2025-001 ECSO Evidence Storage Facility.doc

COUNTY OF ELBERT

215 Comanche Street

Mike Buck, Commissioner District 1

P.O. Box 7

Dallas Schroder, Commissioner District 2

Kiowa, Colorado 80117

Byron McDaniel, Commissioner District 3

Request for Proposal ECSO Evidence Storage Facility – RFP No. ECSO-2025-001

ESTIMATED RFP SCHEDLE OF EVENTS

Bid SUBMISSION DEADLINE/Location:

Finance Office, 214 Comanche Street, Kiowa CO 80117 Wednesday, December 3, 2025 @ 3pm MST

BID OPENING LOCATION:

BOCC Meeting Room, 215 Comanche Street, Kiowa CO 80117 Wednesday, December 3, 2025 @ 3:30pm MST

BIDDER'S CERTIFICATION

We offer to furnish to Elbert County the materials, supplies, products and/or services requested in accordance with the specifications and subject to the terms and conditions of the purchase(s) described herein:

BIDDER:

ADDRESS:

CITY: STATE:

ZIP:

TELEPHONE NUMBER:

FAX NUMBER:

EMAIL:

BY:

(Printed or Typed Name) (Written Signature)

TAXPAYER I.D. NUMBER:

Signature constitutes acceptance of all terms and conditions listed on this form and all documents attached.

Bids shall be delivered to the County’s finance department (you must provide both email, and physical copies) by the cutoff date and shall be date and time stamped upon receipt to ensure compliance with the bid deadline. Bids physically delivered to the finance department at 214 Comanche St. PO Box 7, Kiowa, CO 80117 must be physically handed to a finance department or individual designated by the finance department to receive bids within the bid period. Bids emailed to the finance department with the subject line “Proposal - ECSO Evidence Storage Facility – RFP No. ECSO-2025-001” shall be sent to accountspayable@elbertcounty-co.gov. Elbert County reserves the right to reject any or all bids or accept any presented which meet or exceed the specifications which are deemed to be in the best interest of Elbert County and will not necessarily be bound to accept the low bid. The County also reserves the right to waive formalities or informalities contained in said bid, and to negotiate any optional items with the successful bidder.

BID CONDITIONS AND PROVISIONS:

All bids must be submitted on the forms provided and in accordance with all terms, conditions, specifications, and stipulations contained herein. Bidders shall carefully read and be familiar with all terms, conditions, specifications, and stipulations contained in this RFP, which shall become part of the final contract.

All bids must be signed by a duly authorized official of the company. The completed and signed bid must be returned to the Finance Department on or before the due date and time shown on Page 1.

All participating bidders, by their signature hereunder, shall agree to comply with all the conditions, requirements and instructions of this RFP as stated or implied herein. Any alteration, erasure or interlineation by the bidder in this RFP shall constitute cause for rejection by the County. Exceptions or deviations to this RFP must not be added to the RFP pages but must be on company letterhead and accompany the bid response. Should the County omit anything from this RFP that is necessary to a clear understanding of the work, or should it appear that various instructions are in conflict, then the bidder shall secure written instructions from the County at least forty-eight (48) hours prior to the time and date of the bid opening shown on Page 1.

All bidders are required to complete all the information requested in this RFP. Failure to do so may result in the disqualification of the bid. When omitting a bid on an item, please insert the words “NO BID”.

Prices stated must be in the units specified. In the case of a discrepancy between the unit price and extension, the unit price shall be considered correct. Minor details omitted by oversight will not constitute an excuse for their omission.

Bids shall be firm quotations subject to acceptance or rejection within sixty (60) days of the bid opening date.

A bidder may withdraw their bid at any time prior to the scheduled time of receipt; however, persons or firms withdrawing bids may not submit another bid in this matter.

The County reserves the right to negotiate optional items and/or services with the successful bidder.

The successful bidder may be required to provide proof of and the required limits of liability insurance, including Workers’ Compensation. This proof of insurance must be in the form of a “Certificate of Insurance” and must show coverage in the amounts, but not less than the amounts specified by the Laws of the State of Colorado for the duration of a contract issued because of this RFP. Additionally, the County will be notified of any changes occurring in this coverage while proving to the County that such changes do not in any way affect the minimum liability insurance required for this bid.

The County will not be responsible for any goods delivered or services performed without its purchase order, signed by an authorized representative of the County’s Finance Department.

All information submitted in response to this RFP may be subject to disclosure under the Open Records Act. Bidders are discouraged from providing information that the bidder considers confidential and/or privileged as part of a response to this invitation.

The successful bidder may be required, as a provision of this RFP, to submit proof of compliance with governmental health and safety codes, regulations and standards, as appropriate.

The County reserves the right to waive any technical or formal errors or omissions and to reject any and all bids, or to award a contract for the items herein, either in part or in whole, if it deems it to be in the best interest of the County to do so.

The successful bidder shall be in complete compliance with all of the specifications, terms and conditions of this RFP as outlined above. The County shall have the right to inspect the facilities and equipment of the successful bidder to ensure such compliance.

No bid shall be accepted from, and no contract will be awarded to, any person, firm or corporation that is in arrears to Elbert County, upon debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the County, or that has failed to attain or demonstrate compliance with any law, ordinance, regulation, or contract term or condition as may be provided for or required in any County contract, or that may be deemed irresponsible or unreliable by the County. Bidders may be required to submit satisfactory evidence that they have practical knowledge of the work bid upon and that they have the necessary financial resources to perform and complete the work outlined in this RFP.

The contractor agrees to abide by all the laws, regulations and administrative rulings of the United States, the State of Colorado and the County of Elbert, securing all necessary licenses and permits in connection with this RFP.

All materials furnished or services performed under the terms of a contractual agreement issued because of this RFP shall comply with the requirements and standards specified in the Williams-Steiger Occupational Safety and Health Act of 1970 (Public Law 91- 596), as well as with other applicable federal, state and local codes.

In the event that this RFP requires a formal contract to be prepared by the County, the successful bidder will properly sign and furnish any performance bonds, insurance, Workers’ Compensation, etc. as may be required by the County within ten (10) days (unless a longer period is allowed by the County) from the date of receipt of the formal contract forms.

All bidders must take into consideration that only the County’s contract documents will be used in the finalization of any agreement issued because of this RFP. Bidders are responsible for reviewing such documents prior to submitting their response.

All bidders must submit written disclosure of any known potential conflicts of interest that may result during the course of performance of the services listed herein.

ETHICAL STANDARDS:

It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other capacity in any proceeding of application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or RFP therefore.

It shall be a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher-tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

In the event that any gratuities or kickbacks are offered or tendered to any County employee or representative, the bid response shall be disqualified and shall not be reinstated.

NON-COLLUSIVE BIDDING CERTIFICATION:

By the submission of this bid, the bidder certifies that:

1. The bid has been arrived at by the bidder independently and has been submitted without collusion with any other bidder.

2. The contents of the bid have not been communicated by the bidder; nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surety on any bond furnished herewith and will not be communicated to any such person prior to the official opening of this bid.

3. No bidder shall submit more than one bid, to include alternate bid or bids, for this purchase

NON-DISCRIMINATION IN EMPLOYMENT:

In connection with the performance of work under a contract issued as a result of this RFP, the contractor agrees not to refuse to hire, discharge, promote or demote, or to discriminate in matters of compensation against any person otherwise qualified, solely because of race, color, religion, national origin, gender, age, military status, sexual orientation, marital status, or physical or mental disability. The contractor further agrees to insert the foregoing provision in all subcontracts hereunder

INDEMNIFICATION:

Indemnification by the County. The County cannot and by this agreement does not agree to indemnify, hold harmless, exonerate or assume the defense of the bidder or any other person or entity whatsoever, for any purpose whatsoever.

Indemnity. The bidder shall defend, indemnify and hold harmless the County, its officers, agents and employees from any and all claims, demands, suits, actions or proceedings of any kind or nature whatsoever, including Workers’ Compensation claims, in any way resulting from or arising out of any agreement issued as a result of this RFP; provided, however, that the bidder need not indemnify or save harmless the County, its officers, agents and employees from damages resulting from the negligence of the County’s officers, agents and employees.

INDEPENDENT CONTRACTOR:

Notwithstanding any provision of this Agreement, all personnel assigned by the Consultant to perform work under this Agreement shall be and remain at all times, employees of the Consultant for all purposes. THE INDEPENDENT CONTRACTOR IS NOT ENTITLED TO WORKERS’ COMPENSATION BENEFITS THROUGH THE COUNTY AND IS OBLIGATED TO PAY FEDERAL AND

STATE INCOME TAX ON ANY MONIES EARNED PURSUANT TO THE CONTRACT RELATIONSHIP.

ASSIGNMENT OF PURCHASE ORDER OR CONTRACT:

A supplier or contractor may not assign or otherwise transfer any of its rights or obligations under any purchase order or contract made and entered into pursuant to the County RFP without the prior written approval of the County Purchasing Division.

CANCELLATION:

The County reserves the right to cancel the whole or any part of a contract issued as a result of this RFP due to failure of the contractor to carry out any term, promise or condition of the contract. The County will issue a written notice of default to the contractor for failing to act in compliance with the terms and conditions of such contract.

EXAMINATION OF RECORDS:

The contractor agrees that the County shall, until the expiration of three (3) years after the final payment under an agreement issued as a result of this RFP, have access to and the right to examine any directly pertinent books, documents, papers and records of the contractor involving transactions of such agreement.

PRICE, PAYMENT, AND DELIVERY:

1. All prices shall be firm and fixed for the specified time frame.

2.

All payment terms shall be “Net 30”; consideration will be given to any discounts offered for payments made earlier than “Net 30”, please explain.

3.

All deliveries will be “F.O.B. ~ Destination”.

TAXES:

All price quotations shall reflect all applicable tax exemptions for Elbert County:

1.

Federal Registration Number: 84-6000763

2.

State Registration Number: 08-033800 INVITATION FOR BID (RFP) 2025 – 01 – Elbert County Evidence Building

INSTRUCTIONS TO BIDDERS

GENERAL INFORMATION:

The contract placed with the successful bidder, as a result of this RFP, shall be a Blanket Purchase Agreement. The Blanket Purchase Agreement authorizes, but does not obligate, the County to contract for any minimum or maximum dollar amount or quantity of service.

The County’s intent is to award only one (1) firm for the provision of equipment as specified; however, the results of this RFP does not obligate the County in any manner. Bid comparisons, reference checks, and past experience will be considered in the evaluation process.

If additional space is required, bidders may provide information on company letterhead.

The successful bidder will furnish to Elbert County Government, at no additional cost, any reports that may be needed in tracking the ordering and usage of said services within the County. These reports will also be used to verify contract pricing.

All questions relating to this RFP shall be directed to the either of the following:

Matty Bond, Facilities Manager

Christine Swayne, Facilities Coordinator

Matty.Bond@elbertcounty-co.gov

Christine.Swayne@elbertcounty-co.gov If it becomes necessary to revise any part of this RFP or if additional data is necessary to enable an exact interpretation of the provisions of this request, an addendum will be issued. It is the responsibility of the bidder to ensure that they have received all addendums prior to submitting their bid response.

MANDATORY REQUIREMENTS:

1. Signed Bidders Certification (Page 1 of RFP)

2. All bid responses shall include all pricing information relative to providing all equipment and performing all services as described in the specifications section.

a. See attached bid specifications

3. All bid responses should provide detailed information in regards to any value-added equipment, products, and/or services (i.e., as needed for emergency operations and/or special events) that are being offered and/or considered as a part of this potential award.

4. All bid responses should provide an explanation as to why your company would stand out above all others and why your company should be awarded the contract resulting from this RFP.

5. Pricing for additional equipment and/or services shall be provided, as requested. Pricing for additional equipment and/or services shall be consistent with all pricing that has already been provided.

6. Bids shall be delivered to the County’s finance department (both email and physical copies) shall be delivered by the cutoff date and shall be date and time stamped upon receipt to ensure compliance with the bid deadline. Bids physically delivered to the Finance Department at 214 Comanche St. PO Box 7, Kiowa, CO 80117 must be physically handed to a finance department or individual designated by the finance department to receive bids within the bid period. Bids emailed to the finance department shall be sent to accountspayable@elbertcounty-co.gov.

7. Bid opening shall occur in the BOCC meeting room located at 215 Comanche St. PO Box 7, Kiowa, CO 80117 at an appointed time and date. Bid opening shall be open to the public, and during normal business hours of the County, Monday through Thursday, between 7:30 and 5:00 p.m. and shall require the presence of a Finance Department staff member to open all prospective bids Scope Of Work and Specs

1. Introduction and Purpose

Elbert County, on behalf of the Elbert County Sheriff's Office (ECSO), is soliciting sealed proposals from qualified contractors, design-build firms, or architectural/engineering firms for the design and construction of a new 6,000 square foot facility. This facility will serve as evidence storage, administrative office space, and a drive-thru garage capable of accommodating RV-sized vehicles, with reinforced vault-style rooms for high-security evidence storage.

2. Project Overview

Location:

751 Ute Ave, Kiowa in Elbert County, Colorado.

Facility Size:

Approx. 6,000 sq ft (single-story)

Intended Use:

· Secure storage of law enforcement evidence

· Office space for ECSO personnel

· Vehicle drive-thru garage (for RV-size vehicles)

· Vaulted security rooms for high-risk or sensitive evidence

3. Scope of Work

The selected contractor shall provide design, engineering, permitting, construction of red-iron building, and project management services for the completion of the facility.

Core Facility Features:

· Evidence Storage Area:

· Climate controlled

· Vault-style security (reinforced concrete or steel construction)

· Controlled access (card/fob-based)

· Evidence intake/processing area

· Long-term and temporary storage spaces

· Administrative Office

· Secure IT/server room

· Break room and restrooms

· (2) Bay Drive-Thru Garage:

· Minimum clearance for large RVs (suggested: 14-16 ft high)

· Secure roll-up doors at both ends

· Wash-down station and floor drains

· Interior lighting, heating, and ventilation

· Security Features:

· Reinforced concrete vault rooms with blast-resistant doors

· Security cameras (interior and perimeter)

· Access control systems (multi-factor authentication)

· Motion sensors and intrusion alarms

· Other Requirements:

· ADA-compliant design

· Fire suppression system

· Backup generator and emergency lighting

· Parking for staff and official vehicles

4. Proposal Requirements

Each proposal must include:

1. Cover Letter

2. Company Overview (including licenses and relevant experience)

3. Detailed Project Approach (design, timeline, construction)

4. Design Concepts/Schematics (if available)

5. Cost Proposal (itemized breakdown)

6. Project Schedule (including major milestones)

7. References (at least 3 similar projects completed)

8. Proof of Insurance and Bonding Capacity

5. Evaluation Criteria

Proposals will be evaluated based on:

6. Timeline

Addendums/Responses to Inquires

Proposal Submission Deadline Thursday, November 6, 2025 @ 3pm MST

Wednesday, December 3, 2025 @ 3pm MST

7. Submission Instructions

· Proposals must be submitted by: Wednesday, December 3, 2025 @ 3pm MST

· Delivery options:

· Physical Address: 214 Comanche St, Kiowa CO 80117

· Email Submission (PDF): accountspayable@elbertcounty-co.gov

· Bid Opening: 215 Comanche St, BOCC Room 2nd Floor, Kiowa CO 80117

· Label proposals clearly:

“Proposal – ECSO Evidence Storage Facility – RFP No. ECSO-2025-001”

8. Contact Information

For questions or clarifications:

Matty Bond Facilities Manager Elbert County Government Phone: 720.614.1533 Email: matty.bond@elbertcounty-co.gov

9. Legal & General Conditions

· Elbert County reserves the right to reject any or all proposals.

· All materials submitted become the property of the County.

· Final award is subject to funding availability and County Commissioner approval.

· Contractors must comply with all local, state, and federal laws.