RFP 087.25 - ASE Access Control _ Surveillance and On-Call - Final.pdf

RFP #: 087.25

Budget Line Item #: FAA & Airport General Funding

PUBLIC NOTICE

Pitkin County is accepting proposals for the provision of AIRPORT ACCESS CONTROL

AND SURVEILLANCE SERVICING AND SUPPORT WITH ON-CALL SERVICES.

More information is available online at www.BidNetDirect.com/Colorado.

Any and all questions, or requests for clarification, must be submitted by 2:00 PM MT on July 15, 2025. Questions and requests for clarification will only be accepted via email at procurement@pitkincounty.com.

Response documents must be uploaded to the BidNet Direct website no later than 2:00 PM MT on July 30, 2025.

Published in the Aspen Daily News: June 30, 2025 and July 7, 2025.

TITLE VI SOLICITATION NOTICE

Pitkin County, 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 applicable regulations, hereby notifies all submitters that it will affirmatively ensure that any contract entered into pursuant to this Public Notice, disadvantaged business enterprises will be afforded full and fair opportunity to submit proposals 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.

The requirements of 49 CFR part 26 w i l l apply to any contract or services agreement awarded as a direct or indirect result of this RFP process. It is the policy of Pitkin County to practice nondiscrimination based on race, color, sex or national origin in the award or performance of this contract. The County encourages participation by all firms qualifying under this solicitation regardless of business size or ownership.

http://www.bidnetdirect.com/Colorado mailto:procurement@pitkincounty.com

AIRPORT ACCESS CONTROL AND SURVEILLANCE SERVICING AND

SUPPORT WITH ON-CALL SERVICES

Table of Contents

I. INTRODUCTION 3

II. SCOPE OF WORK 4

A. PROPOSALS FORM 4

B. SCOPE OF SERVICES 4

III. SELECTION PROCESS 5

A. SUBMITTALS 6

B. TIME SCHEDULE 7

C. EVALUATION CRITERIA 7

D. SELECTION COMMITTEE 8

E. DBE PARTICIPATION 8

F. MASTER SERVICES AGREEMENT 9

PROPOSALS FORM 10

INSTRUCTIONS TO PROPOSERS 13

REQUEST FOR PROPOSALS

AIRPORT ACCESS CONTROL AND SURVEILLANCE SERVICING AND

SUPPORT WITH ON-CALL SERVICES

GENERAL INFORMATION TO PROPOSERS

I. INTRODUCTION

This Request for Proposals (RFP) is being issued to solicit statements of qualifications from firms (individuals, partnerships, companies and corporations) who are experienced and interested in providing critical airport security system upgrades and support services. This includes performance of a one-time consultation with the client to remedy already identified issues and entering into an on-call security service agreement that also includes quarterly preventative maintenance, security hardware equipment procurement (including cameras, card readers, access control boards, gate systems, and related infrastructure) and software procurement and installation. Pitkin County, which owns and operates the Aspen/Pitkin County Airport, will accept and review Proposals from interested and qualified proposers and will select the most suitable and beneficial proposer to provide the requested services for the Airport based on the selection criteria and requirements listed herein. Those firms considered most qualified by the Airport may be requested to make further submittals and/or to be interviewed prior to the Airport making a final selection(s).

The deadline for submitting Proposals is prior to 2:00 PM, MT July 30, 2025, via the BidNet Direct website.

Pitkin County anticipates funding for the contract resulting from this RFP, all or in part, through Federal grant funds issued by the Federal Aviation Administrations (FAA). The project should be conducted in accordance with applicable FAA Advisory Circulars and other federal, state, and local requirements including but not limited to AC 150/5070-6B (Airport Master Plans), AC 150/5300-13 (Airport Design), AC 150/5050-4A (Community Involvement in Airport Planning), AC 150/5300-16 (Aeronautical Surveying), AC 150/5300-17 (Airport Imagery), and AC 150/5300-18 (Geographic Information System (GIS) Standards).

II. SCOPE OF WORK

A. PROPOSAL FORM

Proposers will be required to submit qualifications of their proposed team evidencing their ability to deliver the anticipated Scope of Services. Only responses with a complete Proposals Form will be considered for award.

B. SCOPE OF SERVICES

As-Needed Technical Services (T&M): The provider will be expected to perform:

Any modification to the existing systems (CCure and Milestone)

• Integration of any new device that requires new input and output to CCure, landing device to CCure board.

• New camera integration into Milestone.

• Program camera pop-up for CCure alarms. Cure-Milestone integration.

Installation of new devices and any associated hardware/software including but not limited to card readers, exit lane, crash bars, etc… Any access control device relocation Any video device relocation Any cable or infrastructure Acquisition of materials for repairs or installations First Year of Contract Discovery and Resolution – On going issues or problems identified by the client and provide resolution.

• Wireless Schlage lock/card reader system failure resolution

• Unprovoked or false notification alarms – Eight known issues

• Replacement of four (4) Delayed Release Emergency Crash Bars with possible CCure integration issues

Preventive Maintenance: Quarterly, which includes full inspection, testing, and resolution of any system or CCure-related alarms.

On-Call Support Services: The County is seeking a firm with the capacity to meet the following on-call security support services response requirements:

Support Availability Coverage:

Monday-Friday between 8 AM – 5 PM MT

Phone/Online Acknowledgment Response:

Within 2 hours (during business hours)

Remote Support Services Availability:

24/7/365

Onsite Support Response:

Within 24 hours or less of request, regardless of rural location

Failure to meet onsite/remote response expectations may be grounds for review or termination of the contract.

Licensing & Procurement Responsibilities:

Annual License Renewal and As Needed License

Annual Milestone Support Renewal Annual Software House Support Renewal Annual Medeco Support Renewal New Camera Licenses Hardware Procurement Badge Readers Wireless lock/card reader and associated hardware Cameras Wireless locks Proximity Cards Delayed Release Emergency Crash Bars

Equipment: The annual agreement will include repairs or replacement of the below equipment, including the associated labor cost.

36 - Electric Strikes 24- Overhead Door Contacts 23 – Software House Access Control Boards 20 - Power Supply 36 - Magnetic Lock 17 – Delayed Release Emergency Crash Bar 2 – Emergency Pull Door Release 105- IP Video Cameras 7 - Push to Exit (REX) 2 - Key Box 4 - Key Switch 90 - Door Contact 6 – Vehicle Gates and Contacts 2 – Outside Man-gate Contacts 130 - Card Reader (single or in/out readers) 30 – Wireless Schlage Locks/Readers or similar

Time and Materials Rates: For services outside the covered scope of the annual agreement, please provide rates to perform the following:

Normal Business Hours: M-F 8 AM – 5 PM – Proposed cost Afterhours: M-F 5 PM – 8 AM – Proposed cost Holidays & Weekends – Proposed cost

Qualifications, Technical and Operational Requirements:

Licensed expertise in CCure program in order to gain support from Software House.

Technicians have the ability to work with CCure during on-site hardware repairs or gain CCure support for on-site hardware repairs.

Obtain and maintain sufficient amount of Aspen/Pitkin County Airport badge holders with training to complete any work independently in any area of the airport.

Properly marked and lighted vehicle to get to job sites on the airport property (amber beacon and company placard on the sides of vehicle).

III. SELECTION PROCESS

The County is required by the terms of the Pitkin County Procurement Code to conduct a competitive selection process to select a Contractor for the above-described RFP. This process shall be through formal proposals submitted in response to this Request for Proposals.

Given that the funding for the contract resulting from this RFP is anticipated in whole or in part through a federal grant issued by the FAA, the selection of the services shall follow the FAA’s Advisory Circular 150/5100‐14E (Change 1 consolidated):

https://www.faa.gov/documentLibrary/media/Advisory_Circular/150-5100-14E-consolidated.pdf

A. SUBMITTALS

1. Proposer shall submit their qualifications as outlined in the Request for Proposals and Scope of Services.

Response Format: Each response shall be 8½” X 11” in size. Font, Times New Roman, size shall be no smaller than 12 point and submission shall not exceed fifteen

(15) pages total, any page after page 15 will not be reviewed. Exclusions for cover letters, Proposals Form, personnel résumés, and Template Contract revisions, all to be uploaded as their own separate file.

a. The Response must contain name, address, daytime phone number(s), and e-mail address for person(s) to whom additional selection process requests should be communicated;

b. A proposed approach and basic description of how the Proposer will proceed with the services;

c. A statement of Qualifications of the Proposer;

d. Qualifications of the staff to be dedicated to the project;

e. A completed Proposals Form;

f. List of all known and/or anticipated subcontractors;

2. Proposer may be required to supply additional information upon request, or to make additional submissions under secondary selection criteria, if necessary.

3. Any and all questions or comments shall be submitted via email to procurement@pitkincounty.com no later than 4:00 PM MT on July 15, 2025. All requests must have the email subject line, “RFP 087.25: AIRPORT ACCESS

CONTROL AND SURVEILLANCE SERVICING AND SUPPORT WITH ON-

CALL SERVICES Request for Clarification and Questions.” All questions, comments and answers provided shall be shared with all Proposers via addendum posted on BidNet Direct.

https://www.faa.gov/documentLibrary/media/Advisory_Circular/150-5100-14E-consolidated.pdf https://www.faa.gov/documentLibrary/media/Advisory_Circular/150-5100-14E-consolidated.pdf

4. All Proposals must be uploaded to the BidNet Direct website. Proposals will not be accepted in any other form or manner.

5. During the Request for Proposals selection process, all responses shall remain confidential. The entire selection process (procurement) file shall be available to the public (which includes all Proposers) after an agreement is approved by the County, except those items for which confidentiality has been requested in writing by the Proposer, and providing that the County Attorney has reviewed and determined said item(s) to be the properly classified as confidential under the State Open Records Act and other relevant statutes and regulations.

B. TIME SCHEDULE

The County will endeavor to use the following timetable:

RFQ/P Process:

June 26, 2025 Request for Qualifications/Proposals publicly advertised on BidNet Direct.

July 15, 2025 Proposer’s request for clarification and questions due via email to procurement@pitkincounty.com by 4:00 PM MT

July 17, 2025 County’s response to request for clarification and questions posted on BidNet Direct via addendum

July 30, 2025 PROPOSALS MUST BE UPLOADED TO BIDNET

DIRECT BY 2:00 PM MT

July 31- August 5 Meeting of Selection Committee; checking of references;

selection of Proposers to interview if necessary

Tentative Milestones:

August 6-8, 2025 Interview(s) with short-listed Proposer(s) if necessary

August 13, 2025 Notice of Award Issued to Top-Ranked Proposer

C. EVALUATION CRITERIA

Selection of the "short-listed" Proposers to be interviewed and/or the selection of the top- ranked Proposer will be based upon the following criteria (or as the same may be amended or supplemented by published secondary selection criteria, if any):

1. Submitted Proposal meets this RFP requirements (5%)

2. Relevant firm experience (25%)

3. Qualifications and experience of proposed staff (30%)

4. Understanding of Project Scope and familiarity with the Aspen/Pitkin

County Airport (25%)

5. Displayed ability to comply with DBE requirements (5%)

6. Demonstrated ability of Proposer to meet schedules and budgets with similar airport project (5%)

7. Availability of staff and proximity of office(s) to Project Area (5%)

D. SELECTION COMMITTEE

Communications 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.

Voting Members of the Selection Committee:

Nonvoting counsel to the Selection Committee:

-David Schneider -Ebenezer Henry -Tim Ritcey -Carrie Labbe

-County Attorney -County Procurement

E. DISADVANTAGED BUSINESS ENTERPRISE (DBE) PARTICIPATION

Since this contract will be funded in whole or in part using FAA funds, it is the policy of Pitkin County to ensure that Disadvantaged Business Enterprises (DBEs), as defined in 49 CFR Part 26, can compete fairly for opportunities to participate as subcontractors and suppliers on all contracts awarded by the County to ensure a level playing field.

The County has not established a firm DBE participation percentage requirement as of the issuance of this RFP for the anticipated project period. The requirement will be communicated as quickly as possible following adoption. Previous projects of similar scope have included a DBE commitment of 2.6% for reference only.

The Proposer must include information about each subcontractor that would or may be utilized under an awarded contract.

The Proposer shall include its DBE commitment for the contract that results from this

RFP.

The Proposer will provide evidence that it will meet the DBE goal as defined in the Federal Regulations through the submission of a DBE participation plan describing in detail the work and responsibilities that the DBE(s) will perform.

The Proposer can meet the DBE requirements set forth herein in either of two ways:

1. The Proposer can meet the goal by documenting commitments for participation by DBE firms sufficient for this purpose.

2. If the DBE participation plan proposed does not fully meet the intended goal, the Proposer must document adequate good faith efforts in order to be considered further.

The firms utilized by the Proposer under its plan must be validated by the County as a certified DBE in accordance with 49 CFR Part 26. Each Response will be reviewed by the County for responsiveness to the criteria. Additionally, in accordance with 49 CFR 26.55, only DBE participation that results from a commercially useful function may be counted toward the DBE participation commitment. A DBE performs a commercially useful function when it is responsible for execution of the work of the contract and is carrying out its responsibilities by actually performing, managing, and supervising the work involved. A DBE does not perform a commercially useful function if its role is limited to that of an extra participant in a transaction, contract, or project through which funds are passed in order to obtain the appearance of DBE participation.

F. MASTER SERVICES AGREEMENT

Upon selection of a top-ranked Proposer, negotiations will commence immediately for a Master Services Agreement with terms to be consistent with this Request for Proposals. The development of the first Task Order will also start at the same time.

It is anticipated that the scope of Task Order 1 will be a review and evaluation of existing ASE data, documentation and information. This information will be provided to the selected consultant. A copy of the County’s Standard Master Services Agreement (MSA) is attached for reference. Proposers must submit any exceptions to this agreement with their Response. No other changes to the MSA will be considered. Change requests will only be reviewed upon completion of scoring and will not be a consideration during the course of Proposals evaluation; as such, no information that could or should be included for consideration of submitted Proposals should be made or entered into the sample MSA.

Federal Regulations. Contractor, as it relates to the services that will be required upon award of a contract, represents and acknowledges to the County that it and its subcontractors are knowledgeable as to any and all codes, rules and regulations applicable in the jurisdictions in which the services will be performed and the funding sources for the services, including without limitation, County and local ordinances and codes, Colorado laws, rules, regulations and grant requirements, and Federal laws, rules, regulations, advisory circulars and grant requirements, including without limitation, PFC requirements, requirements of the Americans with Disabilities Act, and requirements of the FAA, and the Federal Transportation Security Administration ("TSA") and the Colorado Department of Transportation ("CDOT"). In the performance of services, the contractor and its subcontractors shall comply with all such laws, codes, rules, regulations, advisory circulars and requirements now in effect and as may be amended or adopted at any time during the term of the contract, and shall further take into account in the performance of its services hereunder, all known or publicly announced pending changes to the foregoing. The contractor and its subcontractors shall provide any and all certifications to the County as to compliance with such laws, codes, rules, regulations, advisory circulars and requirements, as may be required by any governmental body, including FAA, TSA, CDOT and County departments. The contractor shall insert all required FAA provisions in its subcontractor agreements.

PROPOSALS FORM

From:

Phone E-mail Address:

To: Pitkin County Procurement 0233 E Airport Road Aspen, CO 81611

RE: AIRPORT ACCESS CONTROL AND SURVEILLANCE SERVICING AND

SUPPORT WITH ON-CALL SERVICES

Response Time: 2:00 PM MT

Response Date: July 30, 2025

Pursuant to a request by the Pitkin County Commissioners, the undersigned Proposer, having examined this Request for Proposals (RFP), including the site of the proposed Service and being familiar with existing conditions including the availability of materials and labor, hereby proposes to furnish all labor, materials, supplies, applicable permits, services and supervision required to perform the Services as detailed in this RFP.

Description:

Statement and Approach to Service:

Qualifications of Proposer:

Please insert names address, phone numbers and description of similar Service for Reference Checks.

1.

2.

3.

QUALIFICATIONS OF PERSONNEL

Please list assigned personnel and their qualifications:

Personnel #1.________________________________________________

Qualifications:

List of similar Service performed:

Reference Name, & Phone Number:

Personnel #2.________________________________________________

Personnel #3.________________________________________________

It is further understood that the right is reserved by the County to reject any and all Proposals.

The Proposer acknowledges receipt of Addenda Nos. .

The right is reserved to waive any informalities and to reject any Proposal received for any reason.

Dated this day of , 2025

(Corporate seal) PROPOSER:

SIGNATURES: If the Response 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 Response is being submitted by an individual or a partnership, the Response shall so indicate and be properly signed.

INSTRUCTIONS TO PROPOSERS

FOR PITKIN COUNTY OPPORTUNITIES

1.

a. A "Qualification" is a responsive, conforming, unconditional, complete, legible and properly executed offer on the Pitkin County Proposals Form to do the work called for in the Request for Proposals (“RFP”).

b. Proposals must be submitted electronically in PDF format and submitted at the time and place designated in the RFP. Electronic submissions must be clearly marked as a "sealed Qualification" with the project name and the name, contact person, mailing address and telephone number of the Proposer. For electronic submissions, the County reserves the right to request verification of any original or electronic signature at any time before issuing a Notice of Award.

c. It shall be the responsibility of the Proposer to ensure that the Qualification is in proper form and in the County's possession by or before the scheduled time and date of public Qualification 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 Qualification returned immediately to the Proposer.

d. If specified in the Request for Proposals, parties who request packages of Qualification documents will be required to pay a fee for the document package. All parties who request packages must provide the name of the potential Proposer, along with the name of a contact person, address, telephone number, fax number and email address for the purpose of dissemination of Addenda or additional Qualification information.

e. 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 Qualification.

No advantage shall be taken by either party of manifest clerical errors or omissions in the Qualification documents or the Request for Proposals (and plans and specifications). 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).

f. The signer of the Qualification Form must initial any alteration or erasure. If provided on the required Qualification Form, the Qualification 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.

g. No reimbursement will be made by the County for any costs incurred in the preparation of a statement of proposals, Proposals, or attendance at a site inspection, pre-bid conference or interviews.

h. No person, firm, corporation or other entity shall be allowed to make, file or be interested in more than one Qualification for the same work, unless alternate Proposals are called for. A person, firm, corporation or other entity who has submitted a sub-Qualification to Proposer, or who has quoted prices on materials to a Proposer, is not hereby disqualified from submitting a sub-qualification or quoting prices to other Proposers.

2.

a. If any person contemplating submitting a Qualification is in doubt as to the true meaning of any part of the Drawings, Specifications or other Qualification or Contract Documents, or finds discrepancies, errors, ambiguities, inconsistencies, incompleteness or omissions in the Drawings or Specifications or the Qualification process, he/she must submit to the Procurement Officer a written request for an amplification, clarification, explanation, interpretation or correction thereof. Failure to do so shall constitute: (1) acceptance by the Proposer of the Drawings, Specifications or other Qualification or Contract Documents as is, and (2) a waiver by the Proposer of any and all claims arising, or that might arise, out of such discrepancies, errors, ambiguities, inconsistencies, incompleteness or omissions.

b. Proposers may propose substitute materials or techniques if such substitution is equal to or better than the materials or techniques described in the RFP and if the substitution has been submitted in writing at least ten (10) days prior to the public Qualification 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 distributed to all Proposers at least three (3) days prior to the deadline for Qualification submission.

c. 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 Qualification Documents. Delivery, as used in these Instructions, shall include electronic delivery through e-mail, facsimile, web-posting or other electronic means. Neither the County nor the Procurement Officer will be responsible for any information, representations, explanations or interpretations of the Contract Documents not in written addenda.

d. The County reserves the right to call a pre-Qualification conference; if called and conducted, a summary of the pre-Qualification conference will be mailed or electronically delivered to all parties receiving a set of Qualification documents.

e. 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 Qualification. 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.

f. Any Addenda issued during the time of the Qualification process, or forming a part of the Qualification Documents, shall be covered in the Qualification, and shall be considered a part of the RFP. Receipt of each Addendum shall be acknowledged in the Qualification.

g. If specified in the RFP, a request for proposals may precede the RFP process.

3.

a. Each Qualification, if required by the Qualification Documents, shall be accompanied by a certified check or bid bond in a form acceptable to the County Attorney, 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 Qualification, and will furnish, if required by the Qualification, 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 Qualification guaranties of all parties except the three highest scoring 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 Proposers’ guaranties will be returned.

b. Proposer also, if required by the Qualification Documents, will fully complete and submit with the Qualification a Pitkin County Qualification Statement, or an updated Statement if one is already on file. Pitkin County reserves the right to pre-qualify Proposers based on said qualification statements.

c. Proposer also must submit with the Qualification a list of subcontractors, independent contractors and suppliers to be employed under the Contract. If the County has a reasonable objection to any such subcontractor, independent contractor or supplier, it shall notify the Proposer and the Proposer may then:

(a) withdraw the Qualification; or (b) substitute an acceptable contractor or supplier. If required by the Contract Documents, subcontractors, independent contractors and/or suppliers may be required to submit a Contractor's Qualification Statement.

d. 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.

e. 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.

f. All names must be typed or printed below the signature.

4.

a. Proposer acknowledges that this Qualification is solicited and submitted subject to the requirements of the "Pitkin County Procurement Code," (Ordinance #026-2005, as amended by Ordinance #03-2007 (copies available on the Pitkin County website at http://pitkincounty.com/DocumentCenter/Home/View/5314 or 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.

b. The Proposer shall immediately notify 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.

c. The submission of a Qualification shall be conclusive evidence and legal admission that the Proposer: (1) has no questions, complaints or objections in connection with the Qualification 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 Qualification Documents; and (3) has full knowledge of the scope, nature, quality and quantity of work to be performed, the detailed requirements of the Qualification Documents including any and all contract documents, 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.

5.

a. All Proposals will be opened and read in public by name of Proposer only. No Proposals may be withdrawn after the beginning of the public opening. The County, in its sole discretion, may delay a Qualification opening for no longer http://pitkincounty.com/DocumentCenter/Home/View/5314 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 Qualification Form prior to opening.

b. All Proposals submitted must be valid for a minimum period of sixty (60) days after the date of the Qualification opening. During this time, Proposers are investigated, and Proposals are evaluated.

6.

a. Proposals will be awarded to the highest scoring Proposer complying with the terms, conditions, guidelines, selection criteria, plans and specifications presented in the Request for Proposals. All rights are reserved by the County to determine, in the County's sole reasonable discretion, whether the Qualification meets the needs or a purpose intended and is within the project budget.

b. The County will consider the quality of Proposers services and products as judged by the County; past experience with Proposers, subcontractors, independent contractors, products or suppliers; proposals of the Proposers and/or subcontractors, independent contractors or suppliers; services offered;

warranties; maintenance considerations; long-range costs; delivery; and similar considerations, all as specified in detail in the RFP.

c. The County reserves the absolute right to conduct such investigations as it deems necessary to assist in the evaluation of any Qualification and to establish the experience, responsibility, reliability, references, reputation, business ethics, history, proposals and financial ability of the Proposers and proposed subcontractors, independent contractors 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.

d. 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 Qualification 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 Qualification. 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 Qualification will be rejected and the next eligible Proposer in the selection ranking will be invited to participate in the same process until a Qualification 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 Qualification which in the County's sole discretion is in the best interest of the County.

e. Pitkin County reserves the right, 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, conclusory, false or misleading information provided by Proposer shall be grounds for rejection of the Qualification. If Proposals are rejected, the County further reserves the right to investigate and accept the next best Qualification in order of ranking or to reject all Proposals and re-solicit for additional Proposals.

f. Any questions or disputes involving the documents or procedures not covered by these Instructions or other Qualification Documents shall be resolved by the Procurement Officer on the basis of fairness, custom in the industry, maximization of competition and best interests and convenience of the 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.

8. Contracts will be executed on standard Pitkin County Contract documents and/or by separate agreement with the Proposer. Copies of any applicable standard forms are included with the Qualification Documents. The County reserves the right to negotiate with the Proposer for contract terms not specified in the Proposing Documents. Any changes from the Pitkin County standard form contract may result in a delay in the issuance of a Notice to Proceed in order to obtain any necessary County Attorney review of changes from the standard form. Proposer agrees that any such delays shall not be grounds for either additional compensation or an extension of time to complete the work that is the subject of the Qualification.

9. If the contract awarded as a result of a Qualification 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.