County Surveyor RFP 25-04.pdf

Request for Proposals: County Surveyor Huerfano County Solicitation #2025-04

May 21, 2025

1. Summary of Request The Board of County Commissioners of Huerfano County is seeking proposals from licensed professional land surveyors to serve as County Surveyor. The selected proposer will perform duties as outlined in C.R.S. Title 30, Article 10, Part 9. Initial contract will run through December 31, 2026 and is renewable for ongoing two-year terms.

2. Submission Information Written submissions for the supply of the services described herein will be accepted until Tuesday, June 24, 2025 at 4PM MT. Any response received after that time will not be considered.

Submitted materials must be emailed in PDF Format to Carl Young, County Administrator, at administrator@huerfano.us

3. Questions Procedural and technical questions are to be submitted in writing to Carl Young, County Administrator, at administrator@huerfano.us. Questions will be accepted until Thursday, June 12, 2025 at 4PM MT. A summary of questions and answers will be released according to the schedule set below.

4. Anticipated Timeline Dates are approximations for the process steps and are subject to change.

Step Date Selection Process

One May 21, 2025 Solicitation Issued

June 12, 2025 Questions may be presented prior to 4PM MT on this date.

June 13, 2025 Questions and answers posted.

June 24, 2025 Responses due at 4PM MT

June 25, 2025 Committee Review of Responses.

Two June 26, 2025 Notifications of Interviews.

July 9, 2025 Interviews conducted.

Three July 11, 2025 Notification of selected finalist(s).

Four July 22, 2025 Agreement executed.

July 28, 2025 Anticipated Start Date

5. Background Huerfano County is a community encompassing 1,593 square miles and home to approximately 6,800 residents. The County is governed by a three (3) member Board of Commissioners, elected by districts to four (4) year terms. Huerfano County is home to two (2) incorporated communities: Walsenburg and La Veta. Each community has its own governing body. The County, however, provides many essential services to the residents of these municipalities.

Huerfano County through its staff and Officers provides a variety of services including, but not limited to: zoning and code enforcement, law enforcement, revenue assessment and collections, road and bridge construction and maintenance, social services, and general government administration.

6. Outline of Services to be Provided The County Surveyor’s primary function is the review and indexing of Land Survey Plats. The selected respondent perform the duties of County Surveyor as outlined in C.R.S. Title 30, Article 10, Part 9.

Those duties, as adopted for Huerfano County, are as follows:

(1) To represent the county in boundary disputes between adjoining counties pursuant to section 30-6-110, and in section or quarter corner disputes pursuant to section 30-10-906, and to locate lost, destroyed, or disputed corners and boundaries pursuant to section 38-44- 104;

(2) To notify the county attorney of any unsettled boundary disputes or boundary discrepancies within the county which may come to his attention;

(3) To file in the office of the county clerk and recorder all surveys, field notes, calculations, maps, and any other records pertaining to work authorized and financed by the board of county commissioners. All surveys made by the county surveyor or his deputies shall be numbered consecutively by the county surveyor, and all field notes and calculations pertaining to such surveys shall be endorsed by the county surveyor with the number of the survey to which they pertain.

(4) Conduct surveys to establish the boundaries of county property, including road rights-of-way, or any other surveys necessary to the county;

(5) Accept for filing maps of surveys that establish monuments and keep a current record of all survey monuments within the county;

(6) Examine all survey maps and plats before they are recorded by the county clerk and recorder to insure proper content and form;

(7) Conduct geodetic control surveys, vertical control surveys, or any surveys for the purpose of geographic information systems;

(8) Conduct or supervise construction surveys necessary to the county;

(9) Provide reference monuments for or the remonumentation or monument upgrades of public land survey system monuments that are destroyed by county construction or other functions; and

(10) Provide other services requiring the expertise of a professional land surveyor as agreed upon by the county surveyor and the county board of commissioners.

Once appointed the County expects selected respondent to accomplish the following tasks with the assistance of the County Clerk and Recorder, County Assessor, and County Administrator:

(a) Develop a process and minimum standards for the review and indexing of Land Survey Plats in Huerfano County

(b) Review and recommend changes to the fee schedule for review and indexing of Land Survey Plats

7. Qualifications The individual appointed as County Surveyor must be: a U.S. Citizen, at least 18 years of age, a registered elector, and a licensed professional land surveyor.

8. Contents of Letter of Interest Written responses for the supply of the services fully described herein will be accepted until the date set forth in the anticipated timeline above. Any response received after that time will not be considered.

Responses should be no longer than 15 pages and include:

1. Cover Letter, which must include:

a. A statement of interest for working with the County to complete the scope outlined above including a summary of key points describing the respondent’s unique qualifications as they pertain to this particular scope;

b. A brief introduction to the respondent including structure, time in business, number of employees, and other data to assist in characterization of the respondent;

c. The name, address, and daytime telephone number for contact persons to whom additional selection process requests and notices should be communicated;

d. A disclosure of the name of any employee or official of Huerfano County who could be directly and personally benefited if the proposing firm is awarded a contract pursuant to this solicitation. If there is nothing to disclose, the response shall so state.

2. Experience and Reputation

a. Describe respondent’s experience in the types of work likely to be performed;

b. Describe similar engagements performed or operations run by the respondent within the past five years; and

c. Please provide contact information for engagements or operations listed. Letters of reference are also accepted.

3. Personnel and Qualifications

a. Provide a resume that describes the respondent’s expertise, experience and qualifications for this work;

b. Describe the availability and commitment of either the respondent to undertake the outlined work; and

c. Provide an organizational chart of the project team, if applicable.

4. Understanding and Approach

a. Describe in detail the respondent’s understanding of and approach to providing the types of services described;

b. Describe the respondent’s approach to partnerships or client service, including onboarding process, communication methods and approaches, as well as availability to take on projects and answer questions; and

c. Describe the respondent’s capability and approach to meeting schedules and deadlines.

5. Fee Proposal

a. Propose specific payment terms and arrangements (e.g. hourly rate vs. retainer or a combination).

9. Selection Process The process for selection and award of the Lease will consist of four steps and be organized as follows:

Step One Review and scoring of Responses submitted Step Two Interviews (if required) Step Three Selection of successful respondent, negotiation of Professional Services Agreement Step Four County Commissioner approval of Professional Services Agreement

Step One: Review of Responses Following an initial screening of the responses, the committee will select what it considers the most highly qualified party to provide the services outlined in the scope of services. Selection will be based on the evaluation criteria set forth below. Those submitting responses will be ranked, and the committee will then recommend the most qualified respondents for interviews. Responses for County Surveyor will be scored and ranked separately.

The following selection criteria will be the basis for the ranking of most qualified respondent:

Criteria Points

Experience and Reputation 20 Points Personnel and Qualifications 25 Points Understanding and Approach 25 Points Fee Proposal 20 Points Overall Evaluation of Capabilities and Ability to Provide Required Services (Interview) 10 Points

Total 100 Points

Step Two: Interviews (if required)

1. Interviews may be conducted for the purpose of determining which respondent is the most highly qualified to perform the required work and which responds most fully understands and is able to perform the work envisioned by the County. Note that one of the above criteria is reserved for interview scoring.

2. Key personnel from interested party are required to be present and participate in the interview.

3. Respondents are asked to give a presentation on their organization. The Review Board will then ask any questions they have of the respondent.

Step Three: Selection of Successful Respondent and Negotiation of Professional Services Agreement

1. After the successful respondent is selected, the County will negotiate a Professional Services

Agreement.

Step Four: County Commissioners Approval of Professional Services Agreement

1. The successful respondent is encouraged to attend the County Commissioners’ meeting to answer any questions concerning the response, or the respondent’s qualifications.

2. The County reserves the right to undertake or award supplemental or successor contracts for work related to this Contract.

3. This solicitation shall not be binding upon the County or respondent, and no services shall be performed under the terms of the response or the Professional Services Agreement until the Contract has been reduced to writing and approved by the County Commissioners.

10. Selection and Contracting Provisions Notifications.

The County will provide timely notifications in writing (letters and/or emails) of the following actions to individuals or firms responding to the Request for Proposals as follows:

Selection of short-listed individuals or firms for interviews (if required);

Individuals or Firms not short-listed;

Selection of recommended individual or firm; and County Commissioner approval.

Right to Reject The County reserves the right to waive informalities in the responses or fees and to reject any and all responses and re-advertise this solicitation at any time prior to County Commissioner approval of the recommended firm or individual and the negotiated professional contract for services if doing so would be in the public interest, as determined by the county in its sole discretion. The County reserves the right to award this solicitation to the individual or firm that best fits the requirements outlined in the solicitation. The County reserves the right to waive any informality in any submittal and/or reject all responses, and to accept the response that is in the best interest of the County. The County further reserves the right to: (1) negotiate a final professional contract for services that is in the best interests of the county and the public; and (2) request any additional information county deems reasonably necessary to allow the County to evaluate, rank and select the most qualified proposer to perform the services described in this solicitation.

If the County and the selected individual or firm cannot agree on the contract, the negotiations will be terminated, and the County reserves the right to begin negotiations with the next highest ranked proposer.

Procedure Requirements

1. Any individual or firm failing to submit information in accordance with the procedures set forth herein may be considered non-responsive.

2. All costs incurred by individuals or firms choosing to participate in this process shall be borne by the proposing individual or firm.

3. All responses submitted regarding this solicitation are the property of the County and will only be returned to the individual or firms if requested in writing to the County at the sole discretion of the County.

4. Late submittals shall not be accepted. It is the responsibility of the individual or firms to ensure that the response arrives at the Huerfano County Administrator’s Office, prior to the date and time stated in this solicitation.

Conflicts of Interest Any conflicts of interest whether real or perceived by the individual or firm submitting a response should be fully disclosed and explained within the response.