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pcj mj \ww\g~scannning\county contracts~narrativc\checklistsheet
DATE:
TO:
FROM:
NOTICE TO PROCEED
April 27, 2005
Schmueser Gordon Meyer, Inc
118 W. 6th, Suite 200
Glenwood Springs, Colorado 81601
Fax: 970-945-5948
Pitkin County
Aspen CO 81611
You are hereby authorized to proceed on April 28, 2005_ or within ten (10) consecutive
calendar day thereafter, with the work covered by the Contract Documents titled: 2005 Red
Mountain Reconstruction Engineering Services for the sum of One Hundred Fifty Three
Thousand, Eight Hundred Twenty Five Dollars and Zero Cents ($153,825.00_).
All required permitting should be approved and on site prior to commencement of work.
Bud Eylar~j~ik~n
NOTICE OF AWARD
Date:
To:
April 26, 2005
Schmueser Gordon Meyer, Inc.
118 W. 6th, Suite 200
Glenwood Springs, Colorado 81601
Fax (970) 945-5948
The Owner, having duly considered the Proposal submitted on April 4, 2005, for the work covered by the
Contract Document titled 2005 Red Mountain Reconstruction Engineering Services in the amount not to
exceed One Hundred Fifty Three Thousand~ Eight Hundred Twenty Five Dollars and Zero Cents
$153~825.00 (includes reimbursables and snowmelt feasibility study) for all services rendered, and it
appearing that the Price and other information in your Proposal Form is fair, equitable and to the best interest
of the Owner, the offer in your Proposal Form is hereby accepted.
In accordance with the terms of the Contract Documents, you are required to execute the Agreement in three
copies within ten (10) consecutive days from and including the date of this Notice of Award.
In addition you are required to furnish in the said time Certificates of Insurance evidencing compliance with
the requirement for insurance as stated in the Contract Documents to Bud Eylar Pitkin County Engineer 76
Service Center Road Aspen, CO 81611 Fax: 970-920-5374.
PITKIN COUNT~
y l:~l~/C-ounty Engineer
........................... ACCEPTANCE OF OTICE ......................
Receipt of the above Notice of Award is hereby acknowledged
By ~.. ' this~q(/r/~ay of ~/~J/_-, 2005.
Title --()~''~l ~ ~/~('dg~
1
CONTRACT FOR PROVISION OF SERVICES
THIS CONTRACT is made and entered by and between the Pitkin County Board of County
Commissioners ("County") and Schmueser Gordon Meyer Inc.ll8 W. 6th, Suite 200 Glenwood Springs,
Colorado 81601 (970) 945-1004 (hereinafter "Contractor").
1. Term. The term of this contract is from April 27, 2005 to September 25, 2005. [At the
expiration of the initial term, the contract may be extended for an additional term of 20 days by the express
written consent of both parties.
2. Contractor's Obligations. Contractor shall provide the obligations requirements in Exhibit 'A'
and Exhibit 'B'.
3. 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 2. It is
expressly understood and agreed that in no event will the total compensation and reimbursement to be paid
hereunder exceed the sum of One Hundred Fifty Three Thousand, Eight Hundred Twenty Five Dollars and Zero
Cents $153,825.00 (includes reimbursables and snowmelt feasibility study) for all services rendered. By contract
or amendment, the County and Contractor may reailocate 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. Payment of five percent (5%) of each invoice will be
withheld by the County until the Contractor's obligations are completed [or each task is complete. In the event
the Contractor incurs time and expenses in excess of the total compensation stated above, no compensation for
said additional time and expenses shall be required to be paid by the County without written amendment to this
contract executed by the County.
4. 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.
5. Pitkin County's Obligations. Pitkin County shall administer this contract through a County
Representative. Bud Eylar, County Engineer will manage the project as the County's Representative. In the
event that Bud Eylar, County Engineer is not available, Bert Pearce, Public Works Technician 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.
6. 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. Not withstanding 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.
7. Independent Contractor Status.
A. The parties to this contract intend that the relationship between them contemplated
by the contract is that of independent Contractor. Contractor, and any agent, employee, or servant of
Contractor shall not be deemed to be an employee, agent, or servant of Pitkin County.
B. Contractor is not required to offer his services exclusively to Pitkin County under
this contract. Contractor may choose to work for other individuals or entities during the term of this
contract, provided that the basic services and deliverable products required under this contract are
submitted in the manner and on the schedule defined under this contract.
C. Contractor warrants that all work produced will conform to all applicable industry
standard of care, skill and diligence in the performance of Contractor's obligations under this
contract.
D. Contractor shall not attempt to oversee or supervise the work or actions of any Pitkin
County employee, servant or agent in the course of completing work under this contract.
E. Contractor is not entitled to any Workers' Compensation benefits through Pitldn County
and is responsible for payment of any federal, state, FICA and other income taxes.
8 Assignablility. 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.
9. Binding Arbitration. Any disputes atising out of this contract shall be subject to binding
arbitration. The parties agree that any disputes concerning the terms and conditions of this contract shall be
submitted and finally settled by arbitration. Arbitration shall be conducted pursuant to the rules of the
American Arbitration Association and shall be presided over by the Pitkin County Hearing Officer appointed
to arbitrate Pitkin County contract disputes. Costs of the arbitration shall be awarded to the substantially
prevailing party.
10. 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
11. 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.
3 /
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.
12. Indemnity.
A. The Contractor (including, by definition here and hereinafter, its officials, employees,
agents and representatives, subcontractors and suppliers), shall and hereby does release, discharge,
indemnify and hold harmless the County of Pitkin and its officials, employees, agents and representa-
tives from and against liability for any claim, demand, loss, damages, penalty, judgment, expenses, costs
(including costs of investigation and defense), fees (including reasonable attorney and expert witness
fees) or compensation in any form or kind whatsoever for any bodily injury, death, personal injury or
property damage arising out of or in connection with any negligent act, intentional act, error or omission
by the Contractor, and for any consequential liability alleged to accrue against the County on account of
the Contractor's acts, errors or omissions; provided, however, that such indemnity shah not be construed
as an indemnity for bodily injury or property damage arising from the sole negligence of the County or
its employees.
B. The Contractor fmther 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
fraudtflent.
13. Insurance.
A. In whole or in part, the Contractor shall secure and maintain for the term of its
contractual relationship with the County such insurance policies, from companies licensed in the
State of Colorado, as will protect itself, the County and others as specified, from claims for bodily
injuries, death, personal injury or property damage, which may arise out of or result from the
Contractor's acts, errors or omissions. The following insurance coverage, at or above the limits
indicated and including such endorsements as are indicated by an "X", are required:
1. Statutory Workers' Compensation: Colorado statutory minimums
Commercial General Liability - ISO 1998 Form or equivalent
( ~/~th Cototty ttamed additional insured)
Each Occurrence Limit $1,000,000.00
General Aggregate Limit $2,000,000.00
Products/Completed Operations Aggregate Limit $2,000,000.00
Comprehensive Form (All risks) to include (place X by applicable provisions]:
Premises/Operations
Underground, Explosion & Collapse Hazard
X Products/Completed Operations
X Contractual Liability
X Independent Contractors and Subcontractors
X Broad Form Property Damage
_X_ Personal Injury
Business Auto Coverage:
Combined Single Limit Liability (each accident)
46
Including ail owned, non-owned, and hired vehicles.
4. Speciai Coverages (check as appropriate and insert amount):
(1) Performance Bond
Labor and Materiai
Payment Bond
(2) Professionai Errors and Omissions $1,000,000.00
(3) Aircraft Liability
(4) Owner's Protective
(5) Builder's Risk
(6) Boiler and Machinery
(7) Loss of Use Insurance
(8) Pollution Liability
(9) Crime, including Employee Dishonesty Coverage, or Fidelity Bond
B. Proof of Insurance:
1. To provide evidence of the required insurance coverage, copies of
Certificates of Insurance in a form acceptable to the County shall be filed with the
County through the representative identified in Paragraph 5, no later than ten (10)
calendar days prior to commencement of operations affecting the County. Failure to
file or maintain acceptable Certificates of Insurance with the County is agreed to be
a material breach of any contract. These Certificates of Insurance shall contain a
provision that coverage afforded under the policies will not be canceled or material-
ly altered unless at least thirty (30) calendar days prior written notice by certified
mail, return receipt requested (effective upon proper mailing), has been sent to the
Procurement Officer. (For purposes of this provision, "materiaily aitered' shall
mean a change affecting the coverage's required heroin, including a change to policy
limits as set out in the then-currant policy declarations page).
Simultaneously with the Certificates of Insurance, the Contractor shail 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.
In addition, these Certificates of Insurance shail contain the following clauses:
a. The clause "other insurance provisions," in a policy in which the
County of Pitkin holds a Certificate, shail not apply to the County of Pitkin.
b. The insurance companies issuing the policy or policies hereunder shall
have no recourse against the County of Pitldn for payment of any premiums or
for assessments under any form of policy.
c. Any and all deductibles in the above-deseribed insurance policies shall
be assumed by and be for the amount of, and al the sole expense of the
Contractor.
d. Location of operations shall be: "ail operations and locations at which
work for the referenced Project is being done."
3. Certificates of Insurance for ail renewal policies shail be delivered to the
County's Repmsentalive 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.
14. 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.
15. 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 reason-
able times, for the purpose of determining, by accepted accounting and auditing standards, compliance with
all provisions of the contract and applicable law.
16. 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.
17. Attorney's Fees. In the event that legal action is necessary to enforce any of the provisions of
this contract beyond the arbitration described in Paragraph 9, the substantially prevailing party shall be entitled to
its costs and reasonable attorney's fees.
18. Govemmental Immunity. Contractor agrees and understands that Pitldn County is relying on
and does not waive, by any provision of this contract, the monetary limitations or terms (presently
$150,000.00 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 oftbe County or its agent or employees.
19. 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 Pitldn County's money.
20. Notice. Any written notice required by this contract shall be deemed delivered through any
of the following: (1) hand delivery to the person at the address below; (2) delivery by facsimile with
confirmation of receipt to the fax number below; or (3) within three (3) days of being sent certified first class
mail, postage prepaid, return receipt requested addressed as follows:
A. Pitkin County with copies to:
Bud Eylar Pitldn County Engineer
76 Service Center Road
Aspen, CO 81611
Fax: 970-920-5374
Pitkin County Attorney's Office
530 E. Main Street, #302
Aspen, Colorado 81611
Fax: (970) 920-5198
To Contractor:
Schmueser Gordon Meyer Inc.
118 W. 6th, Suite 200
Glenwood Springs, Colorado 81601
Fax (970) 945-5948
IN WITNESS WHEREOF, the parties have executed this contract as of the date first set out herein above.
CONTRACTOR:
Schmues.e~Gor~n Meyer Inc.
118 W.~00, Glenwood Springs, Colorado 81601
Title (/~?~i( I/~ /~l~ ~/~,x~ ~'
Date
PITKIN COUNTY:
-Bud F~ngi[~eer
JDate Brian Pettet, Director of Pubhc/0qorl~s Date
Hilary Flet~24r-Smith, County Manager Date
7
SCHMUESER I GORDON t MEYER
E~ N (3 I N I~ £ R S i S U R V £ Y O R $
EXHIBIT A
CONTACT INVORIvlATION:
dAY HANMOND, P.E.
I I ~ W. ~r'H, SUITE ~00
(~LENWOOD SPRINGS, CO 8 I ~ I
97~45- I ~4
~.IAYH ~)$OIvI"INC.COM
SCHMUESER GORDON :MEYER
ENGINEERS SURVEYORS
April 4, 2005
Mr. Bud Eylar
Pitkin County Engineer
76 Service Center Road
Aspen, CO 81611
Dear Bud:
Schmueser Gordon Meyer, Inc. is pleased to present this proposal for survey and
engineering services associated with the 2005 Red Mountain Reconstruction project for
Pitkin County. We feel confident that we offer a team with excellent knowledge of Red
Mountain Road, the issues and resident concerns that will influence the execution of this
improvement project.
You may be interested to note that we located a set of drawings prepared by our
predecessor firm, Schmueser and Associates, in 1982 that addressed the last round of
substantive improvements to Red Mountain Road from Draw Drive to the upper Hunter
Creek Road entrance. The engineer involved in that project, Dean Gordon, will be an
important resource for a new look at the entire road segment. In addition, we have
recently added senior project manager Nick Senn, formerly with the Glenwood Springs
office of Turner, Collie and Braden, to our firm. He brings an extensive background in
road and highway design and construction management to the team. I will be acting as
the Principal-in-Charge and Ron Thompson, who certainly has extensive knowledge of
Red Mountain Road and its history in Pitkin County, will also be involved.
Since the RFP came out, we, along with our geotech consultant, have devoted a fair
amount of time looking at the road and discussing design options and opportunities for
this project. The constraints are obvious - we have an existing road of varying
pavement width located on steep side-slopes with limited to non-existent re-alignment
options. It is also apparent, as we know from our involvement in the 1980's as well as
recent site visits, that geologic conditions are highly variable with several seeps and
springs of varying intensity. Most of the borrow ditches flow constantly - even in the
wintertime.
We intend to confer with your office, area residents and Pitkin County Road and Bridge
staff regarding existing conditions and potential design solutions per the requirements of
the RFP. One of our immediate impressions, however, is that a design that focuses on
formal drainage solutions including curb and gutter, catch basins and a piped collection
system, may allow us to substantially widen the road platform in most areas while
limiting the need for extensive retaining walls and additional cut or fill slopes. A piped
storm drainage system offers numerous options and opportunities for structures such as
trench and under-drains to solve the many seeps and soil stability concerns on the
alignment. It would also allow us to continue to utilize existing discharge points since it
is our general feeling that acquiring new road and drainage easements in the Red
Mountain Road neighborhood will be at least difficult and most certainly expensive.
I know that in the many years I have been affiliated with Aspen and Pitkin County, Red
Mountain Road has been the subject of almost constant discussion and concern as the
only physical access into an increasingly high-end real estate neighborhood. I also think
it is fair to say that the increasing population in that area makes potential access
conflicts on the existing roadway more likely every year. We would be pleased to be
involved in a comprehensive project to improve the Red Mountain Road in a manner that
will reduce the plowing and maintenance burden on Pitkin County, improve the reliability
and safety of emergency access and provide residents with an access more fitting to
their homes. To that end, there are many new products available for drainage and soil
retention systems that offer both economical construction and an aesthetically pleasing
result.
SGM has had more experience with snowmelting of public roadways than anyone else in
the area. We were the lead designer on Upper and Lower Snowmelt Road in
Snowmass Village as well as for the Coonskin Development in Telluride. We have been
involved in the operation and maintenance of Snowmelt Road since 1978 and have
helped with maintaining operational records for that facility. We are currently working on
snowmelting for Dean Avenue at the St. Regis, Dean Avenue at the Little Nell and Lower
Carriageway in Snowmass Village. We also have a rapport with the mechanical
contractor in the state that installs these large systems.
The attached package of materials provides a succinct overview of our company, the
key individuals that will be involved and our relevant experience. While we did not
feature our prior work on Red Mountain Road in the 1980's - it was a little old in
comparison to our more recent experience -we still posses the materials and memory
to utilize that history. As always, we want to stress that we are a local firm with an office
in Aspen and can offer excellent response and knowledge of the local community.
The team featured in our proposal will be the same individuals that will be doing the work
for the project, and we are available to answer any questions you may have regarding
our proposal.
Thank you for your consideration.
Respectfully Submitted,
Schmueser Gordon Meyer, Inc.
Jay W. Hammond, P.E.
Principal, Aspen Office
JH/jhRMR_PRP.doc
FIRM ORGANIZATION
Business Focus and Clients
Schmueser caordon Meyer, Inc. (SCa/vi) is a civil engineering and surveying firm headquar-
tered in Glenwood Springs, with additional offices in A~pen, Meeker and Crested Butte. SGM
was formed when former Schmueser Et Associates {SPdk) employees Dean Gordon and Louis
Meyer purchased SPak's engineering and surveying division in 1986. Since then, SGM has
been serving the engineering needs of municipalities, counties, utility districts and private
enterprises throughout the Western Slope.
SGM is unique among firms, whether on the Western Slope or Front Range, in that we are
the engineer for numerous municipalities on the Western Slope - many for over 20 years.
We are also the engineer of record for many water and sanitation distticts, and, again, have
been for more than 20 years. We develop long-term relationships with clients, instead of
one-rime projects, and have had essentially the same staff and engineers representing these
clients over this time period.
We are the full-time engineer responsible for water and wastewater facilities and infrastruc-
ture for the following municipalities:
Town of Basalt
Town of Snowmass Village
Town of Carbondale
Town of New Castle
City of Rifle
Town of Silt
Town of Rangely
Town of Granby
Town of Buena Vista
Local utility districts we serve as full-time engineer of record include:
Starwood Metropolitan District, Aspen
Roaring Fork Water Et Sanitation District, Garfield County
Mid Valley Metropolitan District, Eagle County
Spring Valley Sanitation District, caarfield County
West Glenwood Sanitation District, Glenwood Springs
Battlement Mesa Water Et Sanitation District
Redstone Water Et Sanitation District
Eagle River Water ~ Sanitation District, Eagle County
Skyland Metropolitan District, Crested Butte
East River Water Et Sanitation District, Crested Butte
SGM has developed and maintained these long-term relationships through staff longevity,
commitment to clients, and dedication to quality work. A large part of our success can be
attributed to development of relationships with the local support firms (mechanical, electri-
cal and geotechnical engineers), local and state regulatory personnel and local contractors
and has resulted in a trust and fami!iarity that is irreplgceable when it comes to efficiency
and quality. By selecting SCaM to perform engineering services for the Red Mountain Road
$CHMUESER }GORDON [ MEYER
E N 0 I N E E R S ] S U R V E YO R S
FIRM ORGANIZATION (CONTINUED)
Reconstruction project, Pitkin County would be retaining a firm that is dedicated to seeing
the project through to successful implementation.
Services
As a full-service engineering firm, SGM offers a variety of engineering disciplines, includ-
ing civil, sanitary, municipal, structural, traffic and transportation, water resources and resort
development engineering as well as construction management services and surveying.
Staff
S{3M has steadily grown from 15 to over 50 employees, including 16 Professional Engineers,
five engineering interns, five project managers, four Professional Land Surveyors, seven field
surveyors, three survey technicians, four draftsman, eight office staff and a landscape archi-
tect.
Financial Condition e~ References
SGM has been and continues to be in good financial standing since its inception in 1986.
Reference: Bruce Robinson, Alpine Bank, 970-384-3217.
Insurance Coverage
Based on the sample contract provided in the RFP, SGM maintains adequate insurance cov-
erage to meet Pitkin County's requirements. Certificate of Liability Insurance will be provid-
ed upon award of contract.
$CHMUEGER ]GORDON I MEYER
E N O I N E E R S I S U RVEYO RS
PROd ECT TEAM
Key Players
The Schmueser Gordon Meyer, Inc. project team for the Red Mountain Road reconstruction
project will provide:
· Project-relevant Experience and Qualifications
· Established Working Relationships
· Quick Response Capability and
· Continuity
We believe this combination makes the proposed team uniquely qualified to produce a proj-
ect that is successful, timely and within budget.
The Sehmueser Gordon Meyer, Inc. project team will be headed by company principal, Jay
Hammond, P.E. Mr. Hammond, will bring over 25 yeaxs of professional experience working
in the Aspen area to serve as the project officer ultimately responsible for quality control,
client satisfaction and project success· Before joining SGM in 1989, he worked for the City
of Aspen for over 11 years, ultimately as the Public Works Director and City Engineer. Today
he is responsible for the coordination of activities in the upper Roaring Fork Valley includ-
ing projects in surveyIng, municipal, traffic, water and wastewater, land use review and gen-
eral civil engineering.
Nicholas Senn, with 15 yeaxs experience in planning, engineering and construction man-
agement, will act as project manager. Mr. Senn, who will handle coordination of public
meetings and subconsultant involvement, has been the project manager and engineer for
several construction management and design efforts on SH 82 Including the Snowmass
Canyon, ABC to Buttermilk, Holland Hills and the Maroon Creek Roundabout (acted as Pitkin
County Project Engineer). Most recently Mr. Senn has been working as the project manag-
er for several smaller projects including Leadville West Downtown, Red Cliff Bridge
Rehabilitation and the Eagle Vail Half Diamond. He has also acted as project manager on
contracts with the City of Aspen, the City of Glenwood Springs, the Beaver Creek Metro
District, and Pitkin County, which have encompassed traffic studies, pedestrian and traffic
management analysis, intersection design, providing preliminary civil design layouts and
construction management·
Dean Gordon, P.E. will bring over 30 years of professional experience to the project to act
as a design engineer. Mr. Gordon has extensive experience in providing municipal engineer-
ing services to governments on the Western Slope, and is the designated Town Engineer for
Basalt, Snowmass Village and Buena Vista. Recent projects include Town of Snowmass
Village annual roadway capital improvements (1981-2004), Buriingame Ranch Road in
Aspen, Glenwood Springs' South Park Subdivision streets, and Trentaz Drive in the Starwood
Metropolitan District.
Ron Thompson, with nearly 25 years experience in engineering and project management,
will also contribute to the project as a design engineer. Prior to joining SGM in 1986, Mr.
Thompson worked for Pitkin County as an assistant county engIneer where he was respon-
sible for management of the Pitkin County road system. More recently, he has handled
$CHMUESER [GORDON I MEYER
PROdECT TEAM(CONTINUED)
numerous SGM projects in the Aspen area, including work with for the Cemetery Lane Utility
Underground Improvement District, Smuggler Area Utility Underground Improvement
District, Ute Avenue Improvement District and the Galena Street Improvement District as well
as Aspen Highlands Base Village and its ski area redevelopment.
Subconsultant
We will be utilizing the services of FIP Geotech, located in Olenwood Springs, to provide
geotechnical investigation for this project. HP Geotech has extensive knowledge ofthe area,
having completed projects for residences with difficult geology and steep sloping terrain
adjacent to Red Mountain Road, particularly between Hunter Creek Road and the top. I-IP
Geotech has also recently completed geotechnical evaluations for Wood Road and the lower
part of Cartiageway that included steep grades and snowmelt sections for the Snowmass Base
project as well as Lower River Road for subgrade soils and pavement design of the Hwy 82
bypass.
Availability
The structure of SGM allows individuals to be involved for the duration of the project. This
means that the same individuals that conceptualize and design the project will be involved
and available throughout the construction and startup phases. This continuity promotes
quality assurance by having knowledgeable personnel making critical decisions. This also
minimizes construction delays by not having to wait for others to make decisions. Our
team will always be readily available to you via the standard methods of communication -
phone, fax, email - and due to our proximity (office in Aspen and headquarters in Olenwood
Sptings), we can conduct timely onsite meetings with only a few hours notice when needed.
SCHmUESER I GORDON I MEYER
E N {~ I N E E R S t S U R V E Y 0 R S
G
EXPERIENCE ~ REFERENCES
Previous ProJects
The project consisted of designing roadways and on-mountain utilities, including potable
water, sanitary, sewer, gas, electric and phone to mid-mountain, as well as rerouting snow-
making capabilities to the lower portion of the mountain. Additionally, SGM provided sur-
vey, design and construction administration services for the roads, bridge, water, sewer, shal-
low utilities and a 500,000-gnllon water tank and new pressure zone to the subdivision,
Aspen Highlands Village. Significant issues addressed for the project included construction
erosion control, groundwater, natural springs and detention. Completion date: 2002.
Construction cost: in excess of $10 million.
Contact: Bob Daniel, Hines Resorts, 426 E. Main, Aspen; 970-920-1801.
The project revolved around the reconstruction of the existing Snowmelt Road in the Town
of Snowmass Village's West Village. The roadway is at a 14% grade and designed for a
three-zone snowmelt system. Improvements included new concrete pavement, drainage
facilities, utility relocation and landscaping improvements. SGM services included design
and construction management. Completion date: 2003. Construction cost: $5+ million.
Contact: Hunt Walker, Public Works Director, PO Box 5010, Snowraass Village; 970-923-
5110 ext. 201.
This project provided reconstructed roads, retaining walls and drainage improvements for the
Buffehr Creek area in West Vail. Drainage improvements consisted of installation of curb
and gutter, storm drain and new box culverts at two Buffehr Creek crossings. Length of
roadway was 15,000 lineai feet, including reconstructing approximately 5,000 square feet of
retaining wall. Completion date: September 1999. Construction cost: $1.4 million.
Contact: Greg Hall, Town Engineer, 1309 Elkhorn Drive, Vail; 970-479-2160.
The project consisted of the design of a two-mile roadway corridor, indudin4~ roadway infra-
structure, all utilities, significant drainage improvements and retaining wall systems. SGM
design addressed significant areas of unstable soils, groundwater, steep sideslopes and pedcs-
ttian/bikc access. Completion date: 1996. Construction cost: $4 million.
Current Projects
Early this year, SGM was chosen to provide engineering services for the Town of Vall's road
improvement project. The scope of work includes design and engineering for construction
plans, project manual and bid administration for approximately one mile of road in West
Vail. SGM completion date: April 2005. Construction cost estimate: $765,000.
Contact: Chad Salli, P.E., Project Engineer, 1309 Elkhorn Drive, Vail; 970- 479-2169.
$CHMUESER I GORDON ] MEYER
E N G I N E E R S i S U F~V E YO R $
EXPERIENCE ~ REFERENCES (CONTINUED)
SGM is providing services to the City of Aspen and Aspen/Pitkin County Housing Authority
for the construction of an access road corridor to the proposed Burlingame Affordable
Housing project. Design includes extensive retaining wall systems, drainage facilities and
utility extensions. Completion date: August 2005. Construction cost estimate: $2 million.
Contact: Ed Sadler, Assistant City Manager, 130 South Galena, Aspen; 970-920-5085.
~ae Lower Carriageway Road extension project is part of the base village devdopment.
Design incorporates access issues, environmental restraints and high traffic volume as well
as a central boiler facility. SGM services include both design and review of developer's
design team submittals. Completion date: 2006. Construction cost estimate: $1.5 million.
Contact: Hunt Walker, Public Works Director, PO Box 5010, Snowmass Village; 970-923-
5110 ext. 201.
$CHMUESER ! GORDON I MEYER
dAY W. HAMMOND, RE.
SGM PITKIN COUNTY TEAM
Education
B.S., Civil Engineering, Tuffs Univemity, 1975
Professional Affiliations
Professional Engineer, Colorado - Lic. No. 26078
American Public Works Association {APWA) [Past Officer]
American Society of Civil Engineers (ASCE)
Institute of Transportation Engineers (ITE)
Professional Engineers of Colorado (PEC)
Professional History
1989 - Present Schmueser Gordon Meyer, Inc. - Glenwood Springs, CO
Principal Engineer in charge of the Aspen office. Responsible for
coordination of activities in the Aspen area for a surveying and civil
engineering consulting firm based in Glenwood Springs. Emphasis on
municipal, traffic, water and wastewater, land use review and general civil
engineering.
1977 - 1989
City ofAspen - Colorado
In the course of nearly twelve years with the City of Aspen, progressed from
draftsman for the City Engineering Department to Director of Public Works,
with management responsibility for four departments and as many as 35
employees. Responsibilities ranged from design and inspection of minor
civil improvements to the overall management of a $9 million water system
improvements program, $5 million in historic renovation projects, $4 million
in electric undergrounding, lighting and substation construction, as well as
extensive annual road and streetscape improvements. Administrative
responsibilities included budgeting, permitting, development review and
assistance to citizens and elected/appointed officials.
1975- 1977
T Lazy Seven Guest Ranch - Aspen, Colorado
Maintenance, carpenter, mechanic.
1971 - 1975 Summers
Various jobs in New England area, including survey technician,
communications operator and road construction inspector.
SCHMUESER i GORDON t MEYER
E N O I N E E R S t S U R V E Y O R S
NICHOLAS SENN
SGM TeAM
Education
B.S., Civil Engineering, Pennsylvania State University, 1990
Professional History
Mr. Senn is a project manager with more than 14 years of experience in
planning, engineering and construction management. He has managed the
design and construction of structures, railways, airport improvements, and
various roadway projects. He offers extensive familiarity with federal, state,
local, and private standards, procedures, and construction practices.
Project Experience
CITY OF ASPEN CONTINUING SERVICES - Aspen - Project Manager on a
Non-Project Specific contract with the City of Aspen. Project tasks have
included traffic studies, pedestrian and traffic management analysis,
intersection design, providing preliminary civil design layouts and
construction management services. These services have been provided to
several differing branches of the City government including the Engineering,
TransportaQon, Asset Management and the Housing Authority.
CDOT REGION 3, GENERAL ENGINEERING SUPPORT - Project Manager
responsible for a wide range of engineering tasks to support CDOT on the
Western Slope. Projects includes construction and design assistance for the
Eagle Residency, the upgrade of/he Glenwood Canyon Tunnel Control
Systems and the design of improvements to SH 24 in Leadville.
SH 82, SNOWMASS CANYON - Basalt to Aspen - Project Manager
responsible for preliminary and final design reviews, acting as right-of-way
liaison, utility coordinator, and part of the construction engineering and
inspection team in an environmentally sensitive roadway. This 3.5-mile
project includes approximately six bridges, a series of three to four walls
supporting the roadway, significant drainage corrections, and wildlife and
wetland mitigation.
BEAVER CREEK IVI~TR0 DISTRICT -Beaver Creek Resort - Acting public
works director responsible for the development of a comprehensive
construction plan, and oversight of design through the construction of
projects. A major transit feasibility was also conducted that involved
criteria development, ridership analysis, alternatives and alignment analysis,
capital, operations and maintenance cost estimates and financial analysis.
OWL CREEK ROAD - Pitkin County - Project Manager responsible for the
design and construction management of a county road realignment and
rehabilitation. This project included 1.5 miles of rehabilitation and drainage
corrections to a highly used connection between Snowmass Village and the
City of Aspen.
SCHMUESER iGORDON ! MEYER
E N G I N E e R S I S U R V E Y O R S
DEAN GORDON, RE.
PRINCIPAL, CHAIRMAN OFTHE BOARD AND RESORT DEVELOPMENTTEAM
LEADer, $CHMUESER GORDON meyer
Dean Gordon, professional engineer (P.E.) and co-founder of
Schmueser Gordon Meyer, has been practicing civil and sanitary
engineering since 1971. After receiving his degree in civil engineer-
ing from the University of Wisconsin, Gordon began his career in
engineering at the United States Public Health Service in Yuma,
Arizona. There hi practiced the design and installation of sanita-
tion facilities in both residential and commercial properties on
Native American reservations throughout the western United States.
After his work on various reservations, Gordon returned to the
University of Wisconsin at Madison to lead the redesign of the sani-
tary engineering facilities. As Project Team Leader, Gordon taught a
graduate course in the design of environmental facilities. He man-
aged the graduate student team in producing environmentally friend-
ly hazardous waste disposal sites and municipal landfills, industrial
wastewater and refuse and municipal treatment facilities.
Upon completion of the project, Gordon returned to the west and
settled in Glenwood Springs, Colorado. As a member of the Eldorado
Engineering Company, he worked as a project and design engineer in
charge of the planning, design and construction of municipal and
industrial water and wastewater systems, water resources engineer-
ing and subdivision development.
Gordon joined the Schmueser and Associates engineering firm in
1981 as principal engineer of the engineering and surveying divi-
sions. There he was responsible for the coordination of engineering
activities for the entire civil engineering division.
Five years later, Dean Gordon purchased the engineering and surveying
divisions of Schmueser and Associates with fellow engineer Louis
Meyer. Together they formed Schmueser Gordon Meyer, Colorado's
leading engineering firm on the Western Slope.
Today, Gordon acts as the chairman of the board of directors, principal
engineer and the Resort Development Team leader at SGM. As Resort
Development Team leader, Gordon directs engineering services tai-
lored to the resort development market, including site planning and
development, golf course communities, residential development, com-
mercial development and ski area base development.
i
E N G I N E E R S I SU RVEYORS
RONALD M. THOMPSON
SGM ENGINEERING PROJECT MANAGER
Education
University of Oregon
Landscape Architecture, B.A.
Professional Affiliations
American Planners Association
American Avalanche Association
Professional History
1985 - Present Schmueser Gordon Meyer, Inc. - Glenwood Springs, CO
Assistant Principal and Project Manager for a variety of land use and
construction projects. Work involves coordination with political entities,
clients and contractors to ensure the timely outcome of the final product.
1981 - 1985
Pitkin County, Colorado
Assistant County Engineer - Responsible for management of county road
system and review of engineering aspects of all public and private work
within the county. Coordinated design improvements for Pitkin County
Landfill.
1971 - 1981
U. S. Forest Service - Colorado and Oregon
Recreation Planner and Manager for high use recreation areas at Aspen,
Colorado and Mt. Hood, Oregon. In charge of all aspects of the recreation
programs, including supervision and inspection of ski lift operations and
avalanche control.
1967 - 1971 U.S. Air Force
Air Traffic Controller with one and one-half years of air traffic control in
Southeast Asia.
1966 1967 U.S. Forest Service - Oregon
Landscape Architect for the agency working on specific site master plan.
$CHMUESER iGORDON I MEYER
ENGINEERS[SURVEYORS
*~ROPOSAL
Propo~fl Time:
Propos~ Date:
4:00 pm
To:
~ PITY-~ ¢OU~V~ BOARD OF cOMM]SSlOI~m~S
o/o Bud Bylar P~tki~ County ~a~eer
76 8ervlee Ceat~r Road
Aspc~ CO 81611
2005 R~d Mountain R~on~'tio~ ~agineering 8ervieea
Red MouflOn Road
Pursua~ to a request by thc Pitlda Cmmty Cornm~ssioncrs, ~e ~i~ ~ ~ ~*min~ ~
all ~, ~lg ~R~, s~ ~ ~i~ t~ to ~ ~e wgk fm ~ pr~ ~
The project will b~ ~ompleted wi~Mn I[ 0 wort'ln.~ day~ ofi~itiafmg ~h~ W~k.
INCLUSION LIST
To further datify the figures listed on the Proposal Form, the Red Mountain Reconstuction
Engineering Services proposal includes the following:
Establishment of vertical and horizontal control mapping
Field work to identify topographic features sufficient to meet design criteria along
approximately 6,500 feet of roadway and within 40 feet of the centerline
Mapping to indicate special circumstances outside of design needs along the right-of-way
Contingency figure for limited right-of-way or easement acquisition
Snowmelt feasibility study
Removal and utility sheets
Roadway geometric, plan and profile sheets
Project cross sections at 50 foot intervals
Driveway detail sheets
Drainage details, plan and profile sheets to match historic flows
Subdrain details
Stormwater Management Plans and details
Complete Traffic Control Plans and Phasing Sheets
Landscape mitigation plan excluding temporary irrigation design
Approximately 1000-1200 LF of wall alignment plan and profile with design options
Approximately two days of subgrade investigation
Labratory testing to evaluate pavement and foundation design
Total of six meetings for field coordination and design review
Total of three public process meetings with appropriate displays
SCHMUESER :i GORDON I MEYER
ENOINEERSISURVE¥ORS
REQUEST FOR pROPOSALS
REQUEST FOR PROPOSALS TO PROVIDE
SERVICES FOR
2005 Red Mountain Reconstruction Engineering Services
Pitkin County is accepting proposals to provide qualified Engineer Services for the reconstruction of 1.2 miles
of Red Mountain road. More detailed information may 10c obtained by contacting:
Bud Eylar Pitkin County Engineer
76 Service Center Road
Aspen CO 81611
970-920-5206
Proposals must be received at the above address no later than 10:00 am, MST, on March 30, 2005, to be
considered.
Published in the Aspen Times and Valley Journal: March 7 and 14, 2005
*PROPOSAL FORM
Proposal Time: 10:00 am
Proposal Date: March 30, 2005
From:
To:
THE P1TKIN COUNTY BOARD OF COMMISSIONERS
c/o Bud Eylar Pitkin County Engineer
76 Service Center Road
Aspen, CO 81611
For:
2005 Red Mountain Reconstruction Engineering Services
Red Mountain Road
Pursuant to a request by the Pitkin County Commissioners, the undersigned proposer having examined the
Contract Documents, including the site of the proposed work and being fanu'liar with conditions surrounding the
construction of the proposed Project, including the availability of materials and labor hereby proposed to furnish
all labor, materials, supplies, services and supervision required to perform the work for the project identified
above and listed below and as detailed in the Contract Documents for the sum of:
The lump sum of
Reimbursable top-set of
List of reimbursables:
Dollars ($. )
Dollars ($
The project will be completed within
working days of initiating the Work.
VII -2
Description: Exhibit 'A'
ROADWAY ENGINEERING DESIGN FOR THE RECONSTRUCTIOIN OF RED MOUNTAIN
ROAD
1. Purpose:
The intent of this request for proposal (RFP) is to obtain written proposals and
statement of qualifications from qualified engineering firms. The proposals shall address
preliminary engineering and final design of improvements to Red Mountain Road between bridge
over Hunter Creek and stone pillars marked as private at the top of Red Mountain Road. The
design length is approximately 1.2 miles.
2/ Background information:
Red Mountain is a two-lane read that provides the only vehicle access to the City of
Aspen for over three hundred properties. The section of read from the bridge to the intersection of
Willoughby Way has curb and gutter placed on both sides for a short distance. The intersection at
Willoughby Way was built to match the steep grade of Red Mountain read. The sight distance up
Red Mountain is poor due to the numerous trees and shrubs. The steep grade is approximately 20
% with water percolating at the centerline near the top of the grade. The read grade then flattens
out for a short distance before entering a hairpin curve to the right then begins a climb up to a
second hairpin curve to the left. The road then continues to climb to the top of a 12% grade to the
end of the project limits. Water flows in the borrow ditch year round along the complete length of
read. There are areas where the road shoulders are sinking or are non-existent. The stability of
adjacent side slopes is in question. There are both public and private utilities within the read right of
way, as well as overhead lines throughout the area
The proposers should familiarize themselves with the project area. If requested, proposers may
schedule a site visit by contacting the Pitkin County Transportation Department @ 920-5397 or
920-5390, ~'"
3. Scope of Services:
The Scope of services shall include but not be limited to the following items:
· Geotechnical Report including borings and slope stability
· Detailed and complete Plans, Specification and Estimates
· Complete bid documents and forms
· Preliminary Method of Handling Traffic (MHT) report. This should include suggestions for
emergency response and evacuation during construction operations.
· Comprehensive drainage plan for the project
· Attendance at and preparation of exhibits for Public meetings with stakeholders. Meetings
to be scheduled in Aspen. (Assume 3 meetings)
· Detailed plan for reconfiguring the intersection of the intersection of Willoughby Way and
Red Mountain Road. This could include the regrading of approaches, installation of islands,
relocation of utilities and improving sight distance.
· Optional pedestrian walkway along one shoulder from Willoughby Way to Draw Drive.
· A cost benefit of snow melting the steep section of Red Mountain Road between Willoughby
Way and Placer Lane/Salvation Circle.
· If cost benefit of previous item is acceptable, a construct ability analysis of the snow melting
option should be completed.
· If preliminary design plans show the need for the acquisition of right of way or construction
easements, the engineer shall prepare the required drawings and documents.
VII -3
4. Consultant Qualifications:
The statement of Qualifications shall respond to each item outlined below within the
specific format described. Please limit response to the information requested. Submittals shall
be no more than ten (10) pages, whether single or double sided. Supplemental brochure
information will not be accepted.
4.1 Letter of interest:
4.1.1 Maximum of two (2) pages.
4.1.2 The letter of interest must include the firm's name, address, telephone number,
fax number and contact person.
4.1.3 A person authorized to bind the firm by contract must sign the letter of interest.
4.2 Firm Organization:
4.2.1 Type of Ownership-individual, partnership or corporation.
4.2.2 Number of years in business.
4.2.3 Listing of primary disciplines and services provided.
4.2.4 Present size of firm and breakdown by employee category.
4.2.5 State of financial condition/stability.
4.2.6 Financial references.
4.2.7 Insurance coverage in force (general liability, professional liability, automotive
liability, worker's compensation) and limits of same.
4.3 Project team:
4.3.1 Identify key personnel for this project, including Principal-in-Charge, Project
Manager for study for both phases of the project.
4.3.2 Include resumes for key personnel and their experience on comparable projects.
4.3.3 Identify sub-consultants to be utilized and their experience on comparable
projects.
4.4 Experience:
4.4.1 Provide a listing of representative projects including any government project to
include project name and location, brief description, completion date,
construction cost, client name and contact, client address and contact phone
number.
4.4.2 Provide a listing of representative current projects (at least three) to include
project name and location, brief description, anticipated completion date,
construction budget, client name and contact, client address, and contact phone
number.
4.4.3 The above project listings must show experience in engineering for a minimum
of two other projects of similar size.
VII -4
Time Schedule
The County will endeavor to use the following timetable:
March 16 Request for Proposals publicly advertised and direct solicitations mailed
March 24 Pre-bid at 10:00 am at Public Works 76 Service Center Road Aspen, CO 81611
AC'F- 4:
March 30 SEALED PROPOSALS MUST BE RECEIVED BY 10:00 AM, 3 COPIES AT Public
Works 76 Service Center Road Aspen, CO 81611
April 5 Meeting of Selection Committee; checking of references; selection of up to (2) firms to
interview if necessary
April 7 Interview with short-listed Proposer if necessary
April ~
April 14
April 25
Announcement of recommended top-ranked Proposer and Issue of Notice of Award
Contract negotiations
Issue of Notice to Proceed and commencement of operations by top-ranked
Proposer
July 31
Completion of all construction
6. 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 cdteda and relative importance (or as the same may be
amended or supplemented by published secondary selection criteria, if any):
1. Professional quality of proposal to the purpose and requirements of this project 10 %
2. Qualification of the firm, including experience with similar services in similar environments. 10 %
3. Qualification of the personnel that will be assigned to this project, including experiences with similar w
10 %
4. Compensation or payment proposal 50 %
5. Relevant, recent references. 10 %
6. Proposed work schedule of work 10 %
7. SELECTION COMMI'I-rEE
Bud Eylar Pitkin County Engineer
Bert Pearce Public Works Technician
Temple Glassier Deputy Public Works Director
Nonvoting counsel to the Selection Committee:
County Attorney
2. Communication 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.
8. Contract
Upon selection of a top-ranked Proposer, negotiations will commence immediately for a contract
with terms to be consistent with this Request for Proposals and the information included herewith.
Any contract entered into between the County and the selected Proposer shall include the
"Required Clauses," as set forth as a requirement in the Pitkin County Procurement Code.
VII -6
(BREAKDOWN OF SPECIFICS FOR PROPOSALS)
It is further understood that the right is reserved by the Owner to reject any and all proposals and it is agreed that
the proposals may not be withdrawn for a period of tan (10) days from specified time for receiving proposals.
The undersigned agrees that upon notification of acceptance of this proposal, it will execute a Contract for the
above stated work for the above compensation within the scheduled mutually determined.
The proposer hereby certifies:
1. That this proposal is genuine and is not made in the interest of or on behalf of an undisclosed person,
firm or corporation and is not submitted in conformity with any agreement of roles of any group,
association, or corporation.
2. That it has not directly or indirectly induced or solicited any other proposer to put in a false proposal.
3. That it has not solicited or induced any person, firm, or corporation to refrain fi'om proposing.
The Proposer acknowledges receipt of Addenda's Nos.
The right is reserved to waive any informalities and to reject any Proposal.
(Type/Print name under all signatures)
Dated this
(Corporate seal) THE PROPOSER
day of ,2005
SIGNATURES: If the proposal is being submitted by a Corporation, the proposer 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.
(Attach addition sheet for Suggested Cost Savings Alternatives)
(Revised 2/26/02)
INSTRUCTIONS TO PROPOSERS
FOR PITI<UN COUNTY CONTRACTS
For the Project Entitled: 2005 Red Mountain Reconstruction Engineering Services
Date of Proposal Opening: March 30, 2005
A "proposal" is a responsive, conforming, unconditional, complete (in ink or typewriter), legible
and properly executed offer on the form supplied to do the work called for in the Request For
Proposals (and plans and specifications) for the compensation specified. For the purposes of
this document and the procedures specified herein, a "proposal" shall be subject to the same
procedural requirements and where only one such term is used, the other is to be implied, as
applicable, unless otherwise noted.
Proposals must be submitted in sealed opaque envelopes and submitted at the time and place
designated in the Request for Proposals (RFP). Proposal envelopes must be clearly marked on
the front of the envelope as a "sealed proposal" with the project name and the name, contact
person, mailing address and telephone number of the proposer.
It shall be the responsibility of the proposer to insure that the proposal document 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 proposer returned
immediately without being considered a proposal.
If specified in the Request for Proposal, parties who request packages of proposal documents
will be required to pay a fee or place a deposit for the document package. All parties who
actually receive packages must sign a list and leave the name of the potential proposer, along
with the name of a contact person, address and telephone number for the purpose of
dissemination of Addenda or additional proposal information.
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 specifica-
tions). 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).
The signer of the Proposal must initial any Eherefore[3tions, 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.
No reimbursement will be made by the County for any costs incurred in the preparation of a
statement of qualifications, or proposals, or attendance at a site inspection, pre-bid conference or
interviews.
VII -8
No person, fLrm or corporation 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, or
corporation who has submitted a subproposal to Proposer, or who has quoted prices on materials
to a Proposer, is not hereby disqualified fi:om submitting a subproposal or quoting prices to
other Proposers.
If any person contemplating submitting a Proposal is in doubt as to the hue meaning of any part
of the Drawings, Specifications or other Proposal or Contract Documents, or finds discre-
pancies, 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.
Proposers may propose substitute materials or techniques if such substitution is equal to or
better than the materials or techniques called out in the plans and specifications 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.
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. Neither the Owner nor the
Procurement Officer will be responsible for any information, representations, explanations or
interpretations of the Contract Documents not in written addenda.
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 to all parties receiving a set of Proposal
documents.
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.
Any addenda issued during the time of the proposal process, or forming a part of the Contract
Documents, shall be covered in the Proposal, and shall be made a part of the Contract. Receipt
of each Addendum shall be acknowledged in the Proposal.
If specified in the Project RFP, a request for qualifications may precede the ITB/RFP process.
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, 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 the other Contract Documents, and
will fumish, if required by the proposal or contract documents, 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
lowest responsive 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 guaranties
will be returned.
VII -10
Proposer also, if required by the Proposal Documents, will fully complete and submit with the.
proposal a Pitldn County Qualification Statement, or an updated Statement if one is already on
file. Pitldn County reserves the fight to pre-qualify proposers based on said qualification
statements.
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 contractor or supplier, it shall notify the proposer and the proposer may then: (a)
withdraw his proposal; or (b) substitute an acceptable contractor or supplier. If required by the
Contract Documents, subcontractors may be required to submit a Contractor's Qualification
Statement.
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.
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.
All names must be typed or printed below the signature.
Proposer acknowledges that this proposal is solicited and submitted subject to the requirements
of the "Pitkin County Procurement Code," (Section 8.5 of the Pitkin County Home Rule
Charter; Resolution No. 82-37, April 12, 1982, copies available 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.
The proposer shall immediately nohfy 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 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.
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 and required clauses and 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.
All proposals will be opened and read in public. 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.
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, evaluated, recommended
and submitted to the Board of County Commissioners for final approval at a regular meeting.
Proposals will be awarded to the lowest responsible and responsive proposer complying with the
terms, conditions, guidelines, selection criteria, plans and specifications presented in the
Request For Proposals, and these Instructions. All fights 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 project budget.
Although price may be a major consideration in the award of contract, the County does not
award on prices alone. The County also considers the quality of product as judged by the
County; past experience with same proposers, subcontractors, products or suppliers;
qualifications of the proposers and/or subcontractors or suppliers; services offered; warranties;
maintenance considerations; long-range costs; delivery; and similar considerations, all as
specified in detail in the Project RFP.
The County reserves the absolute fight 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 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.
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.
Pitkin County reserves the fight, 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, conclusionary, false or misleading information provided by proposer shall be
grounds for rejection of the proposal. If proposals are rejected, the County further reserves the
fight to investigate and accept the next best proposal in order of ranking or to reject all proposals
and m-solicit for additional proposals.
Any questions or disputes involving the documents or procedures not covered by these
Instructions or other proposal documents, shall be resolved by the above-named Procurement
Vii -11
Officer on the basis of fairness, custom in the industry, maximization of competition and best
interests and convenience of thc 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 subject to approval by the Board of County
Commissioners.
8. Contracts will be executed on standard Pitkin County Contract documents including the County's
"Required Clauses" and/or by separate agreement with the proposer. Copies of any applicable
standard forms are included with the proposal documents. The County reserves the fight to negotiate
with the proposer for contract terms not specified in the Proposing Documents.
9. If the 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 services or materials and shall not be obligated to provide services or
materials for which funds have not been appropriated.
VII -12
Rev. 8/2004
CONTRACT FOR PROVISION OF SERVICES
THIS CONTRACT is made and entered by and between the Pitkin County Board of County
Commissioners ("County") and (INSERT NAME AND ADDRESS OF CONTRACTOR/CONSULTANT--
USE CORRECT LEGAL ENTITY) (hereinafter "Contractor").
1. Term. The term of this contract is fi.om to
[At the expiration of the initial term, the contract may be extended for an additional term of
years by the express written consent of both parties.
2. Contractor's Obligations. Contractor shall provide the obligations requirements in Exhibit 'A'.
3. 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 2. It is
expressly understood and agreed that in no event will the total compensation and reimbursement to be paid
hereunder exceed the sum of $ 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, but any payment by the County may be offset by any amount the Contractor owes the County for
any reason. Payment of five percent (5%) of each invoice will be withheld by the County until the Contractor's
obligations are completed [or each task is complete. In the event the Contractor incurs time and expenses in
excess of the total compensation stated above, no compensation for said additional time and expenses shall be
required to be paid by the County without written amendment to this contract executed by the County.
4. 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.
5. Pitkin County's Obligations. Pitkin County shall administer this contract through a County
Representative. Bud Eylar, County Engineer will manage the project as the County's Representative. In the
event that Bud Eylar, County Engineer is not available, Bert Pearce, Public Works Technician 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.
6. 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 unfmished 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. Not withstanding 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 -13
7. Independent Contractor Status.
A. The parties to this contract intend that the relationship between them contemplated
by the contract is that of independent Contractor. Contractor, and any agent, employee, or servant of
Contractor shall not be deemed to be an employee, agent, or servant of Pitkin County.
B. Contractor is not required to offer his services exclusively to Pitkin County under
this contract. Contractor may choose to work for other individuals or entities during the term of this
contract, provided that the basic services and deliverable products required under this contract are
submitted in the manner and on the schedule defined under this contract.
C. Contractor warrants that all work produced will conform to all applicable industry
standard of care, skill and diligence in the performance of Contractor's obligations under this
contract.
D. Contractor shall not attempt to oversee or supervise the work or actions of any Pitkin
County employee, servant or agent in the course of completing work under this contract.
E. Contractor is not entitled to any Workers' Compensation benefits through Pitkin County
and is responsible for payment of any federal, state, FICA and other income taxes.
8 Assignablilitv. This contract is not assignable by either party. Any use of subcontractors by the
Contractor for performance of this contract must be accepte, d in writing by the County.
9. Bindin~ Arbitration. Any disputes arising out of this contract shall be subject to binding
arbitration. The parties agree that any disputes concerning the terms and conditions of this contract shall be
submitted and finally settled by arbitration. Arbitration shall be conducted pursuant to the rules of the
American Arbitration Association and shall be presided over by the Pitkin County Hearing Officer appointed
to arbitrate Pitldn County contract disputes. Costs of the arbitration shall be awarded to the substantially
prevailing party.
10. Sevcrability. 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
11. 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.
Vll -14
12. Indemnity.
A. The Contractor (including, by definition here and hereinafter, its officials, employees,
agents and representatives, subcontractors and suppliers), shall and hereby does release, discharge,
inderrmify and hold harmless the County of Pitldn and its officials, employees, agents and representa-
tives from and against liability for any claim, demand, loss, damages, penalty, judgment, expenses, costs
(including costs of investigation and defense), fees (including reasonable attorney and expert witness
fees) or compensation in any form or kind whatsoever for any bodily injury, death, persmaal injury or
property damage arising out of or in cgnnection with any negligent act, intentional act, error or omission
VII -15
by the Contractor, and for any consequential liability alleged to accrue against the County on account of
the Contractor's acts, errors or omissions; provided, however, that such indemnity shall not be con-
stmed as an indemnity for bodily injury or property damage arising from thc sole negligence of the
County or its employees.
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.
13. Insurance.
A. In whole or in part, the Contractor shall secure and maintain for the term of its
contractual relationship with the County such insurance policies, from companies licensed in the
State of Colorado, as will protect itself, the County and others as specified, fi.om claims for bodily
injuries, death, personal injury or property damage, which may arise out of or result from the
Contractor's acts, errors or omissions. The following insurance coverage, at or above the limits
indicated and including such endorsements as are indicated by an "X", are required:
Statutory Workers' Compensation: Colorado statotory minimums
Commercial General Liability- ISO 1998 Form or equivalent
ffftth County named additional insured)
Each Occurrence Limit $1.000.000.00
General Aggregate Limit $2,000,000.00
Products/Completed Operations Aggregate Limit $2,000,000.00
Comprebensive Form (All risks) to include (place X by applicable provisions]: X Premises/Operations
Underground, Explosion & Collapse Ha~,ard
X Products/Completed Operations
Contractual Liability
X Independent Contractors and Subcontractors
X Broad Form Property Damage
X Personal Injury
Business Auto Coverage:
Combined Single Limit Liability (each accident)
Including all owned, non-owned, and hired vehicles.
$1,000,000.00
Special Coverages (check as appropriate and insert amount):
(1) Performance Bond
Labor and Material
Payment Bond
X
(2) Professional Errors and Omissions
(3) Aireraf~ Liability
(4) Owner's Protective
(5) Builder's Risk
(6) Boiler and Machinery
(7) Loss of Use Insurance
(8) Pollution Liability
$1,000,000.00
(9) Crime, including Employee Dishonesty Coverage, or Fidelity Bond
B. Proof of Insurance:
1. To provide evidence of the required insurance coverage, copies of
Certificates of Insurance in a form acceptable to the County shall be filed with the
County through the representative identified in Paragraph 5, no later than ten (10)
calendar days prior to commencement of operations affecting the County. Failure to
file or maintain acceptable Certificates of Insurance with the County is agreed to be a
material breach of any contract. These Certificates of Insurance shall contain a
provision that coverage afforded under the policies will not be canceled or materially
altered unless at least thin'p/(30) calendar days prior written notice by certified mail,
return receipt requested (effective upon proper mailing), has been sent to the
Procurement Officer. (For purposes of this provision, "materially altered" shall
mean a change affecting the coverage's required herein, including a change to policy
limits as set out in the then-current policy declarations page).
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 pohcy limits.
In addition, these Certificates of Insurance shall contain the following clauses:
a. The clause "other insurance provisions," in a policy in which the
County of hthn holds a Certificate, shall not apply to the County of Pitkin.
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 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 thereafier.
4. The County reserves the right to request and receive a copy of any policy and
any pohcy endorsement at any time during the term 6f this contract.
14. 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.
15. 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 reason-
able times, for the purpose of determining, by accepted accounting and auditing standards, compliance with
all provisions of the contract and applicable law.
VII -16
16. 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 Pitldn County, Colorado.
17. Attorney's Fees. In the event that legal action is necessary to enforce any of the provisions of
this contract beyond the arb/la'al/on described in Paragraph 9, the substanl/ally prevailing party shall be entitled
to its costs and reasonable attorney's fees.
18. Governmental Immunity. Contractor agrees and understands that Pitldn County is relying on
and does not waive, by any provision of this contract, the monetary limitations or terms (presently
$150,000.00 per person and $600,000 per occurrence) or any other fights, immunities, and protections
provided by the Colorado Governmental Immunity Act, 24-10-101, et. Seq., C.R.S., as from time to time
mended, 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 indenmifical/on 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.
19. 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 Pitldn 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 chargc or requirement in any ensuing fiscal year beyond the then
current fiscal year of Pitkin County. No provision oftbe contract shall be construed or interpreted as creating
a multiple-fiscal year direct or indirect debt or other financial obligation of Pitldn 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 Pitldn 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 bom any class or source of Pitkin County's money.
20. Notice. Any written notice required by this contract shall be deemed delivered through any
of the following: (1)hand delivery to the person at the address below; (2) delivery by facsimile with
confirmation of receipt to the fax number below; or (3) within three (3) days of being sent certified first class
mail, postage prepaid, return receipt requested addressed as follows:
To Pitkin County
Bud Eylar Pitldn County Engineer
76 Service Center Road
Aspen, CO 81611
with copies to:
Pitkin County Attorney's Office
530 E. Main Street, #302
Aspen, Colorado 81611
Fax: 970-920-5374
Fax: (970) 920-5198
To Contractor:
(CONTRACT TO, CONTACT, ADDRESS AND FAX)
VII -17
IN wrrNESS WHEREOF, the parties have executed this contract as 0f the date first set out herein above.
CONTRACTOR:
By:
Title
Date
PITKIN COUNTY:
By:
Department Head Date Section Head Date
VII -18
Print on letterhead
Date:
NOTICE OF AWARD
TO:
The Owner, having duly considered the Proposal submitted on , for the work covered by the
Contract Document titled in the amount of
, and it appearing that the Price and other information in your Proposal Form is fair,
equitable and to the best interest of the Owner, the offer in your Proposal Form is hereby accepted.
In accordance with the terms of the Contract Documents, you are required to execute the Agreement in three
copies within ten (10) consecutive days from and including the date of this Notice of Award.
In addition you are required to furnish in the said time Certificates of Insurance evidencing compliance with
the requirement for insurance as stated in the Contract Documents to Bud Eylar Pitldn County Engineer 76
Service Center Road Aspen, CO 81611 Fax: 970-920-5374.
PrrKiN COUNTY
By:.
Bud Eylar Pitkin County Engineer
:ACCEPTANCE OF NOTICE
Receipt of the above Notice of Award is hereby acknowledged
By this day of ,2005.
Title
VII -1~
?
~.
C/
/~~
EXHIBITB
RED MOUNTAIN ROAD
ENGINEERING DESIGN PROJECT
ADDENDUM #1
Monday, March 28, 2005
TO: PLAN HOLDERS OF THE RED MOUNTAIN ROAD ENGINEERING DESIGN
PROJECT.
Company
DHM Design
Schnm~er-Gordon Meyer
Aspen Emthmoving LLC
Gamba & Assc
High Country Engineering
High Counmy Enginee~g
Sopris Engineering
TCB
PBS&J
PBS&J
Carter & Burgess, lac
Carter & Burgess, Inc.
Lofts Engineering
Design Mechanical
Contact Name
Laura Kirk
Ron Thompson
Bobbe Holmes
Nathan Bell
Frank I-Iarrington
Dan Dennison
Mark
Steve Haynes
David Sprague
Mark Miller
Tony Marcello
P. Scott Cary
Tom Newland
Bob Statler
Fax Number
963-6522
945-5948
963 -2247
945-1410
945-2555
945-2555
704-0313
945-5365
303-221-7276
303-221-7276
720-359-3090
303-820-4819
927-4645
970-328-1118
This letter is to clarify the Request for Proposal on the RED MOUNTAIN ROAD
ENGINEERING DESIGN PROJECT, recently submitted to your company for review.
The following clarifications or changes are required.
1. Proposals submittals for the Red Mountain Road Engineering Design project have
been changed from 10:00 am, Wednesday March 30, 2005 to 10:00am, on Monday,
April 4, 2005.
2. Project submittals has changed to the following:
5. Revised Time Schedule (page VII-5 of RFP)
The County wffi endeavo~ to use the following revised timetable:
March 16 Request for Proposals publicly advertised and direct solicitations mailed
March 24 Pre-bid at 10:00 am at Public Works 76 Service Center Road Aspen, CO 81611
March 31 '
Deadline for questions and clarifications is noon on March 31't, 2005.
Addendum #2 will be sent to all Proposers' by 5:00 pm on that same day.
Questions shall be directed to Bud Eylar at 970-920-5206 or e-mail to
bude~cLaspen.co.us.
April 4 SEALED PROPOSALS MUST BE RECEIVED BY 10:00 AM, 3 COPIES
AT Public Works 76 Service Center Road Aspen, CO 81611
April 8 Meeting of Selection Committee; checking of references; selection of up to
(2) firms to interview ff necessary
April 12 Interview with short-listed Proposer ff necessary
April 15 Announcement of recommended top-ranked Proposer and Issue of Notice of Award
April 18 Contract negotiations
April 28 Issue of Notice to Proceed and commencement of operations by top-ranked Proposer
July 31 Completion of all construction
3. Due to a request for copies of the photos from the presentation given at the Pre-
Proposal Conference, the County will send copies of those photos electronically. Due
to the limited time the County will notbe mailing these out to Proposer's. To make
this request send an e-mail to b~n!~ci.as;~en.co.us and he will send them to you
through e-mail.
4. All other clarifications will be addressed in an addendum by 5:00pm, on March 31
Thank you for reviewing this Request for Proposals and considering submitting a bid. If
you have any further questions concerning the proposal documents or this letter clarifying
what is required, pleaSe contact me.
Bud Eyl~, R~om~ Road Proj~t M~g~
2005 RED MOUNTAIN
RECONSTRUCION ENGINEERING SERVICES
ADDENDUM #2
Thursday, March 31, 2005
PLAN HOLDERS FOR THE 2005 RED MOUNTAIN RECONSTRUCTION ENGINEERING
SERVICES
Company Contact Name Fax Number
DHM Design
Schumser-Gordon Meyer
Aspen Earthmoving LLC
Gamba & Assc
High Country Engineering
High Country Engineering
Sopris Engineering
TCB
PBS&J
PBS&J
Ca~er & Burgess, Ine
Carter & Burgess, Inc.
Lofts Engineering
Design Mechanical
Laura Kirk
Ron Thompson
Bobbe Holmes
Nathan Bell
Frank Harrington
Dan Dennison
Mark
Steve Haynes
David Spmgne
Mark Miller
Tony Mareello
P. Scott Cary
Tom Newland
Bob Statler
963-6522
945-5948
963-2247
945-1410
945-2555
945-2555
704-0313
945-5365
303-221-7276
303-221-7276
720-359-3090
303 -820-4819
927-4645
970-328-1118
This letter is to clarify the Request for Proposal on the 2005 RED MOUNTAIN
RECONSTRUCTION ENGINEERING SERVICES, recently submitted to your company for
review. The following clarifications or changes are required.
The intent of the project is to correct all drainage and in'igation issues, sight distance
lira{ration areas, intersection needs, slope erosion, geotechinieal assessment, final pavement
design and road way rebuild as needed.
ADDENDA ITEMS: RFP CLAIRFICATIONS:
1. The Proposer will be responsible for obtaining and overseeing all surveying
services required to complete the project and shall be included in the proposal.
2. Pitkin County last year completed right-of-way records for Red Mountain Road,
which will be available to the successful Prpposer. If the project requires right-ob
way acquisitions, Pitkin County will provide the title work but the Proposer will
be responsible preparing all map and exhibit docments needed for right of way
or const,uction easements acqaisition. ?i-tkin County will be responsible for the
acquisition. Exiting right of-way along R_ed Mountain Road varies from 40'-60'.
3. AsperffPitk/n County GIS department has mapping available for the project;
however, the Proposer will be repomible for requesting maps and paying all
associated fees.
4. The only alternate on'this RFP is lhe feas.~ility and possible installation of a
snowmelt system on the steep section of~e road. Snowmelt feasibility option
shall be a lump sum. Cost of stuffy based on collecting information for
construction of snowmelt portion. Estimated snowmelt cost for operation,
maintenance and usefnl life. Proposed eo~t saving to Pitldn County and any other
associated costs. The distance for sn0wm¢lt between Willoughby Way and Placer
Lane is two tenths of a mile.
5. Open ditch redesigns on steep section to I~e a pedestrian walk way rather than a
bike path. Pedestrian walkway on the soxafla side will not require snowmelt but is
to be included in the proposal price.
6. Pitldn County Engineer or designee wSll coordinate all aspects of the Project.
7. Proposer may provide a "financial slatem.mt" rather than what was required in the
RFP.
8. The Project Budget is $2M, which imled es construction.
9. The Preliminary Design DeadLine is lrlF 31,2005; it is the pjtldn County's
intention to complete all drainage imp~e~rements in 2005, and completion of the
project by the fall of 2006. Final draiaageplan shall be completed by July 31,
2005.
10. The Proposer is responsible for gaining a~ccess to private property for all survey,
driveway improvements and temporary cen,stmction easements however, if it
becomes necessary Pitkin County will assd~t.
11. Driveway reconstruction will only be to rSght of way line. If design is required
beyond right of way, Proposer will nee~t t0 contact property owners. Individual
homeowner requests for improvem~~nts mast be done outside the PitkJn County
contract.
12. Pitldn County will send Out all notices 5~rpublic meetings, as requested by the
Proposer. Pitkin County will assist ia pro;uring meeting space as needed.
13. PitkJn County will try to have a stagiag a~a for contractor, but cannot guarantee
the space.
14. Pitkin County will provide informati0~ for all effected "Ditch companies" within
the project limits. Proposer is responsible obtaining best construction time with
water shut off date, information to be incL,_tied in bid documents.
15. Landscape and revegetation axe part of the project, including the
removal]replacement of tree's and vegelation according to Pitkin County code.
16. Pitldn County provided a utility coniact list; it is the Proposer's responsibility to
work directly with individual utilities to get mapping and other required
information.
17. Design improvements to intersectio~a of]R.ed Mountain and Wrights Road need to
be addressed.
18. Design specification shall be a modified 1,0¢al access with a design speed of 25
mph as per the Pitkin County Asset Ma-aa-cement Plan.
19. Design to address the two new ddvewaJs t~at are to the left and near the top.
20. Area of bank stabilization is estimate tob~ within right of way but will need to be
confirmed as such.
2
21. The fee is weight as 50% based on total cost of project design.
22. Minimum required design submittals should be preliminary design, final design
plans, and specifications and estimates and any other contract bid documents.
23. In exhibit 'A' 4. Consultant Qualification: the ten-page limit is now limited to
twenty pages.
24. New deadline for proposals is 4:00 pm on Monday April 4. Addendum 3 will be
submitted by 5:00 pm on Thursday March 31, 2005, if required.
25. Pitkin County is not looking at an entire storm sewer system to separate the
irrigation flows from the storm runoff.
26. Drop inlets are to be addressed during the drainage design phase of project.
Attachments:
Utility Contact List
Ditch Company Contact List
Thank you for reviewing this Request for Proposals and considering submitting a bid. If
you have any further questions concerning the proposal documents or this letter clarifying
what is required, please contact me.
Sincerely,
Bud Eylar', R~ed Mountain Road Project Manager
3
*PROPOSAL FORM
Proposal Time:
Proposal Date:
4:00 pm
April 4, 2005
From:
THE PITKIN COUNTY BOARD OF COMMISSIONERS
c/o Bud Eylar Pitkin County Engineer
76 Service Center Road
Aspelh CO 81611
For:
2005 Red Mountain Reconstruction Engineering Services
Red Mountain Road
Pursuant to a request by the Pitkin County Commissioners, the undersigned proposer having examined the
Contract Documents, including the site of the proposed work and being familiar with conditions surrounding the
construction of the proposed Project, including the availability of materials and labor hereby proposed to finnish
all labor, materials, supplies, services and supervision required to perform the work for the project identified
above and listed below and as detailed in the Contract Documents for the sum of.'
The lump sum of
Reimbursable top-set of
List of reimbursables:
Snowmelt feasibility study lump sum of
Dollars ($ )
Dollars ($ )
Dollars($ )
The project will be completed within
working days of initiating the Work.
E IBIT B
2005 RED MOUNTAIN
RECONSTRUCION ENG/NEERING SERVICES
ADDENDUM #3
Thursday, March 31, 2005
PLAN HOLDERS FOR THE 2005 RED MOUNTAIN RECONSTRUCTION ENGINEERING
SERVICES
Company Contact Name Fax Number
DHM Design
Schumser-Gordon Meyer
Aspen Earthraoving LLC
Gamba & Assoc
High Country Engineering
High Country Engineering
Sopris Engineering
TCB
PBS&J
PBS&J
Carter & Burgess, Ine
Carter & Burgess, Inc.
Loris Engineering
Design Mechanical
Laura Kirk
Ron Thompson
Bobbe Holmes
Nathan Bell
Frank Harrington
Dan Dennison
Mark
Steve Haynes
David Sprague
Mark Miller
Tony Marcello
P. Scott Cary
Tom Newland
Bob Statler
963-6522
945-5948
963-2247
945-1410
945-2555
945-2555
704-0313
945-5365
303-221-7276
303-221-7276
720-359-3090
303-820-4819
927-4645
970-328-1118
This letter is to clarify the Request for Proposal on the 2005 RED MOUNTAIN
RECONSTRUCTION ENGINEERING SERVICES, recently submitted to your company for
review. The following clarifications or changes are required.
The intent of the project is to correct all drainage and irrigation issues, sight distance
limitation areas, intersection needs, slope erosion, geotechinical assessment, final pavement
design and road way rebuild as needed.
ADDENDA ITEMS: RFP CLAIRFICATIONS:
1. Roadside ditches may be open or have to be piped depending upon geotechinieal
assessment and drainage design requirements.