quarter 2024. Discussions are being had with other city
planners on how this can scale to other parts of the city.
Client Reference: Jon Fox-Rubin, Innovation Manager
Client Company: Clean Energy Economy for the Region (CLEER)
Client Phone Number: 970-948-3595
Client Email: jon@cleanenergyeconomy.net
4. Project Approach
For the Geothermal Heating District project, TGEG will aid, develop, lead, organize, assist,
oversee, and/or coordinate activities associated with:
· Request for Proposals or Qualifications
· Organize and lead project team and stakeholder meetings
· Work with other outside agencies on behalf of the County such as utility providers,
estimators, and permitting agencies
· Project schedules
· Budgets
· Payment requests, financial oversight and tracking
· Perform conflict resolution between owner, contractors, and stakeholders as needed
· Other project related activities not listed above.
We have worked with owner groups recently in Carbondale and Vail as the owner’s subject
matter specialist. We evaluate the potential opportunities and risks for a networked heating
system given the context of geological properties, diverse ownership groups and their interests,
technical challenges of implementing new infrastructure, identifying the value of potential
thermal assets and the options for ownership, financing and operation of a system. We strive to
build coalitions of utility operators, municipal representatives and private ownership groups to
develop thermal systems that can deliver on the promise of reduced utility costs and
decarbonized heating systems.
On-Call County Project Owner’s Representative Services- Geothermal
4 Geothermal Owners Rep Services
5. Project Budget
For this project, we propose a time and materials contract based on the following Hourly Rate
Schedule:
Hourly Labor Rates
Principal $265 / Hour
Project Manager $265 / Hour
Certified Geothermal Designer $265 / Hour
Hydrogeologist PE $265 / Hour
Nationally Certified Technician $200 / Hour
Travel and expenses will be billed based on the following rates:
Travel Rates
Milage $0.67/mi
Hotel $250/night
Per Diem $120/day
6. Assumption, Limitations, Exclusions and Stipulations
The GreyEdge Group will accept normal, course of construction, changes, revisions, and
clarifications. However, we consider changes, revisions, and clarifications as a scope change if
they:
· Modify the scope of work as defined in the proposal.
· Result in after-hours, weekend work.
· Cause project delays (that push the date for substantial completion 60 days past the
schedule received at the time this bid was offered) or acceleration of the work that adds
complexity to logistics.
Stipulations:
· The pricing in this proposal expires 60 days from the date the proposal was offered.
· Where a provision of the Prime Agreement is inconsistent with the scope denoted in this
proposal, this document shall govern as the prevailing agreement with respect to scope of
work.
RFP 157.24 Rev. 2021.10.11 CDD Budget Line Item #:Varies with Project
11
PROPOSAL FORM
Proposal Time: 2:00 PM MT Proposal Date: September 19, 2024 From:
Phone E-mail Address: To: THE PITKIN COUNTY BOARD OF COMMISSIONERS
c/o Procurement 530 E Main Street, Suite #304 Aspen, CO 81611 For: RFP 157.24: ON-CALL COUNTY PROJECT OWNER’S
REPRESENTATIVE SERVICES Pursuant to a request by the Pitkin County Commissioners, the undersigned Proposer having examined this Request for Qualifications (RFQ), including familiarization of the site and/or the conditions of the proposed Service environment, including the availability
of materials and labor hereby proposes to furnish all labor, materials, supplies, applicable permits, services, and supervision required to provide a completed product as detailed in this RFP and adjoining documentation for the sum of:
$___________________________________________ Fee Schedule(s) for this project and any applicable work that may not have been included in the Scope of Work but may be necessary for successful completion must be included in
the proposal documents.
Approach, Qualifications, and References may be submitted on your own proposal form; please indicate “In attached documents” for any items omitted herein. A completed proposal form including, at minimum, acknowledgement of all addenda and
signature/corporate seal is required for proposals to be considered responsive.
In Attached Document
801-907-5654
mgarlick@greyedegroup.com
Matt Garlick
The GreyEdge Group LLC
RFP 157.24 Rev. 2021.10.11 CDD Budget Line Item #:Varies with Project
12
Statement and Detailed Approach to Service:
Qualifications of Proposer: Please insert names address, phone numbers and description of similar Service for
Reference Checks. 1.
2.
3.
It is further understood that the right is reserved by the County to reject any and all
proposals and it is agreed that the proposals may not be withdrawn for a period of ten (10) days from specified time for receiving proposals. The Proposer acknowledges receipt of Addenda Nos. .
The right is reserved to waive any informalities and to reject any Proposal. (Type/Print name under all signatures)
Dated this day of , 2024
(Corporate seal) PROPOSER:
SIGNATURES: If the proposal is being submitted by a Corporation, the Proposal Form 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.
In Attached Document
In Attached Document
In Attached Document
Certificate Of Completion
Envelope Id: C26B5B2450FE4A2F8250E118F1F667CE Status: Completed
Subject: The GreyEdge Group, LLC | Pitkin County Contract 178.24 for Review and Signature
Source Envelope:
Document Pages: 47 Signatures: 3 Envelope Originator:
Certificate Pages: 5 Initials: 0 Pitkin County Procurement
AutoNav: Enabled
EnvelopeId Stamping: Disabled
Time Zone: (UTC-07:00) Mountain Time (US & Canada)
530 East Main Street
Suite 203
Aspen, CO 81611
Procurement@PitkinCounty.com
IP Address: 69.170.199.19
Record Tracking
Status: Original
10/23/2024 8:08:02 AM
Holder: Pitkin County Procurement
Procurement@PitkinCounty.com
Location: DocuSign
Signer Events Signature Timestamp
Matt Garlick
mgarlick@greyedgegroup.com
Managing Member
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 73.98.142.65
Sent: 10/23/2024 9:19:05 AM
Viewed: 10/23/2024 10:04:48 AM
Signed: 10/23/2024 10:08:23 AM
Electronic Record and Signature Disclosure:
Accepted: 10/23/2024 10:04:48 AM
ID: 9843e438-130b-4c29-88f3-4637f69332d9
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: 24.9.205.95
Sent: 10/23/2024 10:08:25 AM
Viewed: 10/30/2024 8:24:53 AM
Signed: 10/30/2024 8:25:14 AM
Electronic Record and Signature Disclosure:
Accepted: 10/30/2024 8:24:53 AM
ID: 8e034ab1-bbaa-4cd7-8db5-c2aee298ef8e
Company Name: Pitkin County, Colorado
Rich Englehart
rich.englehart@pitkincounty.com
Deputy County Manager
Pitkin County
Signing Group: County Manager Group
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 172.103.36.129
Sent: 10/30/2024 8:25:16 AM
Viewed: 10/30/2024 8:59:50 AM
Signed: 10/30/2024 9:00:28 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
Gerald Fielding
gerald.fielding@pitkincounty.com
Construction and Asset Director
Pitkin County
Security Level: Email, Account Authentication
(None)
Using IP Address: 65.38.144.66
Sent: 10/23/2024 8:11:22 AM
Viewed: 10/23/2024 9:19:04 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Carbon Copy Events Status Timestamp
Pitkin County Procurement
procurement@pitkincounty.com
Procurement Specialist
Pitkin County
Security Level: Email, Account Authentication
(None)
Sent: 10/30/2024 9:00:30 AM
Resent: 10/30/2024 9:00:38 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: 10/30/2024 9:00:31 AM
Viewed: 10/30/2024 9:15:48 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 10/23/2024 8:11:22 AM
Certified Delivered Security Checked 10/30/2024 8:59:50 AM
Signing Complete Security Checked 10/30/2024 9:00:28 AM
Completed Security Checked 10/30/2024 9:00:31 AM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
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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: Matt Garlick, Richard Neiley
Please read the information below carefully and thoroughly, and if you can access this
information electronically to your satisfaction and agree to these terms and conditions, please
confirm your agreement by clicking the 'I agree' button at the bottom of this document.
Getting paper or electronic copies
At any time, you may request from us a paper or electronic copy of any record provided or made
available electronically to you by us. For such copies, as long as you are an authorized user of
the DocuSign system you will have the ability to download and print any documents we send to
you through your DocuSign user account for a limited period of time (usually 30 days) after such
documents are first sent to you. After such time, if you wish for us to send you paper or
electronic copies of any such documents from our office to you, you may be charged a per-page
fee. You may request delivery of such paper or electronic copies from us by following the
procedure described below.
Withdrawing your consent
If you are an authorized DocuSign Account holder, you can decide to receive notices and
disclosures from us electronically, you may at any time change your mind and tell us that
thereafter you want to receive required notices and disclosures only in paper format. Described
below is the process for informing us of your decision to receive future notices and disclosure in
paper format and also how to withdraw your consent to receive notices and disclosures
electronically.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the
speed at which we can complete certain steps in transactions with you and delivering services to
you because we will need first to send the required notices or disclosures to you in paper format,
and then wait until we receive back from you your acknowledgment of your receipt of such
paper notices or disclosures. To indicate to us that you are changing your mind, you must
withdraw your consent using the DocuSign 'Withdraw Consent' form on the signing page of your
DocuSign account. This will indicate to us that you have withdrawn your consent to receive
required notices and disclosures electronically from us and you will no longer be able to use your
DocuSign user account to receive required notices and consents electronically from us or to sign
electronically documents from us.
All notices and disclosures will be sent to you electronically
Unless you tell us otherwise in accordance with the procedures described herein, we will provide
electronically to you through your DocuSign user account all required notices, disclosures,
authorizations, acknowledgments, and other documents that are required to be provided or made
available to you during the course of our relationship with you. To reduce the chance of you
inadvertently not receiving any notice or disclosure, we prefer to provide all of the required
notices and disclosures to you by the same method and to the same address that you have given
us. Thus, you can receive all the disclosures and notices electronically or in paper format through
the paper mail delivery system. If you do not agree with this process, please let us know as
described below. Please also see the paragraph immediately above that describes the
consequences of your electing not to receive delivery of the notices and disclosures
electronically from us.
How to contact Pitkin County:
You may contact us to let us know of your changes as to how we may contact you electronically,
to request paper copies of certain information from us, and to withdraw your prior consent to
receive notices and disclosures electronically as follows:
To contact us by email send messages to Helpdesk@provelocity.com
To advise Pitkin County of your new e-mail address
To let us know of a change in your e-mail address where we should send notices and disclosures
electronically to you, you must send an email message to us at Helpdesk@provelocity.com and
in the body of such request you must state: your previous e-mail address, your new e-mail
address .
In addition, you must notify DocuSign, Inc to arrange for your new email address to be reflected
in your DocuSign account by following the process for changing e-mail in DocuSign.
To request paper or electronic copies from Pitkin County
To request delivery from us of paper or electronic copies of the notices and disclosures
previously provided by us to you electronically, 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.
To withdraw your consent with Pitkin County
To inform us that you no longer want to receive future notices and disclosures in electronic
format you may:
i. decline to sign a document from within your DocuSign account, and on the subsequent
page, select the check-box indicating you wish to withdraw your consent, or you may;
ii. send us an e-mail to Helpdesk@provelocity.com and in the body of such a request, you
must state your e-mail, full name, Postal Address, telephone number, and account
number.