HomeMy WebLinkAboutbocc.con.183.248/30/2021 CDD
Contract Information
Contract Number
Project Name
Contractor
Budget Line Item
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 Ashley Perl County Representative
Phone (970) 319-1594
Provide a brief description of the Contract or Change Order:
Contract Value Summary:
$ 63,500.00
$ -
$ -
$ 63,500.00
Resiliency and Housing
Assessment services for Phillips Mobile Home Park.
Original Contract Amount
Previous Change Order/Amendment Amount
This Change order/Amendment amount
Contract Total
No
Phillips Mobile Home Park Assessment
Social Housing LLC (dba Social Communities)
$ 63,500.00
Additional Budget Line
Item(s)
(Please fully allocate New Contract Total)
$ -
$ -
$ -
$ 63,500.00
Formal
Services/Maintenance
12/5/2024
12/31/2025
New Contract
183.24
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
Project #: 183.24 Rev. 2022.08.04 CDD
NOTICE OF AWARD
Date: December 5, 2024 To: Social Housing LLC (dba Social Communities)
Lee Tuchfarber
1777 Wewatta St., Ste 910 Denver, CO 80202 RE: RFP 183.24 - Phillips Mobile Home Park Assessment
The County, having duly evaluated the Proposal submitted on November 15, 2024 for the work or purchase in response to the Request for Proposal Document titled RFP 183.24 - Phillips Mobile Home Park Assessment in the amount of Sixty-Three Thousand Five Hundred dollars and Zero cents ($63,500.00), and it appearing that the Price and other
information in your Proposal Form is fair, equitable and to the best interest of the County,
hereby accepts and awards the Project to your organization. In accordance with the terms of the Contract Documents, you are required to execute the Contract within ten (10) consecutive days from this Notice of Award or within ten (10)
days following successful Contract negotiations, whichever shall occur sooner.
In addition, you are required to furnish in the said time a complete W-9 along with Certificates of Insurance evidencing compliance with the requirement for insurance as stated in the Contract Documents.
PITKIN COUNTY, COLORADO _____________________________________________________
!#COUNTY REPRESENTATIVE#! Date
Receipt of the above Notice of Award is hereby acknowledged
_____________________________________________________ !#VENDOR SIGNATURE#! Date
Ashley Perl
Resiliency and Housing Director
Dec-09-2024
Dec-10-2024
CEO
Lee Tuchfarber
Contract # 183.24 Revision: 2024.10.08 iso8601 CDD iso 8601
1
PITKIN COUNTY CONTRACT FOR PROVISION OF SERVICES
THIS CONTRACT, made December 5, 2024 by and between the Board of County Commissioners
of Pitkin County, Colorado, 530 E. Main St., Suite #302, Aspen, CO 81611, (hereinafter called the
“County”) and Social Housing LLC (dba Social Communities), 1777 Wewatta St., Ste. 910,
Denver, CO 80202 (hereinafter called the “Contractor”) to perform the following work: Phillips
Mobile Home Park Assessment (“Project”).
I. Term of Contract: The term of this Contract is from December 5, 2024 to December
31, 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 the Phillips Mobile Home Park
Assessment services described in the attached County RFP #183.24 (“Attachment A”),
and pursuant to the terms and schedules listed in 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 Budget and
Schedule set out in Paragraph II. It is expressly understood and agreed that in no event
will the total compensation and reimbursement to be paid hereunder exceed the sum of
Sixty-Three Thousand Five Hundred dollars and Zero cents ($63,500.00) for all
services rendered. By contract or amendment, the County and Contractor may
reallocate the budget among project tasks if the total budget amount remains
unchanged. Contractor shall invoice for the project monthly based on hours worked,
with payment expected within thirty (30) days of invoice. Any payment by the County
may be offset by any amount the Contractor owes the County for any reason.
IV. County’s Exclusive Ownership of Work Product. Drawings, specifications,
guidelines and other documents prepared by Contractor in connection with this
Contract shall be the property of the County. However, Contractor shall have the right
to utilize such documents in the course of its marketing, professional presentations, and
for other business purposes. Contractor assigns to County the copyrights to all work
prepared, developed, or created pursuant to this Contract, including the right to: 1)
reproduce the work; 2) prepare derivative works; 3) distribute copies to the public; 4)
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perform the works publicly; and 5) to display the work publicly. Contractor shall have
right to use materials produced in the course of this Contract for marketing purposes
and professional presentations, articles, speeches and other business purposes.
V. Pitkin County’s Obligations. Pitkin County shall administer this Contract through
a County Representative. Ashley Perl, Housing and Resiliency Director will manage
the project as the County’s Representative. In the event that Ashley Perl is not
available, an alternate representative will be appointed who shall assume the County
Representative’s duties. The services provided and products delivered by the
Contractor under this Contract will be subject to review by the County’s
Representatives, or a designee, for compliance with Contractor’s obligations prior to
final payment.
VI. Termination Prior to Expiration of Contract Term. The County has the right to
terminate this Contract, with or without cause, by giving written notice to the
Contractor of such termination and specifying the effective date thereof. Such notice
shall be given at least ten (10) days before the effective date of such termination. In
such event all finished or unfinished documents, data, studies and reports prepared by
the Contractor pursuant to this Contract shall become the County’s property. Contractor
shall be entitled to receive compensation in accordance with the Contract for any
satisfactory work completed pursuant to the terms of this Contract prior to the date of
termination. Notwithstanding the above, Contractor shall not be relieved of liability to
the County for damages sustained by the County by virtue of any breach of the Contract
by the Contractor.
VII. Independent Contractor Status.
A. The parties to this Contract intend that the relationship between them contemplated
by the Contract is that of independent contractor. Contractor, and any agent,
employee, or servant of Contractor shall not be deemed to be an employee, agent,
or servant of Pitkin County.
B. Contractor is not required to offer his services exclusively to Pitkin County under
this Contract. Contractor may choose to work for other individuals or entities
during the term of this Contract, provided that the basic services and deliverable
products required under this Contract are submitted in the manner and on the
schedule defined under this Contract.
C. Contractor warrants that all work produced will conform to all applicable industry
standard of care, skill and diligence in the performance of Contractor’s obligations
under this Contract.
D. Contractor shall not attempt to oversee or supervise the work or actions of any
Pitkin County employee, servant or agent in the course of completing work under
this Contract.
Contract # 183.24 Revision: 2024.10.08 iso8601 CDD iso 8601
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E. Contractor is not entitled to any Workers’ Compensation benefits through Pitkin
County and is responsible for payment of any federal, state, FICA and other income
taxes.
VIII. Assignability. This Contract is not assignable by either party. Any use of
subcontractors by the Contractor for performance of this Contract must be accepted in
writing by the County.
IX. Severability. In the event that any provision of this Contract shall be held to be invalid
or unenforceable, the remaining provisions of this Contract shall remain valid and
binding upon the parties hereto.
X. Integration and Modification.
A. This Contract represents the entire and integrated Contract between the County and
the Contractor and supersedes all prior negotiations, representations, or contract,
either written or oral. This Contract may be amended only by written contract
signed by both the County and the Contractor.
B. The County may, from time to time, request changes in the scope of services of the
Contractor to be performed hereunder. Such changes, including the increase or
decrease in the amount of the Contractor’s compensation, which are mutually
agreed upon between the County and the Contractor, shall be in writing and upon
execution shall become part of this Contract.
XI. Indemnity.
A. The Contractor agrees to indemnify, hold harmless and, not excluding the County's
right to participate, defend the County, its subsidiary, parent, associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees,
agents, volunteers, and any jurisdiction or agency issuing permits for any work
included in the project, hereinafter referred to as indemnitee, from all suits and
claims, including attorney's fees and cost of litigation, actions, loss, damage,
expense, cost or claims of any character or any nature arising out of the work done
in fulfillment of the terms of this Contract or on account of any act, claim or amount
arising or recovered under workers' compensation law or arising out of the failure
of the Contractor to conform to any statutes, ordinances, regulation, law or court
decree. It is agreed that the Contractor will be responsible for primary loss
investigation, defense and judgment costs where this Contract of indemnity applies.
In consideration of the award of this Contract, the Contractor agrees to waive all
rights of subrogation against the County its subsidiary, parent, associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees,
agents, and volunteers for losses arising from the work performed by the Contractor
for the County.
B. The Contractor further shall investigate, process, respond to, adjust, provide
defense for and defend, pay or settle all claims, demands, or lawsuits related hereto
Contract # 183.24 Revision: 2024.10.08 iso8601 CDD iso 8601
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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.
C. Accessibility Indemnification
Contractor shall indemnify, save, and hold harmless the Indemnified Parties,
against any and all costs, expenses, claims, damages, liabilities, court awards and
other amounts (including attorneys’ fees and related costs) incurred by any of the
Indemnified Parties in relation to Contractor’s failure to comply with §§24-85-
101, et seq., C.R.S., or the Accessibility Standards for Individuals with a
Disability as established by OIT pursuant to Section §24-85-103 (2.5), C.R.S.
XII. Accessibility.
The Contractor shall comply with and the Work Product provided under this Contract
shall be in compliance with all applicable provisions of §§24-85-101, et seq., C.R.S.,
and the Accessibility Standards for Individuals with a Disability, as established by
OIT pursuant to Section §24-85-103 (2.5), C.R.S. Contractor shall also comply with
all State of Colorado technology standards related to technology accessibility and
with Level AA of the most current version of the Web Content Accessibility
Guidelines (WCAG), incorporated in the State of Colorado technology standards.
The County may require Contractor’s compliance to the State’s Accessibility
Standards to be determined by a third party selected by the County to attest to
Contractor’s Work Product and software is in compliance with §§24-85-101, et seq.,
C.R.S., and the Accessibility Standards for Individuals with a Disability as
established by OIT pursuant to Section §24-85-103 (2.5), C.R.S.
XIII. Insurance. Contractor and subcontractors shall procure and maintain until all of their
obligations have been discharged, including any warranty periods under this Contract
are satisfied, insurance against claims for injury to persons or damage to property which
may arise from or in connection with the performance of the work hereunder by the
Contractor, its agents, representatives, employees or subcontractors.
The insurance requirements herein are minimum requirements for this Contract and in
no way limit the indemnity covenants contained in this Contract. The policies shall
include, or be endorsed to include, the following provision: On insurance policies
where the County is named as an additional insured, the County shall be an additional
insured to the full limits of liability purchased by the Contractor even if those limits of
liability are in excess of those required by this Contract.
The County in no way warrants that the minimum limits contained herein are sufficient
to protect the Contractor from liabilities that might arise out of the performance of the
work under this Contract by the Contractor, its agents, representatives, employees, or
subcontractors. The Contractor shall assess its own risks and if it deems appropriate
and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not
Contract # 183.24 Revision: 2024.10.08 iso8601 CDD iso 8601
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relieved of any liability or other obligations assumed or pursuant to the Contract by
reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or
types. Commercial General Liability Completed Operations coverage must be kept in
effect for up to three (3) years after completion of the project.
A. Coverage and Limits of Insurance. Contractor shall provide coverage with limits
of liability requirements provided that the coverage is written on a “following form”
basis.
1) Statutory Workers’ Compensation: Colorado statutory minimums
a. Policy shall contain a waiver of subrogation against the County.
b. This requirement shall not apply when a contractor or subcontractor
is exempt under Colorado Workers’ Compensation Act AND when
such contractor or subcontractor executes the appropriate sole
proprietor waiver form.
Minimum Limits:
Coverage A (Workers’ Compensation) Statutory
Coverage B (Employers Liability) $ 500,000
$ 500,000
$ 500,000
2) Commercial General Liability – ISO 1CG 0001 form or equivalent.
(With County named as an additional insured)
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)
Contract # 183.24 Revision: 2024.10.08 iso8601 CDD iso 8601
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• 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
g. ☐ Loss of Use Insurance
h. ☐ Pollution Liability
i. ☐ Crime, including Employee Dishonesty Coverage, or Fidelity
Bond
B. Proof of Insurance:
1) Each insurance policy required by the insurance provisions of this
Contract shall provide the required coverage and shall not be suspended,
voided or canceled except after thirty (30) days prior written notice has been
given to the County, except when cancellation is for non-payment of
premium, then ten (10) days prior notice may be given. Such notice shall
be emailed directly to Procurement@pitkincounty.com. If the insurance
carrier will not provide the required notice, the Consultant/Contractor and
or its insurance broker shall notify the County of any cancellation, or
reduction in coverage or limits of any insurance within seven (7) days of
receipt of insurers’ notification to that effect. Simultaneously with the
Certificates of Insurance, the Contractor shall file with the Project Lead a
certified statement as to claims pending against the required coverages,
reserves established on account of such claims, defense costs expended and
amounts remaining on policy limits.
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2) In addition, these Certificates of Insurance shall contain the following
clauses:
a. The contractor’s insurance shall be primary and non-contributory with
any insurance or self-insurance purchased by the County.
b. The insurance companies issuing the policy or policies hereunder shall
have no recourse against the County of Pitkin for payment of any
premiums or for assessments under any form of policy.
c. Any and all deductibles or self-insured retentions in the above-
described insurance policies shall be assumed by and be for the
amount of, and at the sole expense of the Contractor.
d. Location of operations shall be: “all operations and locations at which
work for the referenced Project is being done.”
3) Certificates of Insurance for all renewal policies shall be delivered to
the County’s Representative at least fifteen (15) days prior to a policy’s
expiration date except for any policy expiring on the expiration date of this
Contract or thereafter.
4) The County reserves the right to request and receive a copy of any
policy and any policy endorsement at any time during the term of this
Contract.
XIV. Exemptions and Preferences. All purchases of construction or building or any other
materials for this Contract shall not include Federal Excise Taxes or Colorado State or
local sales or use taxes. Pitkin County is exempt from such taxes under registration
numbers 98-02624 and 84-78000-5k.
XV. Records. The Contractor shall maintain comprehensive, complete and accurate
books, records, and documents concerning its performance relating to this Contract for
a period of three (3) years after final payment under the Contract and the County shall
have the right within the three (3) year period to inspect and audit these books, records
and documents, upon demand, in a reasonable manner and at reasonable times, for the
purpose of determining, by accepted accounting and auditing standards, compliance
with all provisions of the Contract and applicable law.
XVI. Contract Made in Colorado. The parties agree that this Contract was made in
accordance with the laws of the State of Colorado and shall be so construed. Venue is
agreed to be exclusively in the courts of Pitkin County, Colorado.
XVII. Attorney’s Fees. In the event that legal action is necessary to enforce any of the
provisions of this Contract, the substantially prevailing party shall be entitled to its costs
and reasonable attorney’s fees.
XVIII. Governmental Immunity. Contractor agrees and understands that Pitkin County is
relying on and does not waive, by any provision of this Contract, the monetary
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limitations or terms (presently $150,000 per person and $600,000 per occurrence) or
any other rights, immunities, and protections provided by the Colorado Governmental
Immunity Act, 24-10-101, et seq., C.R.S., as from time to time amended, or otherwise
available to Pitkin County or any of its officers, agents or employees. Further, nothing
in this Contract shall be construed or interpreted to require or provide for indemnification
of the Contractor by the County for any injury to any person or any property damage
whatsoever which is caused by the negligence or other misconduct of the County or its
agent or employees.
XIX. 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.
XX. 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: Ashley Perl 530 E. Main Street Aspen, CO 81611
Email: ashley.perl@pitkincounty.com
with copies to: Pitkin County Attorney’s Office 530 E. Main St., Suite #301 Aspen, Colorado 81611
Email: Attorney@pitkincounty.com
To Contractor: Social Housing LLC (dba Social Communities) 1777 Wewatta St., Ste. 910
Contract # 183.24 Revision: 2024.10.08 iso8601 CDD iso 8601
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Denver, CO 80202 Phone: (612) 716-0500 Email: ltuchfarber@social-communities.com
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IN WITNESS WHEREOF, the parties have executed this Contract as of the date first set out herein above. SOCIAL HOUSING LLC (DBA SOCIAL COMMUNITIES) ________________________________________________ !#VENDOR SIGNATURE#! Date
PITKIN COUNTY, COLORADO RECOMMENDED FOR APPROVAL:
_________________________________________________ !#DEPARTMENT REPRESENTATIVE#! Date
COUNTY MANAGER APPROVAL: ________________________________________________ !#COUNTY MANAGER#! Date
Resiliency and Housing Director
Dec-09-2024
Ashley Perl
CEO
Dec-10-2024
Lee Tuchfarber
Dec-10-2024
Deputy County Manager
Rich Englehart
RFP 183.24 Rev. 2021.10.11 CDD
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PUBLIC NOTICE
Pitkin County is accepting proposals to provide PHILLIPS MOBILE HOME PARK ASSESSMENT.
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 November 4, 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 November 15, 2024.
Published in the Aspen Daily News: 11/4/2024 and 11/11/2024.
Attachment A
RFP 183.24 Rev. 2021.10.11 CDD
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PITKIN COUNTY PHILLIPS MOBILE HOME PARK ASSESSMENT
Table of Contents REQUEST FOR PROPOSAL I. INTRODUCTION 3
II. COUNTY BACKGROUND 3
III. SCOPE OF WORK 4 A. ADDITIONAL INFORMATION 6 IV. SELECTION PROCESS 6 A. SUBMITTALS 6
B. TIME SCHEDULE 8
C. EVALUATION CRITERIA AND WEIGHING 8 D. SELECTION COMMITTEE 9 E. CONTRACT 10 PROPOSAL FORM 11
INSTRUCTIONS TO PROPOSERS 13
RFP 183.24 Rev. 2021.10.11 CDD
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REQUEST FOR PROPOSALS PHILLIPS MOBILE HOME PARK ASSESSMENT GENERAL INFORMATION TO PROPOSERS
ISSUED: October 24, 2024 DUE: November 15, 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 Mobile Home Park Assessment services at the Phillips Affordable Housing development located at in Woody Creek outside of Aspen, CO. 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 183.24 Rev. 2021.10.11 CDD
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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 The Phillips Affordable Housing development is owned and operated by Pitkin County and currently consists of around 40 mobile homes and cabins primarily occupied by local workforce. The future vision is to continue to provide housing for the local workforce
through redevelopment of the site to include a combination of existing mobile homes plus
the addition of new townhomes, multifamily buildings and single family houses. Pitkin County is seeking qualified firms to support both the ongoing management and the future structure of the Phillips Mobile Home park. This scope focuses entirely on the existing and future mobile home park and is not related to the future development of adjacent
lands for other types of affordable housing. Qualified professionals will have expertise
working with Mobile Home Parks, community engagement/ human centered design/equitable outreach, and financial modeling for housing projects. The following tasks are all needed to support existing management and future planning
efforts. Applicants may prioritize the tasks and subtasks at their own discretion. Please
provide total costs for each numbered task, as well as a total budget for the complete project. Task 1: Understanding Past Work and County Process
● Collect and read past studies, analysis and data related to the Mobile Home Park
● Assess data and analysis gaps
● Meet with County staff to understand the future vision for the park and priority
items
Task 1 Outcomes: Summary of existing reports and assessments and identification of gaps Task 2: Tenant Engagement and Assessment ● Engage with existing tenants at the park to gain understanding of tenants’ current
and future needs and current conditions.
● Support the County is creating a long term plan for improving two-way
communication between tenants and the County
● Identify non-compliance challenges and support the County in creating a tiered
enforcement process that can bring tenants into compliance with park rules and
regulations
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Task 2 Outcomes: Survey and engagement data; implementation of County outreach effort; increased understanding of rules/regulations and policies by tenants;
documentation of non-compliance issues
Task 3: Land, Structures and Utilities Assessment and Documentation ● Conduct on-site visits with County representatives and current property manager
● Document and assess current conditions and risks - with attention towards the
County’s land management responsibilities (bridges, ditches, agricultural fields,
etc)
● Assess ongoing management needs, status quo and future needs (subcontractors,
repairs, plowing, water testing, etc)
● Provide accountability and support to the County and the property manager for
implementation of larger clean up projects (shed clean out and demo, etc)
Task 3 Outcomes: 360 park assessment that identifies County responsibilities and
current high risk items; documentation of existing conditions, processes and
practices; recommendations for what types of contractors and work scopes will be needed in the future; successful vacancy and removal of unused structures Task 4: Policies
● Provide mobile home park specific expertise to County staff and commissioners
including:
○ State mobile home park laws and County’s responsibilities and assessment
of current non-compliance with state regulations
○ Relocation requirements and County responsibilities related to relocating
mobile homes and tenants during future development activities
● Support the County in the evaluation and creation of new policies (flat rate aging
trailer purchase; relocation incentives, etc)
Task 4 Outcomes: Increased County staff understanding of MHP requirements and laws; identification of possible new policies Task 5: Future Planning Assistance
● Provide expertise regarding possible future park governance and funding models
● Provide guidance and recommendations to inform the future scope of a property
manager
● Provide recommendations and planning support for future relocation process
● Interface with infrastructure and development team
Task 5 Outcomes: Evaluation and assessment of future governance and financial
models; scope of work for future property management; final relocation plan
RFP 183.24 Rev. 2021.10.11 CDD
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A. ADDITIONAL INFORMATION It is the Contractors 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. IV. SELECTION PROCESS The County is required by the terms of the Pitkin County Procurement Code to conduct a competitive selection process to select a Contractor for the above-
described proposal. This process shall be through formal proposals submitted in
response to this Request for Proposals. A. SUBMITTALS 1. Proposer shall submit proposals for this Service as outlined in the Request
for Proposals 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;
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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 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 November
4, 2024. All requests must have the email subject line, “RFP 183.23 -
Phillips Mobile Home Park Assessment 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.
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B. TIME SCHEDULE
The County will endeavor to use the following timetable: October 24, 2024 Request for Proposals publicly advertised, posted on website (www.bidnetdirect.com/colorado)
November 4, 2024 Proposer’s request for clarification and questions due via email to procurement@pitkincounty.com by 4:00 PM MT November 6, 2024 County’s response to request for clarification and questions
posted on BidNet Direct via addendum
November 15, 2024 PROPOSALS MUST BE UPLOADED TO BIDNET DIRECT BY 2:00 PM MT
Week of
Nov. 18-22 Meeting of Selection Committee; checking of references as necessary; requests for additional information or clarifications, if necessary; scheduling of interviews, if necessary
November 22, 2024 Issuance of Notice of Award to top-ranked proposer November 25, 2024 Notices sent to unsuccessful proposers
December 1, 2024 Anticipated Contract Start 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 B. The Project Schedule 2. List of Similar Work 20%
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 40%
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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 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 10% 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 Proposals, is prohibited. Violation of this restriction is grounds
for disqualification from the process.
Voting Members of the Selection Committee: Nonvoting counsel to the Selection Committee: -Ashley Perl
-Gerald Fielding
-Andrew Miller
-County Attorney
-County Procurement
E. SAMPLE CONTRACT
A sample of the Pitkin County Contract for the Provision of Services 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.
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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 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: November 15, 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 183.24: PHILLIPS MOBILE HOME PARK ASSESSMENT
Pursuant to a request by the Pitkin County Commissioners, the undersigned Proposer having examined this Request for Proposals (RFP), 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 Proposals (“RFP”). b. Proposals must be submitted electronically in PDF format and submitted at the time and place designated in the RFP. Electronic submissions must be clearly marked as a "sealed proposal" with the Service name and the name, contact person, mailing address and telephone number of the Proposer. The County reserves the right to request verification of any original or electronic signature at any time before issuing a Notice of Award.
c. It shall be the responsibility of the Proposer to ensure that the Proposal is in proper form and in the County's possession by or before the scheduled time and date of public
Proposal opening. Proposals will not be accepted after the scheduled time and date of opening. Any Proposals received late will be returned to the Proposer unopened, if possible. In the event that it is impossible to determine who the late Proposer is unless
the envelope is opened, the envelope will be opened, the address determined, and the envelope and Proposal returned immediately to the Proposer. d. If specified in the Request for Proposals, parties who request packages of proposal documents will be required to pay a fee for the document package. All parties who request packages must provide the name of the potential Proposer, along with the name of a contact person, address, telephone number, and email address for the purpose of dissemination of Addenda or additional proposal information. e. If a mistake is made or discovered at or after the public opening, the County reserves the right to determine which party made the mistake and whether the mistake is
material and, after these determinations, the County, in its sole discretion, shall make the decision whether to accept or reject the Proposal. No advantage shall be taken by either party of manifest clerical errors or omissions in the Proposal documents or the Request for Proposals (and plans and specifications). All Proposers are required to notify the County immediately of any errors of omissions that may be encountered. (See 2.a. and 2.c., below).
f. The signer of the Proposal must initial any alteration or erasure. If provided on the required Proposal Form, the proposal price of each item must be stated in numerals and words; in case of a conflict, the words will control. In case of conflict between the indicated sum of any addition of figures and the correct sum, the correct sum will control. g. No reimbursement will be made by the County for any costs incurred in the preparation of a statement of qualifications, Proposals, or attendance at a site inspection, pre-bid conference or interviews.
h. No person, firm, corporation or other entity shall be allowed to make, file or be interested in more than one Proposal for the same work, unless alternate proposals are called for. A person, firm, corporation or other entity who has submitted a sub-proposal to Proposer, or who has quoted prices on materials to a Proposer, is not
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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
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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 pro-
posals. 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
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services or materials and shall not be obligated to provide services or materials for which funds have not been appropriated.
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PITKIN COUNTY CONTRACT FOR PROVISION OF SERVICES
THIS CONTRACT, made Enter Contract Date by and between the Board of County
Commissioners of Pitkin County, Colorado, 530 E. Main St., Suite #302, Aspen, CO 81611,
(hereinafter called the “County”) and Contractor Legal Entity, Contractor Street Address (Include
Suite/Unit), City, ST ZIP (hereinafter called the “Contractor”) to perform the following work:
Project Name (“Project”).
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
III. Compensation and Expenses, Invoicing, Payment and Offset. The County shall
compensate Contractor for its services in accordance with the Project Budget and
Schedule set out in Paragraph II. It is expressly understood and agreed that in no event
will the total compensation and reimbursement to be paid hereunder exceed the sum of
spell out number of dollars dollars and spell out number of cents cents ($0.00) for all
services rendered. By contract or amendment, the County and Contractor may
reallocate the budget among project tasks if the total budget amount remains
unchanged. Contractor shall invoice for the project monthly based on hours worked,
with payment expected within thirty (30) days of invoice. Any payment by the County
may be offset by any amount the Contractor owes the County for any reason.
IV. County’s Exclusive Ownership of Work Product. Drawings, specifications,
guidelines and other documents prepared by Contractor in connection with this
Contract shall be the property of the County. However, Contractor shall have the right
to utilize such documents in the course of its marketing, professional presentations, and
for other business purposes. Contractor assigns to County the copyrights to all work
prepared, developed, or created pursuant to this Contract, including the right to: 1)
reproduce the work; 2) prepare derivative works; 3) distribute copies to the public; 4)
perform the works publicly; and 5) to display the work publicly. Contractor shall have
right to use materials produced in the course of this Contract for marketing purposes
and professional presentations, articles, speeches and other business purposes.
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V. Pitkin County’s Obligations. Pitkin County shall administer this Contract through
a County Representative. Project Lead, Project Lead Title will manage the project as
the County’s Representative. In the event that Project Lead is not available, Alternate
Person with Title shall assume the County Representative’s duties. The services
provided and products delivered by the Contractor under this Contract will be subject
to review by the County’s Representatives, or a designee, for compliance with
Contractor’s obligations prior to final payment.
VI. Termination Prior to Expiration of Contract Term. The County has the right to
terminate this Contract, with or without cause, by giving written notice to the
Contractor of such termination and specifying the effective date thereof. Such notice
shall be given at least ten (10) days before the effective date of such termination. In
such event all finished or unfinished documents, data, studies and reports prepared by
the Contractor pursuant to this Contract shall become the County’s property. Contractor
shall be entitled to receive compensation in accordance with the Contract for any
satisfactory work completed pursuant to the terms of this Contract prior to the date of
termination. Notwithstanding the above, Contractor shall not be relieved of liability to
the County for damages sustained by the County by virtue of any breach of the Contract
by the Contractor.
VII. Independent Contractor Status.
A. The parties to this Contract intend that the relationship between them contemplated
by the Contract is that of independent contractor. Contractor, and any agent,
employee, or servant of Contractor shall not be deemed to be an employee, agent,
or servant of Pitkin County.
B. Contractor is not required to offer his services exclusively to Pitkin County under
this Contract. Contractor may choose to work for other individuals or entities
during the term of this Contract, provided that the basic services and deliverable
products required under this Contract are submitted in the manner and on the
schedule defined under this Contract.
C. Contractor warrants that all work produced will conform to all applicable industry
standard of care, skill and diligence in the performance of Contractor’s obligations
under this Contract.
D. Contractor shall not attempt to oversee or supervise the work or actions of any
Pitkin County employee, servant or agent in the course of completing work under
this Contract.
E. Contractor is not entitled to any Workers’ Compensation benefits through Pitkin
County and is responsible for payment of any federal, state, FICA and other income
taxes.
VIII. Assignability. This Contract is not assignable by either party. Any use of
subcontractors by the Contractor for performance of this Contract must be accepted in
writing by the County.
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IX. Severability. In the event that any provision of this Contract shall be held to be invalid
or unenforceable, the remaining provisions of this Contract shall remain valid and
binding upon the parties hereto.
X. Integration and Modification.
A. This Contract represents the entire and integrated Contract between the County and
the Contractor and supersedes all prior negotiations, representations, or contract,
either written or oral. This Contract may be amended only by written contract
signed by both the County and the Contractor.
B. The County may, from time to time, request changes in the scope of services of the
Contractor to be performed hereunder. Such changes, including the increase or
decrease in the amount of the Contractor’s compensation, which are mutually
agreed upon between the County and the Contractor, shall be in writing and upon
execution shall become part of this Contract.
XI. Indemnity.
A. The Contractor agrees to indemnify, hold harmless and, not excluding the County's
right to participate, defend the County, its subsidiary, parent, associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees,
agents, volunteers, and any jurisdiction or agency issuing permits for any work
included in the project, hereinafter referred to as indemnitee, from all suits and
claims, including attorney's fees and cost of litigation, actions, loss, damage,
expense, cost or claims of any character or any nature arising out of the work done
in fulfillment of the terms of this Contract or on account of any act, claim or amount
arising or recovered under workers' compensation law or arising out of the failure
of the Contractor to conform to any statutes, ordinances, regulation, law or court
decree. It is agreed that the Contractor will be responsible for primary loss
investigation, defense and judgment costs where this Contract of indemnity applies.
In consideration of the award of this Contract, the Contractor agrees to waive all
rights of subrogation against the County its subsidiary, parent, associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees,
agents, and volunteers for losses arising from the work performed by the Contractor
for the County.
B. The Contractor further shall investigate, process, respond to, adjust, provide
defense for and defend, pay or settle all claims, demands, or lawsuits related hereto
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.
C. Accessibility Indemnification
Contractor shall indemnify, save, and hold harmless the Indemnified Parties,
against any and all costs, expenses, claims, damages, liabilities, court awards and
other amounts (including attorneys’ fees and related costs) incurred by any of the
Indemnified Parties in relation to Contractor’s failure to comply with §§24-85-
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101, et seq., C.R.S., or the Accessibility Standards for Individuals with a
Disability as established by OIT pursuant to Section §24-85-103 (2.5), C.R.S.
XII. Accessibility.
i. Contractor shall comply with and the Work Product provided under this Contract
shall be in compliance with all applicable provisions of §§24-85-101, et seq., C.R.S.,
and the Accessibility Standards for Individuals with a Disability, as established by
OIT pursuant to Section §24-85-103 (2.5), C.R.S. Contractor shall also comply with
all State of Colorado technology standards related to technology accessibility and
with Level AA of the most current version of the Web Content Accessibility
Guidelines (WCAG), incorporated in the State of Colorado technology standards.
The State may require Contractor’s compliance to the State’s Accessibility Standards
to be determined by a third party selected by the State to attest to Contractor’s Work
Product and software is in compliance with §§24-85-101, et seq., C.R.S., and the
Accessibility Standards for Individuals with a Disability as established by OIT
pursuant to Section §24-85-103 (2.5), C.R.S.
XIII. Insurance. Contractor and subcontractors shall procure and maintain until all of their
obligations have been discharged, including any warranty periods under this Contract
are satisfied, insurance against claims for injury to persons or damage to property which
may arise from or in connection with the performance of the work hereunder by the
Contractor, its agents, representatives, employees or subcontractors.
The insurance requirements herein are minimum requirements for this Contract and in
no way limit the indemnity covenants contained in this Contract. The policies shall
include, or be endorsed to include, the following provision: On insurance policies
where the County is named as an additional insured, the County shall be an additional
insured to the full limits of liability purchased by the Contractor even if those limits of
liability are in excess of those required by this Contract.
The County in no way warrants that the minimum limits contained herein are sufficient
to protect the Contractor from liabilities that might arise out of the performance of the
work under this Contract by the Contractor, its agents, representatives, employees, or
subcontractors. The Contractor shall assess its own risks and if it deems appropriate
and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not
relieved of any liability or other obligations assumed or pursuant to the Contract by
reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or
types. Commercial General Liability Completed Operations coverage must be kept in
effect for up to three (3) years after completion of the project.
A. Coverage and Limits of Insurance. Contractor shall provide coverage with limits
of liability requirements provided that the coverage is written on a “following form”
basis.
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1) Statutory Workers’ Compensation: Colorado statutory minimums
a. Policy shall contain a waiver of subrogation against the County.
b. This requirement shall not apply when a contractor or subcontractor
is exempt under Colorado Workers’ Compensation Act AND when
such contractor or subcontractor executes the appropriate sole
proprietor waiver form.
Minimum Limits:
Coverage A (Workers’ Compensation) Statutory
Coverage B (Employers Liability) $ 500,000
$ 500,000
$ 500,000
2) Commercial General Liability – ISO 1CG 0001 form or equivalent.
(With County named as an additional insured)
Minimum Limits:
General Aggregate $ 2,000,000
Products/Completed Operations Aggregate $ 2,000,000
Each Occurrence Limit $ 1,000,000
Personal/Advertising Injury $ 1,000,000
Fire Damage (Any One Fire) $ 50,000
Medical Payments (Any One Person) $ 5,000
Coverage to include:
• Premises and Operations
• 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
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with respect to liability and defense of suits arising out of the activities performed
by, or on behalf of the Contractor, including completed operations”.
3) Auto Liability: Bodily injury and property damage for any owned,
hired and non-owned vehicles used in the performance of this Contract.
Minimum Limits: Statutory
Coverage Bodily/Property Damage (Each Accident) $ 1,000,000
4) Special Coverages (check as appropriate and insert amount):
a. ☐ Performance Bond $
b. ☐ Professional Errors and Omissions
c. ☐ Aircraft Liability
d. ☐ Owner’s Protective
e. ☐ Builder’s Risk
f. ☐ Boiler and Machinery
g. ☐ Loss of Use Insurance
h. ☐ Pollution Liability
i. ☐ Crime, including Employee Dishonesty Coverage, or Fidelity
Bond
B. Proof of Insurance:
1) Each insurance policy required by the insurance provisions of this
Contract shall provide the required coverage and shall not be suspended,
voided or canceled except after thirty (30) days prior written notice has been
given to the County, except when cancellation is for non-payment of
premium, then ten (10) days prior notice may be given. Such notice shall
be emailed directly to Procurement@pitkincounty.com. If the insurance
carrier will not provide the required notice, the Consultant/Contractor and
or its insurance broker shall notify the County of any cancellation, or
reduction in coverage or limits of any insurance within seven (7) days of
receipt of insurers’ notification to that effect. Simultaneously with the
Certificates of Insurance, the Contractor shall file with the Project Lead a
certified statement as to claims pending against the required coverages,
reserves established on account of such claims, defense costs expended and
amounts remaining on policy limits.
2) In addition, these Certificates of Insurance shall contain the following
clauses:
a. The contractor’s insurance shall be primary and non-contributory with
any insurance or self-insurance purchased by the County.
b. The insurance companies issuing the policy or policies hereunder shall
have no recourse against the County of Pitkin for payment of any
premiums or for assessments under any form of policy.
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c. Any and all deductibles or self-insured retentions in the above-
described insurance policies shall be assumed by and be for the
amount of, and at the sole expense of the Contractor.
d. Location of operations shall be: “all operations and locations at which
work for the referenced Project is being done.”
3) Certificates of Insurance for all renewal policies shall be delivered to
the County’s Representative at least fifteen (15) days prior to a policy’s
expiration date except for any policy expiring on the expiration date of this
Contract or thereafter.
4) The County reserves the right to request and receive a copy of any
policy and any policy endorsement at any time during the term of this
Contract.
XIV. Exemptions and Preferences. All purchases of construction or building or any other
materials for this Contract shall not include Federal Excise Taxes or Colorado State or
local sales or use taxes. Pitkin County is exempt from such taxes under registration
numbers 98-02624 and 84-78000-5k.
XV. Records. The Contractor shall maintain comprehensive, complete and accurate
books, records, and documents concerning its performance relating to this Contract for
a period of three (3) years after final payment under the Contract and the County shall
have the right within the three (3) year period to inspect and audit these books, records
and documents, upon demand, in a reasonable manner and at reasonable times, for the
purpose of determining, by accepted accounting and auditing standards, compliance
with all provisions of the Contract and applicable law.
XVI. Contract Made in Colorado. The parties agree that this Contract was made in
accordance with the laws of the State of Colorado and shall be so construed. Venue is
agreed to be exclusively in the courts of Pitkin County, Colorado.
XVII. Attorney’s Fees. In the event that legal action is necessary to enforce any of the
provisions of this Contract, the substantially prevailing party shall be entitled to its costs
and reasonable attorney’s fees.
XVIII. Governmental Immunity. Contractor agrees and understands that Pitkin County is
relying on and does not waive, by any provision of this Contract, the monetary
limitations or terms (presently $150,000 per person and $600,000 per occurrence) or
any other rights, immunities, and protections provided by the Colorado Governmental
Immunity Act, 24-10-101, et seq., C.R.S., as from time to time amended, or otherwise
available to Pitkin County or any of its officers, agents or employees. Further, nothing
in this Contract shall be construed or interpreted to require or provide for indemnification
of the Contractor by the County for any injury to any person or any property damage
Contract # 183.24 Revision: 2024.10.08 iso8601 CDD iso 8601
8
whatsoever which is caused by the negligence or other misconduct of the County or its
agent or employees.
XIX. 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.
XX. 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: Project Lead
Street Address
City, ST ZIP Email: first.last@pitkincounty.com
with copies to: Pitkin County Attorney’s Office
530 E. Main St., Suite #301
Aspen, Colorado 81611 Email: Attorney@pitkincounty.com To Contractor:
Contractor Legal Entity Contractor Street Address (Include Suite/Unit) City, ST ZIP Phone: ( ) - Email: first.last@emailserver.com
Contract # 183.24 Revision: 2024.10.08 iso8601 CDD iso 8601
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IN WITNESS WHEREOF, the parties have executed this Contract as of the date first set out herein above.
CONTRACTOR LEGAL ENTITY ________________________________________________
!#VENDOR SIGNATURE#! Date
PITKIN COUNTY, COLORADO RECOMMENDED FOR APPROVAL:
_________________________________________________ !#DEPARTMENT REPRESENTATIVE#! Date
COUNTY MANAGER APPROVAL: ________________________________________________
!#COUNTY MANAGER#! Date
Proposal for RFP 183.24 - Phillips Mobile Home Park Assessment
Social Housing LLC (dba Social Communities)
1777 Wewatta St, Ste 910
Denver, CO 80202
Lee Tuchfarber
612/716-0500
ltuchfarber@social-communities.com
Date Submitted: November 15, 2024
All Required Contents – See Addendum A
Project Portfolio of Team Member, Jim Mueller – See Addendum B
List of Subcontractors – NA
__________________________
Lee Tuchfarber, CEOof Social Communities
Attachment B
Addendum A
Table of Contents
1.Introduction and Executive Summary
2.Proposed Approach and Methodology (Tasks 1-5)
3.Proposed Timelines for Deliverables
4.Estimated Cost of Services
5.Qualifications and Similar Past Work6.Key Team Members and References
7.Sample Contract Review with Proposed Modifications
Introduction and Executive Summary
We are pleased to submit our proposal in response to RFP 183.24 for the Phillips Mobile Home
Park Assessment. With a proven track record in managing residential communities, including
mobile home parks, we bring a wealth of expertise in tenant engagement, regulatory compliance,
infrastructure assessments, and strategic planning. Our team of senior consultants is dedicated to
supporting Pitkin County’s vision for the Phillips Mobile Home Park, ensuring its long-term
sustainability and alignment with community needs.
Proposed Approach and Methodology (Tasks 1-5)
Task 1: Understanding Past Work and County Process
Our objective is to thoroughly understand the existing conditions and processes related to the
Mobile Home Park to anticipate future needs, identify data and analysis gaps, and align with
Pitkin County's vision. We will begin by collecting and reviewing all existing documentation,
including past studies, analyses, and data such as environmental reports, property assessments,
financial documents, policies, contracts, and maintenance records. This comprehensive review
will enable us to develop a preventative plan that addresses needs before they arise.
We will create detailed lists of required information under key categories like financial
information, operations, governmental regulations, resident information, material contracts,
property and zoning, environmental assessments, and insurance documentation. Collaborating
closely with county staff, residents, and the property manager, we will gather all relevant
information currently available.
Identifying any information gaps, we will assess missing key data or analyses and develop plans
to obtain them, which may include commissioning third-party reports. If consultants are
required, we will generate budgets, solicit bids, and establish timelines for their services. All
collected documents will be organized into a comprehensive library accessible to relevant county
staff and stakeholders, ensuring transparency and ease of use.
Engaging with county staff and social communities, we will conduct meetings to understand the
County's vision for the park, future housing developments, and integration plans. By identifying
challenges and opportunities, we will collaborate on solutions that align with the County's goals.
The outcomes of Task 1 include a detailed summary of existing reports and assessments,
identification of data and analysis gaps, proposed plans to obtain missing information, a
comprehensive document library, and an enhanced understanding of the County's priorities.
By systematically collecting and analyzing existing information, we aim to build a solid
foundation for future planning and development of the Mobile Home Park. Our proactive
approach ensures alignment with Pitkin County's vision and readiness to address future needs.
Task 2: Tenant Engagement and Assessment
Our objective is to actively engage with tenants to understand their current and future needs,
improve two-way communication, identify non-compliance challenges, and enhance compliance
with park regulations. We will schedule meetings and visits at times convenient for tenants,
organizing community activities like town halls and establishing a resident volunteer committee
to foster relationships and open dialogue.
To ensure transparent and accessible communication, we will implement multiple channels,
including a 24/7 emergency hotline and quarterly virtual meetings. We will enhance digital
access by providing a community hotspot, setting up a secure online portal for residents, and
supplying a community printer for essential documents. Collaborating with the County, we will
develop a long-term communication plan, proposing a structure where the management company
serves as the primary liaison to streamline interactions.
We will include a communications matrix detailing communication types, frequencies, and
response times, from financial reporting to emergency repairs. Additionally, we'll produce a
monthly report for ownership covering collections actions, legal proceedings, violation notices,
payment plans, maintenance issues, and other business matters, functioning as a dashboard to
track ongoing activities.
To address non-compliance, we will document instances, identify patterns, and assist in creating
a tiered enforcement process with clear expectations and consequences. Educational programs
will help tenants understand the “why” in regard to codes and regulations, and incentive
programs will reward compliance. Introduce an incentive program rewarding tenants who
maintain zero violations over a set period (e.g., offering gift cards funded by collected fines is
one possible approach). Conducting an initial tenant satisfaction survey, we will analyze results
and collaborate with residents on actionable solutions. Sample questions may include:
• How satisfied are you with the current conditions of the park?
• What do you expect from park management?
• If you could change three things about the park, what would they be?
We will also assist residents in accessing financial assistance programs to reduce burdens and
contribute to a stable community.
Outcomes include collected survey data, improved communication channels, increased
understanding of regulations, documentation of non-compliance issues, improved tenant
compliance, and financial assistance support. By engaging directly with tenants and fostering
open communication, we aim to build a collaborative and respectful community aligned with
Pitkin County's objectives.
Task 3: Land, Structures, and Utilities Assessment and Documentation
Our objective is to conduct a comprehensive assessment of the Mobile Home Park's land,
structures, and utilities, documenting conditions, risks, and management practices. We will
perform on-site visits with County representatives and the property manager, evaluating all
aspects of the park using comprehensive checklists.
Reviewing existing infrastructure documents, we will assess the need for third-party consultants
with specialized expertise in engineering with respect to mobile home parks, to create detailed
maps and site sketches if necessary. Our focus includes evaluating bridges, ditches, agricultural
fields, floodways, and trailer placements, recommending relocations if needed.
We will assess utilities and infrastructure, determining water sources, locating wells and storage
tanks, identifying issues like freezing pipes, evaluating sanitary sewer systems, electrical
infrastructure, stormwater drainage, and investigating underground storage tanks. Roadways,
driveways, and communal facilities will be evaluated for functionality and safety compliance.
Reviewing zoning compliance and identifying code violations, we will rate the condition of
systems and structures, establishing recommended actions categorized by urgency—immediate,
short-term, or long-term. A budget will be developed, identifying near-term expenses and
projecting future costs over the next 10 years.
In assessing management needs, we will conduct an operations assessment to understand current
duties and future requirements, considering categories like maintenance planning, tenant
screening, fiscal activities, financial reporting, maintenance and repairs, procurement, property
appearance, code enforcement, and communications with ownership. We'll address non-routine
projects and establish communication protocols for various scenarios.
We will support larger clean-up projects by developing timelines with clear deadlines and regular
check-ins to monitor progress.
Outcomes include a comprehensive park assessment with detailed reports, documentation of
conditions, an operations assessment report with improvement recommendations, future
contractor and work scope recommendations, and a plan for removing unused structures. Our
approach ensures open communication, regulatory compliance, minimal resident impact, quality
assurance, and cost efficiency, equipping Pitkin County with the necessary understanding and
strategic plans for long-term success.
Task 4: Legal Compliance Audit and Policy Development
Our objective is to conduct a comprehensive legal compliance audit of the Mobile Home Park,
address compliance gaps, and support Pitkin County in developing and implementing new
policies aligned with legal requirements and community needs. We will review applicable laws
and regulations, including Pitkin County ordinances, the Colorado Mobile Home Park Act, the
Federal Fair Housing Act, and Relocation Assistance guidelines.
Assessing current practices, we will identify areas of non-compliance or potential legal risks,
documenting findings with detailed references. Developing action plans for each compliance
gap, we will assign responsibilities and establish timelines, prioritizing high-risk issues.
Consulting with stakeholders, we will engage residents through meetings and surveys,
collaborate with County officials to discuss challenges and objectives, and may include legal
experts (to the extent necessary) in policy development. We will formulate policies such as a flat-
rate aging trailer purchase program and relocation incentives, ensuring compliance and providing
options for residents.
Legal counsel specializing in mobile home park law will review all policy drafts. We will outline
steps for policy implementation, developing communication strategies, providing clear
explanations and educational materials, and training staff on new procedures. Processes for
ongoing compliance monitoring will be established, including regular audits, enforcement
procedures, and feedback mechanisms.
Deliverables include a legal compliance audit report, a compliance gap remediation plan, drafted
policies, a policy implementation plan, and a compliance monitoring framework. Our
comprehensive approach integrates legal expertise, stakeholder engagement, and practical
planning, ensuring the County fulfills its responsibilities while enhancing residents' quality of
life.
Task 5: Future Planning Assistance
Our objective is to provide expert guidance to Pitkin County in planning for the mobile home
park's future. We will evaluate possible governance and funding models, inform the scope of
future property management, provide recommendations for a relocation process, and interface
with the infrastructure and development team.
Researching governance models such as County ownership with professional management,
resident-owned communities, public-private partnerships, and non-profit ownership, we will
assess advantages, challenges, and legal implications. Funding options like grants, low-interest
loans, tax incentives, and community investment funds will be explored. A feasibility assessment
with SWOT analysis will inform our recommendations tailored to the County's objectives and
resident needs.
In guiding the future scope of a property manager, we will review the existing agreement,
identifying gaps and areas for improvement in categories like tenant screening, fiscal activities,
financial reporting, maintenance and repairs, procurement, property appearance, code
enforcement, and communications with ownership. We will address non-routine work, including
tenant legal processes and capital projects, and establish communication protocols for various
scenarios.
Defining clear roles and responsibilities, we will establish key performance indicators to measure
effectiveness and provide contractual recommendations. We can create a slide deck for the
County as a guide on mobile home park management requirements, including responsibilities of
various stakeholders, maintenance, lender requirements, and reporting.
For the relocation process, we will ensure compliance with relevant laws, engage residents to
understand their needs, and develop a detailed plan with timelines, communication strategies,
financial assistance programs, housing options, and support services, mitigating risks and
minimizing disruption.
Interfacing with the infrastructure and development team, we will align objectives, share insights
to inform development activities, and ensure improvements complement proposed governance
models and management strategies. Facilitating communication between the development team
and residents, we aim to promote transparency and trust.
Outcomes include an evaluation of future governance and financial models with
recommendations, a detailed scope of work for future property management, and a final
relocation plan that is legally compliant and resident-focused. Our approach emphasizes
collaborative planning, legal compliance, and community well-being, supporting Pitkin County
in achieving its vision while fostering a sustainable environment for residents.
Proposed Timelines for Deliverables
Task 1: Understanding Past Work and County Process
Estimated Duration: Approximately 3 to 8 weeks
The duration of Task 1 is expected to range from three to eight weeks. This variability depends
on several factors, including the availability of existing documentation, stakeholder availability,
and the extent of information gaps. If documents are dispersed or require extensive retrieval
efforts, additional time may be needed. Scheduling meetings with County staff and property
managers may also affect the timeline, and identifying and planning to obtain missing
information could require extra time.
Activities for this task involve collecting and reviewing existing documentation to gather all
relevant past studies, reports, and data to understand the historical context. We will identify
information gaps by determining what critical information is missing and developing plans to
acquire it. Engaging with County staff is key; we will meet with County officials to understand
their vision and priorities for the Mobile Home Park. Finally, we will organize all collected data
into a comprehensive document library for easy access and reference.
Task 2: Tenant Engagement and Assessment
Estimated Duration: Approximately 4 to 8 weeks
This task may take between four to eight weeks, influenced by tenant availability and
participation, as well as the extent of non-compliance issues. Response rates to surveys and
attendance at meetings can impact the timeline, and significant challenges may require more time
to address effectively.
Activities include developing and implementing a communication plan to create strategies that
enhance two-way communication with tenants. We will schedule tenant meetings and
community activities at convenient times to encourage maximum participation. Conducting
tenant satisfaction surveys will help us collect and analyze feedback to understand tenant needs
and expectations. We will document non-compliance issues by identifying patterns and assisting
in developing enforcement processes. Additionally, we will assist residents in accessing financial
assistance programs to alleviate financial burdens.
Task 3: Land, Structures, and Utilities Assessment and Documentation
Estimated Duration: Approximately 6 to 10 weeks
The timeline for this task depends on the complexity of site conditions and the need for third-
party consultants. Complex infrastructure issues may necessitate more extensive assessments,
and engaging specialized consultants could add time due to procurement and scheduling
processes.
Activities involve conducting on-site visits to assess all aspects of the park with County
representatives. We will review existing infrastructure documents to analyze current records and
inform assessments. Assessing utilities, structures, and land management responsibilities will
allow us to evaluate the condition and functionality of all physical components. We will evaluate
zoning compliance to identify any code violations and areas needing attention. Developing
action plans will enable us to prioritize recommendations and create budgets for necessary
improvements.
Task 4: Legal Compliance Audit and Policy Development
Estimated Duration: Approximately 5 to 8 weeks
Several variables may affect this timeline, such as the complexity of compliance issues,
stakeholder consultation, and policy review and approval. More significant gaps in compliance
may require additional time to develop remediation plans. Engaging with residents, legal
counsel, and County officials may extend the timeline, and legal reviews and necessary revisions
can add time.
Activities for this task include reviewing applicable laws and regulations to ensure all practices
align with legal requirements. We will assess current practices for compliance, identifying any
areas of non-compliance. Developing remediation plans involves creating actionable steps to
address compliance gaps. Consulting with stakeholders allows us to gather input from all
relevant parties to inform policy development. We will develop new policies that are legally
sound and meet community needs, and outline implementation steps to plan for rolling out new
policies and monitoring compliance.
Task 5: Future Planning Assistance
Estimated Duration: Approximately 6 to 10 weeks
Factors influencing the duration include the complexity of governance and funding models,
coordination with the infrastructure and development team, and resident engagement. Evaluating
multiple governance and funding models may require extensive analysis. Scheduling and
aligning objectives with the infrastructure and development team can affect timing, and
developing a relocation plan may take longer if extensive resident input is needed.
Activities involve evaluating governance and funding models to assess various options and
recommend the most suitable for the park's future. We will provide guidance on the property
management scope by defining roles and expectations for future management. Developing
relocation process recommendations includes creating a plan that considers residents' needs and
legal requirements. Interfacing with the development team ensures collaboration to align
infrastructure improvements with overall plans.
Overall Project Timeline
Total Estimated Duration: Approximately 4 to 6 months
This overall timeline accounts for tasks potentially overlapping and variables that may arise
during the project. The provided ranges are designed to accommodate any delays or extensions
due to stakeholder availability, discovery of additional needs, and resource allocation.
Adjustments may be needed based on the availability of County staff, residents, and consultants.
As we engage in each task, new focus areas may emerge, requiring timeline adjustments. We are
prepared to adjust our team's resources to accelerate or extend efforts as necessary.
Flexibility and Variables
We acknowledge that flexibility is crucial for the project's success. Variables such as stakeholder
availability, the emergence of additional needs, and resource allocation will be managed through
adjustable schedules. Timelines will be adapted based on real-time project developments, and our
team is ready to reallocate resources to meet changing demands. Proactive communication
through regular updates will ensure all parties are informed of progress and any changes.
Managing Expectations
To ensure transparency and effective collaboration, we propose setting up regular
communication, such as bi-weekly check-in meetings, to provide updates and discuss
adjustments. Collaborative planning involves working closely with the County to prioritize tasks
and reallocate time to meet critical deadlines. Transparent reporting means any potential delays
or scope changes will be communicated promptly, along with proposed solutions to mitigate
impacts.
Estimated Cost of Services
We propose to provide the services outlined in Tasks 1 through 5 on a project-based fee basis
with the proposed ranges on coast depending on noted variables. All work will be conducted by
senior consultants with extensive experience in mobile home park management, legal
compliance, community engagement, and project planning. We have simplified our fee structure
to ensure transparency and ease of understanding.
Given the variable nature of the project and potential emergence of additional work, we have
estimated the hours required for each task as follows:
Task 1: Understanding Past Work and County Process
Estimated Cost: $12,000 to $15,000
Task 2: Tenant Engagement and Assessment
Estimated Cost: $6,000 to $9,000
Task 3: Land, Structures, and Utilities Assessment and Documentation
Estimated Cost: $10,000 to $15,000
Task 4: Legal Compliance Audit and Policy Development
Estimated Cost: $8,000 to $12,000
Task 5: Future Planning Assistance
Estimated Cost: $8,500 to $12,500
Total Estimated Cost: $44,500 to $63,500
Please note that these are preliminary estimates. The actual hours and costs may vary depending
on factors such as stakeholder availability, the extent of information gaps, and any additional
needs identified during the project. We will provide regular updates on the hours expended and
adjust our estimates as necessary, keeping the County informed throughout the process.
Overseeing Specialized Consultants
We recognize that certain aspects of the project may require the expertise of specialized
consultants, such as engineers or environmental specialists. While we cannot predict the exact
scope of this work at this stage, we are prepared to:
• Identify Needs: Determine when specialized expertise is necessary to achieve project
objectives.
• Coordinate Engagements: Assist the County in engaging qualified consultants, including
soliciting bids and defining scopes of work.
• Provide Oversight: Oversee and coordinate the work of specialized consultants to ensure
alignment with project goals and timelines.
• Integrate Findings: Incorporate the consultants' insights and reports into our overall
project deliverables.
The costs associated with thirdparty consultants are not included in our estimated fees above.
Any such expenses will be discussed with and approved by the County before proceeding.
Ongoing Support and Thought Partnership
We are committed to being a longterm partner to Pitkin County. Beyond the timelines proposed
for each task, we are available to provide ongoing support and expertise on an asneeded basis.
Our team is eager to continue working with the County to address emerging challenges, refine
strategies, and contribute to the successful management and development of the Mobile Home
Park.
• Flexible Engagement: We can adapt our involvement based on the County's evolving
needs, whether for specific projects or general advisory support.
• Consistent Rate: Our services will continue to be offered at the same hourly rate of $150
per hour.
• Proactive Collaboration: We will remain proactive in identifying opportunities and
proposing solutions that align with the County's objectives.
Reimbursable Expenses
We will bill for direct expenses incurred during the course of the project at cost, without any
markup. These expenses may include:
• Travel Expenses: Mileage (billed at the IRS standard rate), lodging, and meals when
traveling to Pitkin County or other necessary locations.
• Materials and Supplies: Costs for printing, mailing, and necessary materials for meetings
or presentations.
• Communication Tools: Fees for any required communication platforms or tools to
facilitate collaboration.
All reimbursable expenses will be itemized in our invoices. We will seek prior approval from the
County for any significant expenses to ensure transparency and alignment with budgetary
expectations.
Qualifications and Similar Past Work
360 Degree Operations Assessments:
Our organization has a proven track record of conducting comprehensive 360-degree operations
assessments for residential communities, particularly those requiring turnaround strategies for
struggling projects. These in-depth assessments typically result in detailed reports of
approximately 20 pages. We provide summaries of the physical infrastructure, legal status, and
permitting details, alongside item-by-item evaluations of building interiors and exteriors.
Utilizing a status rating system, we indicate conditions and identify necessary repairs or
replacements. Our assessments include occupancy and financial analyses to understand the
community's economic health, as well as evaluations of existing management practices and
personnel effectiveness.
We examine maintenance procedures, schedules, and responsiveness, and conduct regulatory
assessments to review compliance with local, state, and federal regulations. Collecting feedback
from residents and current management staff through surveys allows us to gauge community
improvements and satisfaction levels. We also evaluate necessary capital improvements and
associated budgeting (CapEx needs), and conduct in-depth interviews with residents and
management staff to gain detailed operational insights. These comprehensive assessments enable
us to develop targeted strategies that improve operations, enhance resident satisfaction, and
ensure regulatory compliance.
Mobile Home Park Management Experience:
Our experience in managing residential communities extends to mobile home parks, where we
have addressed complex operational challenges. For instance, we were selected by ROC USA,
one of the country's largest lenders, to manage multiple mobile home parks in Colorado,
underscoring our expertise and the trust placed in our management capabilities. In Dumont,
Colorado, we manage a mobile home park facing challenges similar to the Phillips Mobile Home
Park, including infrastructure issues and tenant code violations. This project involves
collaborating with specialized infrastructure and utilities consultants, conducting property
condition assessments, exploring alternative forms of ownership and governance, organizing
town hall meetings, and utilizing alternative funding mechanisms.
We were also chosen to manage a park in Boulder, Colorado, after an extensive and competitive
selection process. Although we opted to focus on the Western Colorado mountain region and
declined the project, this selection validates our approach, experience, and team skill set. With
management oversight of over 750 units across 35 properties, we demonstrate the ability to
handle diverse and complex operational challenges across a vast array of residential projects. Our
team has a proven track record of building collaborative relationships with residents to address
complex issues such as code compliance and nonpayment of rent, fostering a sense of
community and mutual respect. We are adept at navigating the strict regulatory requirements of
the residential sector, which translates to the unique regulations governing mobile home parks.
Resident Satisfaction/Collaboration/Surveys/Town Hall Sessions:
Prioritizing resident satisfaction and engagement, we implement quarterly tenant surveys across
various projects. These surveys objectively assess satisfaction levels by gathering data on
residents' experiences with our management approach. They provide valuable insights,
identifying areas of success and opportunities for improvement that may not be apparent through
regular interactions. We use this feedback to tailor our management practices to better meet
resident needs and enhance the overall living experience. This proactive approach has proven
highly effective in improving resident relations and community satisfaction.
Our extensive experience conducting town hall meetings and resident engagement sessions,
using a human-centered approach, is crucial for community building. We establish collaborative
and positive relationships with residents from the outset by gathering their input on topics such
as desired future developments, design features, and community improvements. Combining open
discussions with informative presentations encourages resident participation and fosters
interactive dialogue. We identify and empower key residents to form councils or committees that
represent the community's interests and facilitate ongoing communication. These sessions are
instrumental in fostering a sense of ownership and involvement among residents, leading to more
cohesive and engaged communities.
Land Use/Infrastructure/Project Planning:
For reference, please see Addendum B for a partial project portfolio of one of our team members,
Jim Mueller. Our team brings a wealth of expertise in land use, infrastructure, and project
planning, essential for managing and improving mobile home parks. With team members holding
degrees in design and architecture, we are equipped to address many of the requirements specific
to mobile home parks. With over 45 years of experience in managing and redeveloping large-
scale projects—including critical infrastructure upgrades and installations—we are positioned to
handle complex real estate challenges.
Our diverse project portfolio spans various real estate endeavors, including ground-up
developments and land planning, where we manage projects from inception through completion,
ensuring strategic alignment with community needs. We possess expertise in infrastructure
planning, covering roads, bridges, ditches, floodway zones, and utilities essential for mobile
home park functionality. Overseeing thorough property condition assessments informs our
maintenance and improvement plans. Our experience includes effective collaboration with
specialized consultants such as engineers, land use planners, environmental specialists, and other
experts to achieve project goals. We have successfully navigated complex partnerships among
multiple stakeholders to accomplish challenging real estate objectives.
Real Estate Funding/Financial Pro Formas:
In terms of mobile home park funding and financial management, we have substantial experience
in securing and managing funding for a variety of real estate projects. Our expertise includes
identifying and leveraging various funding sources, including complex alternative funding
structures. We develop detailed budgets and pro formas to guide project planning and ensure
financial viability.
By combining our extensive experience in operations assessments, property management,
resident engagement, infrastructure planning, and financial management, we are well-equipped
to support Pitkin County in managing and enhancing the Phillips Mobile Home Park. Our proven
methodologies and human-centered approach align with the County's objectives to improve
community living standards while adeptly navigating the complexities inherent in the needed
mobile home park scope of work.
Key Team Members and References
Lee Tuchfarber
Mr. Tuchfarber has developed and managed a portfolio of 455 residential units, with a total of
$85 million in development costs. Notable projects include a 60-bed residential community in
suburban Denver and a 112-bed memory care and assisted living campus in Glenwood Springs,
Colorado.
In 2022, he turned his attention to the attainable workforce housing gap in Colorado’s mountain
communities. His strategy involves managing and preserving mobile home parks while
developing new housing solutions. His company, Social Communities, is committed to
addressing the challenges of affordable housing for workers in Colorado’s mountain regions.
Tiffany Perryman
Tiffany has risen through various senior management roles, eventually consulting privately. She
has overseen over 850 units across 33 buildings, refining her leadership style and resident
relations approach.
Her human-centered approach ensures that resident needs are fully understood, fostering
collaboration and solutions beneficial to both residents and ownership. Tiffany's experience
includes significant roles at Healthmark Services, demonstrating her excellence in marketing,
operations, and resident relations.
Jim Mueller
With more than 35 years of real estate experience, Jim brings expertise in largescale
development projects. Previously, he ran an investment and development firm and was Senior
Director of Development for Vulcan Inc., a Paul Allen company in Seattle.
Jim led one of the largest redevelopment efforts in Seattle’s Southlake Union area, home to
major companies like Amazon, the Gates Foundation, and others. His international experience
includes serving as Senior VP and CEO for Koll Development in Asia, managing projects in
Shanghai and Kuala Lumpur.
Jim holds an MBA from the Wharton School with a major in Finance, Real Estate, and
International Business, and a degree in Architecture from Kansas State University.
LIST OF REFERENCES
1. Lionel Kraft
Owner of Greeley Village
Email: lee@palosverdescapitallandgroup.com
Phone: (801) 5975752
2. Britt Brooks
Owner of Legacy Heights
Email: pastorbritt@vbfirst.com
Phone: (713) 2080358
3. Chris Claps
Debt Fund Manager
Email: cclaps@outlook.com
Phone: (201) 4019353
Sample Contract Review with Proposed Modifications
Termination Without Cause (Section VI)
Proposed Change: "The County may terminate this Contract without cause upon thirty (30) days'
written notice to the Contractor. In the event of such termination, the Contractor shall be entitled
to compensation for all services performed up to the date of termination.
Indemnification (Section XI)
Proposed change: "Contractor shall indemnify and hold harmless the County from claims,
damages, and expenses, including attorney's fees, arising solely from Contractor’s negligent
performance of its obligations under this Contract. This indemnification shall not apply to any
claims arising from the County’s own negligence or misconduct."
Ongoing Work Beyond Timelines (Additional Clause)
Proposed Change "Upon mutual agreement, Contractor may continue to provide services beyond
the original project timeline at the agreed-upon hourly rate of $150. Additional work will be
documented through change orders signed by both parties."
JAMES C. MUELLER
Portfolio Projects
DOLLAR 2018 Dollars,BUILDINGS
PROJECT TASK VALUE Factor Executed Projects COMPLETED DATE LOCATION
Lisbon Embassy Architect Design only 1979-1980 Lisbon Portugal
Koll I-90 (90 ksf office)Land Acquisition $1,500,000 2.33 $3,495,000 4Q85 Bellevue, WA
Development and Loan $10,000,000 2.33 $23,300,000 2 4Q85
Sale $15,000,000 $0 4Q88
$0Koll Bel-Kirk (90 ksf office)Ground Lease $1,500,000 2.33 $3,495,000 4Q85 Bellevue, WA
Development and Loan $9,000,000 2.33 $20,970,000 2 4Q85
Property Management $0
$0Koll Market Place Tower Equity Partner $6,000,000 $0 1Q86 Seattle, WA
(200 ksf office & Condos)Construction Loan $27,000,000 $0 1 2Q86
$0Koll Canyon Park Phase III Development*$8,000,000 2.12 $16,960,000 2 1988 Bothell, WA
(Office, Industrial, R & D)Phase I,II,III Sale $45,000,000 $0 4Q88
Joint Venture One $15,000,000 2.03 $30,450,000 4 1989-1990
Joint Venture Two $18,000,000 1.84 $33,120,000 4 1991-1992
Fee Development*$100,000,000 $0 1992-1997
Koll Northcreek Business Park $9,000,000 2.29 $20,610,000 6 1986 Bothell, WA
(Office, Industrial, R & D) Development*
Tech Center $7,000,000 2.21 $15,470,000 3 1987
Development*
Gretag Headquarters $6,000,000 2.03 $12,180,000 1 1989
Development*Office Building $5,000,000 2.12 $10,600,000 1 1988-1989
Development*
Restaurant & Retail $2,000,000 $0
Development*
Joint Venture $100,000,000 $0 1985-1997
Property Management 1985-1997
Land Sales 1985-1997
Koll Bellefield Office Development sale $5,000,000 $0 Sold Bellevue, WA
Bellevue Court Joint Venture &$100,000,000 $0 Did not pursue Bellevue, WA
(200 units + 400 ksf Feasibility due to slim margin
commercial, 1500 cars)$0
$0Koll North Bend Joint Venture & $20,000,000 $0 1988-1990 North Bend, WA
(Land Deal, Nintendo) Development*$0
$0
$0Koll Cordata Centre Joint Venture & $20,000,000 1.84 $36,800,000 4 1991-1994 Bellingham, WA
(320 ksf Power Center) Development*$0
$0Stuart Road Associates Development* and Sales $3,500,000 1.74 $6,090,000 1 1993-1994 Bellingham, WA
(11 Acre Retail Project)$0
Burlington Air Express Fee Development (BTS)$2,800,000 1.65 $4,620,000 1 1995-1996 Seattle, WA
(Air Freight Facility)$0
Costco HQ redevelopment Fee Development $4,000,000 1.60 $6,400,000 1 1996-1997 Kirkland, WA
(office rehab)$0
Chia Tai Riverfest Fee Development $350,000,000 1.56 $546,000,000 1 1997-2000 Shanghai, China
(1.5 msf retail)$0
Guthrie Corridor Development Consulting, mixed use, 5 new towns, toll highway $1,600,000 $0 1997-1998 Kuala Lumpur, Malaysia
(12,000 Acres)$0
Guthrie Aerospace Park Fee Development/Brokerage $125,000,000 $0 1997-2000 Kuala Lumpur, Malaysia
(130 acres)$0
Shanghai Distribution Center Pre-Development $35,000,000 $0 1999-2000 Shanghai, China
1,000,000 SF $0
Lucent Manufacturing Plant Pre-Development, Bidding, Lease $10,000,000 $0 1999-2000 Shanghai, China
South Lake Union Redevelopment Concept, Planning, Land and building
acquisition, infrastructure finance, project development
$250,000,000 $0 2000-ongoing will be
many billions of dollars when complete
Seattle, WA
Alley 24 Office and residential full block development (Joint venture)$80,000,000 1.33 $106,400,000 3 2004 Seattle, WA
Alcyone Residential mid-rise (Joint venture)$40,000,000 1.36 $54,400,000 1 2003 Seattle, WA
2200 Westlake Hotel Retail and residential full block Development (Joint venture)$200,000,000 1.29 $258,000,000 3 2005 Seattle, WA
Tommy Bahama HQ Office Joint Venture Development $26,250,000 1.33 $34,912,500 1 2004 Seattle, WA
Seattle Biomedical Research Labs and HQ Joint Venture Development $35,000,000 1.36 $47,600,000 1 2003 Seattle, WA
2201 Westlake, (Enso) office, retail and residential full block 2 buildings on podium Land Acquisition, Pre- Development $0 Seattle, WA
University of Washington Biomedical campus Pre-development, development. Three
City blocks
$50,000,000 1.33 $66,500,000 1 2004, this is phase 1
only
Seattle, WA
Columbia City TOD Residential, retail, Acquisition, pre-development, disposition $15,000,000 $0 2008-2012 Seattle, WA
2203 East Union Residential, retail, Acquisition, pre-
development, disposition
$4,000,000 $0 2006-2012 Seattle, WA
2026 East Madison Residential, retail, Acquisition, pre-
development, disposition
$10,000,000 $0 2008-2012 Seattle, WA
2051 East Madison Residential, retail, Acquisition, development $25,000,000 1.06 $26,500,000 1 2014-2016 Seattle, WA
2100 East Madison Residential, retail, acquisition, financing, development $15,000,000 1.02 $15,300,000 1 2017-2019 Seattle, WA
Running Total $1,812,150,000 $1,400,172,500 46
* "Development" - encompasses project concept, feasibility, design, permitting, financing and leasing.
Certificate Of Completion
Envelope Id: BF75240D-1B7E-4505-BB3A-D97920066509 Status: Completed
Subject: Social Communities | Pitkin County Contract 183.24 for Review and Signature
Source Envelope:
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Record Tracking
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12/5/2024 1:04:48 PM
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Procurement@PitkinCounty.com
Location: DocuSign
Signer Events Signature Timestamp
Ashley Perl
ashley.perl@pitkincounty.com
Resiliency and Housing Director
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Company Name: Pitkin County, Colorado
Lee Tuchfarber
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CEO
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Pitkin County
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