HomeMy WebLinkAboutbocc.con.090.262026.04.29 CDD
Contract Number
Project Name
Contractor
Budget Line Item Varies Per Task Order !#BUDGET# $ -
$ -
$ -
$ -
$ -
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:Matt Bergstresser Phone:(970) 920-5394
Provide a brief description of the Contract or Change Order:
Contract Value Summary:
Per Task Order
$ -
$ -
Per Task Order
Fleet
MSA to provide vehicle equipment build-outs and upfitting services for County-owned vehicles. Funding will be
allocated on a per task order basis.
Original Contract Amount
Previous Change Order/Amendment Amount
This Change order/Amendment amount
Contract Total
No
Vehicle Build-Out and Upfitting Services
Bear Communications Inc. dba BearCom
Additional Budget Line
Item(s)
(Please fully allocate Contract Total if multiple lines
apply)
Outside Agency
Services/Maintenance
7/1/2026
6/30/2027
Master Service Agreement
090.26
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
Rev. 2018-10-10 btf
Note: Every effort should be made to obtain a written contract when otherwise required
under County procedures. When a contract is obtained, complete the Procurement Cover
Sheet and send the original signed contract with coversheet to Procurement office for
archiving.
OUTSIDE AGENCY BID MEMORANDUM
TO: File
FROM: Matt Bergstresser, Fleet Manager
RE: Vehicle Build-Out and Upfitting Services
DATE: July 1, 2026
OUTSIDE AGENCY BID
At the procurement officer’s discretion, a contract may be awarded for a property, service, or
construction item on the terms and to the contractor that has been selected under the State of
Colorado's or other governmental jurisdiction’s competitive procurement process. The other
jurisdiction’s process must maintain the spirit of the County’s procurement standards in order
for the proposal to be accepted by the County (Pitkin County Procurement Code section 3-
106.)
Contract #: 090.26
Budget Line Item #: Varies Per Task Order
Budget: Defined by Individual Task Order with approved budget in place
Description of Project: Bear Communications, Inc specializes in vehicle build-outs
designed to meet the specific operational needs of each County department.
Outside Agency Procurement process used (Describe briefly the governmental agency
whose bid you are using and the terms and conditions of the resulting contract. Include a
copy of the outside agency bid in your file.): Arapahoe County RFP 23-20
Contractor Contacted: Bear Communications, Inc dba BearCom
_________________________________________________
!#DEPARTMENT REPRESENTATIVE#! Date
COUNTY MANAGER:
________________________________________________
!#COUNTY MANAGER#! Date
Kara Silbernagel
County Manager
Jul-07-2026
Matt Bergstresser
Fleet Manager
Jul-13-2026
Contract # 090.26 Revision: 2024.11.07 CDD
1
MASTER SERVICE AGREEMENT FOR PROVISION OF
VEHICLE BUILD-OUT AND UPFITTING SERVICES
THIS MASTER SERVICE AGREEMENT (“Agreement”), is made and entered by and
between the Board of County Commissioners of Pitkin County, Colorado, 530 E. Main St., Suite
#302, Aspen, CO 81611, (“County”) and Bear Communications Inc dba BearCom, 4009
Distribution Drive Suite 200, Garland, TX 75041 (hereinafter called the “Contractor”).
I. Term of Contract: The term of this contract is from July 1, 2026 to June 30, 2027.
II. Contractor’s Obligations. Contractor shall provide specialty vehicle equipment
purchases and vehicle build-out services services for various County projects as set
forth herein and as set forth in the individual Task Orders, which Task Orders shall be
made a part of this contract upon execution by the County and the Contractor.
Contractor shall complete the scope of work as defined in the individual Task Orders
issued by the County, from time to time, and agreed upon by Contractor. The projects
defined in the individual Task Orders shall be the County’s engineering requirements
for work with an estimated value of under Four Hundred Thousand dollars and Zero
cents ($400,000.00). All projects that are estimated to be over Four Hundred Thousand
dollars and Zero cents ($400,000.00) shall be subject to formal Request for
Proposal/Quotation.
The scope of services shall include, but is not limited to the following:
Acquiring specialty vehicle equipment and, as applicable, accessorizing or “building
out” County vehicles per the County’s specifications and as defined and approved on
an individual task order basis.
If required, the Contractor shall utilize the following subcontractors to complete the
work defined in the Task Orders. Additional subcontractors may be added by written
agreement from both parties:
Approved/Denied on a per task order basis
III. Compensation and Expenses, Invoicing, Payment and Offset. The County shall
compensate Contractor for its services in accordance with the Project Budgets and
Schedules set out in the Task Orders. It is expressly understood and agreed that in no
event will the total compensation and reimbursement to be paid hereunder exceed the
sum defined in the Task Orders. By Task Order or Task Order Amendment, the County
Contract # 090.26 Revision: 2024.11.07 CDD
2
and Contractor may reallocate the budget among project tasks if the total budget
amount remains unchanged. Contractor shall invoice for the project monthly based on
hours worked, with payment expected within thirty (30) days of invoice, but any
payment by the County may be offset by any amount the Contractor owes the County
for any reason.
IV. County’s Exclusive Ownership of Work Product. Drawings, specifications, guidelines
and other documents prepared by Contractor in connection with this Agreement 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 Agreement, 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 Agreement for marketing purposes and
professional presentations, articles, speeches and other business purposes.
V. Pitkin County’s Obligations. Pitkin County shall administer this Agreement
through a County Representative identified in the individual Task Orders. The services
provided and products delivered by the Contractor under this Agreement 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 Agreement, 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 Agreement shall become the County’s property.
Contractor shall be entitled to receive compensation in accordance with the Agreement
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 Agreement intend that the relationship between them
contemplated by the Agreement 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 Agreement. Contractor may choose to work for other individuals or entities
during the term of this contract, provided that the basic services and deliverable
Contract # 090.26 Revision: 2024.11.07 CDD
3
products required under this Agreement are submitted in the manner and on the
schedule defined under this Agreement.
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 Agreement.
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 Agreement.
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 Agreement is not assignable by either party. Any use of
subcontractors by the Contractor for performance of this Agreement must be accepted
in writing by the County.
IX. Severability. In the event that any provision of this Agreement shall be held to be
invalid or unenforceable, the remaining provisions of this Agreement shall remain valid
and binding upon the parties hereto.
X. Integration and Modification.
A. This Agreement represents the entire and integrated Agreement between the
County and the Contractor and supersedes all prior negotiations, representations, or
Agreement, either written or oral. This Agreement may be amended only by written
Agreement 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 Agreement.
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 Agreement 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
Contract # 090.26 Revision: 2024.11.07 CDD
4
investigation, defense and judgment costs where this Agreement of indemnity
applies. In consideration of the award of this Agreement, 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.
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.
A.
XIII. Insurance. Contractor and subcontractors shall procure and maintain until all of their
obligations have been discharged, including any warranty periods under this
Agreement 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 Agreement and
in no way limit the indemnity covenants contained in this Agreement.
Contract # 090.26 Revision: 2024.11.07 CDD
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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 Agreement 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 Agreement by
reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or
types.
A. Coverage and Limits of Insurance. Coverage and Limits of Insurance.
Contractor shall provide coverage with limits of liability not less than those stated
below. An umbrella and/or excess liability policy may be used to meet the
minimum 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
Contract # 090.26 Revision: 2024.11.07 CDD
6
• 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
Agreement 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
Contract # 090.26 Revision: 2024.11.07 CDD
7
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 Procurement
Officer 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 Procurement Officer 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
Agreement.
XIV. Exemptions and Preferences. All purchases of construction or building or any other
materials for this Agreement 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 Agreement
for a period of three (3) years after final payment under the Agreement 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 Agreement and applicable law.
XVI. Contract Made in Colorado. The parties agree that this Agreement 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.
Contract # 090.26 Revision: 2024.11.07 CDD
8
XVII. Attorney’s Fees. In the event that legal action is necessary to enforce any of the
provisions of this Agreement, 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 Agreement, 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 Agreement shall be construed or interpreted to require or provide for
indemnification of the Contractor by the County for any injury to any person or any
property damage whatsoever which is caused by the negligence or other misconduct of
the County or its agent or employees.
XIX. Current Year Obligations. The parties acknowledge and agree that any payments
provided for hereunder or requirements for future appropriations shall constitute only
currently budgeted expenditures of Pitkin County. Pitkin County’s obligations under
this contract are subject to Pitkin County’s annual right to budget and appropriate the
sums necessary to provide the services set forth herein. No provisions of the contract
shall constitute a mandatory charge or requirement in any ensuing fiscal year beyond
the then current fiscal year of Pitkin County. No provision of the contract shall be
construed or interpreted as creating a multiple-fiscal year direct or indirect debt or other
financial obligation of Pitkin County within the meaning of any constitutional or
statutory debt limitation. This contract shall not directly or indirectly obligate Pitkin
County to make any payments beyond those appropriated for Pitkin County’s then
current fiscal year. No provisions of this contract shall be construed to pledge or create
a lien on any class or source of Pitkin County’s moneys, nor shall any provision of this
contract restrict the future issuance of Pitkin County’s bonds or any obligations payable
from any class or source of Pitkin County’s money.
XX. Notice. Any notice required or permitted under this Agreement shall be in writing
and shall be provided by electronic delivery to the e-mail addresses set forth below and
by one of the following methods 1) hand-delivery or 2) registered or certified mail,
postage pre-paid to the mailing addresses set forth below. Each party by notice sent
under this paragraph may change the address to which future notices should be sent.
Electronic delivery of notices shall be considered delivered upon receipt of
confirmation of delivery on the part of the sender. Nothing contained herein shall be
construed to preclude personal service of any notice in the manner prescribed for
personal service of a summons or other legal process.
To Pitkin County:
Pitkin County Procurement
530 E. Main St., Suite #304
with copies to:
Pitkin County Attorney’s Office
530 E. Main St., Suite #301
Contract # 090.26 Revision: 2024.11.07 CDD
9
Aspen, CO 81611
Procurement@PitkinCounty.com
Aspen, Colorado 81611
Attorney@pitkincounty.com
To Contractor:
Bear Communications Inc dba BearCom
4009 Distribution Drive Suite 200
Garland, TX 75041
Phone: (970) 330-9415
Email: Melissa.Peros@bearcom.com
Contract # 090.26 Revision: 2024.11.07 CDD
10
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first set out
herein above.
BEAR COMMUNICATIONS INC dba BearCom
________________________________________________
!#VENDOR SIGNATURE#! Date
PITKIN COUNTY, COLORADO
COUNTY MANAGER APPROVAL:
________________________________________________
!#COUNTY MANAGER#! Date
ATTORNEY APPROVAL:
________________________________________________
!#COUNTY ATTORNEY#! Date
Jul-06-2026
County Attorney
Richard Neiley
Jul-07-2026
County Manager
Kara Silbernagel
Jul-13-2026
General Manager
Melissa Peros
SERVI G WI :H lNTEGRIT
April 8, 2026
BearCom
3901 W Service Rd .
Evans, CO 80620
brian .fields@bearcom.com
INCE 18$8
SUBJ : EXTENSION OF THE AGREEMENT FOR EMERGENCY EQU IPMENT, LIGHTING & GRAPHICS FOR
ARAPAHOE COUNTY VEHICLES
SOLICITATION #RFP 23-20
Arapahoe County and BearCom entered into an agreement for Emergency Equipment, Lighting &
Graphics for Arapahoe County vehicles on June 2, 2023. The parties may mutually agree upon an annual
extension of this agrebment pursuant to the provisions as set forth in the original Agreement for
Services (Emergency Equipment, Lighting & Graphics for Arapahoe County vehicles, RFP 23-20).
BearCom hereby agrees to maintain pricing without any increases, and all parties mutually agree· upon
an annual extension of this agreement pursuant to the provisions set forth in the solicitation.
Staff has determined that it is to the beit interest of the County to extend this agreement from June 1,
2026 through May 31, 2027. This is extension four (4) of possible four (4) one-year extensions.
By signing below, both parties agree to the extension of this Agreement for Services or Purchase
Agreement.
CONTRACTOR: BearCom
.bd~~
By: • _s I~ OF ARA~E, STATE OF COLORADO
ARAPAHO& C O UNTY
COt.OftADO'S ,iflST
TYLER S. BROWN, SHERIFF
13101 E. Broncos Parkway • Centennial, CO 80112 • 720-874-4176
www.ArapahoeSheriff.org • Sheriff@arapahoegov.com
An Internationally Accredited Agency
Committed to quality seNice with an emphasis on integnty. professionalism and community spirit
CONTRACTOR:BEARCOM
Name: --3 ~J.;(\ G,o\JU\.sfe,;-1'1
(printe
By:~~ cw ture)
Title: fue,,ic,(,v/ ./Vlwi'lyr
ARAPAHOE COUNTY SHERIFF: TYLER BROWN
Solicitation Number: 23-20
Solicitation title: EMERGENCY EQUIPMENT, LIGHTING, &
GRAPHICS FOR ARAPAHOE COUNTY VEHICLES
Issued : April 4, 2023
Question deadline: April 20, 2023, 2:00 p.m. on
www.bidnetdirect.com/colorado
Please only enter one question per line #.
Proposal will be received until: April 28, 2023, 2:00 p.m. on
www.bidnetdirect.com/colorado
Please submit (1) pdf with the contractor name as
the 1st word in the document name.
Goods or services to be delivered to or performed at: Arapahoe County (address if applicable)
Administrative questions not related to scope: Purchasing Manager
(303) 795-4435
Email Address: nallen@arapahoegov.com
Contact with the requesting department may result in Contractor disqualification.
Documents included in this package: Request for Proposal
Please see our Agreement for Services on the County
Purchasing web site.
Purpose:
Arapahoe County is seeking proposals for labor and materials to produce, furnish and install
Emergency Equipment, Lighting, and Graphics for Arapahoe County Sheriff’s Office vehicles,
Arapahoe County Non-Police vehicles, and related equipment, as designated by Fleet Management.
Arapahoe County Finance Department
Purchasing Division
5334 South Prince Street
Littleton, Colorado 80120
REQUEST FOR PROPOSAL
COVER SHEET
RFP-23-20 Page 2 of 19 Revised November 2022
APPLICABILITY. These General Terms and Conditions apply, but are not limited, to all bids, offers,
proposals, qualifications, and quotations (hereinafter referred to as “Responses”) made to Arapahoe
County (hereinafter referred to as “County”) by all prospective responders (herein after referred to as
“Contractors”) in response, but not limited, to Requests for Bids, Requests for Proposals, Requests for
Qualifications, and Requests for Quotations (hereinafter referred to as “Solicitations”).
GENERAL TERMS AND CONDITIONS. Contractors are required to submit their Responses in
accordance with the following expressed conditions:
1. Contractors shall make all investigations necessary to thoroughly inform themselves regarding
the facilities affected by the delivery of materials, equipment, and services. No plea of ignorance by the
Contractor of conditions that exist or that may hereafter exist as a result of failure to fulfill the
requirements of the contract documents will be accepted as the basis for varying the requirements or
the compensation to the Contractor. The County will not be responsible for any expenses incurred by
any Contractor in preparing and submitting its Response.
2. Contractors are advised that all County contracts are subject to all legal requirements
contained in County Rules and Policies and Colorado State and Federal Statutes. When conflicts
between this Solicitation and these legal documents occur, the highest authority shall prevail.
3. Successful Contractors shall be familiar and comply with all local, state, and federal directives,
ordinances, rules, orders, and laws applicable to, and affected by, any awarded agreement.
4. Venue. Colorado law, rules, and regulations shall be applied in the interpretation, execution,
and enforcement of this Solicitation and any awarded Agreement. Any provision included or
incorporated herein by reference which conflicts with said laws, rules, and regulations shall be null and
void. All suits or actions related to this Solicitation and any awarded Agreement shall be filed and
proceedings held in the State of Colorado and exclusive venue shall be in Arapahoe County.
5. Variations and Exceptions. Contractors are required to state exactly what they intend to furnish
to the County via this Solicitation and must indicate any variances to the terms, conditions, and
specifications of this Solicitation no matter how slight in a separate electronic file submitted with the
Response before the solicitation submission deadline. If variations are not stated in a file submitted
before the solicitation deadline, it shall be construed that the Contractor’s Response fully complies with
all conditions identified in this Solicitation. Contractors who qualify their Responses by requiring
alternate contractual terms and conditions must include such alternate terms and conditions in their
Offers. The County reserves the right to declare Contractors’ Responses as non-responsive if any of
these alternate terms and conditions are in conflict with the County's terms and conditions, or if they are
not in the best interests of the County.
6. Non-appropriation. Financial obligations of the County payable after the current fiscal year are
contingent on funds for that purpose being appropriated or otherwise made available by the Arapahoe
Board of County Commissioners. The County’s obligations under any awarded Agreement shall be from
year to year only and shall not constitute a multiple-fiscal year direct or indirect debt or other financial
obligation of the County within the meaning of Article X, Section 20 of the Colorado Constitution
(TABOR) pursuant to C.R.S.§ 29-1-110. The awarded agreement will automatically terminate on
January 1st of the first fiscal year for which funds are not appropriated. The County shall give the
Contractor written notice of such non-appropriation.
Arapahoe County Finance Department
Purchasing Division
5334 South Prince Street, Room 480
Littleton, Colorado 80120
REQUEST FOR PROPOSAL
GENERAL TERMS AND CONDITIONS
RFP-23-20 Page 3 of 19 Revised November 2022
7. Protection of Personal Identifying Information. In the event any awarded Agreement includes or
requires the County to disclose to Contractor any Personal Identifying Information as defined in C.R.S.
§ 24-73-101, Contractor shall comply with the applicable requirements of C.R.S. §§ 24-73-101, et seq.,
relating to third-party service providers.
8. No indemnification by Arapahoe County. The County is prohibited under Article XI, Section 1 of
the Colorado Constitution from indemnifying anyone. Any term included in any awarded Agreement that
requires the County to indemnify or hold Contractor harmless; requires the County to agree to binding
arbitration; limits Contractor’s liability for damages resulting from death, bodily injury, or damage to
tangible property shall be void ab initio. Any term included in any awarded Agreement that limits
Contractor’s liability that is not void under this section shall apply only in excess of any insurance to be
maintained under any awarded Agreement, and no insurance policy shall be interpreted as being
subject to any limitations of liability of any awarded Agreement.
9. Indemnification. Contractor shall indemnify and hold harmless the County and its elected and
appointed officials, officers, employees, agents, and assignees (the “Indemnified Parties”) as required
under any awarded Agreement. Contractor’s obligation to indemnify, and to provide any extended
insurance coverage where applicable, shall survive the completion of the scope of services, and shall
survive the termination of any awarded agreement.
a. Confidential Information Indemnification. Disclosure or use of any County confidential
information by Contractor may be cause for legal action by third parties against Contractor, the
County, or their respective agents. Contractor shall indemnify, defend, and hold harmless the
Indemnified Parties as required under any awarded agreement.
b. Intellectual Property Indemnification. Contractor shall indemnify, save, and hold harmless
the Indemnified Parties in relation to any claim that any deliverable, good or service, software, or
work provided by Contractor under any awarded Agreement (collectively, “IP Deliverables”), or the
use thereof, infringes a patent, copyright, trademark, trade secret, or any other intellectual property
right as required under any awarded Agreement. Contractor’s obligations shall not extend to the
combination of any IP Deliverables provided by Contractor with any other product, system, or
method, unless the other product, system, or method is (a) provided by Contractor or Contractor’s
subsidiaries or affiliates; (b) specified by Contractor to work with the IP Deliverables; (c) reasonably
required in order to use the IP Deliverables in its intended manner and the infringement could not
have been avoided by substituting another reasonably available product, system, or method
capable of performing the same function; or (d) is reasonably expected to be used in combination
with the IP Deliverables.
10. Confidential information. Contractors may designate specific pages or sections within their
submission as trade secret or confidential commercial information or as otherwise protected by law
(“Confidential Information”). Documents and data that are considered Confidential Information shall be
clearly marked as such and separated from the rest of the Solicitation submission documents.
Comingling is not acceptable. The County does not favor blanket assertions of Confidential Information.
Please note that blanket assertions that merely classify and/or broadly claim information is confidential
are insufficient as a matter of law. Any information that will be included in any resulting awarded
agreement cannot be considered Confidential Information. Under no circumstances may submission
pricing information be considered Confidential Information. In the event a formal agreement is entered
into with the County and a portion of the Response carries a designation indicating the Contractor
believes it is Confidential Information, then the County agrees that it will use its best efforts to forward
any request for the disclosure of the Confidential Information to the Contractor. By submission of its
/Response, Contractor agrees to promptly respond to the request for disclosure with any objections and
reasons therefor in accordance with the Colorado Open Records Act 6 C.R.S. §§24-72-101 et seq. and
any other applicable law. Further, Contractor agrees to assume the obligation to defend, hold harmless,
and indemnify the Indemnified Parties in any legal proceeding that arises from non-disclosure of
documents or data pursuant to the Contractor’s objection.
11. Arapahoe County intends and expects that the contracting processes of the County and its
Contractors provide equal opportunity without regard to disability, race, creed, color, sex, religion, sex,
sexual orientation, religion, age, national origin, ancestry, or any other characteristic protected by law.
Accordingly, the Contractor and their sub-contractors shall not discriminate on any of the foregoing
grounds in the performance of any awarded agreement.
RFP-23-20 Page 4 of 19 Revised November 2022
12. Governmental Immunity. Liability for claims for injuries to persons or property arising from the
negligence of Arapahoe County, its departments, boards, commissions, committees, bureaus, offices,
employees, and officials shall be governed by the provisions of the Colorado Governmental Immunity
Act, §§24-10-101, et seq., C.R.S. (CGIA). No term or condition of the Agreement shall be construed or
interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections, or
other provisions contained in the CGIA.
13. Tax exempt. Contractors shall not include federal, state, or local excise or sales taxes in prices
offered, as the County is exempt from payment of such taxes. Materials purchased directly by the
Contractor in conjunction with this contract will, however, be subject to applicable state and local sales
taxes. The Contractor shall bear these taxes. Under no circumstances shall Contractor be authorized to
use the County’s tax exemption number in acquiring such materials.
The County shall not be liable for the payment of any excise, sales, or use taxes. Arapahoe County
is exempt from federal excise taxes under I.R.C. Chapter 32 (26 U.S.C., Subtitle D, Ch. 32) and from
State and local government sales and use taxes under §§39-26-704(1), et seq.
14. Independent Contractor. Contractor shall be considered an independent contractor. An
independent contractor is not entitled to worker’s compensation benefits and will be obligated to pay
federal and state income tax on any monies earned pursuant to the contract relationship.
Notwithstanding any provision appearing in any awarded agreement, all personnel assigned by the
Contractor to provide services under the terms of such agreement shall be and remain at all times
employees of the Contractor or employees of their respective employers for all purposes. The County
may require the Contractor to remove an employee it deems careless, incompetent, insubordinate or
otherwise objectionable.
15. By submitting its Response, Contractor warrants and certifies that he/she is eligible to submit a
Response because he/she is not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from participation in a transaction by any Federal, State, or local
department or agency.
16. The County logo is trademarked and property solely of Arapahoe County. Contractors do not
have permission to use the County logo on any documentation or presentation materials and to do so
would be a violation of the trademark. It is also preferred that your company does not utilize its
trademark as to not influence an evaluator’s evaluation.
17. Failure to Perform. The County may, by written notice to the successful Contractor, terminate
any awarded agreement if the Contractor has been found to have failed to perform its service in a
manner satisfactory to the County as per specifications, including delivery as specified. The date of
termination shall be stated in the notice. The County shall be the sole judge of non-performance.
18. Rejection of Offers. The County may, at its sole discretion reject any and all, or parts of any or
all, Offers submitted by prospective Contractors including, but not limited to, the following conditions:
▪ The County chooses to re-advertise this Solicitation.
▪ The County postpones or cancels the solicitation process.
▪ Where the Contractor misstates or conceals any material fact in its Offer.
▪ When an offer that does not strictly conform to the law or the requirements of this Solicitation.
▪ Offer is missing documents, including, but not limited to, certificates, licenses, and/or samples,
which are required for submission with the Offer; or
▪ Where communication is initiated by the Contractor or on a Contractor’s behalf regarding this
Solicitation to or with any County official or employee during the submission process, except as
expressly set forth in this Solicitation. Prohibited communications initiated by a Contractor shall
be grounds for eliminating the offending Contractor from consideration for award.
▪ An Offer may not be accepted from, nor any contract be awarded to, any person or firm which is
in arrears to the County upon any debt or contract or which is a defaulter as surety or otherwise
upon any obligation to the County.
▪ An Offer may not be accepted from, nor any contract awarded to, any person or firm which has
failed to faithfully perform any previous contract with the County, state, or federal government, for
a minimum period of three years after that previous contract was terminated for cause.
RFP-23-20 Page 5 of 19 Revised November 2022
SPECIAL TERMS AND CONDITIONS.
1. Purpose of Solicitation: Arapahoe County is issuing this Solicitation for the purpose of labor and
materials to produce, furnish and install Emergency Equipment, Lighting, and Graphics for Arapahoe
County Sheriff’s Office vehicles, Arapahoe County Non-Police vehicles, and related equipment, as
designated by Fleet Management. It is understood and agreed that the County may, during the term of
the awarded agreement, request additional services be performed by the successful Contractor(s) at
other locations within the County. This option, if exercised, is the prerogative of the County and shall be
honored by the Contractor(s) throughout the contract period. No guarantees are made that additional
services will be requested.
2. Prices proposed by the Contractor shall remain fixed and firm during the term of the awarded
agreement. The term shall commence upon the date specified in the awarded agreement or purchase
order and shall remain in effect until such time as all items/services purchased in conjunction with this
Solicitation have been delivered and accepted by the County's authorized representative. It shall be
understood and agreed that any warranty period which exceeds this term shall remain in full force for
the duration of the warranty period.
3. Option to Renew for Subsequent Years: The prices or discounts quoted in this Solicitation shall
prevail for one year from the effective date of the contract, at which time the County shall have the
option to renew the contract for four (4) additional one-year periods; provided that the Contractor
provided satisfactory performance during the contract period. Continuation of the awarded agreement
beyond the initial period is a County prerogative and not a right of the Contractor. During the option
period, the County will consider an adjustment to the pricing structure. For consideration, the Contractor
must document that it was subject to a price adjustment by the product manufacturer or a direct
wholesale supplier. Any price adjustments shall not exceed the amount being passed on.
4. Contractors are prohibited from directly or indirectly communicating with the Arapahoe County
Board of County Commissioners regarding their qualifications or any matter related to the eventual
award of a contract for the good and/or services requested in this Solicitation. Contractors are
prohibited from contacting County employees or evaluation committee members regarding their
qualifications or the award of a contract unless in response to an inquiry from an employee or
committee member as part of the formal evaluation process outlined in the Solicitation. Any violation of
these provisions will result in the Contractor’s immediate disqualification from the selection process.
5. Due to the service level required in conjunction with this Solicitation, the Contractor may be
required to maintain an office within the Metro Denver, Colorado, area. This office shall be staffed by a
competent company representative who can be contacted during normal working hours and who is
authorized to discuss matters pertaining to the awarded agreement. Metro Denver consists of the City
and County of Denver, City and County of Broomfield, Adams County, Boulder County, Douglas
County, Larimer County, El Paso County, and Gilpin County, Colorado.
6. Inspection of the Contractor’s facility may be made prior to award of the agreement.
Solicitations will only be considered from firms which are engaged in the business of performing
services as described in this Solicitation. The Contractors must be able to produce evidence that they
have an established satisfactory record of performance for a reasonable period of time and have
sufficient financial support, equipment, and organization to ensure that they can satisfactorily execute
the services if awarded an agreement.
7. In its Response, Contractor shall be required to identify any and all sub-contractors that will be
used in the performance of an awarded agreement resulting from this Solicitation. Contractor shall also
identify the capabilities, experience, and portion of the work to be performed by any sub-contractor(s).
The competency of the sub-contractor(s) with respect to skill, responsibility, and business standing will
be considered by the County when making the award in the best interest of the County.
8. Responses to this Solicitation are considered to be working documents while they are under
consideration and, as such, are not subject to official bid openings. The only information released at the
public opening of Responses to this Solicitation will be the names of the respondents. Only after staff
makes an official recommendation of award and an agreement is fully executed will Responses to this
Solicitation be available as public record.
RFP-23-20 Page 6 of 19 Revised November 2022
9. Cooperative Purchasing. The County encourages and participates in cooperative purchasing
endeavors undertaken by or on behalf of other governmental agencies including the Multiple Assembly
of Procurement Officials (MAPO) and the Cooperative Educational Purchasing Council (CPEC). We
hereby request that any member of MAPO/CEPC/Colorado governmental agency be permitted to avail
itself of any awarded agreement and purchase, as specified by the awarded agreement resulting from
this Solicitation, at the contract prices established therein. Each governmental entity shall establish its
own contract, issue its own orders, be invoiced directly, make its own payments, and issue its own
exemption certificates as required. It is understood and agreed that the County is not a legally binding
party to any other contractual agreement made between another governmental entity and the
successful Contractor as a result of this Solicitation. The County shall not be liable for any costs or
damages incurred by any other entity.
10. Software Piracy Prohibition. The County or other public funds payable under any awarded
agreement shall not be used for the acquisition, operation, or maintenance of computer software in
violation of federal copyright laws or applicable licensing restrictions. Contractor hereby certifies and
warrants that, during the term of any awarded agreement and any extensions, Contractor has and shall
maintain in place appropriate systems and controls to prevent such improper use of public funds. If the
County determines that Contractor is in violation of this provision, the County may exercise any remedy
available at law or in equity or under the awarded agreement, including, without limitation, immediate
termination of the agreement and any remedy consistent with federal copyright laws or applicable
licensing restrictions.
11. Insurance. Contractor agrees to procure and maintain, during the life of any awarded
agreement, a policy, or policies of insurance against all liability, claims, demands, and other obligations
assumed by the Contractor. Contractor shall procure and maintain, during the life of the agreement, for
itself and any sub-Contractor, the minimum insurance coverages required by the awarded agreement.
The certificate of insurance provided by the selected Contractor shall be completed by the Contractor’s
insurance agent as evidence that policies providing the required coverages, conditions, and minimum
limits are in full force and effect and shall be reviewed and approved by the County prior to
commencement of the agreement. No other form of certificate shall be used. The certificate shall
identify awarded agreement and the coverages afforded under the policies. The certificate of
insurance must be on file with the County prior to commencement of the agreement. The
completed certificate of insurance must be sent to:
Jhanadu Garza, Risk Manager
JGarza@Arapahoegov.com
5334 S. Prince St.
Littleton, CO 80120
FEDERAL FUNDS.
1. Federally funded projects (in whole or in part) shall be handled within the laws, rules, and
regulations as promulgated by the United States Government, which includes Public Law
http://uscode.house.gov; Code of Federal Regulations (CFR) codification of the general and permanent
rules and regulations https://www.ecfr.gov, but is not limited to: Title 2: Grants and Agreements: Part
200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
Subpart F Appendix II and Uniform Grant Guidance as amended.
2. Federal Compliance - This Solicitation will be funded, in whole or in part, with an award of federal
funds. Contractor shall comply with all applicable federal laws, regulations, and requirements. These
include but are not limited to compliance with the following laws and regulations:
1) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). If this Agreement is
in excess of $100,000 and involves the employment or mechanics or laborers, Contractor must
comply with provisions of 40 U.S.C. 3702, as supplemented by Department of Labor regulations (29
CFR Part 5).
2) Rights to Inventions Made Under a Contract or Agreement. If this Agreement is an agreement
with a small business firm or nonprofit organization for performance of experimental, developmental,
or research, Contractor must comply with the requirements or 37 CFR Part 401, “Rights to Inventions
RFP-23-20 Page 7 of 19 Revised November 2022
Made by Nonprofit organizations and Small Business Firms Under Government Grants, Contracts
and Cooperative Agreements,” and any Implementing regulations issued by the awarding agency.
3) Clean Air Act (42 U.S.C. 7401 – 7671q.) and the Federal Water Pollution Control Act (33
U.S.C. 1251-1387). If this Agreement is in excess of $150,000, the Contractor is required to comply
with all applicable standards, orders or regulations issued pursuant to the Clean Air Act as amended
(42 U.S.C. 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-
1387). Violations must be reported to the Federal awarding agency of the federal funds for this
Agreement and the Regional Office of the Environmental Protection Agency (EPA).
4) Debarment and Suspension (Executive Orders 12549 and 12689). The County is prohibited
to from entering into this Agreement with a party listed on the government wide exclusions in the
System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that
implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989
Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties
debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under
statutory or regulatory authority other than Executive Order 12549.
5) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352). If this Agreement is for compensation in
excess of $100,000, Contractor must file the required certification with the County that it will not and
has not used Federal appropriated funds received by the Contractor to pay any person or
organization for influencing or attempting to influence an officer or employee or any agency, a
member of Congress, officer or employee of Congress, or an employee or a member of Congress in
connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352.
Contractor must also disclose to the County any lobbying with non-Federal funds that takes place in
connection with obtaining any Federal award.
6) Procurement of Recovered Material (2 CFR CH. II §200.322). Contractor must 1) comply with
section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and
Recovery Act. The requirements of Section 6002 include procuring only items designated in
guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest
percentage of recovered materials practicable, consistent with maintaining a satisfactory level of
competition, where the purchase price of the item exceeds $10,000 or the value of the quantity
acquired during the preceding fiscal year exceeded $10,000; 2) procuring solid waste management
services in a manner that maximizes energy and resource recovery; and 3) establishing an affirmative
procurement program for procurement of recovered materials identified in the EPA guidelines.
7) Equal Employment Opportunity. If this Agreement is a construction contract Contractor is
required to comply with the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance
with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 CFR Part,
1964-1965 Comp., p. 339), as amended by Executive Order 11246, “Amending Executive Order
11246 Relating to Equal Employment Opportunity,” and Implementing regulations at 41 CFR part 60,
“Office or Federal Contract Compliance Programs, Equal Employment Opportunity, Department of
Labor.”
8) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). If this Agreement is prime construction
contract in excess of $2,000, Contractor is required to comply with the Davis-Bacon Act (40 U.S.C.
3141-3144, and 3146-3148) as supplemented by Department of Labor Regulations (29 CFR Part 5,
“Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted
Construction”).
RFP-23-20 Page 8 of 19 Revised November 2022
ADMINISTRATIVE INFORMATION.
1. Arapahoe County officially distributes Solicitation documents through the Rocky Mountain E-
Purchasing System Bidnetdirect.com/Colorado. Copies of solicitations obtained from any other
source are not considered official copies. Only those Contractors who obtain Solicitation documents
from the Rocky Mountain E-Purchasing System will be in receipt of officially posted and relevant
information regarding solicitations issued by the County. The County cannot be held responsible for
incorrect information, nor can it attest to the accuracy of information, found on websites other than the
Rocky Mountain E-Purchasing System.
2. Questions which arise during the Response preparation period regarding issues around this
Solicitation, purchasing, and/or award should be directed electronically, via the Rocky Mountain E-
Purchasing system. Contractor submitting the question(s) shall be responsible for ensuring that the
question(s) is received by the date and time listed above for consideration. Please only enter one
question per line on the Bidnetdirect.com/Colorado web site.
3. The County shall issue a written addendum if substantial changes which impact the technical
submission of Responses are required. Addenda will be posted on the Rocky Mountain E-Purchasing
System web site (Bidnetdirect.com/Colorado). Contractors are responsible for revisiting this website
prior to the Solicitation due date.
4. Contractors may offer a cash discount for prompt payment. If the Contractor does not enter a
percentage discount, it is hereby understood and agreed that the payment terms shall be net thirty (30)
days, effective on the date that the County receives an accurate invoice or accepts the products,
whichever is the later date. Payment is deemed to be made on the date of the mailing of the check or
electronic transfer.
5. Prices, quotes, and deliveries are to be FOB destination, freight prepaid, and shall require
inside delivery unless otherwise specified in the Solicitation’s Special Terms and Conditions. Title and
risk of loss shall pass to the County upon inspection and acceptance by the County at its designated
point of delivery, unless otherwise specified in the Special Terms and Conditions. If the Contractor
defaults on its contract or the contract is terminated for cause due to performance, the County reserves
the right to re-procure the materials or services from the next lowest Contractor or from other sources
during the remaining term of the terminated/defaulted contract.
6. Method of Award - Best Evaluative Score Based on Written Response. The County is a
best value agency. The intent of the County to award this Solicitation to the responsive responsible
proposers that meet or exceed the specifications and requirements as determined by the County's
Evaluation Committee. The County reserves the right to award to multiple qualified Contractors
to meet the County’s large fleet requirements.
If it is in the best interest of the County, the Evaluation Committee may invite a limited number
of Contractors who received the highest scores during the written phase to provide an oral presentation
and discussion. The number of Contractors who may be invited to participate in this discussion will be
determined by the Evaluation Committee at its sole discretion.
The County reserves the right to conduct negotiations with Contractors and to accept revisions of
Responses. During this negotiation period, the County will not disclose any information derived from
Responses submitted, or from discussions with other Contractors. Once an award is made, the
Solicitation file and Responses contained therein are in the public record.
RFP-23-20 Page 9 of 19 Revised November 2022
I. BACKGROUND
Arapahoe County (the County) is seeking responses from qualified Contractor(s) to provide all labor and
materials to produce, furnish and install Emergency Equipment, Lighting, and Graphics based on the
current designs for Arapahoe County Sheriff’s Office vehicles, Arapahoe County Non-Police vehicles, and
related equipment, as designated by Fleet Management.
An original of all designs, documents, data, etc., resulting from this solicitation will be provided to the
Arapahoe County Sheriff’s Office, a copy will be provided to Fleet Management, and both will be
considered property of Arapahoe County.
II. SCOPE OF WORK AND DELIVERABLES
All Contractors must have the ability to provide or meet the following requirements. Failure to provide the
required information may deem your submittal non-responsive.
1. Local Office – documentation must be included in the submittal.
2. Warranty Certification and Documents
3. Contractors may be requested to perform minor repairs or installations at the Fleet Management
Peoria location.
4. The successful Contractor will only install equipment, lighting, or graphics with an approved
purchase order.
5. Contractor agrees to utilize only experienced, responsible, and certified (EVT/ASE – LE
Technician Certified, brand specific certifications where applicable) people in performing the
services outlined in this solicitation.
6. Contractors are not permitted to operate Arapahoe County vehicles on public roads.
7. Contractor will be expected to keep supplies and materials on hand for emergency repairs.
8. Contractor must have adequate storage space (indoor or fenced and secured) to accommodate
all of the vehicles on hand and waiting for equipment installation.
9. Contractor will be expected to
10. Contractor shall leave the vehicle clean and free of materials and debris.
11. Contractor shall clean, repair or replace any item damaged by the Contractor during service
performance at no additional cost to the County.
12. All major police vehicle electronic components must be compatible with Whelen CenCom Core.
13. Graphics to be the same design as current vehicles.
14. Graphics shall be installed indoors at 60 to 70 degrees Fahrenheit.
15. All reflective graphics shall carry a 36-month material warranty for defects and fading.
16. Graphics installation shall carry a 36-month warranty.
17. Graphics must be engineered to fit each specific model vehicle as directed by Fleet Management.
18. All artwork, designs, documents, data, etc., will become the property of Arapahoe County and will
be delivered to Arapahoe County in an electronic format agreeable to both parties.
19. After the award is made, and before the commencement of work, the Contractor will meet with
Arapahoe County Sheriff’s Office and Fleet Management staff to review vehicle graphic location
and placement.
20. Contractor will be required to verify measurements/dimensions and size/font of all
lettering/numbering by viewing existing vehicles.
Arapahoe County replaces a large number of vehicles annually. The selected Contractor shall be
responsible for transporting the vehicles (via car carrier) from the County’s Fleet Management Division to
the Contractor’s location to install the emergency equipment, lighting, and graphics. The selected
Contractor will be responsible for completing the work and returning a “street ready” vehicle within a four
Arapahoe County Finance Department
Purchasing Division
5334 South Prince Street, Room 480
Littleton, Colorado 80120
REQUEST FOR PROPOSAL
SPECIFICATION FORM
RFP-23-20 Page 10 of 19 Revised November 2022
(4) to six (6) week period. These vehicles will be delivered between 8:00 a.m. and 2:30 p.m., Monday
through Friday, excluding County Holidays, to the County’s Fleet Management Division, 7600 S. Peoria
St., Englewood, Co. 80112. The selected Contractor must call the Fleet Management Division (720-874-
6801) to schedule the delivery a minimum of 24 hours in advance. At no time will the vehicles be
operated on the roadways by someone not an employee of Arapahoe County.
The Contractor must provide a list of all warrantied components and vehicle schematics. The Contractor
will work with the County’s Fleet Manager to determine a list of replacement parts that may be maintained
at the County’s fleet facility.
The Contractor may also be required to assist with removing equipment from outgoing vehicles and re-
installing serviceable components into a different vehicle. As much as possible, parts that are still
serviceable should be reused in new vehicle builds.
The Contractor shall provide a qualified technician to perform any necessary programming and minor
repairs to County vehicles at the Arapahoe County facility where the vehicle is located.
During the contract period (and applicable extensions), the County may request the Contractor to provide
additional vehicle emergency equipment and lighting.
Graphics:
All graphics must be printed on 3MIJ680CR and laminated with luster laminate using heat and pressure;
die cut is unacceptable. The product thickness, color, strength, and adhesive must withstand weather
and usage common to law enforcement vehicles. The product should remain intact with minimal damage
under conditions normally withstood by the vehicle’s paint and surface preparation. Such conditions
include, but may not be limited to:
• Weather conditions common to Colorado, including outside temperature ranges of -20 to 100
degrees Fahrenheit, and including ice and snow build-up.
• Residue and spray from improved and unimproved road surfaces, including preparations used to
de-ice roadways (such as sand, salt, or other chemicals generally used as de-icing agents)
• Commercial car wash machines, chemicals, and high-pressure spray
• Automated drive-through car wash processes
• Extreme engine heat
• Common products and processes used to remove road tar, tree sap, and other residue
accumulated during routine driving and parking
• High-speeded driving
Applying the Graphics:
Before each application, the successful Contractor will inspect each vehicle and notify Fleet Management
of any circumstances where the vehicle graphics will be compromised (i.e., imperfections in the paint,
dents, etc.).
Approval of Graphics:
Within ten (10) days of the “Intent to Award” notification, the successful Contractor will provide a proof of
the graphics to the Arapahoe County Sheriff’s Office and Fleet Management for approval. No decals will
be applied to the vehicles without the approval of the Arapahoe County Sheriff’s Office and Fleet
Management.
Graphic Layout Sample:
A sample graphic layout has been provided in this solicitation for the Contractor’s guidance only and is
not to scale. It is understood and agreed that the County might adjust these layouts as necessary to
meet the requirements of the Arapahoe County fleet vehicles.
RFP-23-20 Page 11 of 19 Revised November 2022
BASE UNIT UPFIT – Marked Patrol Vehicles:
For consistency, uniformity, ease, and repair speed, some items are requested by specific brand and
model numbers. These are required. Items listed by description are open to substitution with similar
products and like items of equal or better quality. In the event of a substitution, submit a product sheet for
approval. All major electronic components must be compatible with Whelen CenCom Core. In addition,
only SAE-certified (and crash-tested with airbag compatibility where applicable) lights and equipment are
acceptable in Arapahoe County emergency vehicles. This list of equipment includes the major
components of a marked patrol vehicle build and is not intended to be all-inclusive. Please use the
following specifications to price the upfitting of Marked Patrol Vehicles:
• Whelen Liberty II, Solo BW & BH WeCanX, 54” light bar, (BB2DEDE) – Qty 1
• CenCom Core WeCanX Amplifier Control Module (C399) – Qty 1
• CenCom Core 7 (CCTL7) – Qty 1
• Whelen SA315 Series Speakers – Qty 2
• Whelen Siren Amplifier w/ mounting bracket (CHWLFE29) – Qty 1
• Whelen Vehicle to Vehicle Module w/ antenna (CV2V) – Qty 1
• Whelen Expansion Modules 8-output (CEM8) – Qty 1
• Whelen Expansion Modules 16-output (CEM16) – Qty 2
• Arcadian “Brick” Antenna 5G, 5-in-1 Antenna for Mobile Cellular Routers – Qty 1
• Whelen Ion T-Series, surface mount light heads in red/white (TLI2D - Qty 2), blue/white (TLI2E-
Qty 2), red/amber (TLI2K – Qty 1), blue/amber (TLI2M – Qty 1)
• Vertex Super-LED Light in clear (VTX609C – Qty 2) and red/blue (VTX609R – Qty 2)
• Whelen Ion Series red/blue (IONJ) – Qty 2
• V-Series Combination 180 Warning and Puddle Light in red (LINSV2R – Qty 1) and blue
(LINSV2B – Qty 1)
• Under-the-side view mirror mount for V-series (LSVBKT45) – Qty 1
• Outer Edge rear-facing traffic advisor, six lamps (OEWT54) – Qty 1
• TRI Gamber Docking Station for Dell (7160-0883-03) – Qty 1
• Havis Computer Swing Arm (C-MD-119) – Qty 1
• Havis Whelen Control Faceplate (C-EB40-CCS-1P) – Qty 1
• Havis Console (C-VS-1012-TAH-1) – Qty 1
• Havis Sidemount Armrest (C-ARM-102) – Qty 1
• Havis Dual Cupholder (CUP2-1001) – Qty 1
• Havis 12-volt outlet w/USB – 2 lighter style outlets w/USB (C-LP2-PS1) – Qty 1
• Santa Cruz Gun Lock Set – Qty 3
• Patrol PC UltraRugged printer mount system w/cables – Qty 1
• Westin Defender electronics compartment w/lock (35-120051)
• Milwaukee (or similar) Packout 22” box with wall and floor mounting plate
• Front push bumper with headlight guard and wrap-around fender guards
• Full prisoner partition with plexiglass sliding window
• Replacement prisoner seat with rear poly partition
• Plexiglass window barriers for rear passenger windows
• N.I.J Level IIIA driver & passenger side door armor
• N.I.J. Level IIIA ballistic shield w/window (20”x34” w/4.5”x10” ballistic glass viewport) – Qty 1
• Blackout Module – Qty 1
• Automatic Timer Disconnect – Qty 1
• LED Interior Dome Light – Qty 1
• LED Map Light – Qty 1
• Red LED Cage Light – Qty 1
• Mounted rechargeable flashlight – Qty 1
• Engine Safety Kill and Bypass Switch – Qty 1
• Security Window Film for driver and passenger side front windows
• 5 lb Fire Extinguisher w/mount – Qty 1
• JumpPak lithium 12-volt jump box for V8 engine – Qty 1
• Motorola APX 6500 mobile radio w/O5 control head (to be supplied by Arapahoe County) – The
contractor will provide all antennas, connectors, and antenna cables. The radio shall be
programmed for soft power down and incorporated into the system timer to shut off after 30
minutes. The low-profile, black antenna should be mounted to the vehicle’s roof.
RFP-23-20 Page 12 of 19 Revised November 2022
• Miscellaneous shop supplies, installation parts, fabrication time, and material should be included
in the proposal.
• Installation costs per unit include installation of all the above components and other items,
including appropriate mounting brackets.
BASE UNIT UPFIT – Unmarked Vehicles:
Arapahoe County uses a wide variety of vehicle makes and models for unmarked and undercover
purposes. The intended use for the vehicle will determine the specific equipment to be installed. For
example, an unmarked traffic vehicle would require undercover lights, a siren, a push bumper, a
computer mount, and a cage, whereas a vehicle assigned to the Civil Section would require only
undercover lights, a siren, and a computer mount. Any equipment in an undercover vehicle should be
installed covertly, and conceal the equipment or controls from outside view. All major electronic
components must be compatible with Whelen CenCom Core. In addition, only SAE-certified (and crash-
tested with airbag compatibility where applicable) lights and equipment are acceptable in Arapahoe
County emergency vehicles. For this proposal, all unmarked vehicles will require the following equipment
as a baseline. Please use the following specifications to price the upfitting of Unmarked Vehicles:
• Red/white/blue LED lights w/ flashback shroud – to be installed on either side of the rearview
mirror. LEDs must have at least 6 diodes per color for a total of 18 diodes per head, must be able
to sync flash patterns, and have a steady white override to serve as a takedown light if needed –
Qty 2
• LED Side Lights & Grille Lights – to be installed in or behind the grille and each side of the
vehicle. LEDs must have at least 18 diodes and flash red/white/blue – Minimum Qty 4
• LED Rear Deck Light – to be installed on the bottom of the rear deck in a sedan or at the top of
the rear window of an SUV. 28” minimum length containing 4 red and 4 blue modules comprised
of 3 diodes each. Qty 1
• Headlight Flasher – Isolated headlight flasher to alternate the flash of the high beam headlights.
Qty 1
• LED Inserts – 2 LED inserts to be installed in the front corner housings, 2 red LED inserts to be
installed in the brake light housing, and 2 blue/white LED inserts to be installed in the reverse
light housings. Each LED insert must have a minimum of 8 diodes. Qty 6
• Siren Speaker – to be installed behind the grille or front fascia of the vehicle. It must be a
minimum of 100 watts. Qty 1
• Undercover Siren – Must be wired so tones cycle with activation of the OEM horn ring. Must be
able to create siren tones and air horn activation. Qty 1
• Window Tint – High performance, 15% window film
• Motorola APX 6500 mobile radio w/O3 control head (to be supplied by Arapahoe County) – The
contractor will provide all antennas, connectors, and antenna cables. The radio shall be
programmed for soft power down and incorporated into the system timer to shut off after 30
minutes. The low-profile, black antenna should be mounted to the vehicle’s roof.
• Miscellaneous shop supplies, installation parts, fabrication time, and material should be included
in the proposal.
• Installation costs per unit include installation of all the above components and other items,
including appropriate mounting brackets.
RFP-23-20 Page 13 of 19 Revised November 2022
BASE UNIT UPFIT – Patrol Motorcycles:
Arapahoe County replaces a small number of Harley Davidson FLHTP patrol motorcycles each year. For
consistency, uniformity, ease, and repair speed, some items are requested by specific brand and model
numbers. These are required. Items listed by description are open to substitution with similar products
and like items of equal or better quality. In the event of a substitution, submit a product sheet for
approval. All major electronic components must be compatible with Whelen CenCom Core. In addition,
only SAE-certified (and crash-tested with airbag compatibility where applicable) lights and equipment are
acceptable in Arapahoe County emergency vehicles. This list of equipment touches on the major
components of a patrol motorcycle build and is not intended to be all-inclusive. Please use the following
specifications to price the upfitting of Patrol Motorcycles:
• Dual Color Interior LED Lightbar – to be installed behind the windscreen. Must have a minimum
of 4 modules capable of dual color flashing lights, with red/white to the left side and blue/white to
the right. Qty 1
• 4” Round LED lights w/ Extended Lens – to be installed in Harley Davidson factory police front
warning housings without modification. Must be 4” round with a clear outer lens in a single color
with red on the left side and blue on the right. Qty 2
• GTT Opticom Infra-Red Emitter – to be installed on the top of the interior front-facing lightbar and
wired to activate with the front warning lights. The emitter must have a manual, waterproof
deactivation switch. Opticom must also be deactivated when the kickstand is placed in the down
position. Qty 1
• Whelen 100 Watt Chrome Siren Speaker and mounting bracket (SA350MH/SA350MB1) – to be
installed on the right side crash bar. Qty 1
• Harley Direct Plug-in Siren Amplifier (SAQ350MH) – to be installed to the left side, rear saddle
bag crash bar. Must plug directly into the OEM Harley wiring pigtail without modification. Qty 1
• Whelen 45 & 90 Degree Front Passing/ Fog Mounting Kit (RBKTHD8) – to be installed with
Whelen LINZ6 Split Color Light heads with one facing 45 degrees and one facing 90 degrees on
each side of the motorcycle. Qty 2
• Whelen LINZ6 Split Color Light heads (LINZ6D/LINZ6E) – to be installed in the front of the
Passing/ Fog Mounting kit. One red/white light head and one blue/white light head with chrome
bezels for each side. Qty 4 (2 red, 2 blue)
• Harley Davidson OEM Chrome Rear Saddle Bag Crash Bar Kit (90200561) – Qty 1
• Tri-color LED Light head - to be installed under the rear box. The LED light head must have a
minimum of 18 diodes, an aluminum housing to withstand vibration and moisture, and be capable
of flashing red/blue in warning mode and amber when the turn signals are activated. Qty 1
• Whelen Harley Davidson Motorcycle Box (M4B6R) – The box must be black, have a curbside
opening only, and have the 3rd brake light and high-mounted amber turn signals. The box must
include the year-specific adaptor plate and a shore power charger tied to the OEM battery. The
box should have 6 Whelen M4 series red/blue light heads.
• Gamber Johnson Universal Laptop Cradle/ Docking Station (7160-0250) – to be installed inside
the motorcycle box to hold a Dell Latitude 5420 Rugged laptop securely. Does not require power.
Must lock. Qty 1
• Lind Power Adaptor for Dell Laptops (DE2045-1342) - Qty 1
• Southern Composites AR15 Harley Saddle Bag Mount – to be installed in the low-side saddle
bag. The lock must include a 15-second timer and a momentary switch hidden under the radio
box. Lock wiring must have a quick disconnect to remove the saddle bag easily.
• License Plate Warning Light Bracket – the bracket may be made of HDPE or metal. If fabricated
from metal, the bracket should be coated with protective rubber instead of powder coating or
paint. Qty 1
• Whelen M2 Split Color LED Light Head – to be mounted low on the license plate warning light
bracket. The red/white light should be on the left side, and the blue/white light on the right.
• Kenwood 6.5” Round Speakers (KFC1665S) – to be installed in the factory Harley speaker
locations. Qty 2
• Kenwood Bluetooth Amplifier (KACM 1824BT) – Qty 1
• PVP Communications Motor Kit for Portable Only, Harley Rear Mount, W320 Siren (PV-HR-
WW/XT2) – These motorcycles will not have a radio mounted on the bike; however, the operator
still requires the Three Position Handlebar Toggle Switch, Momentary Push-to-Talk, Off, and
Momentary PA Broadcast for use with the portable Motorola APX6000 handheld radio.
• Miscellaneous shop supplies, installation parts, fabrication time, and material should be included
in the proposal.
RFP-23-20 Page 14 of 19 Revised November 2022
• Installation costs per unit include installation of all the above components and other items,
including appropriate mounting brackets.
III. REQUIRED DOCUMENTATION
• Itemized cost estimates for each type of vehicle build.
• Warranty Documents.
• SAE and any other Certification Documents.
• Insurance Documents.
• Proof of local office and storage capacity.
IV. RESPONSE FORMAT
SUBMISSION OF RESPONSES: ONE (1) electronic submittal must be submitted online via at
www.bidnetdirect.com/colorado. It is the responsibility of the contractor to ensure that the
electronic proposal is submitted prior to the proposal closing time. No physical submissions will
be accepted.
Please name your pdf file with your company name as the first word(s).
Provide submittal without reference to Arapahoe County logo.
TABLE OF CONTENTS
COMPANY INFORMATION & EXECUTIVE SUMMARY
1) Profile of the Firm – Include the following for the office this work would originate from:
a. Size of the Firm and size of local office (if applicable)
b. Location of the office, where the work on this engagement is to be performed
c. Identify the staff who will be assigned to the engagement.
d. Identify the points that make your firm uniquely qualified for this engagement.
e. Provide any substantiated complaints against the firm in the last 3 years and any outstanding
litigation.
SIGNATURE FORMS AND REQUIRED DOCUMENTATION
1) Completed Submittal Forms
2) Certificate of Liability Insurance
3) Company Information, Executive Summary including proposed goals for turn-around of typical
projects.
4) Itemized costs for each type of vehicle build - Marked Patrol Vehicles, Unmarked Vehicles and
Patrol Motorcycles
5) Warranty Documents.
6) SAE Certification Documents.
7) Local office and storage capacity. This may be subject to a pre-award tour.
The Evaluation Committee will score Responses based on the following criteria:
Company Information & Executive Summary– 20%
Warranty – 20%
Pricing – 20%
Turnaround Time based on Contractor offer and references– 25%
Ability to provide an indoor or fenced (secured) storage for the number of vehicles we
need while waiting for installation –15%
RFP-23-20 Page 15 of 19 Revised November 2022
I. PRICING
Price the upfitting of Marked Patrol Vehicles including all items listed on page 11 including all parts and labor.
Price the upfitting of Unmarked Vehicles including all items listed on page 12 including all parts and labor.
Price the upfitting of Patrol Motorcycles including all items listed on page 13 including all parts and labor.
Arapahoe County Finance Department
Purchasing Division
5334 South Prince Street, Room 480
Littleton, Colorado 80120
REQUEST FOR PROPOSAL
PRICING FORM
RFP-23-20 Page 16 of 19 Revised November 2022
RFP-23-20 Page 17 of 19 Revised November 2022
SUBMITTED BY:
Company Name: ___________________________________________________________________________
Contact Names: Sales/Customer Service: ________________________________________________________
_________________________________________________________________________________________
Address: __________________________________________________________________________________
Phone: (______) ____________________ Email(s): ________________________________________________
The undersigned hereby affirms that:
• He/she is a duly authorized agent of the vendor;
• He/she has read all Terms and Conditions and technical specifications made available in conjunction with
this solicitation and fully accepts and acknowledges this offer is consistent with the specifications and terms
and conditions, unless specific variations have been clearly and expressly listed in the offer.
• The Offer is in all respects fair, without outside collusion or otherwise illegal action.
By__________________________________ ______________________ _______________________________
Signature of Authorized Agent Date FEIN
___________________________________ ______________________ _______________________________
Typed/Printed Name of Agent Title of Agent Agent email
PAYMENT TERMS: If the vendor does not accept a percentage discount, the County standard is net thirty (30)
days after the date that the County receives an accurate invoice and has accepted the product or service. Payment
is the date of the check mailing or date of the credit card transaction.
Discount: ____% ____ Days, Net: 30____Days, Accept Visa without additional fee? ________________
VARIATIONS: The vendor shall identify all variations and exceptions to any RFP documents. Submittal of a
Vendor Contract is considered excessive in Variations and may be cause for determining that the Bid/Offer is non-
responsive and ineligible for award. For each variation listed, reference the applicable section of the solicitation
document as per the example below. If no variations are listed here, it is understood that the vendor's Offer fully
complies with all terms and conditions. Attach additional Variation sheets in the same format as below.
Page #:______ Item # or Section: ________Variance ________________________________________________
____________________________________________________________________________________________
Page #:______ Item # or Section: ________Variance _________________________________________________
_____________________________________________________________________________________________
Arapahoe County Finance Department
Purchasing Division
5334 South Prince Street, Room 480
Littleton, Colorado 80120
REQUEST FOR PROPOSAL
REQUIRED SUBMITTAL FORM
RFP-23-20 Page 18 of 19 Revised November 2022
SUBMITTAL INSTRUCTIONS:
Proposals shall be submitted in the order listed below with each section clearly identified.
Submit questions and submittal ON-LINE at BidnetDirect.com before deadlines
Cover & Executive Summary. Detail Firm’s and employees’ Capabilities, Experience & Licensing
Details of Proposal – Proposed products & services, implementation timeline and warrantees.
Completed Submittal Forms including this sheet and all other attachments specifically requested
including a Performance Measures Form when requested.
Required Documentation – Provide documentation that satisfies the request.
Pricing – All fee and costs associated with the proposal.
Insurance – Checking this box accepts that the insurance requirements listed by the County are
acceptable unless listed in the variations on the previous page.
CONFIDENTIAL information, if any, MUST be stamped as such on each page and submitted
separately.
Please initial to acknowledge Addenda, if any, have been considered in your proposal:
#1 ____________ #2 ____________ #3 __________ #4 ___________ #5 ___________
REFERENCES:
Check here if Firm’s standard reference sheet is attached, otherwise, use the space below.
Name: ____________________________________ Contact Person: ________________________
Address: _________________________________________________________________________
Telephone No: ______________________________________ Email: ________________________
Describe type of work/service performed or items supplied: __________________________________
___________________________________________________________________________________
Name: ____________________________________ Contact Person: ________________________
Address: _________________________________________________________________________
Telephone No: ______________________________________ Email: ________________________
Describe type of work/service performed or items supplied: __________________________________
___________________________________________________________________________________
Name: ____________________________________ Contact Person: ________________________
RFP-23-20 Page 19 of 19 Revised November 2022
Address: _________________________________________________________________________
Telephone No: ______________________________________ Email: ________________________
Describe type of work/service performed or items supplied: __________________________________
___________________________________________________________________________________
Arapahoe County must have on file a completed W-9 prior to doing business with contractors.
PLEASE SEE THE ARAPAHOE COUNTY PURCHASING WEBSITE FOR A SAMPLE AGREEMENT.
REMAINDER OF PAGE LEFT INTENTIONALLY BLANK
Arapahoe County Finance Department
Purchasing Division
5334 South Prince Street, Room 480
Littleton, Colorado 80120
REQUEST FOR PROPOSAL
APPENDIX A – SAMPLE AGREEMENT FOR SERVICES
Certificate Of Completion
Envelope Id: 10503D57-6A4C-8D1D-81A0-8D1F54ECE850 Status: Completed
Subject: Bear Communications, Inc dba BearCom | Pitkin County MSA 090.26 for Review & Signature
Source Envelope:
Document Pages: 51 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
7/1/2026 3:25:18 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: 74.244.9.48
Sent: 7/1/2026 3:31:22 PM
Viewed: 7/2/2026 11:39:44 AM
Signed: 7/2/2026 11:39:48 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Richard Neiley
richard.neiley@pitkincounty.com
County Attorney
Security Level: Email, Account Authentication
(None)Signature Adoption: Drawn on Device
Using IP Address: 71.229.228.162
Sent: 7/6/2026 8:39:27 AM
Viewed: 7/6/2026 8:49:50 AM
Signed: 7/6/2026 8:50:47 AM
Electronic Record and Signature Disclosure:
Accepted: 7/7/2026 1:16:24 PM
ID: 9f37d281-d28d-47dc-8bf5-c20de6e213ad
Company Name: Pitkin County, Colorado
Kara Silbernagel
kara.silbernagel@pitkincounty.com
County Manager
Pitkin County Colorado
Signing Group: County Manager Group
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address:
2601:281:0:3ed0:f083:9013:6234:def4
Sent: 7/6/2026 8:39:27 AM
Viewed: 7/7/2026 7:14:33 PM
Signed: 7/7/2026 7:15:05 PM
Electronic Record and Signature Disclosure:
Accepted: 6/26/2025 10:29:11 AM
ID: 13c88870-faf6-4375-8fed-1bd1d274f164
Company Name: Pitkin County, Colorado
Melissa Peros
melissa.peros@bearcom.com
General Manager
BearCom
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 140.228.198.197
Sent: 7/2/2026 11:39:50 AM
Resent: 7/6/2026 8:39:26 AM
Viewed: 7/6/2026 9:40:21 AM
Signed: 7/13/2026 9:45:35 AM
Electronic Record and Signature Disclosure:
Signer Events Signature Timestamp
Accepted: 7/6/2026 9:40:21 AM
ID: ac1ec3db-1e9d-4220-86ac-9d9269ad540c
Company Name: Pitkin County, Colorado
Matt Bergstresser
matt.bergstresser@pitkincounty.com
Fleet Manager
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 65.38.144.66
Sent: 7/13/2026 9:45:39 AM
Viewed: 7/13/2026 9:46:07 AM
Signed: 7/13/2026 10:11:55 AM
Electronic Record and Signature Disclosure:
Accepted: 7/13/2026 9:46:07 AM
ID: b24d541c-77a6-4806-9159-d72b805b7484
Company Name: Pitkin County, Colorado
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Pitkin County Procurement
procurement@pitkincounty.com
Ruslana Ivanova, Procurement Specialist
Pitkin County
Security Level: Email, Account Authentication
(None)
Sent: 7/13/2026 9:45:38 AM
Resent: 7/13/2026 10:12:04 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Accounts Payable
AP@pitkincounty.com
Accounts Payable
Pitkin County
Security Level: Email, Account Authentication
(None)
Sent: 7/13/2026 9:45:38 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 7/1/2026 3:31:22 PM
Envelope Updated Security Checked 7/6/2026 8:39:25 AM
Certified Delivered Security Checked 7/13/2026 9:46:07 AM
Signing Complete Security Checked 7/13/2026 10:11:55 AM
Completed Security Checked 7/13/2026 10:11:55 AM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
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Signing Documents with a Pitkin County DocuSign Account:
Electronic Record and Signature Disclosure created on: 3/20/2020 3:28:13 PM
Parties agreed to: Richard Neiley, Kara Silbernagel, Melissa Peros, Matt Bergstresser
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