HomeMy WebLinkAboutbocc.con.100.252025.05.08 CDD
Contract Number
Project Name
Contractor
Budget Line Item 11234341 531000 10051 (HCPF Innovation
Grant - EA - Professional Services)
!#BUDGET# $ 120,000.00
$ -
$ -
$ -
$ 120,000.00
Procurement Method:
Form:
Contract Effective Date:
Contract End Date
Contract Type
Retainage
If this is a new contractor, please enter the New Vendor information into Munis for workflow approval.
Contact Information:
Department:
Project Lead:Lindsay Maisch Phone:(970) 920-5209
Provide a brief description of the Contract or Change Order:
Contract Value Summary:
$ 120,000.00
$ -
$ -
$ 120,000.00
Human Services
New contract for provision of HCPF Medicaid Consultant Services on behalf of a cohort of six Colorado counties
(Clear Creek, Garfield, Gilpin, Park, Pitkin, Routt). This cohort has received a grant from the Colorado Department of
Health Care Policy and Financing (HCPF) to support the implementation of new Medicaid rules promulgated for state
fiscal year 2025–2026. Pitkin County will serve as the Lead Agency for this cohort.
Original Contract Amount
Previous Change Order/Amendment Amount
This Change order/Amendment amount
Contract Total
No
HCPF Medicaid Grant Consultant
EW8 Productions
Additional Budget Line
Item(s)
(Please fully allocate Contract Total if multiple
lines apply)
Formal
Services/Maintenance
9/1/2025
6/30/2026
New Contract
100.25
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 #: RFP 100.25 Rev. 2022.08.04 CDD
NOTICE OF AWARD
Date: August 27, 2025 To: EW8 Productions
Janeen McGee
33960 Surrey Ln, Buena Vista, CO 81211 RE: RFP 100.25 HCPF Medicaid Grant Consultant
The County, having duly evaluated the Proposal submitted on August 19, 2025 for the work or purchase in response to the Request for Proposal Document titled RFP 100.25 HCPF Medicaid Grant Consultant in the amount of One Hundred Twenty Thousand dollars and Zero cents ($120,000.00), and it appearing that the Price and other
information in your Proposal Form is fair, equitable and to the best interest of the County, hereby accepts and awards the Project to your organization. In accordance with the terms of the Contract Documents, you are required to execute the Contract within ten (10) consecutive days from this Notice of Award or within ten (10)
days following successful Contract negotiations, whichever shall occur sooner. In addition, you are required to furnish in the said time a complete W-9 along with Certificates of Insurance evidencing compliance with the requirement for insurance as stated in the Contract Documents.
PITKIN COUNTY, COLORADO _____________________________________________________
!#COUNTY REPRESENTATIVE#! Date Receipt of the above Notice of Award is hereby acknowledged
_____________________________________________________ !#VENDOR SIGNATURE#! Date
Lindsay Maisch
Human Services Director
Aug-28-2025
Janeen McGee
President
Aug-28-2025
Contract # 100.25 Revision: 2024.10.08 CDD iso 8601
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PITKIN COUNTY CONTRACT FOR PROVISION OF SERVICES
THIS CONTRACT, made August 27, 2025 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 EW8 Productions, 33960 Surrey Ln, Buena Vista, CO 81211 (hereinafter called
the “Contractor”) to perform the following work: HCPF Medicaid Grant Consultant (“Project”).
I. Term of Contract: The term of this Contract is from September 1, 2025 to June 30,
2026.
II. Contractor’s Obligations. Contractor shall provide HCPF Medicaid Consultant Services on behalf of a cohort of six Colorado counties: Clear Creek, Garfield, Gilpin, Park, Pitkin, and Routt. The scope of services is outlined in the Pitkin County RFP No.
100.25, attached hereto as Attachment A. In performing the work, Contractor shall meet
all requirements set forth by Pitkin County for the project, as detailed in Attachment A, and in accordance with the terms of the Contractor’s Proposal dated August 29, 2025 (Attachment B), as well as clarifications provided in subsequent follow-up communications (Attachment C).
II. 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 Thousand dollars and Zero cents ($120,000.00) for all services
rendered. By contract or amendment, the County and Contractor may reallocate the
budget among project tasks if the total budget amount remains unchanged. Contractor
shall invoice for the project monthly based on hours worked, with payment expected
within thirty (30) days of invoice. Any payment by the County may be offset by any
amount the Contractor owes the County for any reason.
III. County’s Exclusive Ownership of Work Product. Drawings, specifications,
guidelines and other documents prepared by Contractor in connection with this
Contract shall be the property of the County. However, Contractor shall have the right
to utilize such documents in the course of its marketing, professional presentations, and
for other business purposes. Contractor assigns to County the copyrights to all work
prepared, developed, or created pursuant to this Contract, including the right to: 1)
Contract # 100.25 Revision: 2024.10.08 CDD iso 8601
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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.
IV. Pitkin County’s Obligations. Pitkin County shall administer this Contract through
a County Representative. Lisa Yorker, Grants Analyst will manage the project as the
County’s Representative. In the event that Lisa Yorker is not available, 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.
V. 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.
VI. Independent Contractor Status.
A. The parties to this Contract intend that the relationship between them contemplated
by the Contract is that of independent contractor. Contractor, and any agent,
employee, or servant of Contractor shall not be deemed to be an employee, agent,
or servant of Pitkin County.
B. Contractor is not required to offer his services exclusively to Pitkin County under
this Contract. Contractor may choose to work for other individuals or entities
during the term of this Contract, provided that the basic services and deliverable
products required under this Contract are submitted in the manner and on the
schedule defined under this Contract.
C. Contractor warrants that all work produced will conform to all applicable industry
standard of care, skill and diligence in the performance of Contractor’s obligations
under this Contract.
D. Contractor shall not attempt to oversee or supervise the work or actions of any
Pitkin County employee, servant or agent in the course of completing work under
this Contract.
Contract # 100.25 Revision: 2024.10.08 CDD iso 8601
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E. Contractor is not entitled to any Workers’ Compensation benefits through Pitkin
County and is responsible for payment of any federal, state, FICA and other income
taxes.
VII. 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.
VIII. 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.
IX. 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.
X. Indemnity.
A. The Contractor agrees to indemnify, hold harmless and, not excluding the County's
right to participate, defend the County, its subsidiary, parent, associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees,
agents, volunteers, and any jurisdiction or agency issuing permits for any work
included in the project, hereinafter referred to as indemnitee, from all suits and
claims, including attorney's fees and cost of litigation, actions, loss, damage,
expense, cost or claims of any character or any nature arising out of the work done
in fulfillment of the terms of this Contract or on account of any act, claim or amount
arising or recovered under workers' compensation law or arising out of the failure
of the Contractor to conform to any statutes, ordinances, regulation, law or court
decree. It is agreed that the Contractor will be responsible for primary loss
investigation, defense and judgment costs where this Contract of indemnity applies.
In consideration of the award of this Contract, the Contractor agrees to waive all
rights of subrogation against the County its subsidiary, parent, associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees,
agents, and volunteers for losses arising from the work performed by the Contractor
for the County.
B. The Contractor further shall investigate, process, respond to, adjust, provide
defense for and defend, pay or settle all claims, demands, or lawsuits related hereto
Contract # 100.25 Revision: 2024.10.08 CDD iso 8601
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at its sole expense and shall bear all other costs and expenses related thereto, even
if the claim, demand or lawsuit is groundless, false or fraudulent.
C. Accessibility Indemnification
Contractor shall indemnify, save, and hold harmless the Indemnified Parties,
against any and all costs, expenses, claims, damages, liabilities, court awards and
other amounts (including attorneys’ fees and related costs) incurred by any of the
Indemnified Parties in relation to Contractor’s failure to comply with §§24-85-
101, et seq., C.R.S., or the Accessibility Standards for Individuals with a
Disability as established by OIT pursuant to Section §24-85-103 (2.5), C.R.S.
XI. Accessibility.
i. Contractor shall comply with and the Work Product provided under this Contract
shall be in compliance with all applicable provisions of §§24-85-101, et seq., C.R.S.,
and the Accessibility Standards for Individuals with a Disability, as established by
OIT pursuant to Section §24-85-103 (2.5), C.R.S. Contractor shall also comply with
all State of Colorado technology standards related to technology accessibility and
with Level AA of the most current version of the Web Content Accessibility
Guidelines (WCAG), incorporated in the State of Colorado technology standards.
The 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.
XII. Insurance. Contractor and subcontractors shall procure and maintain until all of their
obligations have been discharged, including any warranty periods under this Contract
are satisfied, insurance against claims for injury to persons or damage to property which
may arise from or in connection with the performance of the work hereunder by the
Contractor, its agents, representatives, employees or subcontractors.
The insurance requirements herein are minimum requirements for this Contract and in
no way limit the indemnity covenants contained in this Contract. The policies shall
include, or be endorsed to include, the following provision: On insurance policies
where the County is named as an additional insured, the County shall be an additional
insured to the full limits of liability purchased by the Contractor even if those limits of
liability are in excess of those required by this Contract.
The County in no way warrants that the minimum limits contained herein are sufficient
to protect the Contractor from liabilities that might arise out of the performance of the
work under this Contract by the Contractor, its agents, representatives, employees, or
subcontractors. The Contractor shall assess its own risks and if it deems appropriate
and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not
relieved of any liability or other obligations assumed or pursuant to the Contract by
Contract # 100.25 Revision: 2024.10.08 CDD iso 8601
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reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or
types. Commercial General Liability Completed Operations coverage must be kept in
effect for up to three (3) years after completion of the project.
A. Coverage and Limits of Insurance. Contractor shall provide coverage with limits
of liability requirements provided that the coverage is written on a “following form”
basis.
1) Statutory Workers’ Compensation: Colorado statutory minimums
a. Policy shall contain a waiver of subrogation against the County.
b. This requirement shall not apply when a contractor or subcontractor
is exempt under Colorado Workers’ Compensation Act AND when
such contractor or subcontractor executes the appropriate sole
proprietor waiver form.
Minimum Limits:
Coverage A (Workers’ Compensation) Statutory
Coverage B (Employers Liability) $ 500,000
$ 500,000
$ 500,000
2) Commercial General Liability – ISO 1CG 0001 form or equivalent.
(With County named as an additional insured)
Minimum Limits:
General Aggregate $ 2,000,000
Products/Completed Operations Aggregate $ 2,000,000
Each Occurrence Limit $ 1,000,000
Personal/Advertising Injury $ 1,000,000
Fire Damage (Any One Fire) $ 50,000
Medical Payments (Any One Person) $ 5,000
Coverage to include:
• Premises and Operations
• Explosions, Collapse and Underground Hazards
• Personal / Advertising Injury
• Products / Completed Operations
• Liability assumed under an Insured Contract (including defense costs assumed under
contract)
• Independent Contractors
• Designated Construction Project(s) General Aggregate Limit, ISO CG 2503 (1997
Edition or equivalent)
• Additional Insured—Owners, Lessees or Contractors Endorsement, ISO Form 2010
(2004 Edition or equivalent)
Contract # 100.25 Revision: 2024.10.08 CDD iso 8601
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• Additional Insured—Owners, Lessees or Contractors Endorsement, ISO CG 2037
(2004 Edition or equivalent)
• The policy shall be endorsed to include the following additional insured language
on the Additional Insured Endorsements specified above: “County, its subsidiary,
parent, associated and/or affiliated entities, successors, or assigns, its elected
officials, trustees, employees, agents, and volunteers named as an additional insured
with respect to liability and defense of suits arising out of the activities performed
by, or on behalf of the Contractor, including completed operations”.
3) Auto Liability: Bodily injury and property damage for any owned,
hired and non-owned vehicles used in the performance of this Contract.
Minimum Limits: Statutory
Coverage Bodily/Property Damage (Each Accident) $ 1,000,000
4) Special Coverages (check as appropriate and insert amount):
a. ☐ Performance Bond $
b. ☐ Professional Errors and Omissions
c. ☐ Aircraft Liability
d. ☐ Owner’s Protective
e. ☐ Builder’s Risk
f. ☐ Boiler and Machinery
g. ☐ Loss of Use Insurance
h. ☐ Pollution Liability
i. ☐ Crime, including Employee Dishonesty Coverage, or Fidelity
Bond
B. Proof of Insurance:
1) Each insurance policy required by the insurance provisions of this
Contract shall provide the required coverage and shall not be suspended,
voided or canceled except after thirty (30) days prior written notice has been
given to the County, except when cancellation is for non-payment of
premium, then ten (10) days prior notice may be given. Such notice shall
be emailed directly to Procurement@pitkincounty.com. If the insurance
carrier will not provide the required notice, the Consultant/Contractor and
or its insurance broker shall notify the County of any cancellation, or
reduction in coverage or limits of any insurance within seven (7) days of
receipt of insurers’ notification to that effect. Simultaneously with the
Certificates of Insurance, the Contractor shall file with the Project Lead a
certified statement as to claims pending against the required coverages,
reserves established on account of such claims, defense costs expended and
amounts remaining on policy limits.
2) In addition, these Certificates of Insurance shall contain the following
clauses:
Contract # 100.25 Revision: 2024.10.08 CDD iso 8601
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a. The contractor’s insurance shall be primary and non-contributory with
any insurance or self-insurance purchased by the County.
b. The insurance companies issuing the policy or policies hereunder shall
have no recourse against the County of Pitkin for payment of any
premiums or for assessments under any form of policy.
c. Any and all deductibles or self-insured retentions in the above-
described insurance policies shall be assumed by and be for the
amount of, and at the sole expense of the Contractor.
d. Location of operations shall be: “all operations and locations at which
work for the referenced Project is being done.”
3) Certificates of Insurance for all renewal policies shall be delivered to
the County’s Representative at least fifteen (15) days prior to a policy’s
expiration date except for any policy expiring on the expiration date of this
Contract or thereafter.
4) The County reserves the right to request and receive a copy of any
policy and any policy endorsement at any time during the term of this
Contract.
XIII. Exemptions and Preferences. All purchases of construction or building or any other
materials for this Contract shall not include Federal Excise Taxes or Colorado State or
local sales or use taxes. Pitkin County is exempt from such taxes under registration
numbers 98-02624 and 84-78000-5k.
XIV. Records. The Contractor shall maintain comprehensive, complete and accurate
books, records, and documents concerning its performance relating to this Contract for
a period of three (3) years after final payment under the Contract and the County shall
have the right within the three (3) year period to inspect and audit these books, records
and documents, upon demand, in a reasonable manner and at reasonable times, for the
purpose of determining, by accepted accounting and auditing standards, compliance
with all provisions of the Contract and applicable law.
XV. Contract Made in Colorado. The parties agree that this Contract was made in
accordance with the laws of the State of Colorado and shall be so construed. Venue is
agreed to be exclusively in the courts of Pitkin County, Colorado.
XVI. Attorney’s Fees. In the event that legal action is necessary to enforce any of the
provisions of this Contract, the substantially prevailing party shall be entitled to its costs
and reasonable attorney’s fees.
XVII. Governmental Immunity. Contractor agrees and understands that Pitkin County is
relying on and does not waive, by any provision of this Contract, the monetary
limitations or terms (presently $150,000 per person and $600,000 per occurrence) or
any other rights, immunities, and protections provided by the Colorado Governmental
Contract # 100.25 Revision: 2024.10.08 CDD iso 8601
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Immunity Act, 24-10-101, et seq., C.R.S., as from time to time amended, or otherwise
available to Pitkin County or any of its officers, agents or employees. Further, nothing
in this Contract shall be construed or interpreted to require or provide for indemnification
of the Contractor by the County for any injury to any person or any property damage
whatsoever which is caused by the negligence or other misconduct of the County or its
agent or employees.
XVIII. Current Year Obligations. The parties acknowledge and agree that any payments
provided for hereunder or requirements for future appropriations shall constitute only
currently budgeted expenditures of Pitkin County. Pitkin County’s obligations under
this Contract are subject to Pitkin County’s annual right to budget and appropriate the
sums necessary to provide the services set forth herein. No provisions of the Contract
shall constitute a mandatory charge or requirement in any ensuing fiscal year beyond
the then current fiscal year of Pitkin County. No provision of the Contract shall be
construed or interpreted as creating a multiple-fiscal year direct or indirect debt or other
financial obligation of Pitkin County within the meaning of any constitutional or
statutory debt limitation. This Contract shall not directly or indirectly obligate Pitkin
County to make any payments beyond those appropriated for Pitkin County’s then
current fiscal year. No provisions of this Contract shall be construed to pledge or create
a lien on any class or source of Pitkin County’s moneys, nor shall any provision of this
Contract restrict the future issuance of Pitkin County’s bonds or any obligations
payable from any class or source of Pitkin County’s money.
XIX. Notice. Any notice required or permitted under this Agreement shall be in writing
and shall be provided by electronic delivery to the e-mail addresses set forth below and
by one of the following methods 1) hand-delivery or 2) registered or certified mail,
postage pre-paid to the mailing addresses set forth below. Each party by notice sent
under this paragraph may change the address to which future notices should be sent.
Electronic delivery of notices shall be considered delivered upon receipt of
confirmation of delivery on the part of the sender. Nothing contained herein shall be
construed to preclude personal service of any notice in the manner prescribed for
personal service of a summons or other legal process.
To Pitkin County:
Lisa Yorker 0405 Castle Creek Rd Aspen, CO 81611 Email: lisa.yorker@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: EW8 Productions 33960 Surrey Ln Buena Vista, CO 81211
Phone: (316) 641-3622
Contract # 100.25 Revision: 2024.10.08 CDD iso 8601
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Email: jmountainconsulting@gmail.com
Contract # 100.25 Revision: 2024.10.08 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.
EW8 PRODUCTIONS ________________________________________________
!#VENDOR SIGNATURE#! Date
PITKIN COUNTY, COLORADO RECOMMENDED FOR APPROVAL:
_________________________________________________ !#DEPARTMENT REPRESENTATIVE#! Date
DIRECTOR APPROVAL: ________________________________________________
!#SECTION LEADER#! Date
COUNTY MANAGER APPROVAL:
________________________________________________ !#COUNTY MANAGER#! Date
Grants Analyst
Aug-27-2025
Lisa Yorker
Lindsay Maisch
Aug-28-2025
Human Services Director
President
Janeen McGee
Aug-28-2025
Deputy County Manager
Ryan Mahoney
Aug-29-2025
RFP 100.25 Rev. 2024.11.25 CDD
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PUBLIC NOTICE
Pitkin County is accepting proposals to provide HCPF Medicaid Grant Consultant Services.
More information is available online at www.BidNetDirect.com/Colorado.
Any and all questions, or requests for clarification, must be submitted by 4:00 PM MT on August 7, 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 August 19, 2025.
Published in the Aspen Daily News: 8/4/2025 and 8/11/2025.
Attachment A
RFP 100.25 Rev. 2024.11.25 CDD
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PITKIN COUNTY HCPF MEDICAID GRANT CONSULTANT
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 100.25 Rev. 2024.11.25 CDD
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REQUEST FOR PROPOSALS HCPF MEDICAID GRANT CONSULTANT GENERAL INFORMATION TO PROPOSERS
ISSUED: July 25, 2025 DUE: August 19, 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 HCPF Medicaid Consultant Services on behalf of a cohort of six Colorado counties (Clear Creek, Garfield, Gilpin, Park, Pitkin, Routt). This cohort has received a grant from the Colorado Department of Health Care Policy and
Financing (HCPF) to support the implementation of new Medicaid rules
promulgated for state fiscal year 2025–2026. Pitkin County will serve as the Lead Agency for this cohort. The County seeks to engage a Consultant with demonstrated experience in Medicaid program management, Medicaid eligibility business processes, and
county operations. The Consultant will be expected to provide the guidance and
support Medicaid managers need to evaluate, plan for, and successfully implement the required regulatory and operational changes. The awarded contract will cover the State Fiscal Year 2025-2026 with the option
to renew based on State or County Appropriation of funding.
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.
Attachment A
RFP 100.25 Rev. 2024.11.25 CDD
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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. 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
II. SCOPE OF WORK A. SPECIFICATIONS
The selected Consultant will be contracted by Pitkin County to support the
implementation of new HCPF Medicaid rules under a grant awarded to a regional
cohort of six Colorado counties (Clear Creek, Garfield, Gilpin, Park, Pitkin, Routt), with Pitkin County serving as the Lead Agency and fiscal manager.
The Consultant will manage the full lifecycle of this project, from planning through reporting and closeout. This includes project management, fiscal tracking,
customized training for Counties Medicaid Managers, facilitation of regional
collaboration, and development of sustainable processes to support ongoing rule implementation. B. CONTRACTOR’ S OBLIGATIONS
1.Grant and Financial Management: ● Track all county HCPF grant expenditures including staff time charged to HCPF grant in a detailed grant activity log.
● Ensure the grant activity log goes through appropriate internal reviews
before submission to the funder. ● Verify accuracy and completeness of expenditures submitted under HCPF grants.
Attachment A
RFP 100.25 Rev. 2024.11.25 CDD
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2. Medicaid Program Support:
● Coordinate documentation and processes required for implementation of new HCPF rules. ● Advise on workflow development for implementing new rules in each county.
● Evaluate new rule implementation impact and management.
3. Project Coordination and Stakeholder Engagement: ● Meet regularly with DHS staff involved in the project including set
training and coaching sessions with individual counties, individual managers and
the cohort as a group. ● Establish deadlines and oversee progress to ensure timely completion of project milestones. ● Facilitate communication with counties and HCPF regarding new rules
and expectations for implementation.
● Provide documentation for reporting requirements (if necessary). 4. Training and Coaching:
● Develop and deliver a management training and coaching program
tailored for Medicaid Managers in each grant-funded county in the cohort, and the regional cohort as a whole. ● Provide individualized coaching to DHS leadership to support the implementation of new Medicaid rules for State Fiscal Year 2025–2026.
5.Continuity and Sustainability Planning: ● Create a continuity plan for the regional cohort to maintain collaboration
after the grant period.
● Outline how counties can continue implementing and adapting to HCPF rules beyond the fiscal year. 6. Location of Work:
● The Consultant will be expected to perform services virtually except for scheduled cohort meetings that will be in-person and some in-person training and coaching secessions.
Attachment A
RFP 100.25 Rev. 2024.11.25 CDD
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C. ADDITIONAL INFORMATION
It is the Contractors responsibility to provide any and all safety equipment and/or
managerial oversight necessary to perform all work in a safe and workman-like manner. Pitkin County reserves the right to enter the working site for periodic checks of safe working environments, as applicable.
Pitkin County expects that any Contractor providing goods or services will do so in
compliance with Pitkin County policies, including, but not limited to, tobacco use policies, public health orders, permitting requirements, construction ordinances, building access and safety requirements, and Pitkin County standards of conduct.
Pitkin County’s elected Board of County Commissioners have identified climate
action and carbon footprint reduction as a priority for County projects. Pitkin County encourages all proposers to be environmentally conscious when preparing their proposal documents, making travel plans, printing materials, selecting fleet vehicles, designing/updating facilities systems, qualifying subcontractors,
investing, and/or any other business activities wherever a less environmentally
impactful solution may or could exist. IV. SELECTION PROCESS The County is required by the terms of the Pitkin County Procurement Code to
conduct a competitive selection process to select a Contractor for the above-
described proposal. This process shall be through formal proposals submitted in response to this Request for Proposals. A. SUBMITTALS
1. Proposer shall submit proposals for this Service as outlined in the Request
for Proposals and Scope of Services, or an alternately developed plan as developed by Proposer in response to and in accordance with this Request for Proposals and Information to Proposers attached hereto.
Proposal Format: Each response shall be 8½” X 11” in size. Font, Times New
Roman, size shall be no smaller than 12 point. A sample contract has been included for review and Template Contract revisions, if any, must be uploaded as a separate file with any changes clearly highlighted. Template Contract change requests will not be reviewed until scoring has been completed and, as such, any information that
could be considered material to your proposed response to the solicitation should
not be included in the sample Contract. Proposals may include pages up to 11”x17” size, as needed. a. The proposal must contain name, address, daytime phone
number(s), and e-mail address for person(s) to whom additional
selection process requests should be communicated;
Attachment A
RFP 100.25 Rev. 2024.11.25 CDD
7
b. A proposed approach (basic description of how Proposer will proceed with this Service), timetable for the Service, and proposed
method of compensation for services rendered;
c. A statement of Qualifications of the Proposer and any subcontractors anticipated to perform under the awarded contract;
d. References, especially those for significantly similar projects
with local governments; e. A completed Proposal Form (may indicate “In Attached Documents” for Approach and Qualifications/References sections
of the provided Proposal Form, if desired. The Proposal Form,
however, will not be considered complete if any and all addenda are not acknowledged and the form has not been signed); f. List of all subcontractors (including qualifications);
g. Fee schedule of standard rates for any work that may not be included in provided Scope of Work, as applicable 2. Proposer may be required to supply additional information upon request,
or to make additional submissions under secondary selection criteria, if
necessary. 3. Any and all questions or comments shall be submitted via email to procurement@pitkincounty.com no later than 4:00 PM MT on August 7,
2025. All requests must have the email subject line, “RFP 100.25 HCPF
Medicaid GConsultant 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.
Attachment A
RFP 100.25 Rev. 2024.11.25 CDD
8
B. TIME SCHEDULE
The County will endeavor to use the following timetable: July 25, 2025 Request for Proposals publicly advertised, posted on website (www.bidnetdirect.com/colorado) .
August 7, 2025 Proposer’s request for clarification and questions due via email to procurement@pitkincounty.com by 4:00 PM MT August 12, 2025 County’s response to request for clarification and questions
posted on BidNet Direct via addendum
August 19, 2025 PROPOSALS MUST BE UPLOADED TO BIDNET DIRECT BY 2:00 PM MT
August 21, 2025 Meeting of Selection Committee; checking of references as
necessary; requests for additional information or clarifications, if necessary; scheduling of interviews, if necessary
August 25, 2025 Issuance of Notice of Award to top-ranked proposer
September 2, 2025 Notices sent to unsuccessful proposers September 1, 2025 Anticipated Contract Start Date
June 30, 2026 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 30%
The Proposer shall prepare a brief statement as to their intention to address:
A. The Project Scope of Work B. The Project Schedule 2. List of Similar Work & Experience 20%
The Proposer shall submit examples of projects of similar size and scope,
specifically with local governments when available. The Consultant must have experience in State and County public assistance funding, managing grants and accurately tracking expenditures related to
Attachment A
RFP 100.25 Rev. 2024.11.25 CDD
9
grant projects, managing Medicaid programs, managing Medicaid eligibility staff members, County DHS operations and HCPF priorities and
performance metrics.
3. Estimated Cost of Services, including Reimbursable Expenses 40% A. The Proposer shall list all costs assumed necessary to successfully complete and/or deliver the provided scope of work, services,
and/or goods, including, but not necessarily limited to:
i. Labor and material expenses ii. Reimbursable expenses for mileage and/or administrative services iii. Miscellaneous expenses
B. The Proposer shall provide a list of standard fees/rates and
material markup rates to include with the Contract for any additional services or goods that may not be covered in the awarded Contract; billable only as incurred and as agreed upon in advance by mutual signing of a change order.
4. References 10% The Proposer shall provide a list, including contact name and information, of references/prior clients, especially local, state and federal government.
D. SELECTION COMMITTEE Communications between Proposer and any member of the selection committee during the selection process, except when and in the manner expressly authorized by the Request for Proposals, is prohibited. Violation of this restriction is grounds
for disqualification from the process.
Voting Members of the Selection Committee: Nonvoting counsel to the Selection Committee: -Lindsay Maisch
- Jennifer Dore
- Janey Barker
-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
Attachment A
RFP 100.25 Rev. 2024.11.25 CDD
10
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 100.25 Rev. 2024.11.25 CDD
11
PROPOSAL FORM
Proposal Time: 2:00 PM MT Proposal Date: AUGUST 19, 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 100.25: HCPF MEDICAID GRANT CONSULTANT
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 100.25 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 100.25 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 100.25 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 100.25 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 100.25 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 100.25 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 pro-
posals. f. Any questions or disputes involving the documents or procedures not covered by these Instructions or other Proposal Documents shall be resolved by the Procurement Officer on the basis of fairness, custom in the industry, maximization of competition and best interests and convenience of the County. 7. Issuance of Notice of Award, execution of Contract Documents and issuance of a Notice to Proceed shall be as specified in the Contract Documents and in accordance with the Pitkin County Procurement Code. County standard practice is to first notice the top-ranked proposer and enter into a final contract agreement prior to notifying unsuccessful bidders.
Non-awarded bidders will be notified of the County’s decision and shall be offered an optional debrief conversation of the bidding and evaluation process; debrief conversations may be offered prior to contract signing but, in most cases, will not be scheduled until a contract has been finalized. 8. Contracts will be executed on standard Pitkin County Contract documents and/or by separate
agreement with the Proposer. Copies of any applicable standard forms are included with the Proposal Documents. The County reserves the right to negotiate with the Proposer for contract terms not specified in the Proposing Documents. Any changes from the Pitkin County standard form contract may result in a delay in the issuance of a Notice to Proceed in order to obtain any necessary County Attorney review of changes from the standard form. Proposer agrees that any such delays shall not be grounds for either additional compensation or an extension of time to complete the work that is the subject of the Proposal. 9. If any contract awarded as a result of a Proposal extends beyond the calendar year, nothing herein shall be construed as an obligation by the County beyond any amounts that may be, from time to time, appropriated by the County on an annual basis. It is understood that
payment under any Contract is conditional upon annual or supplemental statutory appropriation of funds by said governing body and that before providing services, the Proposer, if he/she so requests, will be advised as to the status of funds appropriated for
Attachment A
RFP 100.25 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 # 100.25 Revision: 2024.10.08 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, ST ZIP (hereinafter called the “Contractor”) to perform the following work:
Project Name (“Project”).
I. Term of Contract: The term of this Contract is from Contract Start Date to Contract
End Date. Optional Contract Extension
II. Contractor’s Obligations. Contractor shall
III. Compensation and Expenses, Invoicing, Payment and Offset. The County shall
compensate Contractor for its services in accordance with the Project Budget and
Schedule set out in Paragraph II. It is expressly understood and agreed that in no event
will the total compensation and reimbursement to be paid hereunder exceed the sum of
spell out number of dollars dollars and spell out number of cents cents ($0.00) for all
services rendered. By contract or amendment, the County and Contractor may
reallocate the budget among project tasks if the total budget amount remains
unchanged. Contractor shall invoice for the project monthly based on hours worked,
with payment expected within thirty (30) days of invoice. Any payment by the County
may be offset by any amount the Contractor owes the County for any reason.
IV. County’s Exclusive Ownership of Work Product. Drawings, specifications,
guidelines and other documents prepared by Contractor in connection with this
Contract shall be the property of the County. However, Contractor shall have the right
to utilize such documents in the course of its marketing, professional presentations, and
for other business purposes. Contractor assigns to County the copyrights to all work
prepared, developed, or created pursuant to this Contract, including the right to: 1)
reproduce the work; 2) prepare derivative works; 3) distribute copies to the public; 4)
perform the works publicly; and 5) to display the work publicly. Contractor shall have
right to use materials produced in the course of this Contract for marketing purposes
and professional presentations, articles, speeches and other business purposes.
Attachment A
Contract # 100.25 Revision: 2024.10.08 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 # 100.25 Revision: 2024.10.08 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-
Attachment A
Contract # 100.25 Revision: 2024.10.08 CDD iso 8601
4
101, et seq., C.R.S., or the Accessibility Standards for Individuals with a
Disability as established by OIT pursuant to Section §24-85-103 (2.5), C.R.S.
XII. Accessibility.
i. Contractor shall comply with and the Work Product provided under this Contract
shall be in compliance with all applicable provisions of §§24-85-101, et seq., C.R.S.,
and the Accessibility Standards for Individuals with a Disability, as established by
OIT pursuant to Section §24-85-103 (2.5), C.R.S. Contractor shall also comply with
all State of Colorado technology standards related to technology accessibility and
with Level AA of the most current version of the Web Content Accessibility
Guidelines (WCAG), incorporated in the State of Colorado technology standards.
The 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.
1) Statutory Workers’ Compensation: Colorado statutory minimums
Attachment A
Contract # 100.25 Revision: 2024.10.08 CDD iso 8601
5
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
Contract # 100.25 Revision: 2024.10.08 CDD iso 8601
6
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
Contract # 100.25 Revision: 2024.10.08 CDD iso 8601
7
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
Attachment A
Contract # 100.25 Revision: 2024.10.08 CDD iso 8601
8
whatsoever which is caused by the negligence or other misconduct of the County or its
agent or employees.
XIX. Current Year Obligations. The parties acknowledge and agree that any payments
provided for hereunder or requirements for future appropriations shall constitute only
currently budgeted expenditures of Pitkin County. Pitkin County’s obligations under
this Contract are subject to Pitkin County’s annual right to budget and appropriate the
sums necessary to provide the services set forth herein. No provisions of the Contract
shall constitute a mandatory charge or requirement in any ensuing fiscal year beyond
the then current fiscal year of Pitkin County. No provision of the Contract shall be
construed or interpreted as creating a multiple-fiscal year direct or indirect debt or other
financial obligation of Pitkin County within the meaning of any constitutional or
statutory debt limitation. This Contract shall not directly or indirectly obligate Pitkin
County to make any payments beyond those appropriated for Pitkin County’s then
current fiscal year. No provisions of this Contract shall be construed to pledge or create
a lien on any class or source of Pitkin County’s moneys, nor shall any provision of this
Contract restrict the future issuance of Pitkin County’s bonds or any obligations
payable from any class or source of Pitkin County’s money.
XX. Notice. Any notice required or permitted under this Agreement shall be in writing
and shall be provided by electronic delivery to the e-mail addresses set forth below and
by one of the following methods 1) hand-delivery or 2) registered or certified mail,
postage pre-paid to the mailing addresses set forth below. Each party by notice sent
under this paragraph may change the address to which future notices should be sent.
Electronic delivery of notices shall be considered delivered upon receipt of
confirmation of delivery on the part of the sender. Nothing contained herein shall be
construed to preclude personal service of any notice in the manner prescribed for
personal service of a summons or other legal process.
To Pitkin County: Project Lead
Street Address
City, ST ZIP Email: first.last@pitkincounty.com
with copies to: Pitkin County Attorney’s Office
530 E. Main St., Suite #301
Aspen, Colorado 81611 Email: Attorney@pitkincounty.com To Contractor:
Contractor Legal Entity Contractor Street Address (Include Suite/Unit) City, ST ZIP Phone: ( ) - Email: first.last@emailserver.com
Attachment A
Contract # 100.25 Revision: 2024.10.08 CDD iso 8601
9
Attachment A
Contract # 100.25 Revision: 2024.10.08 CDD iso 8601
10
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
DIRECTOR APPROVAL: ________________________________________________
!#SECTION LEADER#! Date
COUNTY MANAGER APPROVAL:
________________________________________________ !#COUNTY MANAGER#! Date
Attachment A
RFP 100.25 Rev. 2024.11.25 CDD
11
PROPOSAL FORM
Proposal Time: 2:00 PM MT Proposal Date: AUGUST 19, 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 100.25: HCPF MEDICAID GRANT CONSULTANT
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.
Janeen McGee EW8 Productions, LLC33960 Surrey Lane Buena Vista, CO 81211
(316) 641-3622 jmountainconsulting@gmail.com
120,000
Attachment B
RFP 100.25 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.
Please see Attached Documents: Approach to Project/Statement of Work;
Qualification of Proposer/List of Similar Work & Experience;
Estimated Cost of Services; and References
Please see Attached Documents: References
Please see Attached Documents: References
Please see Attached Documents: References
1
August14
Janeen McGee (individual)
Attachment B
Page | 1
Pitkin County HCPF Medicaid New Rule Implementation Grant Project
Proposal for Grant Consultant Services
RFP 100.25 August 2025
ATTACHED DOCUMENTS
Submitted by:
Janeen McGee, MBA
EW8 Productions, LLC
33960 Surrey Lane Buena Vista, CO 81211
(316) 641-3622
jmountainconsulting@gmail.com
1. Approach to Project
If chosen to serve as the Consultant for this HCPF-funded grant project, I will support the
participating counties through the process of implementing the 2025-2026 HCPF New Rules,
specifically relating to Medicaid, in the Economic Security Units of their Departments of Human
Services. In addition, I will ensure that this project creates a learning opportunity for the county
Medicaid Managers in each county via training and coaching focused on leadership
development, understanding management and staff needs, and business process improvement.
Managing the full life cycle of this project from Sept 1, 2025, through June 30, 2026, I will bring
my experience in managing HCPF County Grants to the following Consultant tasks:
Planning: Project management including identifying deliverables; setting deadlines and
assigning tasks for the grant cycle; establishing a schedule of in-person and virtual meetings for
the cohort of participating counties; establishing a schedule of training and coaching sessions for
Medicaid Managers (group and individual); establishing a schedule for key deliverable drafts and
final products including matrix reports to HCPF.
Executing: Organizing and facilitating regular meetings with county DHS Directors, Medicaid
Managers, eligibility staff and HCPF to understand HCPF rules and expectations; support for
Medicaid Managers in understanding their staff needs via staff surveys; evaluation of leadership
strengths and areas for growth with Medicaid Managers; individualized professional
development training and coaching for each Medicaid Manager based on their needs and the
needs of their eligibility staff and county leadership; guidance in implementing a successful
business process for implementation of new HCPF rules which also serves the purpose of
developing the Medicaid Manager’s leadership skills including critical thinking, communication,
change management, awareness and understanding of their own motivation and the motivational
Attachment B
Page | 2
factors which impact their staff members; assistance in establishing best-practice-based business
processes for HCPF new rules which also serves as a foundation for a highly-functional unit as a
whole; bringing together Medicaid Managers from all counties participating in the grant project
(the cohort) for shared learning related to business practices, problem solving, awareness and
implementation of new rules, leadership skills, development and sharing of successful
management strategies—especially as they apply to rural communities and small or medium size
counties departments of human services; collection and analysis of data that is valuable to
Medicaid Managers, HCPF and other Colorado counties who are also working to recruit and
retain staff and managers and navigate HCPF’s new rules; and development of a sustainability
plan for the cohort of Medicaid Managers for the purpose of continued learning and growth.
Training and coaching will cover how to meet the needs of the County DHS Director and the
Board of County Commissioners (BOCC). The project will begin with a review of how current
HCPF regulations have been implemented into current business practices, assessing what is
already in place in each county and determining the level of effort required for compliance with
the updated rules.
Ongoing project evaluation will focus on measuring effectiveness and making necessary
adjustments to support Medicaid Managers, county departments, and DHS Directors—both at
the county level and across the cohort.
The final phase will document lessons learned, highlight best practices and implemented
business processes, assess data on staff and Medicaid Manager satisfaction and motivation, and
evaluate the sustainability of new practices for future changes—both within each county and
across the county cohort.
Reporting: This task includes fiscal tracking of all grant expenses, including DHS staff time
charged to the grant; capturing and reviewing grant activity logs which are also submitted to
HCPF for review; working with the DHS finance manager in the lead county ensuring expenses
are charged to the correct HCPF grant accounting codes in CFMS and monthly allocation reports
accurately reflect grant spending and CYMA uploads; completing written and in-person matrix
reports to HCPF, updates to DHS Directors via written communication and as needed, results of
non-identifiable data collection from surveys of staff and managers participating in the regional
cohort; evaluation of the impact on each new rule and plan for management (developed in
collaboration with each Medicaid Manager as part of their leadership training and coaching);
written documentation of clarification from HCPF regarding New Rules and guidance for
implementation; creation and documentation of a sustainable workflow and business process for
ongoing rule implementation in each county created in collaboration with Medicaid Manager in
each county; a summary of group training and coaching sessions with individual professional
development plans; and a year-end report out to HCPF.
Closing Out: Creation of a Continuity Plan for the regional cohort which includes
implementation strategies for future rule changes. As required for all HCPF County Grants, I will
Attachment B
Page | 3
create a report for the Year End Report Out of the HCPF County Grant participants in
collaboration with County staff. The Final Deliverable will include a final itemized budget with
actual costs, the overall project plan, implementation process of the project, intended outcomes,
successes, challenges, best practices identified/applied, and if the project can be implemented by
other counties/statewide.
Timeline for Grant Project
Task Participants Responsible Party Deliverables Deadline
Individual Kick Off
meetings held with each county DHS Director and Medicaid Manager in each
participating county to
outline project goals, deadlines, commitments and hopes
DHS Directors,
Medicaid Managers, Grant Consultant
Grant
Consultant
Kick off Meeting
Agendas and Report from each County Kick off. Commitment
Agreements from
each DHS Director and Medicaid Manager
9/26/25
Kick Off Meetings are completed
Cohort Kick Off meeting with cohort of county Medicaid
Managers in person
All County DHS Directors and Medicaid
Managers participating in the cohort and Grant Consultant
Grant Consultant Cohort Kick off Agenda and Report 10/10/25
Grant Consultant meets with Pitkin County DHS finance
manager for plan to
accurately track and report HCPF County Grant Expenditures
Grant Consultant and Pitkin DHS Finance Manager
Grant Consultant Plan for tracking and reporting HCPF County Grant
Activities
10/10/25
Consultant meets with each county Medicaid Manager to
understand their
current business practices, evaluate new HCPF rules and determine needs for
successful new rule
implementation
Grant Consultant and Medicaid Managers
Grant Consultant Current Practices Report for each county
10/10/25
Grant Report to HCPF
(if required) and
Grant Consultant Grant
Consultant
Report and meeting
summary
10/17/25
Attachment B
Page | 4
establish meetings
with HCPF to review new rules
Grant Consultant and Medicaid Manager review the structure of the staff and manager surveys and data
collection
Grant Consultant and Medicaid Managers with final approval of DHS Director
Grant Consultant Staff and Manager Survey 10/17/25
Staff surveys launched
and results collected
Grant Consultant Grant
Consultant
Report and key
findings from survey
data
10/31/25
County Cohort
Meeting #1 and Group Training #1
Grant Consultant
and Medicaid Managers
Grant
Consultant
Meeting agenda and
meeting report; Training agenda and data on participant knowledge and
learning
11/7/25
Individual Medicaid Manager Training and
Coaching which
includes implementation of the first new HCPF rule
Grant Consultant and Medicaid
Managers
Grant Consultant Coaching session agenda, goals and
summary.
Documentation of new rule business practice.
11/7/25
Grant Consultant meets with Pitkin County DHS Finance
Manager to review
grant expense tracking and coding. This includes tracking of staff time dedicated to
grant activity in each
county (specifically Medicaid Managers)
Grant Consultant and Pitkin County DHS
Finance Manager
Grant Consultant Report on Grant Expenditures and Comparison to
County Allocation
Close Out Report for October 2025
11/28/25
Continue weekly
individual Medicaid Manager Training and Coaching and implementation of
additional HCPF new
rules
Grant Consultant
and Medicaid Managers
Grant
Consultant
Training and
coaching session agenda, goals and summary. Documentation of
new rule business
practice.
11/28/25
County Cohort
Meeting #2 and Group Training #2
Grant Consultant
and Medicaid Managers
Grant
Consultant
Meeting agenda and
meeting report; Training agenda and data on participant
12/5/25
Attachment B
Page | 5
knowledge and
learning
Continue weekly
individual Medicaid Manager Training and Coaching and implementation of additional HCPF new
rules
Grant Consultant
and Medicaid Managers
Grant
Consultant
Training and
coaching session agenda, goals and summary. Documentation of new rule business
practice.
12/19/25
Evaluation of new rule
implementation and
application of management training and coaching in each county
Grant Consultant
and Medicaid
Managers
Grant
Consultant
Evaluation reports 12/30/25
Grant Consultant meets with Pitkin
County DHS Finance
Manager to review grant expense tracking and coding. This includes tracking of
staff time dedicated to
grant activity in each county (specifically Medicaid Managers)
Grant Consultant and Pitkin
County DHS
Finance Manager
Grant Consultant Report on Grant Expenditures and
Comparison to
County Allocation Close Out Report for November 2025
12/30/25
County Cohort Meeting #3 and Group Training #3
Grant Consultant and Medicaid Managers
Grant Consultant Meeting agenda and meeting report; Training agenda and data on participant
knowledge and learning. Sharing of evaluation reports successes, lessons learned in shared
documents
1/9/26
Check in with HCPF
on new rules and
share evaluation reports
Grant Consultant
and Medicaid
Managers
Grant
Consultant
HCPF feedback
report
1/16/26
Ongoing weekly
sessions with individual county Medicaid Managers. Customized plan for
implementation of
Grant Consultant
and Medicaid Managers
Grant
Consultant
38 hours of
individual training and coaching with each county Medicaid Manager.
Individual Plan for
1/23/25 –
5/1/25
Attachment B
Page | 6
HCPF new rules
through May 2026 which includes leadership development, training
and coaching
developed with each county Medicaid Manager
additional HCPF new
rules including leadership development, training and coaching
for each county.
Learning assessments to capture increase in knowledge and skill set of each Manager.
Grant Consultant meets with Pitkin
County DHS Finance
Manager to review grant expense tracking and coding. This includes tracking of
staff time dedicated to
grant activity in each county (specifically Medicaid Managers)
Grant Consultant and Pitkin
County DHS
Finance Manager
Grant Consultant Report on Grant Expenditures and
Comparison to
County Allocation Close Out Report for December 2025
1/30/26
County Cohort Meeting #4 and Group Training #4. Initial Mid-Project Review.
Grant Consultant and Medicaid Managers
Grant Consultant Meeting agenda and meeting report; Training agenda and data on participant
knowledge and learning. Sharing of successes, lessons learned and business processes in shared
documents. Mid-Project Review Report to cohort, DHS Directors and HCPF.
2/6/26 cohort meeting 2/13/26
Mid-Project Review Report
Grant Consultant meets with Pitkin
County DHS Finance
Manager to review grant expense tracking and coding.
Grant Consultant and Pitkin
County DHS
Finance Manager
Grant Consultant Report on Grant Expenditures and
Comparison to
County Allocation Close Out Report for January 2026
1/30/26 and the
end of
each month through June 30,
2026
County Cohort Meeting #5 and Group
Training #5.
Grant Consultant and Medicaid
Managers
Grant Consultant Meeting agenda and meeting report;
Training agenda and
3/6/26
Attachment B
Page | 7
data on participant
knowledge and learning. Sharing of successes, lessons learned and business
processes in shared
documents.
County Cohort
Meeting #6 and Group Training #6.
Grant Consultant
and Medicaid Managers
Grant
Consultant
Meeting agenda and
meeting report; Training agenda and data on participant knowledge and
learning. Sharing of
successes, lessons learned and business processes in shared documents.
4/3/26
Plan for staff and manager surveys finalized and surveys
distributed
Grant Consultant Grant Consultant Surveys 4/10/26
Report on survey
results reviewed with
Medicaid Managers
Grant Consultant
and Medicaid
Managers
Grant
Consultant
Survey Report 5/1/26
Final County Cohort
Meeting #7 and Group Training #7 in person. Final Evaluation Report and Cohort Continuity Plan
Grant Consultant
and Medicaid Managers
Grant
Consultant
10 hours of group
training and coaching. Meeting agenda and meeting report; Training agenda and data on
participant knowledge and learning. Sharing of successes, lessons learned and business
processes in shared documents. Final Evaluation Report. Cohort Continuity Plan.
5/29/26
Finalize the “Future Rule Implementation
Plan” and Business
Process Improvement Plan for each county.
Grant Consultant and Medicaid
Managers
Grant Consultant Future Rule Implementation
Plan” and Business
Process Improvement Plan for each county
6/3/26
Attachment B
Page | 8
Finalized the
Professional Development Plan for each individual Medicaid Manager
based on individual
training and coaching sessions
Grant Consultant
and Medicaid Managers
Grant
Consultant
Individual
Professional Development Plans for each county Medicaid Manager
6/5/25
Close Out Report Activities including any required reports to HCPF, Year-End
Close Out
Presentation, and meeting with Pitkin DHS Finance Director for tracking and
accuracy of grant
expenses and coding
Grant Consultant, Pitkin DHS Finance Director
and Medicaid
Managers (as needed)
Grant Consultant Close Out Report, Year-End Report to HCPF, Year-End Presentation, final
expense report and
allocation close out for Pitkin County DHS as fiscal agent for the cohort
6/5/26
Grant Consultant
work with Pitkin
County DHS Finance Manager to capture all grant activities and expenses through June
30, 2026
Grant Consultant
and Pitkin
County DHS Finance Manager
Grant
Consultant
Final grant
expenditure upload
into CYMA by DHS Finance Manager reconciled with Monthly Allocation
Close Out Report for June 2026
6/30/26
2. Qualification of Proposer/List of Similar Work & Experience
Having served as the Director of Human Services in Lake County—a small, rural, resort-
adjacent county—for 11 years, I have a keen understanding of the benefits and challenges of
recruiting and training managers for Medicaid eligibility teams and implementing HCPF rules. In
the role of Director of DHS, I managed Medicaid programs, eligibility staff members, county
DHS operations and meeting State-mandated metrics.
I know firsthand that the knowledge and skill set of a manager running Medicaid eligibility
programs affects the entire team and their ability to adapt and change with new rules and
requirements. It is for this reason that I believe in providing all the support, training and coaching
necessary for Medicaid Managers to lead their teams through changing times, such as HCPF new
rule implementation. While I was Director in Lake County, we built a highly successful
eligibility team that not only created effective business processes but retained staff and built a
culture focused on wellbeing.
Attachment B
Page | 9
Since 2015 I managed HCPF County Grant projects for Lake County, often multiple grant
projects each year. Each project was on time and on budget (with accurately tracked grant
expenditures including activity logs) and served as examples for other counties.
I was honored to serve as the Grant and Fiscal Manager for a statewide $400,000 HCPF County
Grant project in collaboration with CHSDA. The project involved recruiting behavioral health
providers to become enrolled as Medicaid providers and included county recruitment,
engagement and support. The project met all budget requirements and served as a highly
collaborative project between CHSDA, counties and HCPF.
I was the grant manager for a HCPF County Grant project funding the creation of IT Policies for
the NW region DHS county cohort. This project was also on budget and highly collaborative.
For three years I served as the President of CHSDA and the Co-Chair of the Economic Security
Sub-PAC where I gained a solid understanding of eligibility programs across the state, federal
and state policies and the variety of business processes utilized by public assistance managers.
Since May of 2024, I have been consulting full time with Colorado County DHS departments
providing strategic planning facilitation and report writing, leadership and staff development,
Medicaid enrollment opportunities and guidance and direct case management for APS.
I look forward to bringing my expertise in all aspects of HCPF County Grant projects, Medicaid
rules, rural departments of human services and leadership development for mid-level managers
to this project.
3. Estimated Cost of Services, including Reimbursable Expenses
All Grant Consulting activities for this grant project will be charged at the same rate of $125 per
hour. This no charge for mileage expenses. There are no material expenses.
Consulting costs are based on an approximate 9-month grant project period of Sept. 1 – June 10.
38 weeks for the grant project were used to calculate weekly activities.
All Grant Consulting activities will be tracked in an Activity Log that will be submitted to HCPF
for approval before each Grant Consulting Invoice and corresponding Activity Log is submitted
to the county for payment.
Activity Number of Hours in Project Cost per hour Total Consulting Cost
Meetings with County DHS Directors and Medicaid Managers
4 meetings in grant project x 6 counties $125 $3,000
4 x 6 = 24 hours
Attachment B
Page | 10
Meetings with
Individual County Medicaid Managers (training and coaching)
6 counties x 38
weeks in grant project
$125 $28,500
6 x 38 = 228 hours
Meetings with Pitkin County DHS Finance Manager to ensure
accurate tracking and reporting of grant activities
Meet 1 time per month x 10 months in grant project
$125 $1,250
1 x 10 = 10 hours
Cohort group meetings virtual 8 virtual meetings during grant project $125 $1,000
1 hour x 8 = 8
Cohort group meetings in person 2 in-person cohort meetings; 2 hours each
$125 $500
2 x 2 = 4
Report writing 3 hours per week
for 38 weeks of
grant project 3 x 38 = 114
$125 $14,250
Survey creation 25 hours $125 $3,125
Analysis of survey data 15 hours $125 $1,875
Preparation time for meetings, training and coaching sessions both individual and group
12 hours per week for 38 weeks of the grant project 12 x 38 = 456
$125 $57,000
Meeting with HCPF about new rules or participating in state
training or meetings on
new rules
20 hours during the grant project $125 $2,500
Sharing documents
across the cohort
3 hours per month x
9 months of grant project 3 x 9 = 27
$125 $3,375
Year-End Reports, Presentation and Evaluation
15 hours $125 $1,875
Research and evaluation of HCPF rules
10 hours $125 $1,250
Research and evaluation of Medicaid 4 hours $125 $500
Attachment B
Page | 11
eligibility business
processes
Material expenses 0
Mileage expenses 0
TOTAL $120,000
4. References
Joanne Sprouse, Director Summit County Department of Human Services
joanne.sprouse@summitcountyco.gov
360 Peak One Drive, #230
Frisco, CO 80424
(907) 668-9174 office
(970) 406-8788 mobile
Director Sprouse and I were colleagues for 11 years as peers in the Northwest region of
Colorado. Joanne, her staff members and I worked together on State committees for Economic
Security which includes Medicaid programs. I served as the grant manager for the Northwest
region HCPF County Grant creating IT policies for each county in 2022 and Summit County was
included in this project.
Gloria Perez, Former Deputy Director Lake County Department of Human Services
gloleadville09@gmail.com
Leadville, CO 80461
(719) 427-0016 mobile
I supervised Gloria for 11 years and grew her position from WRAP Coordinator to Deputy
Director of Prevention Programming for Lake County DHS. Gloria and I applied for, received
and successfully managed multiple grant projects including county, state and federal grants.
Susie Walton, Director Park County Department of Human Services
Susan.Walton@state.co.us
59865 Hwy 285
PO Box 1193 Bailey, CO 80421 303-816-5930 (office) Susie and I have been colleagues and peers for 10 years. As a consultant I have assisted Susie
with APS direct service case management, strategic planning for the Park County DHS
Economic Security Unit (which includes Medicaid eligibility), and grant projects.
Attachment B
Ruslana Ivanova <ruslana.ivanova@pitkincounty.com>
Re: Follow-Up Questions Regarding RFO 100.25 – HCPF Medicaid Grant Consultant
1 message
Janeen McGee <jmountainconsulting@gmail.com>Fri, Aug 22, 2025 at 12:20 PM
To: Procurement <procurement@pitkincounty.com>
Thank you for your inquiry.
1.That is correct, there will be no mileage expenses. I will absorb my mileage costs.
2.I will carefully track all communications with each county in meeting minutes and will capture key ideas in a master
spreadsheet. I will ensure that learning across counties is captured and shared in an updated Google document. We will
explore this document in cohort meetings. Rather than duplicating efforts, this will allow learning opportunities to build
upon each other. For example, if one business process for implementation of a new rule is successful in a particular
county, this process will be documented, shared, and adapted in other counties where the dynamics are similar (staff size
is similar, case load is similar, or geographic challenges are similar for clients). The process of adapting the process will
include lessons learned and continuous quality improvement—reflected in data from each county.
Additionally, I will spend time understanding the needs of each county Medicaid Manager in their professional
development and their county unit needs for new rule implementation. The communication to counties will be
individualized based on their unique needs, rather than a mere duplication.
I have served in many roles in which I’ve navigated the needs of many counties. As the president of CHSDA, representing
all 64 Colorado counties, I knew each DHS Director personally and the unique aspects of their county. My
communications to each director or region were highly effective, recognizing that managers and directors are very busy
and don’t need redundant and time-consuming emails, surveys, etc. I was proficient and knowing who needed what and
how to deliver it. I will bring that knowledge and experience to this grant project.
I appreciate your time in reviewing these answers and proposal.
Best,
Janeen McGee, MBA
Jmountainconsulting@gmail.com
(316)641-3622
On Fri, Aug 22, 2025 at 11:20 AM Procurement <procurement@pitkincounty.com> wrote:
Hi Janeen,
Thank you for submitting your bid for RFO 100.25 – HCPF Medicaid Grant Consultant. The selection committee has
reviewed your proposal and has a few follow-up questions we’d like to clarify before moving forward in the process.
When you have a moment, could you please email us your responses to the questions listed below at your earliest
convenience?
1.The application states you will be traveling to these offices, holding some in person and some virtual meetings. In
your request, there is no mileage or travel expenses budgeted. Is that correct?
2.Since there will be 6 different counties to be communicating with regularly, can you provide a plan of how you will
reduce redundancies and streamline communications?
We appreciate your time and look forward to your reply.
Best regards,
Ruslana
8/25/25, 12:42 PM Pitkin County Mail - Re: Follow-Up Questions Regarding RFO 100.25 – HCPF Medicaid Grant Consultant
https://mail.google.com/mail/u/0/?ik=fc4c19c5bd&view=pt&search=all&permthid=thread-a:r3861297678611322890%7Cmsg-f:1841180771811385366…1/2
Attachment C
Pitkin County, Procurement
530 E Main Street
Aspen, CO 81611
procurement@pitkincounty.com
Procurement Website Link
8/25/25, 12:42 PM Pitkin County Mail - Re: Follow-Up Questions Regarding RFO 100.25 – HCPF Medicaid Grant Consultant
https://mail.google.com/mail/u/0/?ik=fc4c19c5bd&view=pt&search=all&permthid=thread-a:r3861297678611322890%7Cmsg-f:1841180771811385366…2/2
Attachment C
Certificate Of Completion
Envelope Id: 244F714D-A741-4927-B291-273FB339EA56 Status: Completed
Subject: EW8 Productions | Pitkin County Contract 100.25 for Review & Signature
Source Envelope:
Document Pages: 55 Signatures: 6 Envelope Originator:
Certificate Pages: 6 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: 65.38.144.66
Record Tracking
Status: Original
8/27/2025 2:57:28 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: 216.147.124.241
Sent: 8/27/2025 3:04:17 PM
Resent: 8/27/2025 3:15:06 PM
Resent: 8/27/2025 3:20:33 PM
Viewed: 8/27/2025 3:23:56 PM
Signed: 8/27/2025 3:24:15 PM
Electronic Record and Signature Disclosure:
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Lisa Yorker
Lisa.Yorker@PitkinCounty.com
Grants Analyst
Pitkin County Colorado
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2601:280:8106:f910:1851:c16:72f9:4d10
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Lindsay Maisch
Lindsay.Maisch@pitkincounty.com
Human Services Director
Security Level: Email, Account Authentication
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Sent: 8/27/2025 4:03:52 PM
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Electronic Record and Signature Disclosure:
Accepted: 4/4/2022 5:26:47 PM
ID: 7763213c-286f-4430-943b-eb745fb39f68
Company Name: Pitkin County, Colorado
Janeen McGee
jmountainconsulting@gmail.com
President
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Using IP Address: 209.236.92.97
Signed using mobile
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Signed: 8/28/2025 4:44:58 PM
Electronic Record and Signature Disclosure:
Signer Events Signature Timestamp
Accepted: 8/28/2025 4:43:15 PM
ID: 695f4909-ab42-47c0-b68d-496ade366650
Company Name: Pitkin County, Colorado
Ryan Mahoney
ryan.mahoney@pitkincounty.com
Deputy County Manager
Signing Group: County Manager Group
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Sent: 8/28/2025 4:45:01 PM
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Carbon Copy Events Status Timestamp
Pitkin County Procurement
procurement@pitkincounty.com
Ruslana Ivanova, Procurement Specialist
Pitkin County
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(None)
Sent: 8/29/2025 3:56:51 PM
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Accounts Payable
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Accounts Payable
Pitkin County
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Electronic Record and Signature Disclosure
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