HomeMy WebLinkAboutbocc.con.110.252025.05.08 CDD
Contract Number
Project Name
Contractor
Budget Line Item 21035150-574500 !#BUDGET# $ 118,687.89
21035100-531500 $ 8,250.00
$ -
$ -
$ 126,937.89
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:Genevieve Smith Phone:(970) 429-1948
Provide a brief description of the Contract or Change Order:
Contract Value Summary:
$ 126,937.89
$ -
$ -
$ 126,937.89
Library
This is a new contract for the provision of Audio Visual System Design and Installation Services at the Pitkin County
Library. The County has elected to proceed with the option priced at $126,937.89, which includes the Gold Priority
Support Plan.
Original Contract Amount
Previous Change Order/Amendment Amount
This Change order/Amendment amount
Contract Total
No
Pitkin County Library AV System for Meeting Rooms
Smart Home Systems Inc
Additional Budget Line
Item(s)
(Please fully allocate Contract Total if multiple
lines apply)
Formal
Services/Maintenance
10/3/2025
10/3/2026
New Contract
110.25
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
Project #: 110.25 Rev. 2022.08.04 CDD
NOTICE OF AWARD
Date: October 3, 2025 To: Smart Home Systems Inc
John Young, President
2335 S Ellis St Lakewood, CO 80228 RE: RFP 110.25 Pitkin County Library AV System for Meeting Rooms
The County, having duly evaluated the Proposal submitted on September 16, 2025 for the work or purchase in response to the Request for Proposal Document titled RFP 110.25 Pitkin County Library AV System for Meeting Rooms in the amount of One Hundred Twenty-Six Thousand Nine Hundred Thirty-Seven dollars and Eighty-Nine cents
($126,937.89), 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
Library Director
Genevieve Smith
Oct-06-2025
John Young
Oct-07-2025
President
Contract # 110.25 Revision: 2024.10.08 iso8601 CDD iso 8601
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PITKIN COUNTY CONTRACT FOR PROVISION OF SERVICES
THIS CONTRACT, made October 3, 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 Smart Home Systems Inc, 2335 S Ellis St , Lakewood, CO 80228 (hereinafter
called the “Contractor”) to perform the following work: Pitkin County Library AV System for
Meeting Rooms (“Project”).
I. Term of Contract: The term of this Contract is from October 3, 2025 to October 3,
2026. At the expiration of the initial term, the contract may be extended for an
additional term of one (1) year by the express written consent of both parties.
II. Contractor’s Obligations. Contractor shall complete the Audio Visual System Design
and Installation Services at the Pitkin County Library as described in the attached
County RFP 110.25 documents (“Attachment A”). In performing the work, Contractor
will meet each of the County requirements for the project, as described in Attachment
A, pursuant to the terms and pricing detailed in Contractor’s Proposal dated September
16, 2025 (“Attachment B”) . The County has elected to proceed with the option priced
at one hundred twenty-six thousand, nine hundred thirty-seven dollars and eighty-nine
cents ($126,937.89), which includes the Gold Priority Support Plan.
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
One Hundred Twenty-Six Thousand Nine Hundred Thirty-Seven dollars and Eighty-Nine cents
($126,937.89) 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
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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.
V. Pitkin County’s Obligations. Pitkin County shall administer this Contract through
a County Representative. Genevieve Smith, Pitkin County Library Director will
manage the project as the County’s Representative. In the event that Genevieve Smith
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.
Contract # 110.25 Revision: 2024.10.08 iso8601 CDD iso 8601
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D. Contractor shall not attempt to oversee or supervise the work or actions of any
Pitkin County employee, servant or agent in the course of completing work under
this 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.
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,
Contract # 110.25 Revision: 2024.10.08 iso8601 CDD iso 8601
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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-
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
Contract # 110.25 Revision: 2024.10.08 iso8601 CDD iso 8601
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to protect the Contractor from liabilities that might arise out of the performance of the
work under this Contract by the Contractor, its agents, representatives, employees, or
subcontractors. The Contractor shall assess its own risks and if it deems appropriate
and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not
relieved of any liability or other obligations assumed or pursuant to the Contract by
reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or
types. Commercial General Liability Completed Operations coverage must be kept in
effect for up to three (3) years after completion of the project.
A. Coverage and Limits of Insurance. Contractor shall provide coverage with limits
of liability requirements provided that the coverage is written on a “following form”
basis.
1) Statutory Workers’ Compensation: Colorado statutory minimums
a. Policy shall contain a waiver of subrogation against the County.
b. This requirement shall not apply when a contractor or subcontractor
is exempt under Colorado Workers’ Compensation Act AND when
such contractor or subcontractor executes the appropriate sole
proprietor waiver form.
Minimum Limits:
Coverage A (Workers’ Compensation) Statutory
Coverage B (Employers Liability) $ 500,000
$ 500,000
$ 500,000
2) Commercial General Liability – ISO 1CG 0001 form or equivalent.
(With County named as an additional insured)
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)
Contract # 110.25 Revision: 2024.10.08 iso8601 CDD iso 8601
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• Independent Contractors
• Designated Construction Project(s) General Aggregate Limit, ISO CG 2503 (1997
Edition or equivalent)
• Additional Insured—Owners, Lessees or Contractors Endorsement, ISO Form 2010
(2004 Edition or equivalent)
• Additional Insured—Owners, Lessees or Contractors Endorsement, ISO CG 2037
(2004 Edition or equivalent)
• The policy shall be endorsed to include the following additional insured language
on the Additional Insured Endorsements specified above: “County, its subsidiary,
parent, associated and/or affiliated entities, successors, or assigns, its elected
officials, trustees, employees, agents, and volunteers named as an additional insured
with respect to liability and defense of suits arising out of the activities performed
by, or on behalf of the Contractor, including completed operations”.
3) Auto Liability: Bodily injury and property damage for any owned,
hired and non-owned vehicles used in the performance of this Contract.
Minimum Limits: Statutory
Coverage Bodily/Property Damage (Each Accident) $ 1,000,000
4) Special Coverages (check as appropriate and insert amount):
a. ☐ Performance Bond $
b. ☐ Professional Errors and Omissions
c. ☐ Aircraft Liability
d. ☐ Owner’s Protective
e. ☐ Builder’s Risk
f. ☐ Boiler and Machinery
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
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certified statement as to claims pending against the required coverages,
reserves established on account of such claims, defense costs expended and
amounts remaining on policy limits.
2) In addition, these Certificates of Insurance shall contain the following
clauses:
a. The contractor’s insurance shall be primary and non-contributory with
any insurance or self-insurance purchased by the County.
b. The insurance companies issuing the policy or policies hereunder shall
have no recourse against the County of Pitkin for payment of any
premiums or for assessments under any form of policy.
c. Any and all deductibles or self-insured retentions in the above-
described insurance policies shall be assumed by and be for the
amount of, and at the sole expense of the Contractor.
d. Location of operations shall be: “all operations and locations at which
work for the referenced Project is being done.”
3) Certificates of Insurance for all renewal policies shall be delivered to
the County’s Representative at least fifteen (15) days prior to a policy’s
expiration date except for any policy expiring on the expiration date of this
Contract or thereafter.
4) The County reserves the right to request and receive a copy of any
policy and any policy endorsement at any time during the term of this
Contract.
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.
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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
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: Genevieve Smith
120 N Mill St
Aspen, CO 81611 Email: genevieve.smith@pitkincounty.com
with copies to: Pitkin County Attorney’s Office
530 E. Main St., Suite #301
Aspen, Colorado 81611 Email: Attorney@pitkincounty.com
Contract # 110.25 Revision: 2024.10.08 iso8601 CDD iso 8601
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To Contractor: Smart Home Systems Inc
2335 S Ellis St
Lakewood, CO 80228 Phone: (303) 667-6770 Email: john@cosmartsystems.com
Contract # 110.25 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.
SMART HOME Systems Inc ________________________________________________
!#VENDOR SIGNATURE#! Date
DIRECTOR APPROVAL:
_________________________________________________ !#DEPARTMENT REPRESENTATIVE#! Date
COUNTY MANAGER APPROVAL:
________________________________________________ !#COUNTY MANAGER#! Date
Library Director
Oct-06-2025
Genevieve Smith
Oct-07-2025
President
John Young
Jon Peacock
County Manager
Oct-07-2025
RFP 110.25 Rev. 2024.11.25 CDD
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PUBLIC NOTICE Pitkin County is accepting proposals to update the Pitkin County Library (PCL) AV System for Meeting Rooms.
More information is available online at www.BidNetDirect.com/Colorado. Any and all questions, or requests for clarification, must be submitted by 4:00 PM MT on September 3, 2025. Questions and requests for clarification will only be accepted via email at procurement@pitkincounty.com.
Proposal documents must be uploaded to the BidNet Direct website no later than 2:00 PM MT on September 16,2025. Published in the Aspen Daily News: 8/25/2025 and 9/1/2025.
Attachment A
RFP 110.25 Rev. 2024.11.25 CDD
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PITKIN COUNTY Pitkin County Library AV System for Meeting Rooms
Table of Contents REQUEST FOR PROPOSAL I. INTRODUCTION 3
II. COUNTY BACKGROUND 3
III. SCOPE OF WORK 4 A. SPECIFICATIONS AND DRAWINGS 4 B. CONTRACT TIME AND LIQUIDATED DAMAGES 4 C. ADDITIONAL INFORMATION 4
IV. SELECTION PROCESS 4
A. SUBMITTALS 4 B. TIME SCHEDULE 6 C. EVALUATION CRITERIA AND WEIGHING 6 D. SELECTION COMMITTEE 7
E. CONTRACT 7
PROPOSAL FORM 8 INSTRUCTIONS TO PROPOSERS 10
Attachment A
RFP 110.25 Rev. 2024.11.25 CDD
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REQUEST FOR PROPOSALS Pitkin County Library AV System for Meeting Rooms GENERAL INFORMATION TO PROPOSERS
ISSUED: August 15, 2025 DUE: September 16, 2025 by no later than 2:00 PM MT I. INTRODUCTION
Pitkin County (hereinafter called the “County”) is qualifying interested parties for
the provision of Audio Visual System Design and Installation Services at the Pitkin County Library located at 120 North Mill Street. The County will award a one-year contract with an option to renew for additional
one-year terms at the mutual agreement of both parties
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.
Attachment A
RFP 110.25 Rev. 2024.11.25 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 A. SPECIFICATIONS Pitkin County Library (PCL) is seeking qualified vendors to submit proposals in response to a Request for Proposal (RFP) for audiovisual presentation system (AV)
upgrades in the Library Meeting Rooms. The selected consultant will redesign and
replace the existing AV systems in the Dunaway Community Meeting Room, 5 small public meeting rooms, and one staff office. Services requested:
1) System / Use case evaluation
2) System design 3) Installation 4) Training 5) Ongoing support and maintenance
1) System / Use case evaluation Use Case 1. In-person Lecture: Presenter and all attendees are in-person. The presenter will be able to present video and audio content, as well as the
use of handheld and lav microphones for the PA system. Presenter,
presented content, and in-room Q&A will be able to be recorded via pan-tilt-zoom cameras, handheld/lav mics, and area microphones. Use Case 2. Hybrid Lecture and Q&A: Presenter and attendees are in-
person and virtual via Zoom, Google Meet, or a similar platform. The
presenter will be able to share video/audio content in-person and virtually, as well as their own spoken content. In-room cameras and microphones will capture in-person audience questions, and virtual attendees will be able to see and hear questions and comments, in addition to in-person participants
being able to see and hear questions and comments from those attending
virtually. Use Case 3. In-person Discussion / Board Meeting: All attendees are in person. Any attendee can share content on the projector screen and flat
screen monitor from multiple devices. The meeting video and audio, as well
as the presented content, will be recorded and/or live-streamed.
Attachment A
RFP 110.25 Rev. 2024.11.25 CDD
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Use Case 4. Hybrid Discussion / Board Meeting: Attendees are in-person and virtual and can interact with each other via meeting platforms like Zoom
or Google Meet and interactive meeting devices like Meeting Owl.
Attendees are shown live on a projector screen and flat screen monitor, and in-person and virtual participants can share content on the projector screen/flat screen monitor and virtual meeting platform. All content can be recorded.
Use Case 5. Film Screening / Playing Music: Users can screen cinematic content or music from CD/DVD, Blu-Ray, streaming platforms, or personal devices to the projector and other screens in the room. Users should be able to intuitively switch between devices.
Use Case 6. Hybrid/In-Person Discussion & Meetings Small meeting rooms and private office are equipped with upgraded monitors to support clear content sharing and hybrid collaboration. These monitors connect to in-room computers or devices via HDMI, USB-C, or
wirelessly through platforms such as AirPlay, Miracast, or integrated
display adapters. Users can join video calls via Zoom or Google Meet and view participants and shared content on the monitor. In the staff office, the monitor enables improved ergonomics and productivity, while in small meeting rooms, they enhance visibility for group collaboration. Wireless
connectivity supports a clutter-free workspace and allows multiple users to
connect quickly without the need for cables. All connected systems support screen sharing, basic video conferencing functionality, and reliable performance for everyday workflows.
2) System Design: The selected consultant will develop and present a
comprehensive AV system design that addresses all use cases and room types within the Library. The design must include detailed specifications for equipment, software, connectivity (including wireless options), and physical layout. The consultant will provide complete System Design
Documentation, including schematic drawings, equipment lists, functional
diagrams showing signal flow, and integration plans for any existing infrastructure where applicable. The design should also reflect considerations for accessibility, user interface simplicity, and sustainability, such as the use of energy-efficient devices. Proposed designs will be
presented to the Library for review and revised as needed based on
feedback. 3) Installation: The selected consultant will procure, deliver, and install all approved AV equipment in the Dunaway Community Meeting Room, other
public meeting spaces, and designated staff offices. All installed systems
must align with the approved designs and be fully functional upon completion. The consultant will conduct thorough equipment testing and system validation, and provide a Final Installation Report detailing system
Attachment A
RFP 110.25 Rev. 2024.11.25 CDD
6
configurations, functionality testing results, and any deviations from the initial designs with corresponding justifications. A final walkthrough and
system demonstration will be scheduled and led by the consultant to ensure
Library staff are familiar with the installed systems and satisfied with their performance. 4) Training: The consultant will provide comprehensive training for
designated Library and County staff to ensure confident, independent use
of all installed systems. Training will include hands-on instruction, supported by clear documentation, and will focus on routine operation and basic troubleshooting. The consultant will work collaboratively with the Library team to build internal capacity and reduce long-term reliance on
external support.
5) Ongoing Support & Maintenance: The selected consultant will ensure that all technology components are user-friendly for Library and County staff and guests with minimal technical expertise. Systems must be
supported by clear, accessible documentation, including quick-start guides
and system overview diagrams. All components should be configured for remote access to enable diagnostics, troubleshooting, and updates by support personnel. The consultant must provide a customer service model that includes responsive remote support and, when necessary, timely on-site
service within close proximity to minimize downtime.
B. ADDITIONAL INFORMATION
It is the Contractor's responsibility to provide any and all safety equipment and/or
managerial oversight necessary to perform all work in a safe and workman-like manner. Pitkin County reserves the right to enter the working site for periodic checks of safe working environments, as applicable.
Pitkin County expects that any Contractor providing goods or services will do so in
compliance with Pitkin County policies, including, but not limited to, tobacco use policies, public health orders, permitting requirements, construction ordinances, building access and safety requirements, and Pitkin County standards of conduct.
Pitkin County’s elected Board of County Commissioners have identified climate
action and carbon footprint reduction as a priority for County projects. Pitkin County encourages all proposers to be environmentally conscious when preparing their proposal documents, making travel plans, printing materials, selecting fleet vehicles, designing/updating facilities systems, qualifying subcontractors,
investing, and/or any other business activities wherever a less environmentally
impactful solution may or could exist. IV. SELECTION PROCESS
Attachment A
RFP 110.25 Rev. 2024.11.25 CDD
7
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;
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
Attachment A
RFP 110.25 Rev. 2024.11.25 CDD
8
2. Proposer may be required to supply additional information upon request, or to make additional submissions under secondary selection criteria, if
necessary.
3. Any and all questions or comments shall be submitted via email to procurement@pitkincounty.com no later than 4:00 PM MT on September 3, 2025. All requests must have the email subject line, “RFP 110.25 Pitkin
County Library AV System for Meeting Rooms Request for Clarification
and Questions.” All questions, comments and answers provided shall be shared with all Proposers via addendum posted on BidNet Direct. Addendum(s) will include the requests for clarification and questions, as written by the Proposer.
4. All Proposals must be uploaded to the BidNet Direct website. Proposals will not be accepted in any other form or manner. 5. During the Request for Proposal selection process, all proposals shall
remain confidential. The entire selection process (procurement) file shall be
available to the public (which includes all Proposers) after an agreement is approved by the County, except those items for which confidentiality has been requested in writing by the Proposer, and providing that the County Attorney has reviewed and determined this to be the properly confidential
under the State Open Records Act and other relevant statutes and
regulations. B. TIME SCHEDULE
The County will endeavor to use the following timetable: August 15, 2025 Request for Proposals publicly advertised, posted on website (www.bidnetdirect.com/colorado)
August 26, 2025 Recommended in-person pre-proposal meeting will be held at the Pitkin County Library at 120 N Mill Street in Aspen 11am till 12pm MST. Please submit your RSVP with planned attendee list via email to
procurement@pitkincounty.com by no later than 24-hours
prior to the scheduled meeting. September 3, 2025 Proposer’s request for clarification and questions due via email to procurement@pitkincounty.com by 4:00 PM MT
September 9, 2025 County’s response to request for clarification and questions posted on BidNet Direct via addendum
Attachment A
RFP 110.25 Rev. 2024.11.25 CDD
9
September 16, 2025 PROPOSALS MUST BE UPLOADED TO BIDNET DIRECT BY 2:00 PM MT
Week of September 16, 2025 Meeting of Selection Committee; checking of references as necessary; requests for additional information or clarifications, if necessary; scheduling of interviews, if
necessary
September 24, 2025 Issuance of Notice of Award to top-ranked proposer September 30, 2025 Notices sent to unsuccessful proposers
December 31, 2025 Anticipated Contract Completion Date
C. EVALUATION CRITERIA AND WEIGHING
Selection of the "short-listed" Proposers to be interviewed and/or the selection of the top-ranked Proposer will be based upon the following criteria and relative importance (or as the same may be amended or supplemented by published secondary selection criteria, if any):
1. Approach to Project 40% 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 30%
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.
Attachment A
RFP 110.25 Rev. 2024.11.25 CDD
10
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 the 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:
-Michael Faas
-Genevieve Smith -Anna Steinberg
-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.
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.
Attachment A
RFP 110.25 Rev. 2024.11.25 CDD
11
PROPOSAL FORM
Proposal Time: 2:00 PM MT Proposal Date: September 16, 2025 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 110.25: Pitkin County Library AV System for Meeting Rooms
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.
Attachment A
RFP 110.25 Rev. 2024.11.25 CDD
12
Statement and Detailed Approach to Service:
Qualifications of Proposer: Please insert names address, phone numbers and description of similar Service for
Reference Checks. 1.
2.
3.
It is further understood that the right is reserved by the County to reject any and all
proposals and it is agreed that the proposals may not be withdrawn for a period of ten (10) days from specified time for receiving proposals. The Proposer acknowledges receipt of Addenda Nos. .
The right is reserved to waive any informalities and to reject any Proposal. (Type/Print name under all signatures)
Dated this day of , 2025 (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.
Attachment A
RFP 110.25 Rev. 2024.11.25 CDD
13
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
Attachment A
RFP 110.25 Rev. 2024.11.25 CDD
14
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.
Attachment A
RFP 110.25 Rev. 2024.11.25 CDD
15
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 #009-2025, 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
Attachment A
RFP 110.25 Rev. 2024.11.25 CDD
16
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.
Attachment A
RFP 110.25 Rev. 2024.11.25 CDD
17
d. The County, at its sole discretion, may require the apparent successful Proposer to demonstrate, at a place and time designated by the County, that the Proposal meets
the performance criteria specified, or to otherwise provide documented proof from independent reliable sources acceptable to the County that said performance criteria will be met prior to final acceptance of the Proposal. The burden of proof of such a demonstration is on the Proposer. In the event that the apparent successful Proposer fails to demonstrate or provide acceptable proof of meeting required performance criteria, that proposal will be rejected and the next eligible Proposer in the selection ranking will be invited to participate in the same process until a proposal meeting performance criteria is found within the ranking of eligible Proposers. The County reserves the rights to reject any or all Proposals or to otherwise accept the Proposal which in the County's sole discretion is in the best interest of the County.
e. Pitkin County reserves the right, if it deems such action to be in the best interests of the County, to reject any and all Proposals or to waive any irregularities or informalities therein. Any incomplete, conclusory, false or misleading information
provided by Proposer shall be grounds for rejection of the proposal. If proposals are rejected, the County further reserves the right to investigate and accept the next best proposal in order of ranking or to reject all proposals and re-solicit for additional
proposals. f. Any questions or disputes involving the documents or procedures not covered by these Instructions or other Proposal Documents shall be resolved by the Procurement Officer on the basis of fairness, custom in the industry, maximization of competition and best interests and convenience of the County. 7. Issuance of Notice of Award, execution of Contract Documents and issuance of a Notice to Proceed shall be as specified in the Contract Documents and in accordance with the Pitkin County Procurement Code. County standard practice is to first notice the top-ranked proposer and enter into a final contract agreement prior to notifying unsuccessful bidders.
Non-awarded bidders will be notified of the County’s decision and shall be offered an optional debrief conversation of the bidding and evaluation process; debrief conversations may be offered prior to contract signing but, in most cases, will not be scheduled until a contract has been finalized. 8. Contracts will be executed on standard Pitkin County Contract documents and/or by separate
agreement with the Proposer. Copies of any applicable standard forms are included with the Proposal Documents. The County reserves the right to negotiate with the Proposer for contract terms not specified in the Proposing Documents. Any changes from the Pitkin County standard form contract may result in a delay in the issuance of a Notice to Proceed in order to obtain any necessary County Attorney review of changes from the standard form. Proposer agrees that any such delays shall not be grounds for either additional compensation or an extension of time to complete the work that is the subject of the Proposal. 9. If any contract awarded as a result of a Proposal extends beyond the calendar year, nothing herein shall be construed as an obligation by the County beyond any amounts that may be, from time to time, appropriated by the County on an annual basis. It is understood that
payment under any Contract is conditional upon annual or supplemental statutory appropriation of funds by said governing body and that before providing services, the Proposer, if he/she so requests, will be advised as to the status of funds appropriated for
Attachment A
RFP 110.25 Rev. 2024.11.25 CDD
18
services or materials and shall not be obligated to provide services or materials for which funds have not been appropriated.
Attachment A
Contract # 110.25 Revision: 2024.10.08 iso8601 CDD iso 8601
1
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, State 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.
Attachment A
Contract # 110.25 Revision: 2024.10.08 iso8601 CDD iso 8601
2
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.
Attachment A
Contract # 110.25 Revision: 2024.10.08 iso8601 CDD iso 8601
3
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.
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
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.
Attachment A
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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
Attachment A
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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.
Attachment A
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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
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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, STATE ZIP Phone: ( ) - Email: first.last@emailserver.com
Attachment A
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Attachment A
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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
Attachment A
Attachment A
Rev. 2022.6.21 CDD
RFP # 110.25
ADDENDUM # 1
Date: September 9, 2025
TO: All Parties of Interest for the Pitkin County Library AV System for Meeting Rooms.
This addendum is issued in response to inquiries received and/or to clarify details regarding
the Pitkin County Library AV System for Meeting Rooms Request for Proposals.
The following responses and/or clarifications are hereby adopted as Project Documents and,
where applicable, supersede or are in addition to any previously issued documentation or
communication.
1.Question: The introduction section of the RFP calls for "Audio Visual System
Design and Installation Services," and the Scope of Work section repeatedly refers to
"consultant." Will Pitkin County be hiring an AV Consultant for the system
design/engineering and a separate contractor for the actual gear procurement,
installation, and maintenance? Or, does the County intend to award all of the work
and associated components to one firm, which will then handle the entire Scope of
Work to include design, installation, ongoing maintenance, etc?
●Response: Pitkin County intends to award the full scope of work to a single
firm. This will include all components—system design and engineering,
equipment procurement, installation, integration, training, ongoing service,
and maintenance. We are not seeking to hire a separate AV consultant and
contractor; rather, we are looking for one firm that can manage and deliver
the entire project from design through long-term support.
2.Question: The "Time Schedule" portion of the RFP refers to December 31, 2025 as
the "Anticipated Contract Completion Date." Is this with respect to actual project
completion (Gear installation, testing, training, etc.) or does this simply refer to
formal completion of the administrative paperwork and contract? I see that
September 24th is the issuance of award; clarification of the 12/31/25 date will help
set realistic expectations regarding any potential equipment backorders, as well as
expense expectations as lodging and travel are exponentially more cost-prohibitive
as ski season emerges.
●Response: The December 31, 2025 date was included as an estimate and
placeholder for administrative purposes. The Library is eager to begin and
Attachment A
Rev. 2022.6.21 CDD
complete the project as soon as possible. We also recognize that equipment
availability may affect the timeline, and we understand that full project
completion may extend beyond the new year. We want to remain flexible and
patient in order to accommodate potential backorders. In addition, we are
committed to being responsible financial stewards and will work
collaboratively with the selected firm to plan travel and lodging in a way that
is cost-effective and avoids peak-rate periods whenever possible.
3.Question: Can the county provide photos of the rooms?
●Response:
Dunaway Community Room
Attachment A
Rev. 2022.6.21 CDD
Attachment A
Rev. 2022.6.21 CDD
Johnson Mezzanine Meeting Room
Catto Shaw Meeting Room
Hot Pick Meeting Room
Attachment A
Rev. 2022.6.21 CDD
Library Lab
Teen Area
Attachment A
Rev. 2022.6.21 CDD
Director’s Office
Attachment A
Rev. 2022.6.21 CDD
4.Question: Can the county provide floor plans of the rooms?
●Response: Yes, see attached.
5.Question: Can the county provide as-built drawings of the rooms?
●Response: We can include as-built drawings of the AV Tech in the Dunaway
Room, see attached.
6.Question: Can the county provide the names of the meeting rooms?
●Response: The Dunaway Community Meeting Room, the Hot Pick Meeting
Room, the Catto-Shaw Meeting Room, and the Johnson Meeting Room. We
are also looking for replacement AV in the Library Lab Classroom, the Teen
Library, and the Director’s office.
7.Question: For confirmation, are there six individual rooms, each with its own
unique use case? Or are all six use cases expected to be incorporated into each of the
six rooms?
●Response: For clarification, the Library has one Large Community Meeting
Room and six small meeting rooms/spaces. The Large Community Meeting
Room will need to accommodate Use Cases 1–5. The six smaller meeting
rooms/spaces each only need to accommodate Use Case 6.
8.Question: Will any existing technology remain in the rooms (e.g., projectors, TVs),
or will each room be outfitted entirely with new equipment?
●Response: Each room will be outfitted entirely with new equipment, with the
exception of the microphones, projector, and projector screen in the
Dunaway Room, which were recently replaced and will remain in place.
Lighting and speakers are scheduled to be replaced separately in 2026 and
are not part of the current scope. However, vendors are welcome to include
them as optional additions, priced as separate line items, should costs allow.
9.Question: For each use case, will the setup be “bring your own device”? If so, is
there a preference for hardwired connections or wireless?
●Response: Yes, the setup will be bring your own device. We would like to
provide both hardwired and wireless connection for the widest possible
variety of device options to ensure flexibility and ease of use for all
participants. Providing Airplay and Chromecast capabilities is requested.
10.Question: Are schematics or floor plans available for each room?
●Response: Yes, see attached.
11.Question: Existing Infrastructure: Will electrical work be required as part of the
project?
●Response: We do not anticipate that significant electrical work will be
required as part of this project. However, this may depend on the final design
and options proposed through the RFP process.
Attachment A
Rev. 2022.6.21 CDD
12.Question: Existing Infrastructure: Will infrastructure cabling or any construction be
required as part of the project?
●Response: We do not anticipate that additional infrastructure cabling or
construction will be required as part of this project. However, this may
depend on the final design and options proposed through the RFP process.
13.Question: Existing System: How many Library employees would need to use the
AV solution?
●Response: We hope the system will be user-friendly and accessible for all 30
Library employees to use as needed.
14.Question: Existing System: Will users of the AV solution be using one platform
more than others (Google Meet, Zoom, Webex)?
●Response: The County primarily uses the Google platform for virtual
meetings, with occasional use of Zoom. However, we cannot anticipate what
Library patrons will prefer to use. As a system open to the public, it should
be able to accommodate all major platforms, including Google Meet, Zoom,
Webex, and Microsoft Teams.
15.Question: New Solution: Is cloud recording acceptable
●Response: Yes
16.Question: Existing System: Is a streaming platform already being used, if so, can
you specify which one?
●Response: No
17.Question: Existing System: Is network equipment such as switches capable of
supporting new wired connections to the AV solution.
●Response: Yes, we have open ports for networking new devices. This would
need to be completed in coordination with Library staff and the
County/Marmot Library consortium.
18.Question: Existing System: Does the video solution for the Dunaway Community
Room need to accommodate external audio speakers?
●Response: Yes, it would need to accommodate the existing external audio
speakers. We would also like patrons and staff to be able to hardwire or
Bluetooth personal devices into the system as needed.
19.Question: New Solution: Will monitors/TV's that are being used for the existing
conferencing solution being re-used for the new solution?
Attachment A
Rev. 2022.6.21 CDD
●Response: We hope to replace the existing monitors/TVs in the small
meeting rooms, Lab, Teen Area, Director’s Office, and the large one in the
Dunaway Meeting Room.
20.Question: System and Use Case Evaluation: The RFP lists a "System/Use case
evaluation" as the first service requested. What is the expected deliverable for this
evaluation? Are there specific formats or metrics the county wants included?
●Response: The County does not have prescribed formats or metrics for the
“System/Use Case Evaluation.” What we are looking for is a professional
recommendation from the AV Solutions consultant that identifies the best
available solution for each use case in our meeting rooms based on the
room's functions.
This means assessing the specific needs of each space (e.g., large community
meetings, hybrid meetings, small group collaborations, public presentations,
etc.) and recommending solutions that balance usability, reliability, and cost-
effectiveness. We anticipate a clear narrative and rationale for the chosen
recommendations, but the consultant has discretion to determine the
evaluation method and presentation format they consider most effective.
21.Question: Existing Infrastructure: The RFP mentions the "integration plans for any
existing infrastructure where applicable" should be included in the system design.
Could Pitkin County provide a detailed inventory of the existing AV equipment,
wiring, and network infrastructure in the Dunaway Community Meeting Room, the
five small meeting rooms, and the staff office?
●Response: Yes, see attached for the Dunaway Room. The small meeting
rooms/ Lab/ Office/ Teen Area have minimal AV equipment, compiled
mainly of a TV Monitor and ClickShare software that isn’t in use.
22.Question: Hardware and Software Standards: Are there any preferred or required
brands for hardware (e.g., projectors, monitors, cameras, microphones) or software
platforms (e.g., control systems, recording software) that the County would like the
proposal to consider?
●Response: To clarify, we are not replacing the projector or existing
microphones at this time. We have no preferred hardware or software
platforms. The proposed hardware and software should integrate with our
existing projector and microphone system.
23.Question: Accessibility and Sustainability: The RFP mentions that the design should
consider "accessibility" and "sustainability". Could you please elaborate on what
specific accessibility standards (e.g., ADA compliance) or sustainability goals (e.g.,
energy efficiency metrics) should be addressed in the proposal?
●Response: Proposals should ensure compliance with the Americans with
Disabilities Act (ADA) as well as Colorado’s digital accessibility law (House
Bill 21-1110). Per HB 21-1110, all state and local government
Attachment A
Rev. 2022.6.21 CDD
entities—including libraries—are required to bring their information and
communication technologies into conformance with WCAG 2.1 Level AA
standards by July 1, 2024,* or by July 1, 2025 if leveraging the grace period
provided under HB 24-1454.
In addition, energy efficiency and sustainability are priorities for Pitkin
County. When possible, we strongly encourage solutions that minimize
energy consumption and support long-term environmental goals.
24.Question: Fee Structure: The RFP asks for a fee schedule for services not included
in the scope of work. Could you provide examples of the types of additional services
or goods you anticipate might be needed, beyond the initial project scope?
●Response: Examples of additional services or goods that may fall outside the
initial project scope include, but are not limited to:
●Ongoing maintenance or service contracts beyond the standard
warranty period
●Future system upgrades or expansion opportunities (e.g., adding
equipment to new spaces or integrating emerging technologies)
●Replacement parts or additional equipment not originally specified in
the RFP
●Extended training sessions for staff beyond what is included in the
base proposal
●Emergency service calls or expedited support outside of normal
service hours
●The use of ceiling array microphones is intriguing depending on costs
and feasibility.
●We hope to replace the lighting and speakers in 2026, depending on
pricing, it may be considered in this process.
●We hope to add a microphone system in the children’s room. It is not
part of the current scope, but depending on pricing, it may be
considered in this process.
These examples are provided for guidance only; we encourage vendors to
outline any other potential additional services or goods they commonly
provide, along with their associated fees.
25.Question: Please provide the model of the projector and screen and any other
existing equipment that should be integrated into the new system (digital projection
equipment in small rack)
●Response: The Projector is a Digital Projection Satellite MLS HIGHlite 4K-
UHD.
Attachment A
Rev. 2022.6.21 CDD
26.Question: Are the large room speakers part of the scope to replace?
●Response: No they are not at this time.
27.Question: It was mentioned that the Shure Mics are only a year old; do you wish to
maintain use of these?
●Response: Yes we do.
28.Question: If Shure mics are retained, does the Library want to add 3 additional mic
receivers so all 6 mics can be used simultaneously?
●Response: We don’t anticipate the need for any additional receivers.
29.Question: What size is the existing secondary display?
●Response: 80”
30.Question: Will the Anthem AVM 70 A/V processor be retained in the new system?
If yes, which amplifiers/speakers does the AVM 70 supply Balanced Audio to?
●Response: We will defer to the consultant’s recommendations.
31.Question: Do you need / want to maintain two touch panels?
●Response: Yes, we would like to maintain two touch panels, as having both
has proven helpful for flexibility and ease of use.
32.Question: For large events (such as the Aspen Literary Festival), what areas
could/would be used for overflow to share content from Dunaway?
●Response: For large events such as the Aspen Literary Festival, overflow
content from the Dunaway Room would primarily be shared to the three
small meeting rooms, which are our first priority for overflow use; a
secondary priority would be for the children’s room to be able to present
overflow content. This functionality is not part of the current scope of work
but would be a welcome addition if costs permit.
33.Question: In such events, do you want to share live video feed as well as media
being displayed in Dunaway?
●Response: This is not a requirement of the RFP; however, we agree that the
ability to share both the live video feed and the media being displayed in the
Dunaway Room to overflow spaces would be a highly beneficial added
service.
34.Question: For the teen space. Please confirm input sources. Confirming video
conferencing is not necessary for this space. Assisted listening for rooms besides
Dunaway - what areas/rooms would you like this quoted?
●Response: For the Teen Space, the input sources may include computers,
personal devices, a DVD player, and wireless headphones. Video
conferencing is not necessary for this space.
Attachment A
Rev. 2022.6.21 CDD
With regard to assisted listening, it is not part of the base scope of work for
the small meeting rooms. However, we are interested in receiving a quote for
adding assisted listening capability in the three small meeting rooms, should
costs allow.
35.Question: For the Children's Space - though not part of the scope, it was mentioned
that providing an option for upgrading this technology is desired; if so, can you
provide use cases for the space and required functionality of the system
(microphones, input sources for display, etc)?
●Response: For the Children’s Space, while not part of the current scope, we
are interested in receiving an option for upgrading this technology.
Use Cases and Possible Functionality:
●Movie Presentations: Ability to present both video and audio content.
●In-Person Program presentations: Presenter and all attendees are
physically present.
○Presenter can share video and audio content.
○Use of handheld and lavalier microphones for amplification.
36. Question: Do you plan to use the existing projector and screen in the Dunaway
Room?
Response: Yes
37.Question: What are the main pain points or challenges you’re experiencing with the
current equipment?
●Response:
The main challenges with the current equipment include:
●System reliability: The system frequently disconnects from the
projector following power surges or if it is not powered down in a
very specific way.
○Desired outcome: A stable, resilient system that can recover
from power issues and does not require complicated shutdown
procedures.
●Ease of use: The system is not user-friendly, is easy to break, and
staff are often hesitant to use it for fear of causing issues.
Attachment A
Rev. 2022.6.21 CDD
○Desired outcome: A simple, intuitive interface that all staff
and patrons can operate with confidence.
●Support limitations: When the system goes down, customer support
is only available in person. The provider is several hours away and
cannot guide staff remotely, which results in multi-day or multi-week
delays to restore functionality. The support is prohibitively long.
○Desired outcome: Access to responsive remote support and
clear troubleshooting guidance, reducing downtime and
minimizing dependence on in-person service. Quick in-person
service when necessary.
●Program disruption: These delays often impact community
programs that rely on AV in the room, creating frustration for both
staff and patrons.
○Desired outcome: A reliable, well-supported system that
ensures community events and programs can proceed without
interruption.
●No ability for wireless connections. HDMI input ports are damaged
from overuse. HDCP limitations on HDMI ports have caused issues.
38.Question: Do you plan to use the existing speakers, or are you considering
replacements or upgrades?
●Response: The existing speakers are not part of the current scope. However,
we do hope to replace them in the future, so vendors are welcome to include
them as possible upgrades in their proposals.
39.Question: Are the lighting and window blinds integrated into the same control
system?
●Response: No, they are separate.
40.Question: Do you intend for Cinema and Presentation modes to run together, or
separately?
●Response: Separately is sufficient.
41.Question: Would you like to use ClickShare for wireless presentation and
collaboration?
●Response: Our past experience with ClickShare has been negative, and it
was never successfully implemented. We understand that newer versions
may offer improved performance, and we are open to considering it. That
said, we remain skeptical based on our prior experience and would want to
carefully evaluate its ease of use before moving forward.
Attachment A
Rev. 2022.6.21 CDD
42.Question: Can you confirm the dimensions of the screen (length and height)
currently installed in the Dunaway Room?
●Response: Width: 160” Height: 90”
43.Question: Do you require Bluetooth connectivity for any devices or functionality
within the system?
●Response: Yes, Bluetooth connectivity is desired and is a commonly
requested function that would add flexibility and ease of use within the
system.
44.Question: Could you please provide the as-built drawings of the current
configuration?
●Response: See attached for Dunaway Room.
45.Question: Would you like each room to be equipped with conferencing
functionality?
●Response: Yes, with the exception of the teen area.
46.Question: Regarding the Teen Room, what functionalities would you like to have?
●Response: No conferencing is needed. Wireless headphones are required,
and we would like to keep the DVD player. Airplay/ chrome cast are also a
desirable functionality.
47.Question: Do you have any brand preferences for the hardware?
●Response: No
48.Question: Will Chromebooks be used?
●Response: The Library itself does not use Chromebooks, but the local school
system uses Chromebooks. As our spaces are open to the public, we
anticipate that patrons may bring Chromebooks or other personal devices.
The AV equipment should therefore be able to support as broad a range of
personal devices as possible to ensure accessibility for all users.
49.Question: Would you like us to include a proposal for a projector in the Kids
Room?
●Response: A projector for the Kids Room is not part of the current scope.
However, vendors are welcome to include it as a possible addition, priced as
a separate optional line item, so it can be evaluated alongside the base scope
if costs allow.
50.Question: What type of microphones do you currently use, or what type do you
need?
●Response: We replaced the microphones last year, so new microphones are
not needed as part of this project. The current Mics being used are Shure
mics.
Attachment A
Rev. 2022.6.21 CDD
51.Question: Would you be open to configuring the devices to allow for remote
support?
●Response: Yes, we are open to this.
52.Question: Do you require assisted listening systems in all rooms?
●Response: Assisted listening systems are only required in the Dunaway
Room. However, we are also interested in receiving pricing to add them in
the small meeting rooms as an optional enhancement, should costs allow.
53.Question: Could you please provide the maximum room capacity for the Dunaway
Room?
●Response: 120 People
Thank you for reviewing this Request for Proposals and for your willingness to pursue
business opportunities with Pitkin County. Should you require any additional clarification
regarding the Project or this Addendum, please contact Procurement@PitkinCounty.com .
Attachment A
Library Plans Attachment A
Library Plans Attachment A
Library Plans Attachment A
Library Plans Attachment A
Attachment A
Attachment A
Attachment A
Attachment A
Attachment A
Attachment A
Attachment A
Attachment A
Attachment A
Attachment B
2
Attachment B
3
PREPARED FOR:
Pitkin County Library
Smart Home Systems, Inc
DBA Smart Systems
2335 S. Ellis St
Lakewood CO 80228
John Young
President
303.667.6770
john@cosmartsystems.com
www.cosmartsystems.com
RESPONSE TO RFP
Pitkin County Library
RFP – 110.25
PCL AV System for Meeting Rooms
September 16, 2025
Attachment B
4 Smart Systems | 303.588.1146 | www.cosmartsystems.com
Smart Systems August 16, 2025
2335 S. Ellis St.
Lakewood CO 80228
Pitkin County Library
120 N Mill St
Aspen CO 81611
RE: RFP 110.25 – Pitkin County Library AV System for Meeting Rooms
Dear Pitkin County Library Selection Committee,
We are excited for the opportunity to partner with Pitkin County Library on the A/V Meeting Room Upgrade
project. The requested services and scope align perfectly with our team’s expertise, technical capabilities, and
proven approach to delivering reliable, user-friendly systems. As a Service-Disabled Veteran-Owned Business
with over 25 years of experience providing integrated A/V solutions, we bring a deep understanding of how to
design, implement, and support systems that meet the needs of public-sector environments.
Over the past year, our team has successfully completed projects for multiple library branches with Denver
Public Library and government institutions, including the recent upgrade of the Centennial Council Chambers
from Extron to Q-SYS and Visionary AV-over-IP. That project resulted in a 45% reduction in rack-room
power consumption—an immediate improvement in both performance, reliability, and sustainability. We bring
this same forward-thinking, future-ready design approach to Pitkin County Library.
We appreciate the time and insights shared during the RFP process, Q&A, and site walk. Your feedback helped
us clearly understand the vision: a system that is simple for staff and patrons to operate, robust enough to meet
today’s needs, and flexible enough to grow with the library’s future plans.
What We Heard & How We’ve Responded:
•Dunaway Community Meeting Room: We will integrate the existing projector, projection screen,
Shure microphones, and Anthem AVM 70 processor while upgrading the system with Q-SYS Control
and a custom-designed User Control Interface (UCI). This UCI, developed in collaboration with your
team, will be intuitive for both staff and patrons and accessible via touch panels or mobile devices
(iPads/PCs). We recommend upgrading the secondary display to a 98" Sony Bravia 4K HDR for
improved visibility, while leveraging Visionary AV-over-IP encoders/decoders for scalable video signal
distribution. A single Q-SYS 8000 Watt, 8-channel network, FlexAmp amplifier supports your current
JBL speakers and is scalable for the planned 2026 speaker upgrade. Audio and Video recording and
streaming will be enabled through an Epiphan Pearl Nano device.
•Meeting Rooms 2–4 and Library Lab: To provide a consistent and intuitive experience across all
small rooms, we have specified MAXHUB 65" Interactive Displays with embedded Windows PC
modules. These all-in-one solutions provide simple native video conferencing across Zoom, Teams,
Google Meet, and Webex paltforms, along with wireless and wired (HDMI/USB-C) content sharing. The
interactive whiteboarding function will expand the use cases of these spaces, supporting both in-room
collaboration and shared annotations with remote participants.
•Director’s Office: A streamlined solution using the same MAXHUB 65" Interactive Display with
embedded PC ensures private conferencing and content sharing with a consistent interface matching the
other small rooms.
•Teen Space: We recommend replacing the existing display with a Sony 65" HDR display, adding an
HDMI/USB-C passthrough wall plate, and cleaning up cabling for a more professional, designer-
Attachment B
5 Smart Systems | 303.588.1146 | www.cosmartsystems.com
friendly appearance and easier device connections. Audio will continue to use wireless headphones for
simplicity and localized listening.
Proposed Solution Highlights:
• Control Systems: Q-SYS Control with custom-designed UCI for Dunaway, designed in collaboration
with PCL staff. UCIs will be accessible via touch panels, iPads, or PCs for maximum flexibility.
• Signal Distribution: Visionary AV-over-IP, providing professional-grade low-latency video, flexibility
for overflow routing, reduced cabling complexity, and measurable sustainability benefits (proven in
deployments such as Resorts World Las Vegas, saving Resorts World over $60K in annually in energy
costs).
• Displays & Collaboration: Sony 98" display in Dunaway for improved audience visibility; MAXHUB
interactive displays in small rooms for simple, all-in-one video conferencing and whiteboarding; Sony
HDR display in Teen Space with improved cable management.
• Future-Ready Design: The Dunaway system has been designed to seamlessly support the planned 2026
speaker upgrades. Optional enhancements include ceiling array microphones for improved audience
pickup, overflow video routing to small rooms via Visionary decoders, and expansion of assisted
listening coverage.
• Sustainability: Visionary AV-over-IP significantly reduces rack power consumption compared to legacy
systems, and the MAXHUB interactive displays specified for small rooms are ENERGY STAR
certified, supporting the County’s sustainability goals.
Ongoing Partnership & Support:
Our goal extends beyond delivering this project—we aim to build a long-term relationship as your trusted A/V
partner. When the County has a technical need or challenge, we want to be your first call.
We offer Priority Support Plans (outlined in Section 6 – Support & Warranty) with defined SLAs for rapid
response. Each of our included references, most notably Denver Public Library, have partnered with us on
multiple A/V refresh projects and rely on our ongoing support services. With over 20 rooms deployed and
maintained at Denver Public Library alone, we have demonstrated our ability to design, implement, and support
large-scale public library technology programs.
Section 7 (Fee Schedule) also includes additional considerations and options, providing Pitkin County with
flexibility for enhancements such as overflow routing, ceiling microphone arrays, as well as baseline budget to
update the children’s space AV.
Thank you again for the opportunity to propose on this important project. We are confident that our solution
meets your immediate needs, provides a sustainable path forward, and ensures that both staff and patrons enjoy
a seamless, reliable A/V experience. We would welcome the opportunity to discuss our proposal further with the
selection committee, either in person or virtually, and look forward to the opportunity to supporting Pitkin
County Library for years to come.
Sincerely,
John Young
President & Owner
303.667.6770
Attachment B
6 Smart Systems | 303.588.1146 | www.cosmartsystems.com
Table of Contents
Section 1: Smart Systems Profile & Qualifications .................................................................................. 7
Expertise and Experience ............................................................................................................................. 7
Capabilities ................................................................................................................................................ 7
Technical Proficiency .................................................................................................................................. 8
Process and Methodology ............................................................................................................................. 8
Section 2: Your Smart Systems Team ..................................................................................................... 9
Section 3: Project Understanding & Approach ..................................................................................... 14
A. Comprehensive System Lifecycle Management ......................................................................................... 14
B. Use-Case Driven Design ........................................................................................................................ 14
C. Seamless Integration of Existing Equipment .............................................................................................. 14
D. Network & Infrastructure Awareness ........................................................................................................ 14
E. Future-Ready and Supportable ................................................................................................................ 14
Section 4: System Design Proposal ..................................................................................................... 15
Dunaway Community Meeting Room........................................................................................................... 15
Small Meeting Rooms & Staff Office ........................................................................................................... 16
Teen Space .............................................................................................................................................. 16
Product Specifications ............................................................................................................................... 17
Proposed Project Timeline .......................................................................................................................... 17
Proposed Method of Compensation .............................................................................................................. 18
Section 4: Key Asks from PCL ............................................................................................................ 18
Section 5: Work Samples & Client References ....................................................................................... 19
Reference 1: Denver Public Library A/V Refresh Project .................................................................................................... 19
Reference 2: Town of Monument Council Chambers A/V Upgrade ...................................................................................... 21
Project 3: Otero College Classroom A/V Technology Upgrade............................................................................................. 22
Section 6: Smart Systems Support & Warranty ...................................................................................... 22
Smart Systems Support .............................................................................................................................. 22
Warranty ................................................................................................................................................. 22
Section 7: Fee Schedule .................................................................................................................... 24
Additional/Optional Considerations ............................................................................................................. 35
Attachment B
7 Smart Systems | 303.588.1146 | www.cosmartsystems.com
Section 1: Smart Systems Profile & Qualifications
Smart Systems is a leading provider of comprehensive technology services, renowned for its expertise in
improving technology infrastructure and optimizing business operations, serving clients in the government,
education and commercial sectors. As a Certified Service-Disabled Owned Veteran Small Business, with over
25 years of experience in the industry, we have successfully delivered numerous projects that bolster efficiency
and productivity. Our solutions are designed to address primary complaints such as struggling with outdated
technology and frequent tech issues, while designing and deploying new systems that are simplistic and
intuitive, while providing the power and flexibility required by organizations like Pitkin County Library. Our
problem-solving and transparent approach, combined with unparalleled customer service and support, make us
the preferred partner for clients looking to keep up with technological advancements, streamline processes,
while increasing productivity. Our team is uniquely qualified with a diverse skill set spanning both AV and IT,
enabling us to design, install, and support your technology infrastructure.
Expertise and Experience
1. Extensive Industry Experience: Our team has completed hundreds of AV projects, ranging from small-
scale installations to large, complex integrations. We possess in-depth knowledge of the latest AV
technologies, the challenges and pitfalls of designing and deploying this type of technology, and industry
standards.
2. Certified Professionals: Our technicians and engineers hold certifications from leading AV
organizations and manufacturers, such as AVIXA (Audiovisual and Integrated Experience Association)
and CEIDA (Custom Electronics Design and Installation Association, Q-SYS, Crestron, Lutron,
Control4, ensuring they are well-versed in the best practices and innovative solutions. Our team also has
deep experience with a variety of Network technologies, including CISCO, Meraki, MikroTik, UniFi,
Netgear AV, D-Link Business, and others.
3. Comprehensive Services: We offer end-to-end AV services, including consultation, design, installation,
integration, and maintenance. This holistic approach allows us to ensure seamless project execution and
high customer satisfaction.
Capabilities
❖ Custom Solutions: We understand that each project is unique. Our team works closely with clients to
design custom AV solutions tailored to their specific needs and environments.
❖ State-of-the-Art Technology: We partner with top AV equipment manufacturers to provide state-of-the-
art technology. Our solutions include control system integration, video conferencing systems, digital
signage, interactive displays, sound systems, media players, and more. Additionally, we specialize in the
installation of large-scale video walls, sound systems, and advanced lighting controls. We also offer
customized AV solutions for conference rooms, classrooms, and public venues, ensuring seamless
integration and optimal performance. Our expertise extends to the development of user-friendly
interfaces and remote management systems, providing our clients with reliable and cutting-edge AV
technology tailored to their specific needs.
❖ Integration Expertise: Our proficiency extends beyond installation to the seamless integration of AV
systems with existing IT infrastructure. This includes network configuration, software integration, and
ensuring compatibility with other digital systems. Unlike many of our competitors, we aim to protect our
client’s prior investments by integrating existing relevant technology into new systems and upgrades
whenever possible.
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8 Smart Systems | 303.588.1146 | www.cosmartsystems.com
Technical Proficiency
1.Control Systems Integration: We specialize in integrating sophisticated control systems such as Q-
SYS and Crestron to provide a centralized and intuitive user interface for managing AV components.
This includes automated control of projectors, screens, lighting, microphones, cameras, audio systems,
and more.
2.Audio Networking: Utilizing DANTE network audio distribution, we ensure high-quality, low-latency
audio distribution across various components. This includes integrating microphones, speakers, and
digital signal processors (DSPs) to create a cohesive and reliable audio environment.
3.AV-over-IP Transport & Distribution: Design and deployment of network-based audio/video using
multicast, IGMP snooping, and QoS. Integrate Visionary Solutions encoders/decoders (and other
standards as required) with Q-SYS and third-party control for scalable routing, monitoring, and
centralized management.
4.Video Systems: We install and integrate high-definition cameras, projectors, and displays to support a
wide range of applications from council chambers, board rooms, and conference rooms to large
auditoriums. Our solutions ensure clear, crisp visuals that enhance communication and engagement.
5.Inputs/Outputs Management: Our solutions include comprehensive management of multiple input and
output sources. This ensures seamless switching between devices such as laptops, media players,
document cameras, and video conferencing systems.
6.Media Players and Sound Integration: We integrate media players with AV systems to support digital
signage, presentations, and other multimedia content. Our sound integration expertise includes
configuring surround sound systems, PA systems, and background music systems for optimal audio
performance.
7.IT Rack Design and Organization: Our team excels in designing and organizing IT racks to optimize
space, improve airflow to dissipate heat, and ensure easy maintenance. We adhere to industry standards
for cable management, labeling, and power distribution to enhance the reliability and efficiency of AV
and IT systems.
8.Lighting Control: We integrate advanced lighting control systems to create dynamic and adaptive
lighting environments. Our solutions include automated lighting scenes, dimming controls, shade control
and integration with AV systems for synchronized presentations and events.
9.Structured Cabling & Infrastructure: We provide end-to-end structured cabling services for both new
construction and retrofit projects. This includes design and installation of plenum-rated Cat6A UTP (and
fiber where required) in a home-run topology, precision termination at patch panels and wall jacks,
comprehensive labeling, pathway management (raceways/conduits), fire-stop compliance, and full
ANSI/TIA-568-D.2 certification testing. All installations are delivered with detailed as-built drawings
and documentation to support high-speed data, voice, and AV systems.
Process and Methodology
Our team consistently starts with the end in mind, striving to understand the desired outcome and goals for all
stakeholders to create a solution that is aesthetically pleasing, simplistic and intuitive in nature, while helping
you create the experience you expect for all users.
Our process and methodology for creating best in class systems:
1.System Design and Planning
❖Needs Analysis: Conduct a thorough needs assessment to understand the requirements and
objectives of the integration.
❖Site Survey: Perform a site survey to evaluate the physical environment and existing infrastructure.
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9 Smart Systems | 303.588.1146 | www.cosmartsystems.com
❖System Design: Develop a detailed system design, including hardware selection, software
configuration, and network planning.
❖Client Collaboration: Collaborate with the client team to ensure the design meets their vision and
expectations. This involves reviewing initial design concepts, gathering feedback, and making
necessary adjustments to align with the client’s goals.
2.Hardware Installation
❖Component Installation: Install all hardware components, including controllers, touch panels,
amplifiers, speakers, network switches, screens, projectors, etc.
❖Cabling and Connectivity: Ensure proper cabling and connectivity, adhering to industry standards
and best practices.
3.Software Configuration
❖Programming: Configure the control logic, user interfaces, and system behaviors using appropriate
programming tools.
❖Integration: Integrate with third-party devices such as projectors, screens, lighting systems, and
sound systems.
4.Testing and Validation:
❖System Testing: Conduct comprehensive testing to verify the functionality and performance of the
integrated system.
❖User Acceptance Testing: Engage end-users in testing to ensure the system meets their needs and
expectations.
5.Training & Documentation:
❖Role-based training: Onsite/virtual sessions for admins, operators, and support staff; hands-on
walk-throughs, Q&A, and “train-the-trainer” options.
❖Materials provided: End-user guides, admin manuals, quick-start/cheat sheets, and short recorded
tutorials; sign-in sheets and schedules included.
❖Operational handoff package: As-built drawings, configuration files/backups, system
documentation (SN, MAC Address, IP Address, etc).
Section 2: Your Smart Systems Team
Our team brings extensive technical expertise, industry certifications, and proven experience delivering A/V
integration projects for public-sector clients, including libraries, academic institutions, and municipal facilities.
Based in Lakewood, Colorado. Each of our installation team members and programmers is also part of our
dedicated support team, providing assistance based on the specific area of need and level of support required—
whether remote or on site. Our clients have direct access to the company’s owners, John Young and Katrina
Hughes, ensuring clear communication and rapid decision-making.
We have an impeccable record of supporting our clients, and we encourage you to ask our references about our
support capabilities and response times. As part of our commitment to service, we provide and recommend
Priority Support Plans (offered as an optional service in Section 6 – Support & Warranty) that outline our
priority SLAs. Our standard response time is within 8 business hours, with scheduling based on availability,
whereas our Priority Support Plans ensure prompt, prioritized assistance. Many of our government and
commercial clients have trusted us for years, returning to us for ongoing upgrades, expansions, and new
projects.
Our team is committed to working collaboratively with PCL staff to ensure minimal disruption to daily
operations while delivering reliable, easy-to-use, and future-ready A/V systems.
If awarded the opportunity to partner with Pitkin County Library, all work will be done directly via Smart
Systems team members.
Please keep confidentialAttachment B
10 Smart Systems | 303.588.1146 | www.cosmartsystems.com
John Young | Lead Designer/Systems Architect | john@cosmartsystems.com
Founder & President | 25+ Years of Experience
Role for Pitkin County Library:
John will lead design, system architecture, and deployment planning for PCL’s A/V
project, serving as the primary technical point of contact. He will align scopes with
PCL goals and timelines, produce itemized technical proposals, coordinate
installation/programming plans, and ensure complete documentation and clean
handoffs.
Summary:
With 25+ years delivering high-performance A/V integration and cabling solutions for
academic, municipal, and civic clients across Colorado, John designs flexible, multi-
use infrastructures that scale for future growth. His longevity in the business comes
from building strong client relationships and a simple standard: the job isn’t done
until the system works as intended. Because of this commitment to excellence, Smart
Systems maintains a long roster of clients with ongoing service contracts who return
for new projects and upgrades year after year, including relationships spanning over two decades.
Certifications & Expertise:
❖A/V System Architecture: Signal-flow design, video switching, DSP programming, and multi-room A/V
configuration.
❖Control Systems & Automation: Proficient in Crestron, Extron, Q-SYS, Control4, Visionary, and more;
designs intuitive, centralized control interfaces for A/V and low voltage installations.
❖Design, Programming & Troubleshooting: Extensive experience designing, programming, and
troubleshooting complex A/V systems to meet performance and reliability requirements.
❖Structured Cabling Design: Planning and implementing structured cabling systems for professional A/V
installations, designing pathway layouts, conduit/tray routing, and ensuring compliance with safety and
fire-stop requirements.
John’s holistic approach—integrating well-planned system design with advanced A/V architecture—ensures
complex A/V installations deliver dependable performance, intuitive operation, and the adaptability to meet
future needs.
Katrina Hughes | Project Management & Client Success | katrina@cosmartsystems.com
Partner | Operations & Client Relations | 18+ Years of Experience
Role for Pitkin County Library:
Katrina will lead project scheduling, documentation, and stakeholder communication for the
PCL AV Meeting Rooms - ensuring precise contract execution, optimized resource alignment,
and on-time delivery. She will coordinate closely with PCL staff to align work with library
event schedules, oversee vendor performance, and maintain clear communication throughout
all phases of the project.
Summary:
Katrina has worked across a variety of industries, leading sales and operations teams serving
both commercial and government clients. As a Partner at Smart Systems, she is responsible
for company growth initiatives, customer success, and operations—ensuring disciplined
execution, clear communication, and on-time delivery. Her experience includes managing
complex A/V installation projects in public spaces, coordinating multiple trades, and ensuring minimal
disruption to daily operations.
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11 Smart Systems | 303.588.1146 | www.cosmartsystems.com
Key Expertise & Responsibilities:
❖Contract & Vendor Management: Administers RFP compliance, scopes of work, change orders, and
vendor performance to maintain budgetary and contractual integrity.
❖Resource Coordination & Scheduling: Builds detailed project schedules, allocates personnel and
equipment, and manages logistics to minimize downtime and meet milestones.
❖Stakeholder Communication: Facilitates regular status meetings, RFIs, and executive summaries to
keep City IT, Facilities, and end users aligned.
Katrina’s disciplined administration supports PCL’s requirements for clear communication, documentation, and
coordination—delivering transparency, accountability, and long-term system performance from contract award
through final closeout.
Trevor Reed | Lead Installer | trevor@cosmartsystems.com
Lead Technician | 10+ Years of Experience
Role for Pitkin County Library:
Trevor will lead on-site installation and system integration for the PCL -
coordinating crews, validating workmanship, and ensuring all equipment is
properly deployed, configured, and tested for optimal functionality and user
experience. He will work closely with Katrina and PCL staff to sequence
installations around library operations and events, ensuring minimal
disruption.
Summary:
With over 10 years of hands-on A/V installation, integration, and support for
government and commercial clients, Trevor executes each project with
precision, efficiency, and a focus on long-term reliability. His experience spans
a wide range of system types and installation environments, including public
spaces that require strict safety, accessibility, and operational considerations.
Installation Skills & Certifications
❖AV Components & Room Systems (Expert Install): Large-format displays and projection/screening
systems; PTZ cameras; wired/wireless microphone systems (gooseneck, boundary, array); loudspeakers &
amplifiers; DSPs (Q-SYS); switchers/scalers; Logitech room solutions; assistive listening (ADA); touch
panels/control processors; BYOD connectivity; Dante and AV-over-IP encoders/decoders.
❖Structured Cabling & Infrastructure: Plenum-rated Cat6A UTP and single/multimode fiber; pathway
design; rack build & cable management; cable pulls; UL-rated fire-stop; home-run topologies
❖Termination & Testing: Skilled in T568B terminations at patch panels and jacks, and ANSI/TIA-568-D.2
certification testing, insertion loss, return loss)
❖Control System & Network Integration: Certified in PCNA Networking, Savant, Control4, RTI, plus Q-
SYS Level 1; experienced with VLAN configuration, AV-over-IP routing, and secure network
configurations.
Trevor’s field leadership ensures that PCL’s A/V installations are completed to the highest technical standards,
fully tested and commissioned, and handed over with clean documentation—delivering reliable systems that
integrate seamlessly into the library’s day-to-day operations.
Please keep confidentialAttachment B
12 Smart Systems | 303.588.1146 | www.cosmartsystems.com
Ron Cordero | Level 1 Installer | Ron@cosmartsystmes.com
A/V Technician | 5 Years Experience
Role for Pitkin County Library:
Ron will serve as an installer, working under the direction of the field lead (Trevor) to
support day-to-day installation tasks, basic testing, documentation, and closeout
activities—ensuring work meets PCL’s scope, schedule, and safety requirements. He
will assist in executing room-by-room installations in coordination with library
operations to minimize disruption.
Summary:
Ron joined Smart Systems in early 2025 after successfully operating his own low-
voltage contracting business for over five years. During that time, he honed his
expertise in the commercial segment—project-managing and leading installation teams
on large-scale structured-cabling and AV roll-outs. Ron’s hands-on background ensures
precise, code-compliant installations and seamless coordination with network and AV
engineers.
Installation Skills & Capabilities:
❖Structured Cabling & Pathway Management: Proficient in installing plenum-rated Cat6A UTP and
single-mode/multimode fiber home-run topologies; experienced with conduit, J-hooks, ladder racks, and
UL fire-stop systems.
❖Audio-Visual System Integration: Skilled in mounting and wiring cameras, displays, speakers,
microphones, and DSPs; familiar with Q-SYS, Crestron, and Dante networked audio deployments.
❖Control & Power Infrastructure: Installation of in-wall touch panels, AV racks, power sequencing,
and UPS integration; adept at rack-layout best practices, airflow optimization, and cable-management
standards.
Ron will partner closely with Trevor on site to ensure every aspect of the project scope is executed to
specification, on schedule, and with exceptional workmanship—delivering reliable systems that integrate
seamlessly into PCL’s library environment.
Braden Jones | Q-SYS Programmer & Technical Support | Braden@cosmartsystmes.com
A/V Systems Programmer | 3+ Years with Smart Systems
Role for Pitkin County Library:
Braden will provide Q-SYS programming and backend system support for
the PCL’s AV Meeting Room - developing custom automation,
configuring audio networks, and ensuring systems are intuitive for library
staff to operate. For any systems enrolled in Q-SYS Reflect, he will also
provide remote monitoring, technical troubleshooting, and real-time
adjustments in coordination with PCL IT staff.
Summary:
Braden is a certified Q-SYS programmer, Dante-certified audio specialist,
microphone systems expert, and network technician, responsible for
developing custom automation solutions and backend support for
advanced A/V systems. His work ensures that A/V environments are user-
friendly, responsive, and scalable.
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Key Expertise & Certifications:
❖Q-SYS Certified: (programming/UI, logic, presets, ACPR); extensive Q-SYS work on multiple government
installations.
❖AV-over-IP: Integrates Visionary encoders/decoders into Q-SYS systems for transport, control, and
monitoring.
❖Dante Certified: Expertise in audio networking and digital signal distribution
❖Shure Microphone Systems Certified: specializing in ceiling array, wireless, and conference microphone
integration
❖Networking: Skilled in network management & A/V control programming and integration.
Braden supports PCL’s needs for configuration, testing/commissioning, technical support, and documentation—
delivering clean, supportable Q-SYS deployments tailored to each room and use case.
Ryan Calderon | Network & Programming Specialist |
ryan@cosmartsystems.com Network & Software Engineer | 13+ Years of
Experience (9 with Smart Systems)
Role for Pitkin County Library:
Serves as an as-needed strategic resource for advanced network and connectivity
needs—supporting backend programming, network design, and troubleshooting to
ensure secure, high-performance AV-over-IP systems. Coordinates with PCL IT and
project leads to validate configurations and resolve complex issues.
Summary:
Over his 8 years partnering with Smart Systems, Ryan has resolved numerous
critical, highly technical issues—most notably troubleshooting an out-of-scope Cisco
videoconferencing problem for the U.S. VA Contracting Office (Denver Tech Center).
He also helped develop and deploy a custom network router and built the backend
software that gives Smart Systems greater control and visibility into client A/V
networks. He is responsible for networking, programming, and coding, with expertise
supporting Crestron, Q-SYS, Extron, and Cisco environments.
Certifications & Capabilities
❖Advanced Networking & Infrastructure: VLAN and multicast architecture, network segmentation,
QoS configuration, and secure remote access
❖AV-over-IP Routing & Signal Management: Expertise in Dante, NDI, and SDVoE deployments, plus
integration with Q-SYS and third-party control systems
❖Performance Optimization: Network monitoring, latency tuning, and capacity planning to maintain
responsive, scalable control systems.
Ryan collaborates with the on-site team to validate network designs, optimize traffic flows, and ensure the A/V
control architecture performs reliably supporting configuration, testing/commissioning, and technical support
needs.
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Section 3: Project Understanding & Approach
Pitkin County Library has expressed the need for a unified, reliable, and user-friendly AV system across a variety of
spaces, from large public venues like the Dunaway Community Meeting Room to smaller, flexible-use meeting and office
spaces. The system must integrate recent investments (e.g., projector, Shure microphones) and solve existing pain points
related to system reliability, user training, and remote support access.
Our approach centers around the following core principles:
A. Comprehensive System Lifecycle Management
We will manage the entire AV system lifecycle—from use-case evaluation and system design to equipment procurement,
installation, integration, training, and ongoing support. The project will be led by Katrina Hughes, partner at Smart
Systems, and Trevor Reed, certified Q-SYS programmer, ensuring consistent coordination and delivery.
B. Use-Case Driven Design
Each space was reviewed based on its intended use cases. For example:
•Dunaway Room will support cinema mode, hybrid meetings, in-person lectures, and overflow broadcast to other
rooms.
•Small Meeting Rooms & Director’s Office will prioritize video conferencing and content sharing.
•Teen Space will incorporate basic A/V functionality, integrating with existing wireless headsets for gaming,
watching movies, etc.
Our solution supports all these use cases while ensuring simplicity and reliability for users of varying technical skill
levels.
C. Seamless Integration of Existing Equipment
We will retain and integrate the following equipment in the Dunaway Room:
•Projector (Digital Projection HIGHlite 4K-UHD)
•Projection screen (164" flush-mounted)
•Shure wireless microphone system (3 handheld, 3 lavalier units)
•Existing JBL in-ceiling and wall-mounted speakers
•Anthem AVM 70 processor
Our team will verify performance and compatibility of these components with the new QSC Q-SYS ecosystem during
pre-installation site testing.
D. Network & Infrastructure Awareness
We recognize Marmot as the Library’s IT partner and will coordinate switch integration (Netgear AV Line switch) directly
with them. Our proposed PoE+ AV switch and all devices will reside on the private VLAN and follow standard security
protocols.
E. Future-Ready and Supportable
We emphasize solutions that support:
•BYOD (USB-C, HDMI, Wireless Sharing)
•Remote management and support
•ADA accessibility compliance
•Assistive listening systems (Dunaway required, others optional)
.
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Section 4: System Design Proposal
The proposed AV system is tailored by room and space to meet functional needs, ensure reliability, and simplify
operation. Below is a room-by-room design summary integrating the listed equipment:
Dunaway Community Meeting Room
The AV system in the Dunaway Community Meeting Room will be upgraded to provide a reliable, flexible, and
intuitive solution for in-person events, hybrid meetings, and film screenings. The design is built on the Q-SYS
Control platform, which serves as the backbone for audio, video, and system logic. A custom-designed User
Control Interface (UCI) will be developed in collaboration with the Pitkin County Library team to ensure all
identified use cases are captured. This UCI will be intuitive for both staff and patrons and can be accessed not
only on the in-room touch panels, but also on mobile devices such as iPads or PCs, providing convenient
control from anywhere in the room.
For video distribution, the design incorporates Visionary Solutions AV-over-IP technology, which provides low-
latency, broadcast-quality transport over standard network infrastructure. This enables flexible signal routing,
scalability for future expansion, and reliability built on proven professional AV standards.
To improve visibility, a new 98" Sony FW98BZ53L 4K HDR display will replace the existing 80" unit. The
larger format is better suited to the room’s size and capacity, creating a significantly better viewing experience
for audiences.
The specified QSC CX-Q 8K8 network amplifier will fully support the room’s existing JBL speakers while also
preparing the system for the upgraded speaker package already planned and budgeted for 2026. This ensures
continuity today while protecting the library’s investment for the future.
In addition to the new equipment being provided, the following existing components will be fully integrated
into the new design:
•Digital Projection Projector
•Ceiling-mounted Projection Screen
•Shure Wireless Microphones (3 handhelds, 3 lavaliers)
•Anthem AVM 70 Video Processor
Key Equipment and Functions:
•QSC Q-SYS Core 24f DSP – Central control processor for audio, video, and room system logic.
•QSC CX-Q 8K8 Network Amplifier – Provides clean, reliable amplification for existing JBL ceiling
and wall-mounted speakers and supports planned 2026 speaker upgrades.
•QSC TSC-101-G3 Touch Panels (x2) – One at the front of the room and one in the AV rack; provide
simple, identical control interfaces for staff and presenters. If desired, an Advanced User interface
controls (password protected) can be added
•Sony FW98BZ53L 98" 4K Display with Chief LVS1U-G Mount – Large-format display,
complements the existing projection system for flexible viewing options.
•BirdDog BDX5UW PTZ Cameras (x2) – 4K cameras with 20x zoom for hybrid conferencing, live
streaming, and overflow video distribution.
•Kramer VIA Connect2 – Wireless content sharing via AirPlay, Chromecast, and Miracast for BYOD
presentations. VIA Connect provides a reliable, dongle-less connection that eliminates connectivity
issues related to wireless presentation devices that require a dongle like the Barco ClickShare.
•Visionary Solutions Wall Plates and Encoders/Decoders – Provide HDMI, Bluetooth, and Dante-
enabled connections at both wall and floor locations, enabling flexible content input and routing.
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• Epiphan ESP1782 Video Streamer/Recorder – Records events and/or streams them live for hybrid
participation.
• Williams Sound FM 557 PRO D Assistive Listening System + R37 Receivers – Ensures ADA-
compliant audio accessibility for hearing-impaired participants.
• NetgearAV GSM4230P L2+ Managed Switch – Dedicated PoE+ network switch to power and connect
AV-over-IP devices.
• Cabling and Programming – New CAT6 plenum cabling, HDMI/USB interconnects, and full Q-SYS
programming for control, camera presets, and system testing.
Outcome: The upgraded Dunaway Room will deliver a robust, user-friendly AV system for diverse use cases,
with ADA compliance, hybrid meeting support, and future readiness.
Small Meeting Rooms & Staff Office (Hot Pick, Johnson, Catto Shaw, Library Lab, Director’s
Office)
The three small meeting rooms, Director’s office and the Library Lab will be equipped with a standardized AV
solution to provide a consistent and user-friendly experience across all spaces. These rooms are designed to
support hybrid meetings, local presentations, and collaborative sessions for both library staff and patrons.
At the core of each room is the MAXHUB V6550 65" Interactive Display with MT71E PC Module. This all-
in-one system combines a large 4K screen, built-in cameras, microphones, and speakers, along with an
embedded Windows PC:
• Clear Visuals: The 4K display ensures presentations and video calls are sharp and visible from
anywhere in the room.
• Built-In Conferencing Tools: Integrated camera and microphone arrays provide clear video and audio
without requiring extra devices, making it easy to join or host virtual meetings.
• Simple Collaboration: The embedded Windows PC allows direct access to Zoom, Teams, Google Meet,
or Webex. No external laptops are required.
• Flexible Content Sharing: Users can share their screen wirelessly (AirPlay, Chromecast, Miracast) or
connect directly via the USB-C to the front of the display or via the HDMI wall plate provided in each
room.
• Easy to Use: The touch screen supports interactive whiteboarding and annotations, while the overall
system is designed for quick startup and minimal training needs.
• Certified Microsoft Hardware Partner: MAXHUB products are certified for Microsoft Teams Rooms,
ensuring reliability and high performance within the MTR ecosystem.
See MAXHUB in action: Click HERE for three short videos
Teen Space
The Teen Space is designed for media playback, gaming, and creative use rather than conferencing. The
upgrade will simplify connections for patrons, improve the overall look of the room, and provide more
flexibility for personal devices.
Key Equipment and Functions:
• Sony FW65BZ30L 65" 4K HDR Display – Provides clear visuals for movies, games, and personal
device connections.
• USB-C and HDMI Passthrough Wall Plate – Adds simple, accessible wired connectivity for laptops,
gaming consoles, and other devices, ensuring compatibility with current and future technology.
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• Improved Cable Management – Existing cabling will be reorganized and concealed to create a cleaner,
more professional appearance and reduce clutter in the space.
• Existing Wireless Headphones – Continue to provide localized audio without external speakers.
Outcome: The Teen Space will be easier to use, more organized, and visually cleaner, while supporting a wider
range of personal devices for youth programming and media engagement.
Product Specifications
Data sheets for our proposed equipment, by room, can be found by clicking this link: PCL_Spec Sheets and Warranty Info
Proposed Project Timeline
This is a sample project timeline and will be adjusted to meet PCL's needs based on library events, availability and
seasonality.
Project Initiation
❖ Project Kickoff Meeting with PCL stakeholders to introduce project team and review goals.
❖ Post-Award Site Walk to confirm equipment placement, infrastructure readiness, and scope alignment.
❖ Review RFP/Q&A clarifications regarding equipment reuse, replacement, and room-specific considerations.
❖ Finalize execution timeline aligned with library events and staffing.
❖ Execute contract documents; submit COI meeting PCL insurance requirements.
Procurement & Pre-Installation
Order Equipment
❖ Issue all purchase orders and confirm delivery timelines with vendors.
❖ Monitor order status to ensure timely arrival of all equipment and materials.
Receive Equipment
❖ Receive, inspect, and bench-test equipment for functionality.
Planning
❖ Begin system programming and configuration of pre-deployable components (e.g., Q-SYS processors, touch
panels).
❖ Coordinate with PCL on storage/staging for equipment during installation.
❖ Confirm schedule with PCL of planned on-site workdays and hours.
Installation
Pre-Installation Prep
❖ Prepare installation areas by verifying clearances, access, and readiness of power and data infrastructure (based on
room installation schedule).
Installation & Configuration
❖ Install all AV hardware, including displays, speakers, microphones, control interfaces, and supporting
components.
❖ Run and terminate all necessary cabling.
❖ Configure and calibrate the AV system for optimal performance and usability.
Testing & Quality Assurance
Project
Initiation
Procurement
& Pre-
Installation
Installation &
Programming
Training /
Adjustements
& Handover
Project
Closeout
Within 2 weeks of
award
Oct 15 – Nov 15 Nov 17 – Dec 5 Dec 8 - 19 Dec 20 - 31
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❖ Perform comprehensive testing of all AV functions, including signal paths, control interfaces, source switching,
and audio distribution.
❖ Identify and resolve any integration issues or performance anomalies.
❖ Validate system readiness against project requirements.
Training & Handover
Staff Training
❖ Conduct hands-on training sessions for designated PCL key staff members
❖ Deliver user guides and quick-reference sheets customized for each space.
Final Adjustments & Handover
❖ Make final interface or programming adjustments based on staff feedback.
❖ Ensure systems are intuitive, fully functional, and tailored for day-to-day use.
❖ Officially hand over the system to PCL.
❖ Review long-term maintenance and troubleshooting procedures with key personnel.
Project Closeout
Documentation & Final Review
❖ Provide complete as-built documentation, serial number lists, warranty info, and configuration files.
❖ Final walk-through with PCL stakeholders to confirm satisfaction.
❖ Review lessons learned and confirm readiness for potential future upgrades.
❖ Formal project sign-off and closeout.
Proposed Method of Compensation
Our standard compensation structure is designed to balance project cash flow while aligning with municipal
contracting practices. In our experience working with similar municipalities, contracts typically include
• An upfront payment or deposit of 40–50% at the time of contract execution.
• A progress payment of 30–40% due upon substantial completion of the installation.
• The remaining balance due at project closeout, following final acceptance by the client.
We recognize that each municipality has unique requirements regarding payment schedules. We are fully
prepared to work with Pitkin County to establish a compensation structure that is agreeable to both parties while
ensuring smooth project execution.
Section 4: Key Asks from PCL
To ensure a smooth and efficient installation process for the Main Library Branch A/V Refresh, the following information,
resources, and coordination from the Pitkin County Library (PCL) will be required:
1. IT / Networking – Dunaway Room
• We recommend configuring all new A/V equipment on a dedicated A/V VLAN for improved security, system
management, and long-term maintainability.
• If permitted by PCL’s IT department, DHCP reservations for key equipment are highly recommended to improve
reliability and streamline troubleshooting.
2. Logistics
• Access to the library’s event schedule and identification of optimal installation times to minimize disruption to
operations.
• Designation of a single point of contact or project manager within PCL for all project communications, approvals,
and coordination.
4. Facilities Coordination (if applicable)
• If any aspects of the project require review or sign-off from the facilities department, we request early
engagement to avoid potential delays during the installation phase.
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Section 5: Work Samples & Client References
Reference 1: Denver Public Library A/V Refresh Project - $561,277 – Denver Colorado
Smart Systems has been a trusted technology partner for the Denver Public Library, delivering a comprehensive A/V
modernization project across multiple locations over the past nine months. This initiative involved the installation of
advanced A/V systems in 15 rooms at the newly renovated Central Library, along with a complete refresh and replacement
of A/V infrastructure in four additional branch locations, as well new system design and installation at the City’s newest
library branch.
Scope of Work & Key Highlights:
❖ Integrated Audio Systems – Installed high-performance speaker and microphone systems designed for multi-use
rooms, supporting lectures, community events, and hybrid meetings with consistent, intelligible sound.
❖ Logitech Video Conferencing – Installed more than 15 Logitech conferencing solutions, including designing a
custom interface for the public rooms, allowing simple connectivity to all meeting platforms, utilizing a NUC,
TAP and Huddle Bar.
❖ Q-SYS Control System Architecture – Enabled scalable, flexible audio and video management across multiple
rooms, simplifying operations for non-technical users.
❖ Shure Microphone Integration – Utilized both wired and wireless microphones to accommodate various
presentation styles and room configurations, ensuring clear voice capture across all applications.
❖ Custom Control Interfaces – Delivered intuitive, touch-based control panels with preset configurations for
different event modes and room uses.
❖ Video Display & Projection Systems – Integrated large-format displays and projection solutions to support
presentations, workshops, and hybrid learning environments.
❖ Mobile Video Conferencing Cart – fully integrated Logitech conferencing system deployed on a mobile cart for
one of the smaller libraries, providing flexibility in location and use for the library.
Despite a compressed project timeline of less than six weeks, Smart Systems successfully completed the entire Central
Library installation on schedule, ensuring full AV functionality for the grand reopening. The remaining branch locations
were also delivered on time and within budget in December of 2024.
In early 2025, Smart Systems was engaged by the Denver Public Library to urgently refresh A/V at the Blair-Caldwell
Museum, upgrading displays and various audio to support museum content. The work supported a high-profile, politically
sensitive project with accelerated timelines.
We are now in the final stages of installing A/V systems in the Lena Archuleta branch—a new construction project that
includes outfitting four rooms with touch-panel control interfaces, high-definition displays, and integrated audio solutions.
Reference: Jeremy Ansell | Operations Manager, IT | (970) 567-0144 | jansell@denverlibrary.org
Decker Library – 98” Sony
Display, Q-SYS, BYOD Video
Conferencing, Shure Mics
Corky Gonzales Library –
Pendant mount display,
Logitech Conferencing
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Central Library – Custom
UI for public rooms with
Logitech Conferencing
Valdez Perry equipped
mobile cart for video
conferencing and in-room
sharing.
This photo shows a library
customer with National
Western excited about the
upgraded technology.
Corky Gonzales Library – Lena Archulta Room.
Use case: Technology in room includes ceiling mounted projector and
screen, secondary in room display, along with Q-SYS Control, Networked
Camera, Shure MXA920 Beamforming Microphone & Shure Handheld &
Lavalier Microphones for live streaming along with ability to send video
stream and content to their upstairs open collaboration (overflow) area.
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Reference 2: Town of Monument Council Chambers A/V Upgrade - $147,794 – Monument Colorado
Smart Systems delivered a comprehensive modernization of the Town of Monument’s Council Chambers in
2024. The solution centers on a Q-SYS control system with Intelligent Audio and Automatic Camera Preset
Recall (ACPR) to support a Microsoft Teams–based environment for broadcasting all public meetings.
Scope of Work & Key Highlights
❖ Q-SYS Control System Integration – Centralized AV management with ACPR to trigger PTZ presets
from active microphones; optimized for Teams streaming of public meetings.
❖ Intelligent Audio Processing – Real-time meeting adjustments for clear, consistent speech
intelligibility.
❖ ADA Assistive Listening – Wireless transmission to meet accessibility requirements.
❖ Multi-Screen Video Distribution – Feeds to chamber monitors and attendee-facing displays.
❖ Digital LED Nameplates – Designed and deployed programmable nameplates that load meeting
presets and participant names by session, improving legibility and dais management.
❖ Mobile A/V Cart – Engineered a self-contained, portable A/V cart for offsite/overflow use with full
Q-SYS control, dual displays, PTZ camera(s), and wireless microphones—ready for rapid roll-in/roll-
out operation.
Reference: Will Williams | IT Director | (719) 396-0842 | wwilliams@tomgov.org
Custom Q-SYS UCI to support
various meeting types (right).
Custom interface to control
microphones (left)
Monument Council Chambers,
displaying programmable LED
nameplates (right). Custom built
“council chambers to-go”
featuring Q-SYS control, dual
displays, and wireless
microphones (left).
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Project 3: Otero College Classroom A/V Technology Upgrade - $475,759 – La Junta Colorado
Smart Systems has served as Otero College’s trusted AV integration partner for the past three years, delivering
phased classroom technology upgrades that support evolving instructional models and institutional goals. This
work aligns closely with LCCC’s Union Pacific Centennial Room AV upgrade in both technical complexity and
the educational environment.
Scope of Work & Key Highlights:
❖ Q-SYS Control System Deployment – Implemented user-friendly, centralized room control via in-wall
touch panels, enabling easy operation and scheduling of AV resources.
❖ Integrated Audio-Visual Systems – Delivered high-quality audio and video through camera, speaker,
and microphone installations that support both live and remote learning.
❖ Future-Ready Infrastructure – Built for scalability and long-term use, supporting reliable hybrid
learning environments and seamless transitions between instructional modes.
The initial project was completed ahead of schedule, with high marks from both IT staff and instructors. As a
result of its success, Smart Systems is currently contracted to upgrade an additional 8 classrooms, scheduled for
deployment in May 2025—further demonstrating the college’s confidence in our ability to deliver consistent,
high-performance AV solutions across campus.
Reference: Shawn Borton | Director of IT | (719) 384-6982 | shawn.borton@otero.edu
Section 6: Smart Systems Support & Warranty
Smart Systems Support
As a pro-active and value add to all our clients, we offer ongoing Priority Support and Maintenance contracts that extend
beyond the covered warranty period. This includes priority service, regular system checks and maintenance, including
follow up reports related to system status, issues and resolution.
Remote management/troubleshooting –
• Q-SYS Reflect is included, offering remote management and monitoring for Q-SYS devices.
• MAXHUB Pivot for remote management and monitoring for MAXHUB XBoard
Gold Priority Service Performance Plan (Service Plan) –
• Includes:
o Two (2) Annual scheduled maintenance visits
o Q-SYS Reflect Plus (remote management & monitoring for Q-SYS devices/systems) Remote backup
Core manager – remote firmware updates
o Two (2) Service calls (trip charge) and up to three (3) hours of labor.
o Direct remote access to touchscreens for troubleshooting and UI changes
o Expedited on-site service calls
o Routine maintenance and firmware upgrades
• Response & Resolution Timelines:
o Response within 4 hours (8am – 8pm MST/MDT, Mon-Fri)
o Scheduling within 24 hours
Warranty
Smart Systems guarantees that all A/V equipment and components installed as part of this project are covered under the
respective manufacturer’s warranty, which will be honored according to the manufacturer’s specified terms and
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conditions. All warranty documentation will be provided upon project completion, ensuring that PCL has full access to
manufacturer support and service coverage.
In addition, Smart Systems provides a one-year warranty on all labor and installation services, effective from the date of
final system acceptance. This warranty ensures that any defects in workmanship or installation-related issues will be
promptly addressed and resolved at no additional cost to the Government.
During the warranty period, Smart Systems will:
• Troubleshoot and repair any installation-related defects at no charge.
• Ensure system performance aligns with contract specifications.
• Coordinate with manufacturers to facilitate any necessary equipment repairs or replacements under their respective
warranties.
Our commitment to quality assurance and responsive support ensures the reliability and long-term functionality of the
installed A/V system.
This warranty does not cover:
• Damage resulting from misuse, abuse, accidents, or negligence.
• Programming or configuration changes made by the end user or unauthorized personnel.
• Issues caused by unauthorized modifications, third-party installations, or the use of non-approved accessories or
software.
• Failures due to power surges, electrical issues, environmental conditions, or natural disasters.
• Normal wear and tear, including battery degradation and mechanical wear on moving parts.
• Software conflicts or issues arising from outdated firmware/software not updated as recommended.
• Lack of routine maintenance or improper cleaning methods.
• Data loss or corruption.
• Repairs or attempts to repair by non-authorized service providers.
• Equipment not registered with Smart Systems or the manufacturer.
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Section 7: Fee Schedule
Our cost schedule presented below is provided in an easy to follow, transparent format, broken out by room, with
associated equipment and labor assigned to each space.
Proposed Investment ………………………………………………………………………………………$ 118,687.89
With Gold Priority Support Plan …………………………………………………………………………$ 126,937.89
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Additional/Optional Considerations
In addition to the base scope of work, we are pleased to provide several optional enhancements that Pitkin
County Library may wish to consider for expanded functionality, usability, and flexibility across the meeting
spaces. These options are outlined in detail in Section 7 – Fee Schedule and summarized here:
• Alternative Mounts for Small Meeting Rooms – Swing-out wall mounts are recommended for spaces
where the interactive display cannot be centered. These mounts allow the display to pivot outward,
improving viewing angles, camera positioning, and overall user experience.
• MAXHUB Touch Control Panels – Dedicated 10.1" touch panels provide a professional-grade control
interface for MAXHUB interactive displays. This option improves usability by giving staff and patrons a
reliable, consistent control interface separate from the main display.
• Dunaway Meeting Room Beamforming Microphone – Shure MXA920 ceiling array microphones,
pendant-mounted at 12' AFF, provide advanced voice pickup across the room. One may be sufficient for
central seating coverage; two MXA920 are recommended for full-room and perimeter coverage.
• Overflow Content Sharing – Visionary D5200 AV-over-IP decoders in the three small meeting rooms
(Hot Pick, Johnson, Catto Shaw) would enable these spaces to serve as overflow rooms for large events
in the Dunaway Room. This option is a cost estimate and will require confirmation of cable runs and
CAT6 pathways back to the AV rack in Dunaway.
Note on Assisted Listening in Small Meeting Rooms:
Based on typical use cases, the small conference rooms are not ideal for dedicated assisted listening systems.
However, if these rooms are used for overflow during large events in Dunaway, additional Williams AV FM
receivers can be added to the existing assisted listening system. The Williams FM system already proposed
provides coverage up to 1,000 feet from the AV rack, making it possible to extend assisted listening into these
spaces without installing separate systems.
Children’s Area – System Replacement Option
As an additional option, we have developed a preliminary scope for replacing the A/V system in the Children’s
Area. This design is based on limited available information and should be considered a budgetary estimate. If
this option is pursued, we recommend a thorough discovery process to better define actual use cases, confirm
infrastructure capabilities, and identify opportunities to revise the system components for cost savings.
Proposed Equipment and Functions:
• Q-SYS NV-32-H Core Capable Endpoint – Provides local video switching, audio DSP, and AV
bridging with support for future AV-over-IP integration.
• Q-SYS TSC-70-G3 7” Touch Screen Controller – Simplifies control of sources, volume, and
projector/display functions with an intuitive interface.
• QSC SPA2-60 Energy Star Amplifier – Powers in-room audio with efficient, compact amplification.
• QSC AC-C6T Ceiling Speakers (x6) – Provides clear, even audio coverage throughout the room.
• Epson PowerLite L530U Laser Projector – Delivers bright, high-quality visuals suitable for storytime,
presentations, and special events.
• Shure MXW Wireless Microphone System – Includes handheld and lavalier microphones for
storytime leaders, presenters, and interactive programming.
• Netgear AV Line Network Switch – Provides reliable networking for AV-over-IP devices.
• Miscellaneous Cables, Mounting Hardware, and Programming – Includes CAT6 cabling,
HDMI/USB interconnects, and Q-SYS programming for control, audio routing, and user interfaces.
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Outcome: This system would provide the Children’s Area with a full-featured A/V solution supporting
storytime, educational programming, and small-scale presentations. The design leverages the same Q-SYS
control framework used in other library spaces, ensuring consistent operation and simplified support.
Overflow Capability: With the addition of Visionary AV-over-IP functionality, this space could also be used as
an overflow room for events hosted in the Dunaway Community Meeting Room, allowing live video and audio
to be seamlessly routed into the Children’s Area for larger community gatherings.
Important Note: This scope is an estimate based on limited available information. In practice, the Children’s
Area system may be able to be revised for additional cost savings, depending on actual needs and how the space
is most often used. This proposal is intended to provide the County with a baseline replacement cost for
budgeting and planning purposes.
** Detailed Pricing for Additional Options on Next Page**
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Thank you for your consideration!
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Certificate Of Completion
Envelope Id: 7325491E-9EDD-4321-8BCE-2E93F985EE17 Status: Completed
Subject: Smart Home Systems Inc | Pitkin County Contract 110.25 for Review & Signature
Source Envelope:
Document Pages: 111 Signatures: 5 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: 2601:281:2:5360
Record Tracking
Status: Original
10/3/2025 1:51:25 PM
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: 76.120.11.204
Sent: 10/3/2025 1:57:08 PM
Resent: 10/3/2025 2:21:17 PM
Resent: 10/6/2025 9:40:15 AM
Viewed: 10/6/2025 9:56:33 AM
Signed: 10/6/2025 9:56:41 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Genevieve Smith
genevieve.smith@pitkincounty.com
Library Director
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address:
2601:281:84:3bb0:2d61:8d6f:f348:e203
Signed using mobile
Sent: 10/6/2025 9:56:44 AM
Viewed: 10/6/2025 5:07:55 PM
Signed: 10/6/2025 5:11:59 PM
Electronic Record and Signature Disclosure:
Accepted: 10/6/2025 5:07:55 PM
ID: edbf468b-46b0-4c9b-9fbe-aa18fb63149e
Company Name: Pitkin County, Colorado
John Young
john@cosmartsystems.com
President
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 75.148.127.169
Sent: 10/6/2025 5:12:02 PM
Viewed: 10/6/2025 5:52:41 PM
Signed: 10/7/2025 5:52:33 PM
Electronic Record and Signature Disclosure:
Accepted: 10/6/2025 5:52:41 PM
ID: 67c5472b-9418-4a41-a521-11667f8d23d9
Company Name: Pitkin County, Colorado
Jon Peacock
jon.peacock@pitkincounty.com
County Manager
Pitkin County
Signing Group: County Manager Group
Security Level: Email, Account Authentication
(None)
Signature Adoption: Drawn on Device
Using IP Address: 76.120.56.204
Sent: 10/7/2025 5:52:36 PM
Viewed: 10/7/2025 10:40:52 PM
Signed: 10/7/2025 10:41:29 PM
Electronic Record and Signature Disclosure:
Signer Events Signature Timestamp
Not Offered via Docusign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Pitkin County Procurement
procurement@pitkincounty.com
Ruslana Ivanova, Procurement Specialist
Pitkin County
Security Level: Email, Account Authentication
(None)
Sent: 10/7/2025 10:41:32 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Accounts Payable
AP@pitkincounty.com
Accounts Payable
Pitkin County
Security Level: Email, Account Authentication
(None)
Sent: 10/7/2025 10:41:33 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 10/3/2025 1:57:09 PM
Envelope Updated Security Checked 10/3/2025 2:17:05 PM
Envelope Updated Security Checked 10/3/2025 2:17:05 PM
Envelope Updated Security Checked 10/3/2025 2:17:05 PM
Envelope Updated Security Checked 10/3/2025 2:21:02 PM
Envelope Updated Security Checked 10/3/2025 2:21:02 PM
Envelope Updated Security Checked 10/3/2025 2:21:02 PM
Envelope Updated Security Checked 10/3/2025 2:21:02 PM
Envelope Updated Security Checked 10/6/2025 9:40:08 AM
Envelope Updated Security Checked 10/6/2025 9:40:08 AM
Envelope Updated Security Checked 10/6/2025 9:40:08 AM
Envelope Updated Security Checked 10/6/2025 9:40:08 AM
Envelope Updated Security Checked 10/6/2025 9:40:08 AM
Certified Delivered Security Checked 10/7/2025 10:40:52 PM
Signing Complete Security Checked 10/7/2025 10:41:29 PM
Completed Security Checked 10/7/2025 10:41:33 PM
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. Described below are the terms and conditions for
providing to you such notices and disclosures electronically when we send you documents for
electronic signature.
Acknowledging your Access, Intent, and Consent to Receive and Sign Materials
Electronically
To confirm that you can access this information electronically, which will be similar to other
electronic notices and disclosures that we will provide to you, please verify that you were able to
read this electronic disclosure and that you also were able to print on paper or electronically save
this page for your future reference and access or that you were able to e-mail this disclosure and
consent to an address where you will be able to print on paper or save it for your future reference
and access. Further, if you consent to receive notices and disclosures exclusively in electronic
format on the terms and conditions described above, please let us know by clicking the 'I agree'
button below.
By checking the 'I Agree' box, I confirm that:
I am establishing my intent to be bound to the transaction, and indicating that I am fully
aware of the purpose for which the signature is being provided.
I can access and read this Electronic CONSENT TO ELECTRONIC RECEIPT OF
ELECTRONIC RECORD AND SIGNATURE DISCLOSURES document; and
I can print on paper the disclosure or save or send the disclosure to a place where I can
print it, for future reference and access; and
Until or unless I notify Pitkin County as described above, I consent to receive from
exclusively through electronic means all notices, disclosures, authorizations,
acknowledgments, and other documents that are required to be provided or made
available to me by Pitkin County during the course of my relationship with you.
Signing Documents without a Pitkin County DocuSign Account:
Pitkin County may not require all document signers to be authorized users of the Pitkin County
DocuSign Account. Please read the information below carefully and thoroughly, and if you can
access this information electronically to your satisfaction and agree to these terms and
conditions, please confirm your agreement by clicking the 'I agree' button at the bottom of this
document. When you don't have a DocuSign account, you will be provided the opportunity to
agree to the Legal Disclosure each time you open an "envelope" for signing, at this time, you can
download and retain this disclosure. Pitkin County will forward completed documents that
you've reviewed, processed or signed via email. Should you require copies of these signed
documents (e.g., if they get deleted from your email account) you should request those
documents from Pitkin County under the Colorado Open Records Act by contacting the Pitkin
County custodian who sent you the document for signature.
Signing Documents with a Pitkin County DocuSign Account:
Electronic Record and Signature Disclosure created on: 3/20/2020 3:28:13 PM
Parties agreed to: Genevieve Smith, John Young
Please read the information below carefully and thoroughly, and if you can access this
information electronically to your satisfaction and agree to these terms and conditions, please
confirm your agreement by clicking the 'I agree' button at the bottom of this document.
Getting paper or electronic copies
At any time, you may request from us a paper or electronic copy of any record provided or made
available electronically to you by us. For such copies, as long as you are an authorized user of
the DocuSign system you will have the ability to download and print any documents we send to
you through your DocuSign user account for a limited period of time (usually 30 days) after such
documents are first sent to you. After such time, if you wish for us to send you paper or
electronic copies of any such documents from our office to you, you may be charged a per-page
fee. You may request delivery of such paper or electronic copies from us by following the
procedure described below.
Withdrawing your consent
If you are an authorized DocuSign Account holder, you can decide to receive notices and
disclosures from us electronically, you may at any time change your mind and tell us that
thereafter you want to receive required notices and disclosures only in paper format. Described
below is the process for informing us of your decision to receive future notices and disclosure in
paper format and also how to withdraw your consent to receive notices and disclosures
electronically.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the
speed at which we can complete certain steps in transactions with you and delivering services to
you because we will need first to send the required notices or disclosures to you in paper format,
and then wait until we receive back from you your acknowledgment of your receipt of such
paper notices or disclosures. To indicate to us that you are changing your mind, you must
withdraw your consent using the DocuSign 'Withdraw Consent' form on the signing page of your
DocuSign account. This will indicate to us that you have withdrawn your consent to receive
required notices and disclosures electronically from us and you will no longer be able to use your
DocuSign user account to receive required notices and consents electronically from us or to sign
electronically documents from us.
All notices and disclosures will be sent to you electronically
Unless you tell us otherwise in accordance with the procedures described herein, we will provide
electronically to you through your DocuSign user account all required notices, disclosures,
authorizations, acknowledgments, and other documents that are required to be provided or made
available to you during the course of our relationship with you. To reduce the chance of you
inadvertently not receiving any notice or disclosure, we prefer to provide all of the required
notices and disclosures to you by the same method and to the same address that you have given
us. Thus, you can receive all the disclosures and notices electronically or in paper format through
the paper mail delivery system. If you do not agree with this process, please let us know as
described below. Please also see the paragraph immediately above that describes the
consequences of your electing not to receive delivery of the notices and disclosures
electronically from us.
How to contact Pitkin County:
You may contact us to let us know of your changes as to how we may contact you electronically,
to request paper copies of certain information from us, and to withdraw your prior consent to
receive notices and disclosures electronically as follows:
To contact us by email send messages to Helpdesk@provelocity.com
To advise Pitkin County of your new e-mail address
To let us know of a change in your e-mail address where we should send notices and disclosures
electronically to you, you must send an email message to us at Helpdesk@provelocity.com and
in the body of such request you must state: your previous e-mail address, your new e-mail
address .
In addition, you must notify DocuSign, Inc to arrange for your new email address to be reflected
in your DocuSign account by following the process for changing e-mail in DocuSign.
To request paper or electronic copies from Pitkin County
To request delivery from us of paper or electronic copies of the notices and disclosures
previously provided by us to you electronically, you should request those documents from Pitkin
County under the Colorado Open Records Act by contacting the Pitkin County custodian who
sent you the document for signature.
To withdraw your consent with Pitkin County
To inform us that you no longer want to receive future notices and disclosures in electronic
format you may:
i. decline to sign a document from within your DocuSign account, and on the subsequent
page, select the check-box indicating you wish to withdraw your consent, or you may;
ii. send us an e-mail to Helpdesk@provelocity.com and in the body of such a request, you
must state your e-mail, full name, Postal Address, telephone number, and account
number.