25-015 Maroon Bells Reservation Service RFP.pdf

RFTA Solicitation No. 25-015

REQUEST FOR PROPOSALS

MAROON BELLS RESERVATION SERVICE

Solicitation Date: May 15, 2025

Pre-Proposal and On-Site Meeting: June 3, 2025

Deadline for Written Inquiries, Exceptions, and/or Requests for Clarifications: June 13, 2025

RFTA Response to Inquiries and/or Requests for Clarifications:

Proposals Due:

June 20, 2025

June 30, 2025, 2:00PM

Procurement Department 1517 Blake Ave suite 201

Glenwood Springs, CO 81601 970-384-4861 procurement@rfta.com mailto:procurement@rfta.com

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 2 of 32 Funding source RH11115

NOTICE TO PROPOSERS

SOLICITATION NO. 25-015 MAROON BELLS RESERVATION SERVICES

The Roaring Fork Transportation Authority (RFTA), along with Pitkin County and the US Forest Service, are seeking proposals from qualified proposers to provide an online reservation system and sales, and other related services for RFTA’s shuttle bus service up to the Maroon Bells, located outside of Aspen, Colorado.

To download documents from BidNet go to www.bidnetdirect.com , select Colorado, then Roaring Fork Transportation Authority. If you are not already registered with BidNet, you must complete their registration information. For assistance with registration, please contact BidNet Vendor Support at (800) 835-4603 Monday through Friday from 6:00 AM – 6:00 PM (MT).

A Mandatory Pre-Proposal and On-Site Meeting will be held in-person on June 3, 2025, from 10:30 AM to 3:00 PM (MT).

Proposals are due before 5:00pm, June 30, 2025. Proposals must be submitted in PDF format and uploaded to BidNet Direct, www.bidnetdirect.com. Use “25-015 YOUR COMPANY NAME” as the title of the uploaded documents to clearly indicate the contents. RFTA will not accept late, faxed, or emailed submissions.

RFTA, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders/proposers that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

This solicitation does not commit RFTA to award a contract, pay any cost incurred in preparation of submittals, or to contract for services. RFTA reserves the right to reject all proposals received, to waive irregularities and informalities, and to accept the proposal, which is deemed in the best interest of RFTA to accept. For questions or more information, contact RFTA’s Procurement Department at procurement@rfta.com or (970) 384-4861.

Para informacion en Español favor de llamar al (970) 384-4950 o mandar por correo electronico Spanish@rfta.com.

http://www.bidnetdirect.com/ http://www.bidnetdirect.com/ http://rftasharepoint/dept/Procurement/Solicitations/procurement@rfta.com mailto:Spanish@rfta.com

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 3 of 32

Table of Contents

Part I Background

Part II Scope of Services Contract Term

Part III Inquiries and Amendments Pre-Proposal Meeting

Inquiries, Exceptions, and/or Requests for Clarification Amendments to the Solicitation

Part IV Information Required from Proposers Proposal Format and Submission

Part V Solicitation Evaluation and Award Standard for Award Evaluation Criteria Evaluation and Award Process

Part VI Legal

Part VII Exhibits and Attachments

Exhibits A. Submission Checklist B. Proposal Submission C. Price Proposal D. Proposer’s Questionnaire E. Acknowledgement of Addenda F. Affidavit of Non-Collusion G. Federal Debarment & Suspension Certification H. Conflict of Interest Statement I. Certification Regarding Lobbying J. Pro Forma Contract K. Price Proposal Form

Attachments A. 2025 Current and 2026 Anticipated MBSA Fees & Passes B. 2025 MBSA Daily Reservations Available C. Street view of Welcome Station

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 4 of 32

Part I Background

The Maroon Bells, located in the Elk Mountains approximately 10 miles from downtown Aspen, are part of the White River National Forest. These distinctively bell-shaped peaks rise over 14,000 feet above sea level and tower above the pristine Maroon Creek Valley, offering spectacular natural scenery.

Hiking is one of the best ways to experience the area particularly in the summer when alpine meadows are in full bloom, or in the fall when the aspen trees turn a brilliant golden yellow. Cyclists also enjoy the challenge of riding up Maroon Creek Road, and the nearby U.S. Forest Service campgrounds are popular with campers seeking to immerse themselves in the natural surroundings.

The Maroon Bells Scenic Area (MBSA) includes the paved or hardened areas at the top of Maroon Creek Road and around Maroon Lake, including parking lots, the shuttle turnaround, trails, an amphitheater, picnic areas, restrooms, and campgrounds. The MBSA is also the primary access point to the Maroon Bells-Snowmass Wilderness (MBSW);a designated wilderness area with a set of stringent regulations and protections that guide the preservation of natural resources and sustainable recreational management practices. Backpacking in the MBSW is very popular; overnight visitors must secure a permit at https://www.recreation.gov/permits/4675333.

A long-sustained partnership of agencies (referred to in this document as “the partners”) help to provide visitors access to the MBSA and MBSW. The U.S. Forest Service (USFS) constructed, owns, and maintains all of the hardened areas within the MBSA as well as the entirety of the White River National Forest. The USFS also issues permits to outfitters and guides and setts permit limits to different areas of the MBSW. Roaring Fork Transportation Authority (RFTA) provides shuttle service to the MBSA with connecting service throughout the Roaring Fork Valley and, as outlined in this RFP, provides other services such as a timed-entry reservation and ticketing system for bicyclists, shuttles, and motorists at MBSA. Pitkin County owns and maintains Maroon Creek Road, which is the access road to MBSA; Aspen Ski Company operates Aspen Highlands, which is the primary parking garage and origin point for shuttle service to MBSA, and the Aspen Chamber Resort Association hosts the current reservations website, provides information to the visiting public, and markets the Maroon Bells as a top natural destination in the country. These partners meet regularly and as-needed to discuss day-to-day operations as well as to attain long-term strategic goals (as articulated in the Maroon Bells Comprehensive Recreation Management Plan.

RFTA began providing shuttle service to the Maroon Bells in 1978. The shuttle service operates seasonally from May to October from the Aspen Highlands/Boomerang Road parking garage to the shuttle turnaround at the end of Maroon Creek Road. Due to the area’s increasing popularity, it became necessary to limit the number of daily visitors to the MBSA. From May through October, reservations are required to access the Bells. While day-of tickets are sometimes available, visitors are strongly encouraged to either reserve a seat on RFTA’s shuttle bus or to purchase a parking reservation to drive their private vehicle to the trailhead parking lot. Parking reservations are checked at the Welcome Station, which is located 3.5 miles from Aspen Highlands up Maroon Creek Road towards the Bells. Attachments A and B contain information on 2025 MBSA reservation fees and daily reservations available by mode, respectively.

https://www.recreation.gov/permits/4675333 https://pitkincounty.com/1458/Maroon-Bells-CRMP https://pitkincounty.com/1458/Maroon-Bells-CRMP

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 5 of 32

In 2024, estimated visitation by mode was:

• 111,026 by shuttle

• 83,708 by passenger vehicle

• 17,345 by bicycle (slightly more than half of which are e-bikes)

• 701 by motorcycle

• Total: 212,780 visitors

To make a shuttle or parking reservation, visitors must go to www.visitmaroonbells.com. Depending on which reservation type the visitor selects, the website leads the visitor through a series of questions to zero-in on the date and time the visitor wants to take a shuttle or drive to the Bells. Some dates and times sell-out very quickly, especially parking on peak summer and fall weekends. A list of dates describing when different reservations become available for booking is displayed on the home page of the website.

In 2025, all shuttle reservations were released on February 18 for the entire year; parking reservations are released in two batches: reservations for May 15 to July 31 are released on February 18 and reservations for August 1 to October 31 are released on June 17. If the visitor has any questions or problems booking their reservations, they can use an on-line chat feature or they can call a local number or send an email and someone will get back to them promptly.

Once the visitor selects the reservation they desire, they must provide their contact information (name, email address, and zip code), agree to the cancellation terms, and pay for their reservation with a credit card. Visitors have the option to donate $1 to the Roaring Fork Conservation Fund, which will fund future improvements to the Maroon Bells. An email confirmation is then sent to the visitor along with information about what to expect when they arrive and how to change or cancel their reservation on-line.

The website contains information on both of these topics as well as a map of the area, FAQs, and information on reserving the amphitheater for special events, accessing the MBSW, and camping information. After the visit, a survey is sent to the individual who made the reservation to collect information about their group’s experience.

RFTA employees and their dependents are eligible for discounted shuttle reservations. Currently, RFTA employees use the website to book shuttle seats for themselves and their eligible dependents. To receive the employee discount, they enter their credit card information along with a discount code provided by the reservation company. Eligible dependents must be under the age of 19. Employees are required to present their RFTA-issued ID or bus pass when checking in at the Maroon Bells Shuttle Welcome Center at Aspen Highlands, which all visitors are encouraged to do. In addition, volunteers for the Forest Service and Forest Conservancy’s volunteer ranger program at the MBSA have free shuttle access for their scheduled ranger shifts.

The entity that currently runs the website, reservation system, the call/email support center also provides staff at Aspen Highlands parking lot and shuttle pick up, the shuttle drops off at the end of Maroon Creek Road to help visitors board and disembark from the shuttle, and at the Welcome Station to check parking reservations and answer questions. The entity charges a 23% to 26.5% service fee on top of the reservation price, which includes credit card merchant service fees. This fee ranges from $2.30 to $4.60 per reservation depending on the type of reservation made.

In 2026, the partners anticipate adding three new fees/passes which will require up=front coordination with the successful proposer and the partners to implement:

• A “no-show” fee of approximately $10 (plus any service fee), which will be charged to people who make a parking reservation but do not show up at their designated date/time. The purpose of http://www.visitmaroonbells.com/

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 6 of 32 this fee is to discourage people from making (sometimes several) reservations only to not show up since this reduces access for other people who would visit the Bells yet no reservations are available. This fee would be assessed to both purchased and passholder procured reservations and would be returned to the RFTA and USFS to support management of the site.

• An e-bike fee of five dollars ($5) (plus any service fee), which will be charged to people who ride an e-bike on Maroon Creek Road up to the Bells. The purpose of this fee is to align with USFS policies, which state that e-bikes are motorized vehicles and should therefore be charged the same as a motorcycle. The majority of e-bikes that access the Bells are from area rental companies.

• A library parking pass, which will allow local residents to park at the Maroon Bells parking lots for free. The purpose of the pass is to allow local residents with an option to access the Bells at no cost. Similar to the Quandary and McCullough Gulch parking pass in Summit County (https://summitcountylibraries.org/borrow/quandary_and_mccullough_gulch_parking_pass.php), residents can check out the pass for a day and show it to Welcome Station staff to be allowed to park at the Bells.

• Shuttle reservation prices are subject to change in 2026.

Part II Scope of Services

1. Year-round customer sales and service

1.1. The Proposer must develop, update (as needed and requested), and maintain a website that allows visitors to reserve vehicle parking at the Bells, e-bike access to the Bells, and shuttle seats to the Bells (see current website here: www.visitmaroonbells.com) in-line with the prices and reservation numbers set by the partners and presented in Attachment A and Attachment B.

1.1.1. At a minimum, the website must provide all of the same information as the existing website, which includes:

1.1.1.1. How to make a parking reservation

1.1.1.2. How to make a shuttle reservation

1.1.1.3. [New for 2026] How to purchase an e-bike ticket

1.1.1.4. [New for 2026] How to attain a free library pass

1.1.1.5. A map of the area

1.1.1.6. Frequently asked questions (FAQs) – will need to work with partners to develop a comprehensive list

1.1.1.7. Information on reserving the amphitheater for special events

1.1.1.8. How to access the MBSW

1.1.1.9. Camping information

1.1.1.10. Contact information

1.1.2. The Proposer must also be able to sell Maroon Bells Annual Passes (for $25 each);

implementation of this would require prior coordination with the Forest Service.

1.1.3. The Proposer must provide a $1 donation option to the Roaring Fork Stewardship Fund.

1.1.4. The Proposer must also provide a non-public/“backdoor” webpage that allows visitors who book an overnight permit to the MBSW to book an overnight parking reservation for the same number of nights. A link to this webpage will be provided in the recreation.gov website confirmation email once the visitor secures their permit(s).

1.1.5. The Proposer must provide a way for discounted tickets to be purchased for RFTA employee/dependent discounts, free access for USFS volunteer rangers during their shift, and America the Beautiful Interagency pass holders, etc.

https://summitcountylibraries.org/borrow/quandary_and_mccullough_gulch_parking_pass.php http://www.visitmaroonbells.com/

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 7 of 32

1.2. The Proposer must also provide customer service and support for visitors who are interested in making a reservation, having technical issues with the site, and/or have questions via a phone/call center, email, and chat.

1.3. The Proposer must employ a point of sales system that allows for same-day shuttle, parking, and e-bike tickets to be purchased if/when capacity permits.

2. Reservation management and tracking

2.1. The Proposer must install and maintain a system that confirms reservations of shuttle riders as they board the shuttle.

2.2. The Proposer must install and maintain a system that confirms reservations of vehicles parking at the Bells as they pass the welcome station (see Attachment C).

2.2.1. For each “no-show” vehicle (i.e., a vehicle owner who made a reservation but then does not show up at their assigned date and time), the Proposer must collect a $10 fee that will be remitted to the USFS by RFTA.

2.3. The Proposer must install and maintain a system that confirms tickets of e-bike users as they pass the welcome station.

2.4. The Proposer must provide a webpage/portal that allows visitors to manage (i.e., cancel or change) their reservation without having to contact customer service.

2.4.1. A full refund must be provided if the visitor cancels their reservation within 72 hours of the day/time of their reservation.

2.5. The Proposer must collect and disseminate each of these confirmation counts by time, day, and month throughout the season.

2.6. The Proposer must provide internet service at the Welcome Station.

3. Staffing

3.1. The Proposer must provide staff at the Highlands Welcome Center from 7 AM to 5 PM daily in-season, May 15 – October 31, for day-of shuttle ticket purchases and prepping people to ride the shuttle.

3.2. The Proposer must provide staff at the welcome station from 7 AM to 7 PM daily in-season, May 15 – October 31, to answer questions, provide critical access and safety information to MBSW overnight permit holders, confirm reservations, and to sell day-of parking spots if/when available.

3.3. The Proposer must provide staff at the top of the scenic loop on the Maroon Creek Rd. to assist and answer questions for people getting on and off the bus daily in season, May 15 – October 31.

4. Reporting

4.1. The Proposer must provide RFTA staff access to the reservation system for real-time tracking so that RFTA can plan its service accordingly on an on-going basis.

4.2. The Proposer must provide reservation updates to RFTA’s partners on a monthly basis. These updates must provide detailed information about how many reservations (by mode) have been made in coming months – and at what times and days – so that the partners can prepare accordingly. For context, the Proposer should provide previous years’ information as a comparison to be able to determine if reservation numbers are similar or different than previous years.

4.2.1. At the end of the year, the Proposer must provide an annual summary of reservations summarized by mode (shuttle, parking, e-bike) and by various time periods (monthly, daily, hourly) with comparisons to previous years.

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 8 of 32

4.2.2. The Proposer must attend the monthly partners meeting to discuss the information provided above.

4.3. The Proposer must issue a survey to all visitors after they have completed their visit that asks for input about what visitors did during their visit to the Bells as well as the quality of their experience. A current example of this survey is included as Attachment D. The Proposer must compile and share this survey data each fall after the season has concluded and must analyze the data to identify any trends, issues, or concerns that are inherent in the data or are apparent when compared to survey results from previous years.

4.4. The Proposer must coordinate with the tourism community – such as the Colorado Tourism Office, Aspen Chambers of Commerce, Aspen Skiing Company – in-season and off-season, to promote visiting the Maroon Bells.

5. Approval, communication, and coordination

5.1. The Proposer must share drafts of all items outlined in this scope of services with RFTA so that they can review and approve. RFTA may elect to share drafts with partners for review as well.

5.2. The Proposer must communicate and coordinate with the USFS starting in the pre-season to prepare for the operating season and throughout the operating season to fine-tune day-to-day operations.

5.3. The Proposer must communicate and coordinate with the partners regarding any desired changes to the services outlined in this document by any of the partners or the Proposer.

5.3.1. The partners must agree upon any changes prior to implementation.

Contract Term The successful proposer will be required to execute the attached Pro-Forma Contract. The initial term of the contract shall begin on approximately January 1, 2026, and will expire December 31, 2027. If both parties are agreeable, there will be an option to renew for an additional 12-month period beginning on January 1 of each year until December 31, 2030.

Part III Inquiries and Amendments

Pre-Proposal and On-Site Meeting A mandatory Pre-Proposal and On-Site Meeting will be held rain or shine at Aspen Highlands (199 Prospector Rd, Aspen, CO 81611) on Tuesday, June 3, 2025, from 10:30 AM to 3:00 PM.

Proposers will meet at the Aspen Highlands Office Conference Room, downstairs from the Highlands Center Ticket Office. Please dress appropriately for weather conditions.

Pre-Proposal On-Site Meeting Agenda

• 10:30-11:30am: introductions, overview of agenda, overview of how the Bells currently operates and anticipated changes in 2026, Q&As;

• 11:30am-noon: lunch break on your own;

• Noon-12:30pm: board shuttle and travel to the Bells;

• 12:30-2:00pm: walk around shuttle loop and the amphitheater, down to Maroon Lake, over to the parking lot and overflow parking lot, and then back to the shuttle loop; provide information at each location, Q&As;

• 2:00-2:30pm: board shuttle and travel back to Aspen Highlands;

• 2:30-3:00pm: Q&As, overview of the procurement process and next steps.

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 9 of 32

Communications during Solicitation, Offer & Award Period All official correspondence from RFTA regarding this solicitation shall be transmitted to and from RFTA’s Procurement department. Oral communications regarding this solicitation shall not be considered official communications. RFTA is not responsible for any oral statements made by its employees regarding this solicitation.

Inquiries, Exceptions and/or Requests for Clarifications All inquiries, offers, and other correspondence, excluding protests, must be directed in writing through the BidNet Direct website, www.bidnetdirect.com and submitted by 5:00 PM on June 13, 2025. Requests received after the submission deadline will not be responded to by RFTA.

Exceptions to any aspect of the Pro Forma contract must be submitted in writing during the Inquiry period in order to be considered. Exceptions submitted concurrent with a proposal may result in the proposal being deemed non-responsive, and be disqualified.

RFTA staff will review and evaluate all written inquiries, exceptions and/or requests for clarification received prior to the submission deadline and will post responses to BidNet no later than 5:00 PM on June 20, 2025.

Amendments to Solicitation RFTA reserves the right to revise or amend the RFP up to the time set for the submission of proposals.

Such revisions and amendments, if any, shall be announced by written addendum posted on the BidNet Direct website.

If an addendum significantly changes the scope of services requested in the RFP, the date set for the submission of proposals may be postponed by any number of days as, in RTA’s opinion that will enable potential Proposers to revise their proposals. In any case, the proposal submission deadline shall be at least five (5) business days after the last addendum, and the addendum shall include an announcement of the new date and time, if applicable, for the submission of proposals.

Addendas will be considered part of the RFP and will prevail over inconsistent or conflicting provisions contained in the original RFP. It is the Proposer’s responsibility to check the BidNet for addenda or updates.

Proposers must acknowledge receipt of all addenda by completing and submitting the Acknowledgement of Addenda with the proposal. Proposers that fail to reference receipt of addenda on the Acknowledgement of Addenda form may be excluded from consideration for contract award.

Part IV Proposal Format and Submission

Format To be eligible for evaluation, proposals must contain all requested information, be properly signed, and formatted as indicated below. Failure to do so may result in disqualification.

1. Cover Sheet. The cover sheet for the proposal must include all the information listed below.

• The legal name and address of the organization.

http://www.bidnetdirect.com/

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 10 of 32

• Name, title, telephone number and email address of person authorized to submit proposal on behalf of the company or firm.

• Name, title, telephone number and email address of Contact Person for the proposal if different than the person authorized to submit proposal.

2. Letter of Interest. Briefly describe your interest in the project, overall experience, and commitment to contract performance.

3. Statement of Proposer’s Qualifications and Experience. Must include:

• Capacity and expertise to perform the services;

• Identification of key personnel, qualifications, and experience;

• Staff training such as CPR, First Aid, Wilderness First Responder, or any other types of training related to outdoor recreation safety;

• Narrative description and specific examples of the Proposer’s experience performing similar Services for public sector and/or public transportation clients.

Include a list of recent relevant work of at least three (3) references for similar projects within the last three (3) years. For each client referenced include:

• Name of client

• Name, title, telephone number, and email address of contact person

• Brief description of the project

• Contract value

• Current status

4. Description of Scope of Services.

• Must include approach to the project including a transition and implementation plan.

• Must include a description of/response to each of the required services as outlined in Part

II above (items 1 to 5) and the additional sub-bullets below.

1. Year-round customer sales and service o Describe how the reservation system will function.

o Describe how the public will access the system.

o Provide details on cybersecurity.

2. Reservation management and tracking o Describe how ticket sales with be tracked.

o Describe ticket refund and no-show policy.

3. Staffing o Describe the approximate number of and roles of each staff necessary to implement the required services.

o How will the public identify staff members?

o Describe customer complaint resolution procedures.

4. Reporting o Describe how reservation tracking be reported.

o Include the information that will be included in the report.

5. Approval, communication, and coordination o Describe how you envision communicating with the partners.

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 11 of 32

5. Price Proposal. Proposers must use the Price Proposal form found as Exhibit K. The Service fee must be presented on a per reservation basis for each mode type given the information provided in Part I and Attachments A and B.

Include all fees for all types of reservations a customer may be charged over the per-ticket price.

Compensation for the per-reservation fee will include all costs proposer may incur to provide the services. Examples of potential costs include, but are not limited to:

• Website and hosting fees

• Merchant fees for credit card transaction processing

• Physical tickets

• Labor costs for staff

• Transportation

• Office supplies

• Uniforms or identification for staff to wear

• Insurance

• Profit

Submit the Price Proposal and cover sheet (Exhibit C) separately from the main proposal.

6. Additional Forms. The following forms must be completed and included in this section of the proposal. Forms can be found in the Exhibit section of the RFP.

A. Submission Checklist B. Proposal Submission C. Price Proposal Cover Sheet D. Proposer’s Questionnaire E. Acknowledgement of Addenda F. Affidavit of Non-Collusion G. Federal Debarment & Suspension Certification H. Conflict of Interest Statement I. Certification Regarding Lobbying J. Price Proposal Form

IRS W-9 form (download from https://www.irs.gov/pub/irs-pdf/fw9.pdf) Colorado Secretary of State Documentation of Good Standing (download & include)

Proposal Submission An electronic copy in PDF format, unless otherwise directed, must be submitted through BidNet Direct website, www.bidnetdirect.com prior to the submission deadline in order to be eligible for evaluation and consideration for contract award. Proposals are due before 2:00 PM on June 30, 2025.

The Technical proposal must be named “25-015 add your company name - Technical” and the Price proposal must be named “25-015 add your company name – Price”. Submit the Price Proposal and cover sheet (Exhibit C) separately from the main or technical proposal.

It is the sole responsibility of the Proposer to ensure that its submission is successfully uploaded before the specified date and time. RFTA will not be responsible for late or lost deliveries of proposals nor will it be held responsible for information technology (“IT”) failures, which result in delaying submittals.

RFTA shall not be responsible for rejection of .PDF files that exceed BidNet’s system size limitations https://www.irs.gov/pub/irs-pdf/fw9.pdf http://www.bidnetdirect.com/

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 12 of 32 for attachments, which are subject to change. RFTA will not accept paper, facsimile, or e-mail proposals.

Part V Solicitation Evaluation and Award

RFTA intends to award a contract to the Proposer whose proposal conforms to the solicitation and is determined to be the most advantageous to RFTA, taking into consideration price and other evaluation factors set forth below. To be eligible for contract award a proposal must meet all the following criteria:

• The proposal submitted is responsive to the solicitation.

A proposal shall be considered responsive if it conforms in all material aspects to the requirements of the solicitation at the scheduled time of submission and does not require further discussions with the Proposer. It shall be at the sole discretion of RFTA to determine if a proposal “conforms in all material aspects to the requirements of the solicitation.

• The Proposer who submitted the proposal is a responsible Proposer.

A Proposer shall be considered responsible if the Proposer possesses, at the time of contract award, the ability to perform successfully and a willingness to comply with the terms and conditions of the proposed contract (included in the RFP). It shall be at the sole discretion of RFTA to determine if a Proposer to be the qualified firm that offers the best value to RFTA for the product and services to be provided.

Evaluation and Award Process Proposals that are determined to be responsive and submitted by responsible Proposers shall be evaluated by the Review Committee who will determine which proposal is most advantageous to RFTA.

To determine the most advantageous proposal, the Committee will take into consideration the following criteria:

Technical Services (60%)

• Interest of the project scope;

• Reputation, capacity, and experience;

• Performance under previous government entity contracts;

• Quality of written references specific to government entities;

• Approach to providing the services, website look and navigation;

• Transition and implementation plan;

• Staffing levels, identification and training;

• Customer complaint resolution policy;

• Comparative quality and value of the services offered;

• Number and type of exceptions to the scope and/or contractual terms and conditions.

Price (40%)

• Price proposal

A discussion may be conducted with responsible proposers, who submit a Proposal determined to be reasonably susceptible to be selected for award, for purpose of clarification to assure full understanding of and responsiveness to the solicitation requirements.

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 13 of 32

The Review Committee shall issue a Recommendation for Award to the RFTA Chief Executive Officer (CEO.) If approved by the RFTA CEO, a Notice of Award will be sent to all Proposers and contract negotiations with the successful Proposer will commence.

The RFTA CEO may, at his sole discretion, delay consideration of the Recommendation for Award, reject the recommendation and award the contract to another Proposer, or cancel the procurement altogether.

Part VI Legal

Proposers must familiarize themselves with the legal parameters of doing business with RFTA and the legal terms and conditions of participating in RFTA’s procurement process. By participating in the solicitation process, you agree to the terms and conditions, and legal parameters without change.

Proposer Costs. Proposers are responsible for all costs incurred with participating in RFTA’s solicitation.

Proposal Price Validity. Proposal pricing shall remain valid for a period of ninety (90) calendar days after the deadline for submission.

Modification of Proposals. Proposals may not be modified after the deadline for submission unless RFTA specifically requests modification in writing.

Conditional Proposals. Conditional proposals or proposals taking exception to these instructions, the Pro- Forma contract, the Scope of Services or to other RFTA requirements may be considered non-responsive and may be rejected at RFTA’s sole discretion.

Withdrawal of Proposals. The Proposer may withdraw proposals previously submitted to RFTA prior to the time fixed for submission of proposals.

Confidential/Proprietary Information. Proposals received in response to this RFP are considered public records and subject to the Colorado Open Records Act (C.R.S. 24-72-201 to 24-72-309). They shall be fully open to public inspection following award of a contract. If a Proposer believes a portion of the information submitted in its proposal constitutes a trade secret or proprietary information as defined by Colorado state law, the Proposer may request that RFTA consider keeping confidential the trade secrets or proprietary information and be protected from disclosure.

For such information to be so considered, the Proposer must mark in boldface as “PROPRIETARY TRADE SECRET INFORMATION” at the top and bottom of each page of its proposal that contains such information. Notwithstanding the Proposer’s claim of, or designation of information as a trade secret or proprietary information, the determination whether it is or not shall be determined by RFTA under Colorado state law.

Nondiscrimination. RFTA in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 14 of 32

Reserved Rights. RFTA reserves the right to reject all proposals, or any portion of a specific proposal for any reason. RFTA reserves the right to:

• Cancel the solicitation and to advertise for new proposals;

• Award a contract to other than the Proposer submitting the lowest price proposal;

• Not to award a contract.

• Accept any proposal deemed to be in the best interest of RFTA and to waive any irregularities in any proposal that does not prejudice other Proposers.

Personnel. The Proposer represents that it has, or will secure at its own expense, all personnel required in providing the goods and services under the contract. The Statement of Work or Services as described in the contract shall not be subcontracted or assigned without RFTA’s prior written permission.

Tax Exempt. RFTA is exempt from payment of Federal, State, and local taxes, and such taxes must not be included in the proposal price. RFTA will furnish the Proposer with the necessary tax-exempt certificates.

Contractual Relationships. The Proposer’s contractual responsibility must solely rest with one firm or legal entity, which shall not be a subsidiary or affiliate with limited resources.

RFTA will not be a party to agreements between the Proposer and/or any subcontractors it may choose to employ during fulfillment of the contract; however, the Proposer shall execute fair and reasonable agreements with its subcontractors (if any) and shall provide RFTA with copies of said agreements not later than five (5) business days prior to their execution.

Contract Subject to Appropriation. RFTA’s financial obligation under the Contract shall be contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of RFTA for any payment may arise until funds are made available for the Contract by RFTA’s Board of Directors.

Responsibility for Compliance with Legal Requirements. Proposer’s products, goods, services, and facilities shall be in full compliance with all applicable federal, state, and local laws, regulations, ordinances, and standards and any standards adopted by nationally recognized testing facilities regardless of whether they are referred to in this RFP.

Protests. Protests related to this solicitation or resulting contract award must be submitted in writing to RFTA’s Director of Procurement. As described in RFTA’s Procurement Manual, protest procedures are as follows:

“Right to Protest. Any actual or prospective proposer or contractor who is aggrieved in connection with the solicitation or award of a contract shall first try to resolve the grievance/protest with RFTA’s Director of Procurement. If the grievance is not satisfied, the prospective proposer or Proposer shall then protest to the RFTA Chief Executive Officer (CEO). The protest shall be submitted in writing within five (5) days after such aggrieved person knows or should have known of the facts giving rise thereto.

The RFTA CEO shall have the authority, prior to the commencement of an action in court concerning the controversy, to settle and resolve a protest of an aggrieved proposer or contractor, actual or prospective, concerning the solicitation or award of a contract.

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 15 of 32

Decision. If the protest is not resolved by mutual agreement, the RFTA CEO shall promptly issue a decision in writing. The decision shall:

• state the reason for the action taken; and

• inform the protestant of its right to administrative review as provided in this Article.

Notice of Decision. A copy of the CEO’s decision shall be mailed or otherwise furnished immediately to the protestant and any other party intervening.

Finality of Decision. A decision under Subsection 1.30.1.3 of this Section shall be final and conclusive, unless the protestant appeals administratively to the RFTA Board acting as the Procurement Appeals Board.

In all instances involving FTA funds the RFTA will disclose information regarding the protest to the FTA Region VIII office, and keep them informed about the status of the protest. A protester must exhaust all administrative remedies with the RFTA before pursuing a protest with FTA.”

Debrief with Unsuccessful Proposers Proposers who receive notice that their Proposal has been unsuccessful may make a written request for a debrief, provided that such request is received by Procurement no later than thirty (30) days after receipt of such notice.

The debrief may include, at RFTA’s sole discretion:

• RFTA’s evaluation of significant strengths and weaknesses or deficiencies in the Proposer’s

Proposal in accordance with the evaluation criteria;

• A summary of the rationale for the selection decision; and

• Reasonable responses to relevant questions about whether the evaluation procedures contained in the RFP and other procedures were followed.

The debrief will not include:

• Point-by-point comparisons of the debriefed proposal with those of other proposals.

• Specific numerical evaluation scores; or

• Discussion or disclosure of Proprietary Information provided by other Proposals.

Compensation The resulting contract will be a fixed-price per reservation type Contract. The fixed price amount shall not be exceeded unless RFTA determines that there is a requirement for a substantial change in the scope, character, or complexity of the Work from that originally negotiated for the Contract and issues a Contract Amendment.

Invoicing and Documentation Professional shall submit to RFTA’s Project Manager complete, properly supported invoice for the Work performed. RFTA will make payment to Professional after receiving a request for payment containing the following information. Failure to do so will delay the processing of the invoice. RFTA shall not be held responsible for late payment if required information is missing from invoice(s).

1. Properly supported invoice shall include:

a. RFTA’s Contract Number;

b. Total Invoice amount with itemized amounts charged for labor and materials, if applicable;

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 16 of 32

c. Total number of labor hours expended and labor billing rates, if applicable;

d. Invoice billing period; and

e. Description of Services performed during the invoice billing period including completed applicable Deliverables;

2. Reimbursement of Travel Related Expenses.

a. Professional and subcontractor per diem meals and mileage will be reimbursed at the current Federal Travel Regulations rates. No other charges or fees will be reimbursed.

b. Supporting documentation for mileage reimbursement shall be a snapshot of a map (e.g., Google Maps or MapQuest) showing the beginning point and ending point and the total miles between the two locations.

c. RFTA has established lodging rates with two operators in Glenwood Springs.

Reimbursement for lodging shall not exceed those rates offered to RFTA. Check Rates here for the maximum reimbursement amount.

d. A detailed receipt must be included to support the lodging reimbursement request. RFTA will not reimburse incidentals or room service charged to the room.

e. Air travel must be approved in advance. A detailed receipt of payment must be submitted to support the reimbursement request.

3. Proof satisfactory to RFTA that there are no unsatisfied claims and that no other indebtedness exists in connection with the Work, if applicable.

4. All documents, records, correspondence, and deliverables which Professional and subcontractors are required to provide to RFTA.

The invoices shall be in a form satisfactory, including all supporting documentation, to RFTA and submitted to RFTA’s Project Manager. Payment terms are Net 30 following receipt and approval of a correct and audit-worthy invoice.

General Guidelines for Completing the Solicitation Package

Solicitation Documents. RFTA has chosen BidNet Direct to publish solicitation documents.

RFTA is not responsible for and will not be legally bound by any omissions or errors in solicitation documents of any other website that may list the solicitation.

Addenda. It is the Proposer/Bidder’s sole responsibility to check BidNet Direct for any changes or updates to the solicitation.

Required Forms. All required forms must be completed in entirely. If a form does not apply to your business or proposal, please mark the form “Not Applicable,” sign, date and include with the submission. Please note some forms require notarization. Failure to complete all forms may result in the Proposal being deemed non-responsive and disqualified.

Communications during Solicitation, Offer & Award Period. All inquiries, and/or other correspondence regarding solicitations, excluding protests, must be submitted in writing to the Procurement Department through the BidNet Direct website. Oral communications regarding this https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2025&state=CO&city=Glenwood%20Springs&zip=81601 https://www.marriott.com/event-reservations/reservation-link.mi?id=1703102839408&key=CORP&app=resvlink

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 17 of 32 solicitation shall not be considered official communications. RFTA is not responsible for and will not be legally bound by any oral statements made by its employees regarding any solicitation.

Submitting Proposals on the BidNet Direct Website. All documents must be in PDF format.

Pricing information must be submitted as a separate PDF file from the proposal. The files must be labeled “25-015 Your Company Name - Pricing” and “25-015 Your Company Name – Technical Proposal,” to ensure that the proposal is properly identified and evaluated. Failure to properly name the proposal file may lead to late discovery and disqualification.

It is the sole responsibility of the Proposer to ensure that its submission is successfully uploaded to the BidNet Direct website by the specified date and time. RFTA will not be responsible for late or lost deliveries of proposals, nor will RFTA be held responsible for information technology issues that result in delaying submittals.

Late, Faxed or Emailed Submissions. RFTA will not accept late, faxed, or emailed proposals.

Contractual Provisions and Exceptions. The Pro Forma contract shall be executed between RFTA and the Contractor. RFTA reserves the right to modify the Pro-Forma Contract and/or include additional contractual provisions in the contract at its sole discretion.

Although RFTA has no obligation to consider and/or approve exceptions or changes to the Pro- Forma contract, exceptions will be reviewed and considered during the Inquiry period of the solicitation. To be considered, exceptions must be submitted in writing before the Inquiry period ends. Exceptions submitted concurrent with a proposal may result in the proposal being deemed non-responsive, and lead to disqualification for non-responsiveness.

Part VIII Exhibits

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 18 of 32

Exhibit A Submission Checklist

Exhibit A - Submission Checklist Exhibit B - Proposal Submission Form Exhibit C - Price Proposal Cover Sheet (signed and included with Price Proposal) Exhibit D - Proposer’s Questionnaire Exhibit E - Acknowledgement of Addenda Exhibit F - Affidavit of Non-Collusion (notarized) Exhibit G - Federal Debarment & Suspension Certification Exhibit H - Conflicts of Interest Statement Exhibit I - Certification Regarding Lobbying Colorado Secretary of State Documentation of Good Standing Internal Revenue Service Form W9

Sign, date and notarize all forms, as indicated.

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 19 of 32

Exhibit B

PROPOSAL SUBMISSION FORM

TO: The Roaring Fork Transportation Authority

The company or firm listed below hereby submits its offer as indicated below in accordance with the terms of the Notice to Proposer, the Solicitation, the Scope of Services and General Conditions, the FTA or federally required or recommended provisions if applicable, and all provisions contained in this solicitation. If this Proposal is accepted, this document and the referenced Proposal documents shall constitute the entire agreement between the parties, and no changes will be recognized unless the parties agree in writing.

Attached, is the Proposal for providing the services as outlined in this solicitation. I have carefully examined the documents have informed myself thoroughly regarding the conditions and requirements of the solicitation. Any additional information that is requested in the RFP is attached hereto.

Company Name Representative’s Signature

Mailing Address Representative’s Name (Printed)

City, State and Zip Code Date

Email Address

Telephone Number

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 20 of 32

Exhibit C Price Proposal Cover Sheet

The Proposers shall submit their detailed price proposals on the Price Proposal form included as Attachment D, with this document as the cover sheet.

RFTA is exempt from federal excise, federal transportation and state sales tax and such taxes shall not be included in price quotations.

It is understood that the prices on the attached Price Proposal constitutes the Proposer’s total compensation per reservation.

Company Authorized Signature

Address Typed/Printed Name

City/State/Zip Code Title

Phone Date

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 21 of 32

Exhibit D

PROPOSER QUESTIONNAIRE

A. SUBMITTING BUSINESS ENTITY IDENTIFICATION & OWNERSHIP DISCLOSURE

Company: ___________________________________________________

Contact Person: ___________________________________________________

Title: ___________________________________________________

Address: ___________________________________________________

Telephone No.: ___________________________________________________

Organized under the laws of the State of ___________________________________

Principal place of business located at _____________________________________

Taxpayer Identification Number: _________________________________________

Indicate which of the following apply:

Corporation Partnership Sole Proprietor Small Business Disadvantaged Business Enterprise (DBE)

Certified by ____________________________________________________

B. OTHER INFORMATION

1. General character of work performed by your firm:

2. Has your firm ever failed to complete any work awarded to you? If yes, explain.

3. Has your firm ever defaulted on a contract? If yes, explain.

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 22 of 32

Exhibit E

ACKNOWLEDGMENT OF ADDENDA

Acknowledged receipt of each addendum must be clearly established and included with the Offer.

Failure to acknowledge receipt of all addenda may cause the Proposal to be considered non-responsive to the solicitation.

ACKNOWLEDGMENT OF ADDENDA

The undersigned acknowledges receipt of the following addenda to the documents:

Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated

Proposer:

Company Name

Street Address

City, State, Zip

Signature of Authorized Signer

Title

Phone

RFTA Solicitation 25-015 Maroon Bells Reservation System Page 23 of 32

Exhibit F

AFFIDAVIT OF NON-COLLUSION

I hereby swear (or affirm) under penalty of perjury:

1. That I am the bidder (if the bidder is an individual), a partner of the bidder (if the bidder is a…