HomeMy WebLinkAboutbocc.con.077.262026.04.29 CDD
Contract Number
Project Name
Contractor
Budget Line Item 10033100.531500.10007 !#BUDGET# $ 9,000.00
$ -
$ -
$ -
$ 9,000.00
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:Andrew Miller Phone:(970) 309-4295
Provide a brief description of the Contract or Change Order:
Contract Value Summary:
$ 9,000.00
$ -
$ -
$ 9,000.00
077.26
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
No
Phillips Mobile Home Park Water Systems Operator
High Country Utility Services LLC
Additional Budget Line
Item(s)
(Please fully allocate Contract Total if multiple lines
apply)
Formal
Services/Maintenance
7/13/2026
7/12/2027
New Contract
Housing
Contract for the water systems operator at Phillips Mobile Home Park.
Original Contract Amount
Previous Change Order/Amendment Amount
This Change order/Amendment amount
Contract Total
Project #: 077.26 Rev. 2022.08.04 CDD
NOTICE OF AWARD
Date: July 6, 2026
To: High Country Utility Services LLC
James Gordon, Managing Member
PO Box 198
Basalt, CO 81621
RE: RFP 077.26 - Phillips Mobile Home Park Water Systems Operator
The County, having duly evaluated the Proposal submitted on June 18, 2026 for the work
or purchase in response to the Request for Proposal Document titled RFP 077.26 -
Phillips Mobile Home Park Water Systems Operator in the amount of Nine Thousand
dollars and Zero cents ($9,000.00), 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
Jul-07-2026
Interim Housing Manager
Andrew Miller
James Gordon
Jul-07-2026
Managing Member
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PITKIN COUNTY CONTRACT FOR PROVISION OF SERVICES
THIS CONTRACT, made July 6, 2026 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 High Country Utility Services LLC, PO Box 198, Basalt, CO 81621 (hereinafter
called the “Contractor”) to perform the following work: Phillips Mobile Home Park Water Systems
Operator (“Project”).
I. Term of Contract: The term of this Contract is from July 13, 2026 to July 12, 2027. At
the expiration of the initial term, the contract may be extended for five (5) additional
terms of one (1) year by the express written consent of both parties.
II. Contractor’s Obligations. Contractor shall provide operation, monitoring,
maintenance, and regulatory compliance services for the Phillip’s Mobile Home Park
water distribution and septic system for residents described in County RFP 077.26
(“Attachment A”) and pursuant to the terms in the Contractor’s Proposal (“Attachment
B”).
III. Compensation and Expenses, Invoicing, Payment and Offset. The County shall
compensate Contractor for its services in accordance with the Project Budget and
Schedule set out in Paragraph II. It is expressly understood and agreed that in no event
will the total compensation and reimbursement to be paid hereunder exceed the sum of
Nine Thousand dollars and Zero cents ($9,000.00) 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.
Pitkin County will not release any payment to Contractor prior to receipt of a complete
and valid W9. Contractor’s address and the as-filed, legal entity name provided within
this Contract must match the information provided with the submitted W9. Doing
Business As (“DBA”) entity titles, as applicable, must be preceded by Contractors
legally filed business name. Failure to provide a complete and valid W9 may result in
delayed and/or past due payment from the County to Contractor and will in no event
Jul-07-2026
County Manager
Kara Silbernagel
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obligate the County to recognize or pay penalties for any past due balances withheld as
a result of such. Contractor may submit completed W9 forms electronically by
emailing pdf copies to AP@PitkinCounty.com with the County Project Contact listed
within this Contract in copy.
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.
V. Pitkin County’s Obligations. Pitkin County shall administer this Contract through
a County Representative. Andrew Miller, Housing Program Analyst will manage the
project as the County’s Representative. In the event that Andrew Miller is not available,
and alternate representative will be appointed who shall assume the County
Representative’s duties. The services provided and products delivered by the
Contractor under this Contract will be subject to review by the County’s
Representatives, or a designee, for compliance with Contractor’s obligations prior to
final payment.
VI. Termination Prior to Expiration of Contract Term. The County has the right to
terminate this Contract, with or without cause, by giving written notice to the
Contractor of such termination and specifying the effective date thereof. Such notice
shall be given at least ten (10) days before the effective date of such termination. In
such event all finished or unfinished documents, data, studies and reports prepared by
the Contractor pursuant to this Contract shall become the County’s property. Contractor
shall be entitled to receive compensation in accordance with the Contract for any
satisfactory work completed pursuant to the terms of this Contract prior to the date of
termination. Notwithstanding the above, Contractor shall not be relieved of liability to
the County for damages sustained by the County by virtue of any breach of the Contract
by the Contractor.
VII. Independent Contractor Status.
A. The parties to this Contract intend that the relationship between them contemplated
by the Contract is that of independent contractor. Contractor, and any agent,
employee, or servant of Contractor shall not be deemed to be an employee, agent,
or servant of Pitkin County.
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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.
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
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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-
101, et seq., C.R.S., or the Accessibility Standards for Individuals with a
Disability as established by OIT pursuant to Section §24-85-103 (2.5), C.R.S.
XII. Accessibility.
i. Contractor shall comply with and the Work Product provided under this Contract
shall be in compliance with all applicable provisions of §§24-85-101, et seq., C.R.S.,
and the Accessibility Standards for Individuals with a Disability, as established by
OIT pursuant to Section §24-85-103 (2.5), C.R.S. Contractor shall also comply with
all State of Colorado technology standards related to technology accessibility and
with Level AA of the most current version of the Web Content Accessibility
Guidelines (WCAG), incorporated in the State of Colorado technology standards.
The State may require Contractor’s compliance to the State’s Accessibility Standards
to be determined by a third party selected by the State to attest to Contractor’s Work
Product and software is in compliance with §§24-85-101, et seq., C.R.S., and the
Accessibility Standards for Individuals with a Disability as established by OIT
pursuant to Section §24-85-103 (2.5), C.R.S.
XIII. Insurance. Contractor and subcontractors shall procure and maintain until all of their
obligations have been discharged, including any warranty periods under this Contract
are satisfied, insurance against claims for injury to persons or damage to property which
may arise from or in connection with the performance of the work hereunder by the
Contractor, its agents, representatives, employees or subcontractors.
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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
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
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Coverage to include:
• Premises and Operations
• Explosions, Collapse and Underground Hazards
• Personal / Advertising Injury
• Products / Completed Operations
• Liability assumed under an Insured Contract (including defense costs assumed under
contract)
• Independent Contractors
• Designated Construction Project(s) General Aggregate Limit, ISO CG 2503 (1997
Edition or equivalent)
• Additional Insured—Owners, Lessees or Contractors Endorsement, ISO Form 2010
(2004 Edition or equivalent)
• Additional Insured—Owners, Lessees or Contractors Endorsement, ISO CG 2037
(2004 Edition or equivalent)
• The policy shall be endorsed to include the following additional insured language
on the Additional Insured Endorsements specified above: “County, its subsidiary,
parent, associated and/or affiliated entities, successors, or assigns, its elected
officials, trustees, employees, agents, and volunteers named as an additional insured
with respect to liability and defense of suits arising out of the activities performed
by, or on behalf of the Contractor, including completed operations”.
3) Auto Liability: Bodily injury and property damage for any owned,
hired and non-owned vehicles used in the performance of this Contract.
Minimum Limits: Statutory
Coverage Bodily/Property Damage (Each Accident) $ 1,000,000
4) Special Coverages (check as appropriate and insert amount):
a. ☐ Performance Bond $
b. ☐ Professional Errors and Omissions
c. ☐ Aircraft Liability
d. ☐ Owner’s Protective
e. ☐ Builder’s Risk
f. ☐ Boiler and Machinery
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
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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.
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.
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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
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
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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:
Andrew Miller
530 E Main Street
Aspen, CO 81611
Email: Andrew.Miller@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:
High Country Utility Services LLC
PO Box 198
Basalt, CO 81621
Phone: ( ) -
Email: admin@hcusmgmt.org
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IN WITNESS WHEREOF, the parties have executed this Contract as of the date first set out herein
above.
HIGH COUNTRY UTILITY Services LLC
________________________________________________
!#VENDOR SIGNATURE#! Date
PITKIN COUNTY, COLORADO
RECOMMENDED FOR APPROVAL:
_________________________________________________
!#DEPARTMENT REPRESENTATIVE#! Date
Jul-07-2026
Andrew Miller
Interim Housing Manager
Managing Member
Jul-07-2026
James Gordon
RFP 077.26 Rev. 2024.11.25 CDD
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PUBLIC NOTICE
Pitkin County is accepting proposals to provide Phillips Mobile Home Park Water Systems
Operator.
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
June 8, 2026. 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 June 18, 2026
Published in the Aspen Daily News: May 18, 2026 and May 25, 2026.
Attachment A
RFP 077.26 Rev. 2024.11.25 CDD
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PITKIN COUNTY
PHILLIPS MOBILE HOME PARK WATER SYSTEMS OPERATOR
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 077.26 Rev. 2024.11.25 CDD
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REQUEST FOR PROPOSALS
PHILLIPS MOBILE HOME PARK WATER SYSTEMS OPERATOR
GENERAL INFORMATION TO PROPOSERS
ISSUED: May 15, 2026
DUE: 06-18-2026 by no later than 2:00 PM MT
I. INTRODUCTION
Pitkin County (hereinafter called the “County”) is qualifying interested parties for
a Water Systems Operator at the Phillips Mobile Home Park located at 3558 Lower
River Rd, Snowmass, CO 81654
The County will award a one-year contract with the option to renew up to four
additional one-year terms.
II. COUNTY BACKGROUND
Covering 975 square miles, Pitkin County is located in the heart of the White River
National Forest, surrounded by the spectacular peaks of the central Rocky
Mountains. Pitkin County is located in Colorado with the county seat of Aspen.
Pitkin County includes the communities of Aspen, Snowmass, Woody Creek, Old
Snowmass, Meredith, Thomasville, Redstone and portions of the town of Basalt.
As public servants, we work in the public trust to ensure quality of life and
experience in Pitkin County for present and future generations.
Organizational Values: Pitkin County embraces the following values to promote
public trust and confidence in County Government.
Stewardship: We strive to leave our natural environment, community, public
assets, and organization in better condition than we found them for current and
future generations.
Ethics: We hold ourselves to high standards of honesty and dependability in the
conduct of County business.
Excellence: We are committed to providing quality services that are accessible,
accurate and innovative to meet our community’s needs.
Collaboration: We work together as employees and with citizens and other
government, non-profit and private sector organizations helping each other
succeed in promoting and achieving the public’s goals.
Attachment A
RFP 077.26 Rev. 2024.11.25 CDD
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Open Communication: We are committed to listening to our citizens and
partners and to giving accurate and timely information.
Positive Work Environment: We appreciate dedicated and knowledgeable
employees and support their professional and personal growth.
Additional information about the County may be found on the County’s website
at: https://pitkincounty.com/DocumentCenter/View/21997/PC_brochure_2020_FFO_digital
III. SCOPE OF WORK
A. SPECIFICATIONS
1. Service Provider Responsibilities
a. General Responsibility: The Service Provider shall be
responsible for the operation, management, and oversight of the
water systems serving Phillips Mobile Home Park, including
wells, distribution systems, septic systems, and drain fields (the
“System”).
b. Certification and Operator In Responsible Charge: The
Service Provider shall maintain all licenses, certifications, and
operator qualifications required by the Colorado Department of
Public Health and Environment (“CDPHE”) for the applicable
system classification and shall complete all required continuing
education and training necessary to keep such certifications
active and in good standing.
The Service Provider shall designate and maintain a properly
certified Operator in Responsible Charge (“ORC”) for the
System, as required by CDPHE, and shall ensure that such
designation remains current at all times.
c. Standard of Care and System Operation: The Service
Provider shall perform all services in a competent, diligent, and
professional manner consistent with generally accepted industry
standards for similarly classified water systems and in
accordance with the duties of a Colorado Certified Water
Professional (CCWP). The Service Provider shall operate,
monitor, and maintain the System as necessary to ensure the
continuous delivery of safe and reliable potable water. The
Service Provider shall actively monitor system conditions and
shall not rely solely on regulatory triggers to identify
operational, maintenance, or compliance issues.
d.Preventative Maintenance and System Management: The
Service Provider shall develop and implement a routine and
preventative maintenance program for all System components,
consistent with manufacturer recommendations, regulatory
Attachment A
RFP 077.26 Rev. 2024.11.25 CDD
5
requirements, and industry standards. The Service Provider shall
maintain familiarity with all System infrastructure, including
wells, treatment equipment, storage facilities, distribution
systems, and wastewater components, and shall maintain or
update system maps, schematics, and operational documentation
as necessary to support proper system management and
regulatory compliance.
e. Leak Detection & Repairs: The Service Provider shall be
responsible for the detection, investigation, and repair of leaks
within the System. The Service Provider shall conduct routine
and systematic inspections sufficient to identify leaks, pressure
loss, and system deficiencies, and shall promptly investigate any
indication of leakage, including abnormal usage patterns,
pressure fluctuations, or visible signs of system failure. The
Service Provider shall immediately take all necessary action to
isolate, control, and mitigate any leak that may impact system
integrity, water supply, or public health.
The Service Provider may perform minor repairs within the
scope of its qualifications and certifications. Repairs exceeding
routine maintenance or involving capital replacement shall not
be undertaken without prior Owner approval, except in
emergency conditions where delay would result in material harm
to the System, public health, or property. In such cases, the
Service Provider shall notify the Owner as soon as practicable,
and in no event later than twenty-four (24) hours after initiating
corrective action.
f. Water Quality Monitoring and Sampling: The Service
Provider shall conduct, or cause to be conducted, all required
potable water sampling, monitoring, and testing in accordance
with applicable regulatory requirements. The Service Provider
shall maintain and follow an approved sampling plan, including
proper sampling locations, schedules, and methodologies, and
shall ensure that all sampling is performed accurately and in
compliance with applicable standards.
g. Reporting, Recordkeeping, and Communication: The
Service Provider shall prepare and submit all required reports
and documentation to CDPHE and shall maintain complete and
accurate records of system operations, sampling results,
certifications, and regulatory communications. All submissions
shall be accurate, complete, and timely.
Attachment A
RFP 077.26 Rev. 2024.11.25 CDD
6
The Service Provider shall promptly notify the Owner of any
violation, deficiency, or reportable event, as well as any
condition that may impact water quality, regulatory compliance,
system reliability, or public health. The Service Provider shall
also proactively communicate any developing or foreseeable
issue that could reasonably result in system failure, regulatory
non-compliance, or increased cost to the Owner.
h. Emergency Response and Public Health Protection: The
Service Provider shall maintain and implement an Emergency
Response Plan appropriate for the System and shall respond
immediately to any condition posing an acute risk to public
health, including loss of pressure, contamination events, or
treatment failure. The Service Provider shall implement all
required protective measures, including public notification,
system isolation, and corrective actions, in accordance with
applicable requirements and professional standards.
i. Cross-Connection Control (As Applicable): If required by
CDPHE or by the classification or characteristics of the System,
the Service Provider shall implement and maintain a cross-
connection control and backflow prevention program, including
all required inspection, testing, and recordkeeping.
2. Regulatory Compliance and Performance
a. Regulatory Compliance: All services performed under this
Agreement shall comply with the Colorado Primary Drinking
Water Regulations (Regulation 11), as implemented by CDPHE,
as may be amended from time to time. The Service Provider
shall operate the System in full compliance with all applicable
regulatory requirements, including those relating to monitoring,
treatment, reporting, public notification, and corrective action.
b. Corrective Actions and Regulatory Coordination: In the
event of any violation, deficiency, or non-compliance, the
Service Provider shall initiate corrective action within the
timeframes required by applicable regulations and shall
complete all required sampling, monitoring, reporting, and
public notification. The Service Provider shall return the System
to compliance within mandated deadlines and shall provide the
Owner with a written corrective action summary within five (5)
business days.
The Service Provider shall serve as the primary point of contact
with CDPHE for all compliance-related matters, including
Attachment A
RFP 077.26 Rev. 2024.11.25 CDD
7
inspections, sanitary surveys, regulatory inquiries, and follow-
up actions.
c. Regulatory Adherence: The Service Provider shall operate the
system in accordance with Colorado Primary Drinking Water
Regulations, including but not limited to Maximum
Contaminant Levels (MCLs), treatment technique requirements,
monitoring schedules, and public notification obligations.
d. Performance Standards: In addition to strict compliance with
regulatory requirements, the Service Provider shall operate and
maintain the System in a manner that minimizes service
interruptions and prevents avoidable failures. The Service
Provider shall take proactive measures to identify and address
conditions before they result in violations, deficiencies, or
infrastructure failures and shall maintain the System in a
condition that is continuously compliant and inspection-ready.
Failure to take reasonable preventative or proactive action where
a problem was foreseeable shall constitute a failure of
performance under this Agreement.
e. Performance Failures: A “Performance Failure” shall include,
without limitation, any failure to maintain required certifications
or ORC designation, any violation attributable to operator error,
omission, or negligence, any failure to comply with applicable
regulatory requirements, any failure to take timely corrective or
preventative action, any failure to notify the Owner of material
system issues or risks, and any system failure, service
interruption, or deficiency attributable to the Service Provider.
Any Performance Failure that is not promptly cured may be
deemed a material breach of this Agreement.
B. 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.
Attachment A
RFP 077.26 Rev. 2024.11.25 CDD
8
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;
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,
Attachment A
RFP 077.26 Rev. 2024.11.25 CDD
9
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 June 8, 2026.
All requests must have the email subject line, “RFP 077.26 – Phillips
Mobile Home Park Water Systems Operator Request for Clarification and
Questions.” All questions, comments and answers provided shall be shared
with all Proposers via addendum posted on BidNet Direct. Addendum(s)
will include the requests for clarification and questions, as written by the
Proposer.
4. All Proposals must be uploaded to the BidNet Direct website. Proposals
will not be accepted in any other form or manner.
5. During the Request for Proposal selection process, all proposals shall
remain confidential. The entire selection process (procurement) file shall be
available to the public (which includes all Proposers) after an agreement is
approved by the County, except those items for which confidentiality has
been requested in writing by the Proposer, and providing that the County
Attorney has reviewed and determined this to be the properly confidential
under the State Open Records Act and other relevant statutes and
regulations.
B. TIME SCHEDULE
The County will endeavor to use the following timetable:
May 15, 2026 Request for Proposals publicly advertised, posted on website
(www.bidnetdirect.com/colorado)
June 1, 2026 Recommended pre-proposal meeting will be held virtually
via Google Meet from 1:00-2:00 PM MT. Please submit
your RSVP with planned attendee list via email to
procurement@pitkincounty.com by no later than 24-hours
prior to the scheduled meeting.
Attachment A
RFP 077.26 Rev. 2024.11.25 CDD
10
June 8, 2026 Proposer’s request for clarification and questions due via
email to procurement@pitkincounty.com by 4:00 PM MT
June 12, 2026 County’s response to request for clarification and questions
posted on BidNet Direct via addendum
June 18, 2026 PROPOSALS MUST BE UPLOADED TO BIDNET
DIRECT BY 2:00 PM MT
Week of
June 22, 2026 Meeting of Selection Committee; checking of references as
necessary; requests for additional information or
clarifications, if necessary; scheduling of interviews, if
necessary
July 1, 2026 Issuance of Notice of Award to top-ranked proposer
July 2, 2026 Notices sent to unsuccessful proposers
July 13, 2026 Anticipated Contract Start Date
C. EVALUATION CRITERIA AND WEIGHING
Selection of the "short-listed" Proposers to be interviewed and/or the selection of
the top-ranked Proposer will be based upon the following criteria and relative
importance (or as the same may be amended or supplemented by published
secondary selection criteria, if any):
1. Approach to Project 30%
The Proposer shall prepare a brief statement as to their intention to address:
A. The Project Scope of Work
2. List of Similar Work 20%
The Proposer shall submit examples of projects of similar size and scope,
specifically with local governments when available.
3. Estimated Cost of Services, including Reimbursable Expenses 40%
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
Attachment A
RFP 077.26 Rev. 2024.11.25 CDD
11
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:
-Andrew Miller
-Ashley Perl
-Kevin Warner
-County Attorney
-County Procurement
E. SAMPLE CONTRACT
A sample of the Pitkin County Contract for the Provision of Services is included
as Attachment A. The Proposer must present any exceptions to the standard
contract language, if any, with their proposal, included as a separate document. If
changes are not requested at the time of proposal submission, the County shall
consider that terms and conditions are accepted by proposer. Requests for
Contract alterations, modifications, additions, or deletions will not be entertained
following proposal submission. Submittal of contract change requests is for
County’s information only and will not be reviewed until selection committee
scoring and vendor selection has been completed; contract language change
requests will not disqualify any proposer or be evaluated for partiality. This
opportunity is offered so proposers may familiarize themselves with standard
County terms and requirements, and change requests that are submitted at the
time of proposal allow the County to expedite the consideration of such requests
during the award process so as to avoid delays in contracting.
As mentioned in Section IV.A, proposers should not include any information
specific to their proposed approach, pricing, delivery schedule, etc. when
submitting language change requests as this information will not be reviewed
prior to final selection of a top-ranked proposer. Failure of proposer to review and
abide by this guidance and any lack of conveyance of such information to the
selection committee shall be construed as an error on the behalf of the proposer
and not on behalf of the County or the selection committee.
Attachment A
RFP 077.26 Rev. 2024.11.25 CDD
12
PROPOSAL FORM
Proposal Time: 2:00 PM MT
Proposal Date: June 18, 2026
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 077.26 – Phillips Mobile Home Park Water Systems Operator
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 077.26 Rev. 2024.11.25 CDD
13
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 077.26 Rev. 2024.11.25 CDD
14
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 077.26 Rev. 2024.11.25 CDD
15
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 077.26 Rev. 2024.11.25 CDD
16
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 077.26 Rev. 2024.11.25 CDD
17
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 077.26 Rev. 2024.11.25 CDD
18
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 077.26 Rev. 2024.11.25 CDD
19
services or materials and shall not be obligated to provide services or materials for which
funds have not been appropriated.
Attachment A
Company Name:Attendee Name:Email:Attendee Signature:
High Country Utility Services James Gordon utility@hcusmgmt.org
High Country Utility Services Adrian Aguilar
Pitkin County Tammy Coppersmith Procurement@PitkinCounty.com
Pitkin County Andrew Miller Procurement@PitkinCounty.com
Pitkin County Kevin Warner Procurement@PitkinCounty.com
Pitkin County Procurement@PitkinCounty.com
RFP 077.26 Pre-Bid Sign-In Sheet
June 1, 2026 @ 1:00 - 2:00 PM MT
Phillips Mobile Home Park Water Systems Operator
Attachment A
Addendum Description
This addendum serves to respond to questions received prior to the Questions Deadline.
Please note that the two (2) highlighted questions in the addendum are pending County response and will be answered in a forthcoming
addendum.
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Addendum No 1 [pdf]181 Kb 06/12/2026 02:35 PM MDT English
077.26 - Phillips Mobile Home Park Water Systems Operator Addendum No: 1 (Published)
06/16/2026 05:05 PM MDT Page 1 of 1
Attachment A
Rev. 2022.6.21 CDD
RFP # 077.26
ADDENDUM # 1
Date: June 12, 2026
TO: All Parties of Interest for the PHILLIPS MOBILE HOME PARK WATER SYSTEMS
OPERATOR.
This addendum is issued in response to inquiries received and/or to clarify details regarding
the Phillips Mobile Home Park Water Systems Operator Request for Proposals.
The following responses and/or clarifications are hereby adopted as Project Documents and,
where applicable, supersede or are in addition to any previously issued documentation or
communication.
1. Question: You currently have roughly 45 units being serviced currently?
● Response: 42
2. Question: What disinfectant is currently being used?
● Response: Store bought chlorine
3. Question: Are you experiencing any trouble with the current system? Wells
failing? Any leaks?
● Response: The main issue with the current system is its age as most of the
lines are original and about 70 years old. No wells have failed, leaks are
common.
4. Question: Moving forward, if this system stays in place and construction
doesn’t begin in 2026. Are there permits in place?
● Response: We do have permits in place for WWTF, we are working through
WTF with CDPHE.
5. Question: Is there an expectation to communicate with CDPHE as we move
through the phases?
● Response: No. At this time we don’t see a need for the operator to be a POC
for CDPHE. At this time Kevin Warner and owners rep is POC for project.
There may be times when we need to consult the operator.
Attachment A
Rev. 2022.6.21 CDD
6. Question: Historically, when was the last survey done at the facility?
● Response: About 2 years ago (due every 3 years)
7. Question: Does the current distribution system work properly or are there any
issues?
● Response: Operator states that it is currently “working great, no issues”
8. Question: Have you awarded the utility work for the water and wastewater
system?
● Response:
9. Question: Does Phillips have its own HOA?
● Response: No, the tenants rent the lot spaces directly from Pitkin County.
10. Question: What is the reporting expectation for the County? CCR is a water
quality report that is supposed to be sent out to the community.
● Response: Currently when there are issues, the operator brings them to our
attention. Current operator is the resident and he currently shares directly
with neighbors.
11. Question: Are the residents currently being individually metered?
● Response: Only the well is metered, not individually metered
12. Question: Are there valves associated with the current infrastructure in terms
of water distribution?
● Response: There would be a pass-over period with the current operator to
relay information concerning the system.
13. Question: Would you want to utilize your GIS system to create a map for the
system?
● Response: With consideration of the new system that is being implemented
we would want to put just enough information into the mapping system to
make the operator successful.
14. Question: Who is the current engineer for the current system and for the new
system?
● Response:
15. Question: Are you able to say who the contractor who has been selected for
construction?
● Response: Native Sun
16. Question: The RFP calls for developing a maintenance program. Is
there currently a developed (written and implemented) routine and
preventative Maintenance Program for the systems (water and Septic)? If so, is
the program not adequate? If there is not one, how in-depth of a program needs
to be developed for the current system, considering the construction of the
future system?
Attachment A
Rev. 2022.6.21 CDD
● Response: There is no written routine and preventative maintenance
program. The current operator has operated for many years and knows the
system in and out. We would be looking for a preventative maintenance
program through the start of connection to the new system. The Riverside
portion will close but that date has not been decided yet, operation may and
will likely extend longer than the end of the Hillside system.
17. Question: What is the current level of maintenance on the septic system? i.e.
pumping schedule, enzyme treatment, etc.
● Response: Doing enzyme treatment currently and has 4 aerator pumps that
need to get installed. Pumping schedule: Riverview side - spring & fall twice
a year / Hillside near mailboxes - once a year scheduled / north side - every
2-3 years
18. Question: The current monitoring schedule shows an overdue Lead Consumer
Notification (due 12/31/2025) and an overdue plans and specifications approval
form (due 5/8/2026). Will you please update us on the current status of these?
● Response: Operator said they have not received anything on those and will
need to do more research
19. Question: Can you confirm if PFAS testing has begun or is completed, and in
what month the first samples were taken?
● Response: It has begun, however, would need to check with current operator
on the month of first sample. New operator would be responsible any future
sampling
20. Question: There should be a high level of involvement necessary from an ORC,
not only on the integration of a new water and wastewater system; but also on
the development, plans approval, and construction of a new system. The
engineers (JVA) could speak to this as well. Aside from an owners
representative, Has the county considered having operator review and
representation for the upcoming upgrades?
● Response:
21. Question: The RFP states an option to renew for up to 4 additional one-year
terms. With the completion of the new systems, can the ORC position for those
water and wastewater systems be awarded for that term without another RFP?
● Response: Yes, upon satisfactory work performance and mutual agreement
of the County and the ORC provider, the initial 1 year contract may be
renewed for up to 4 additional 1 year terms without the requirement of a new
RFP.
22. Question: Will all system documentation be made available upon award of the
contract? For example, any maps, pressure data, system files for compliance,
BPCCC, inspection forms, records of excavation, lab analyses etc.
● Response: Yes, any information available will be available upon award of
contract. We have also purposefully overlapped the end of our current
Attachment A
Rev. 2022.6.21 CDD
operator’s contract with the start of this contract so they can pass on their
historical and onsite knowledge.
Thank you for reviewing this Request for Proposals and for your willingness to pursue
business opportunities with Pitkin County. Should you require any additional clarification
regarding the Project or this Addendum, please contact Procurement@PitkinCounty.com .
Attachment A
Addendum Description
This addendum serves to respond to two (2) inquiries that were not initially addressed in Addendum No. 1.
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RFP 077.26 Addendum #2.pdf [pdf]143 Kb 06/16/2026 05:04 PM MDT English
077.26 - Phillips Mobile Home Park Water Systems Operator Addendum No: 2 (Published)
06/18/2026 03:30 PM MDT Page 1 of 1
Attachment A
Rev. 2022.6.21 CDD
RFP # 077.26
ADDENDUM # 2
Date: June 16, 2026
TO: All Parties of Interest for the PHILLIPS MOBILE HOME PARK WATER SYSTEMS
OPERATOR.
This addendum is issued in response to inquiries received and/or to clarify details regarding
the Phillips Mobile Home Park Water Systems Operator Request for Proposals.
The following responses and/or clarifications are hereby adopted as Project Documents and,
where applicable, supersede or are in addition to any previously issued documentation or
communication.
1. Question: Have you awarded the utility work for the water and wastewater
system? Yes, the construction of the new utility work has been awarded
2. Question: There should be a high level of involvement necessary from an ORC,
not only on the integration of a new water and wastewater system; but also on
the development, plans approval, and construction of a new system. The
engineers (JVA) could speak to this as well. Aside from an owners
representative, Has the county considered having operator review and
representation for the upcoming upgrades?
● Response: We already have a fully designed system, however, we have not
yet considered an operator review and representation but could consider it in
the future.
Thank you for reviewing this Request for Proposals and for your willingness to pursue
business opportunities with Pitkin County. Should you require any additional clarification
regarding the Project or this Addendum, please contact Procurement@PitkinCounty.com .
Attachment A
Rev. 2022.6.21 CDD
Attachment A
HIGH COUNTRY UTILITY SERVICES LLC
PROPOSAL FOR PHILLIPS MOBILE HOME PARK
WATER SYSTEMS OPERATOR
RFP 077.26
Submitted To:
Pitkin County Board of County Commissioners
Submitted By:
High Country Utility Services LLC
31 Duroux Lane, Suite E
Basalt, CO 81621
Deseree Aguilar
970-618-7780
admin@hcusmgmt.org
www.hcusmgmt.org
Attachment B
Executive Summary
High Country Utility Services (HCUS) is pleased to submit this proposal to provide
Operator in Responsible Charge (ORC) services and operational oversight for the Phillips
Mobile Home Park water system. HCUS specializes in drinking water and wastewater
operations, regulatory compliance, emergency response, infrastructure management, and
utility system oversight throughout Colorado.
Our goal is to provide proactive utility management that protects public health, maintains
regulatory compliance, minimizes operational risk, and supports the long-term reliability
of the water system.
Company Overview
High Country Utility Services (HCUS) is a Colorado-based utility operations company
specializing in the management, operation, maintenance, and regulatory compliance of
drinking water and wastewater systems. Our team possesses more than 45 years of
collective experience operating public water systems, mobile home parks, homeowner
associations, special districts, municipalities, and private utility systems throughout
Colorado.
HCUS currently provides ORC services and utility management for numerous regulated
drinking water and wastewater systems and maintains certifications in water treatment,
water distribution, wastewater collections, and wastewater treatment.
HCUS provides comprehensive operational support including Operator in Responsible
Charge (ORC) services, regulatory compliance management, water quality monitoring,
emergency response, distribution system maintenance, leak detection, cross-connection
control, project management, and infrastructure oversight.
Proposed Approach
HCUS proposes to provide complete operational oversight and regulatory management
services for the Phillips Mobile Home Park water system.
Services include maintaining all licensing and certification requirements mandated by the
Colorado Department of Public Health and Environment (CDPHE), providing
professional operational oversight to support the safe and reliable distribution of potable
water, maintaining compliance with applicable state and federal drinking water
regulations, coordinating required laboratory sampling and reporting, overseeing water
quality and system operations, maintaining records, and serving as the primary point of
contact with regulatory agencies.
Attachment B
Routine Services Included in Base Fee
The proposed monthly operating fee of $750.00 includes:
• Weekly system inspection and operational walkthrough
• Weekly chlorine residual testing
• Monthly Total Coliform Rule (TCR) sample collection
• Regulatory oversight and compliance review
• Monitoring schedule management
• Communication and coordination with CDPHE
• Record keeping and regulatory documentation
• Routine compliance reporting
Laboratory fees for TCR analysis will be billed at direct laboratory cost.
Additional CDPHE-required analyses, including but not limited to chemical, radiological,
PFAS, lead and copper, VOC, SOC, nitrate, and other compliance sampling, will be
billed at direct laboratory cost.
Preventative Maintenance and System Management
HCUS believes that effective utility management extends beyond regulatory compliance
and includes proactive maintenance, system monitoring, and infrastructure stewardship.
HCUS will maintain familiarity with all system infrastructure, including source facilities,
pumps, motors, treatment equipment, storage facilities, distribution piping, valves, and
associated appurtenances.
Routine site inspections will be used to identify developing operational concerns,
equipment deficiencies, leaks, pressure issues, and maintenance needs before they result
in service interruptions or regulatory violations. Recommendations for preventative
maintenance, repairs, capital improvements, and operational efficiencies will be
communicated to Pitkin County as conditions are identified.
Regulatory Compliance and Reporting
HCUS will serve as the primary point of contact with CDPHE for all routine
compliance-related matters associated with the water system.
Services include monitoring compliance schedules and deadlines, coordinating required
drinking water sampling and laboratory analysis, reviewing and submitting required
regulatory reports, maintaining operational and compliance records, coordinating sanitary
surveys and inspections, and notifying Pitkin County regarding any regulatory concerns
Attachment B
or developing compliance issues.
HCUS is committed to maintaining the system in a condition that is continuously
compliant, operationally reliable, and inspection-ready.
Emergency Response
HCUS maintains a 24-hour emergency response capability to assist with incidents that
may impact public health, regulatory compliance, or system operations.
HCUS will maintain and implement an Emergency Response Plan appropriate for the
Phillips Mobile Home Park water system. In the event of a loss of pressure,
contamination event, water quality concern, infrastructure failure, or other emergency
condition, HCUS will provide consultation, regulatory coordination, public notification
guidance, contractor coordination, and operational support necessary to protect public
health and restore normal operations.
Emergency site visits, repairs, contractor management, and corrective actions beyond
routine operations are not included in the monthly operating fee and will be billed at
applicable time and material rates.
Cross-Connection Control
HCUS will review applicable cross-connection control and backflow prevention
requirements and assist Pitkin County with program implementation, recordkeeping,
testing coordination, and compliance tracking as required by CDPHE regulations.
Backflow testing services are available through HCUS and may be provided under the
standard fee schedule.
Septic System Oversight
The monthly operating fee covers drinking water system operations and compliance
management.
Septic system inspections, troubleshooting, maintenance, repairs, regulatory support, and
operational oversight are available on a time-and-material basis and are not included in
the monthly operating fee.
Attachment B
Leak Detection Program
HCUS will implement a proactive leak detection and monitoring program utilizing
routine inspections, operational data review, pressure monitoring, and system
observations to identify potential water loss and infrastructure deficiencies.
Advanced leak detection investigations and field leak detection activities requiring
specialized equipment will be billed at standard equipment and labor rates.
Operator Qualifications
James Gordon – Operator in Responsible Charge
• Colorado Class 4 Water Distribution
• Colorado Class A Water Treatment
• Colorado Class 4 Wastewater Collections
• Colorado Class C Wastewater Treatment
Adrian Aguilar – Alternate Operator
• Colorado Class 4 Water Distribution
• Colorado Class A Water Treatment
• Colorado Class 4 Wastewater Collections
• Colorado Class B Wastewater Treatment
Relevant Experience
Northbrook Villas Manufactured Home Community – 356 Service Connections
Aspen Village Metro District – 149 Service Connections
Wide Acres Mobile Home Park – 48 Service Connections
Billings Mobile Home Park – 38 Service Connections
Three Mile Mobile Home Park – 20 Service Connections
In addition to the representative systems listed above, HCUS currently provides ORC and
utility management services for numerous regulated drinking water and wastewater
systems throughout Colorado. Our portfolio includes mobile home parks, homeowner
associations, metropolitan districts, commercial developments, and private utility
systems. This experience allows HCUS to apply proven operational practices, regulatory
expertise, and proactive system management to utility systems of varying size and
complexity.
Attachment B
Environmental Stewardship
HCUS shares Pitkin County's commitment to environmental stewardship and sustainable
utility management. Our operational approach emphasizes preventative maintenance, leak
detection, water accountability, efficient system operation, and proactive infrastructure
management to reduce water loss, minimize emergency repairs, and extend the service
life of public utility assets.
Cost Proposal
Monthly Base Operating Fee: $750.00 per month
Annual Contract Amount: $9,000.00
Excluded Services:
• Laboratory fees
• Emergency response labor
• Repairs and maintenance
• Contractor coordination during capital projects
• Septic system services
• Leak detection investigations
• Infrastructure improvements
• Materials and equipment
Standard Fee Schedule
Service Rate
Certified Operator $155/hour
Utility Laborer $80/hour
Emergency Response $155/hour
Sewer Jet Equipment $350/hour plus labor
Vacuum Trailer Equipment $350/hour plus labor
CCTV Inspection Equipment $250/hour plus labor
Leak Detection Equipment $200/day plus labor
Line Locator Equipment with Rodder $300/day plus labor
Line Locator Equipment $200/day plus labor
Pressure Testing Equipment $200/day plus labor
Backflow Testing (3/4"–2") $155 each
Backflow Testing (3"–6") $350 each
Fire Hydrant Maintenance $200 each
Fire Hydrant Repair $850 plus materials
TCR Sample Analysis $50 each
Sodium Hypochlorite 12.5% $12/gallon
Attachment B
Materials and outside vendor costs shall be billed at cost plus 20%.
Subcontractors
HCUS does not anticipate utilizing subcontractors for routine operation, compliance
management, or ORC services under this contract.
References
Phillip Supino, AICP – Headwaters Community Planning – 970-343-2463
Jerome Simecek, Vice President of Operations – The Romero Group – 970-618-3640
Lorena Schlauger, Operations Manager – Cairn Communities – 970-985-0927
Signature
High Country Utility Services LLC
By: __________________________
James Gordon
Managing Member / Operator in Responsible Charge
___________________
s Gordon
Attachment B
Certificate Of Completion
Envelope Id: 629068AF-F78A-874D-8361-50079E9D80B8 Status: Completed
Subject: High County Utility Services | Pitkin County Contract 077.26 for Review & Signature
Source Envelope:
Document Pages: 47 Signatures: 5 Envelope Originator:
Certificate Pages: 5 Initials: 1 Pitkin County Procurement
AutoNav: Enabled
EnvelopeId Stamping: Disabled
Time Zone: (UTC-07:00) Mountain Time (US & Canada)
530 East Main Street
Suite 203
Aspen, CO 81611
Procurement@PitkinCounty.com
IP Address: 2605:59ca:22f4:
Record Tracking
Status: Original
7/7/2026 3:02:20 PM
Holder: Pitkin County Procurement
Procurement@PitkinCounty.com
Location: DocuSign
Signer Events Signature Timestamp
Connie Baker
connie.baker@pitkincounty.com
Budget Director
Pitkin County
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(None)
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Andrew Miller
andrew.miller@pitkincounty.com
Interim Housing Manager
Pitkin County
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James Gordon
admin@hcusmgmt.org
Managing Member
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Company Name: Pitkin County, Colorado
Kara Silbernagel
kara.silbernagel@pitkincounty.com
County Manager
Pitkin County Colorado
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Company Name: Pitkin County, Colorado
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Pitkin County Procurement
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Pitkin County
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