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Home My WebLink Aboutbocc.con.amended.194.24 B-12025.05.08 CDD Contract Number Project Name Contractor Budget Line Item 15021100.574000 !#BUDG $ 42,000.00 $ - $ - $ - $ 42,000.00 Procurement Method: Form: Contract Effective 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: Project Lead:Jodie Grady Phone:(970) 963-3070 Provide a brief description of the Contract or Change Order: Contract Value Summary: $ 42,000.00 $ - $ - $ 42,000.00 Assets and Housing Task Order for Owner’s Representation Services in the Procurement of a New Access Control System for the Pitkin County Administrative Buildings Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount Contract Total No Owner's Rep Services for Access Control System Project Artaic Group Additional Budget Line Item(s) (Please fully allocate Contract Total if multiple lines apply) Formal Services/Maintenance 5/19/2025 3/31/2026 Task Order 194.24 B-1 Pitkin County Procurement Cover Sheet Cover Sheets are to be included with the contract record to provide an accurate summary of the Contract type, amounts, budget(s), and dates. Contract Information Master Service Agreement #: 194.24 B-1 Rev: 2018-10-10 btf 1 TASK ORDER Task Order/Project Name: Owner's Rep Services for Access Control System Project Task Order Number: 194.24 B-1 Task Order Budget Line Item: 15021100.574000 OWNER: CONTRACTOR: Pitkin County Artaic Group Jodie Grady – Facilities Chris Guarino 530 E Mian St 72 Fairview Blvd Aspen, CO 81611 Breckenridge, CO 80424 Phone: (970) 618-3717 Phone: (970) 471-1509 Jodie.Grady@pitkincounty.com chris.guarino@artaicgroup.com PROJECT NAME: OWNER'S REP SERVICES FOR ACCESS CONTROL SYSTEM PROJECT START DATE: May 19, 2025 END DATE: March 31, 2026 The On-Call County Project Owner's Representative Services (the “Agreement”) dated December 3, 2024 between the Board of County Commissioners of Pitkin County (the “County”) and Artaic Group 72 Fairview Blvd Breckenridge, CO 80424 (the “Contractor”), shall include the following services. 1. Contractor’s Obligations. Contractor shall provide Owner’s Representative Services in the Procurement of a New Access Control System for the Pitkin County Administrative Buildings as described in the attached Contractor Fee and Service Proposal (“Attachment A”). 2. 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 1 of this Task Order. It is expressly understood and agreed that in no event will the total compensation and reimbursement to be paid hereunder exceed the sum of Forty Two Thousand dollars and Zero cents ($42,000.00) for all services rendered. By Task Order or Task Order Amendment, the County and Contractor may reallocate the budget among project tasks if the total budget amount remains unchanged. Contractor shall invoice for the project monthly based on hours worked, with payment expected within thirty (30) days of invoice, but any payment by the County may be offset by any amount the Contractor owes the County for any reason. Any invoices not sent in the following manner may have payment delayed. All invoices for this Task Order shall reference Task Order 194.24 B-1 and Owner's Rep Services for Access Control System Project. Invoices shall be sent electronically in PDF format to miosha.wauneka@pitkincounty.com. Master Service Agreement #: 194.24 B-1 Rev: 2018-10-10 btf 2 3. Pitkin County’s Obligations. Pitkin County shall administer this contract through a County Representative. Jodie Grady, Manager Assets & Project will manage the project as the County’s Representative. 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. 4. Formation of Task Order. This Task Order is issued in accordance with the provisions of the Agreement. Contractor agrees to provide services subject to the terms of this Task Order and for the avoidance of doubt this Task Order consists of the terms set out in the Agreement. In all other respects the Agreement is in full force and effect and remains unchanged by this Task Order. ARTAIC GROUP ________________________________________________ !#VENDOR SIGNATURE#! Date PITKIN COUNTY, COLORADO ________________________________________________ !#DEPARTMENT REPRESENTATIVE#!Date Assets Manager Jodie Grady May-22-2025 Chris Guarino Principal May-23-2025 72 FAIRVIEW BLVD. BRECKENRIDGE, CO 80424 | (970) 471-1509 | CHRIS.GUARINO@ARTAICGROUP.COM May 9, 2025 Ms. Jodie Grady Assets and Project Manager Pitkin County 530 East Main Street, Suite 202 Aspen, CO 81611 Dear Ms. Grady, RE: OWNER’S REPRESENTATIVE SERVICES TASK ORDER FOR ACCESS CONTROL UPGRADES Artaic Group is excited to submit this fee proposal to provide Owner’s Representative services for the Pitkin County’s Access Control Upgrades, under our Master Services On-Call Agreement with Pitkin County. ANTICIPATED TIMELINE May 2025 – Procure Integration Contractor June through July 2025 – Pre-Implementation scoping and system architecture design August 2025 – Equipment Procurement September through November 2025 – Install & Implementation December 2025 – Turnover & Close-out SCOPE OF SERVICES Tailored to your project’s needs. Artaic Group is an experienced Owner’s Representative firm that understands all aspects of project delivery including pre-development, stakeholder engagement, planning, scoping, contract negotiations, design management, bid preparation, materials procurement, project execution and control, construction management, and closeout. 1. BUDGET DEVELOPMENT & COST MANAGEMENT 1. Develop a master project budget, including but not limited to soft costs, equipment, construction costs, and contingency. 2. Obtain Consultant invoices and Contractor pay applications to verify mathematical and contractual correctness, confirm appropriate back up, and validate completion status of the project in relation to these items. 3. Obtain Lien Waivers. 4. Prepare a monthly project disbursement, for Owner’s approval and funding. 5. Work with Owner, Consultants, and Contractor(s) to address questions or concerns regarding disbursement. Attachment A 72 FAIRVIEW BLVD. BRECKENRIDGE, CO 80424 | (970) 471-1509 | CHRIS.GUARINO@ARTAICGROUP.COM 2. MASTER SCHEDULE 1. Develop master project schedule, in coordination with the Owner and project team. 2. Provide an updated schedule monthly. 3. Manager contractor’s progress against master schedule. 3. CONSULTANT/CONTRACTOR SELECTION PROCESS & CONTRACT NEGOTIATIONS 1. Assist the Owner in developing and implementing a selection process for an integration contractor. 2. Facilitate contract negotiation and administration with selected firm(s). 3. Prepare contract exhibits as needed. 4. PRECONSTRUCTION PROJECT COMMUNICATION 1. Facilitate a bi-weekly progress meeting with the project team, document, and report any and all pending challenges, monitor action items, and follow up as necessary to ensure timely resolution. 2. Conduct weekly executive meetings with the key stakeholders from the County. 3. Assist Owner with coordination and facilitation of design review meetings. 4. Work with project team to obtain approvals from the County. 5. Issue a weekly email update to client during construction/installation. 5. PERMITTING PROCESS 1. Assist the Design Team and Contractor to navigate any required permitting process. 6. CONSTRUCTION MANAGEMENT, OBSERVATION & REPORTING a. Facilitate a weekly meeting with the project team. b. Provide meeting minutes, document and report pending challenges, monitor action items, and follow up to ensure timely resolution. c. Periodically observe construction activities to verify adherence to contract schedule and industry standard quality expectations. d. Conduct weekly executive meeting with the key stakeholders, from Ownership. e. Provide frequent communications to County to coordinate contractor(s) work within each facility. Goal is to inform County employees of the work in progress and upcoming work to minimize disruption and surprise. f. Issue one (1) report per month, containing an executive summary of the project’s progress, budget status, outstanding issues, potential future risks, and a detailed cost report including commitments, payment status and final cost projections. 7. CHANGE ORDER COST AND SCHEDULE IMPACT REVIEW & VERIFICATION a. Provide analyses of change orders presented by the Contractor(s), including mathematical and contractual validity, and schedule impacts. b. Assist County in negotiating change order resolutions. Attachment A 72 FAIRVIEW BLVD. BRECKENRIDGE, CO 80424 | (970) 471-1509 | CHRIS.GUARINO@ARTAICGROUP.COM 8. PUNCH LIST REVIEW a.Participate in an Owner/Architect(Consultant)/Contractor punch walk. b.Collate the final punch list, and a schedule for completion of each item. c.Verify punch list completion prior to final payment. 9. PROJECT CLOSEOUT a. Work with Installer/Contractor to provide all warranties, training, operation and maintenance manuals, and subcontractor contact information. b. Work with Owner to make final payment, following contract requirements and Pitkin County requirements. PROPOSED FEE We propose to perform the services above on a time plus reimbursable expense basis, per the Master Service Agreement hourly rates stated below. This proposal assumes the project duration will be from May 2025 through December 2025. Based on these assumptions, we recommend a budgetary estimate of $42,000.00. Throughout the project, we will make every effort to economize the project schedule and our fee while providing appropriate services to ensure a successful completion. 2025 HOURLY RATES TITLE RATE Prinicpal $190 Project Director $175 Senior Project Manager $160 Senior Construction Manager $145 Proejct Manager $130 Assistant Project Manager $110 *Please note hourly rates will increase 5% per year starting in 2026. REIMBURSABLES Reimbursables will be billed at cost with no mark-up in addition to the fee. We anticipate reimbursables will be limited to mileage and minimal travel-incurred expenses. Attachment A 72 FAIRVIEW BLVD. BRECKENRIDGE, CO 80424 | (970) 471-1509 | CHRIS.GUARINO@ARTAICGROUP.COM STANDARD PROPOSAL PROVISIONS 1. The Client agrees to indemnify, defend, and hold Artaic Group, LLC, harmless against any and all actual or consequential damages in excess of the fees herein, as well as any actions, causes of action, fines, costs and claims arising out of or in any way relating to this project not the result of willful misconduct or gross negligence by Artaic Group, LLC. 2. Processes used and documents prepared or provided by Artaic Group, LLC while working for the Client are solely provided as instruments of service to the Client for use on this project. They are and shall remain the property of Artaic Group, LLC, who reserves all rights thereto. 3. A signed proposal or contract will be required prior to Artaic Group, LLC, beginning work. 4. The above fees do not include reimbursable expenses, which include items such as travel, lodging, shipping, printing costs, parking, and mileage. 5. Client shall pay Artaic Group, LLC within thirty (30) calendar days of the submission of each invoice. All unpaid balances outstanding at the end of thirty (30) calendar days shall be assessed as a 1% processing fee. A 1.5% late fee will be assessed in addition to the processing fee for each 30 days of delinquency (18% annually). 6. The Owner may terminate or suspend the agreement with or without cause by providing written notice to Artaic Group, LLC. 7. Artaic Group may terminate the agreement if timely payment is not received by Artaic Group, LLC for services rendered or abandonment of project by Owner. 8. In the event the Owner suspends the project, this agreement may also be suspended for a like period of time. A suspension greater than thirty (30) calendar days will allow for equitable adjustment to fees upon the resumption of the work. 9. In the event of suspension or termination of the project by Owner, Artaic Group shall be entitled to all costs of work completed to the date of the notice of suspension or termination. 10. It is important to note Artaic Group will provide construction industry knowledge and experience but will not be providing legal expertise. The Owner will need to have its counsel review contracts during negotiations and prior to execution. 11. Fees represented in this proposal are valid for thirty (30) calendar days. Attachment A 72 FAIRVIEW BLVD. BRECKENRIDGE, CO 80424 | (970) 471-1509 | CHRIS.GUARINO@ARTAICGROUP.COM With a proven track record of delivering successful municipal projects, our team is uniquely positioned to bring value, expertise, and efficiency to this endeavor. Thank you for considering Artaic Group as your trusted Owner’s Representative. Kindly, Chris Guarino, LEEDÒ AP BD+C Principal | Artaic Group | 970.471.1509 | Chris.Guarino@ArtaicGroup.com On behalf of__________________________, I __________________________authorize the above proposal. SIGNATURE: ___________________________ DATE: _______________________________________ NAME:_________________________________ TITLE: _________________________________ Attachment A Certificate Of Completion Envelope Id: 0F178D91-D934-43E4-9B7B-AB074DC3BFB0 Status: Completed Subject: Artaic Group | Pitkin County Task Order 194.24 B-1 for Review and Signature Source Envelope: Document Pages: 8 Signatures: 2 Envelope Originator: Certificate Pages: 5 Initials: 1 Pitkin County Procurement AutoNav: Enabled EnvelopeId Stamping: Disabled Time Zone: (UTC-07:00) Mountain Time (US & Canada) 530 East Main Street Suite 203 Aspen, CO 81611 Procurement@PitkinCounty.com IP Address: 73.3.254.182 Record Tracking Status: Original 5/22/2025 8:52:40 AM Holder: Pitkin County Procurement Procurement@PitkinCounty.com Location: DocuSign Signer Events Signature Timestamp Connie Baker connie.baker@pitkincounty.com Budget Director Pitkin County Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 65.38.144.66 Sent: 5/22/2025 8:55:16 AM Resent: 5/22/2025 9:58:27 AM Viewed: 5/22/2025 11:55:07 AM Signed: 5/22/2025 11:55:57 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Jodie Grady Jodie.grady@pitkincounty.com Assets Manager Pitkin County Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 24.9.205.127 Signed using mobile Sent: 5/22/2025 11:55:58 AM Viewed: 5/22/2025 12:08:29 PM Signed: 5/22/2025 12:08:42 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Chris Guarino chris.guarino@artaicgroup.com Principal Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 67.190.153.105 Sent: 5/22/2025 12:08:43 PM Viewed: 5/22/2025 1:36:42 PM Signed: 5/23/2025 8:51:02 AM Electronic Record and Signature Disclosure: Accepted: 5/22/2025 1:36:41 PM ID: 19486546-f4bd-4645-aa97-89787e0cd7c6 Company Name: Pitkin County, Colorado In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Pitkin County Procurement procurement@pitkincounty.com Procurement Specialist Pitkin County Security Level: Email, Account Authentication (None) Sent: 5/23/2025 8:51:04 AM Resent: 5/23/2025 8:51:08 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Accounts Payable AP@pitkincounty.com Accounts Payable Pitkin County Security Level: Email, Account Authentication (None) Sent: 5/23/2025 8:51:04 AM Viewed: 5/23/2025 12:09:36 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Miosha Wauneka miosha.wauneka@pitkincounty.com Administrative Specialist Pitkin County Security Level: Email, Account Authentication (None) Sent: 5/23/2025 8:51:05 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 5/22/2025 8:55:16 AM Envelope Updated Security Checked 5/22/2025 9:47:08 AM Envelope Updated Security Checked 5/22/2025 9:47:08 AM Envelope Updated Security Checked 5/22/2025 9:47:08 AM Envelope Updated Security Checked 5/22/2025 9:47:08 AM Envelope Updated Security Checked 5/22/2025 9:48:38 AM Envelope Updated Security Checked 5/22/2025 9:48:38 AM Envelope Updated Security Checked 5/22/2025 9:57:37 AM Envelope Updated Security Checked 5/22/2025 9:57:37 AM Envelope Updated Security Checked 5/22/2025 9:57:37 AM Envelope Updated Security Checked 5/22/2025 9:57:37 AM Envelope Updated Security Checked 5/22/2025 9:57:37 AM Envelope Updated Security Checked 5/22/2025 9:57:37 AM Certified Delivered Security Checked 5/22/2025 1:36:42 PM Signing Complete Security Checked 5/23/2025 8:51:02 AM Completed Security Checked 5/23/2025 8:51:05 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Pitkin County (we, us or Pitkin County) may be required by law to provide you with certain written notices or disclosures. 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