Snow Groomer RFP 2025 - Final.pdf

Lake County Government Request for Proposal – One Snow Groomer Lease 505 Harrison Ave PO Box 862 Leadville, CO 80461

REQUEST FOR PROPOSAL (RFP) ISSUED | August 12, 2025

BIDS DUE | 31 August 2025 by 5:00 p.m.

INTRODUCTION

Lake County Government is accepting proposals for the lease of one late-model snow groomer for Nordic trail grooming on the 12-mile Mineral Belt Trail in Leadville, Colorado. The lease term will span 1 winter season, with an option to extend yearly up to 4 years.

Operating Dates (Annually):

Start: November 1 End: March 31

The County also wishes to explore options for increased season length if we get good snow conditions.

SUBMISSION REQUIREMENTS

THE EQUIPMENT

The County is seeking a lease for a unit to be used primarily on the 12-mile Mineral Belt Trail in Leadville, Colorado, for grooming Nordic skiing trails. The unit shall meet or exceed the following requirements:

Operating specifications

• Weight range with tracks and attachments: 4,500 kg – 7,500 kg.

• Ground clearance 12 in.

• Payload 400 kg. minimum

• Zero-degree turning radius

• 12–way blade and tiller with track pans for Nordic trail grooming

Attachments

• Track options suitable for a variety of snow conditions. NB: The Mineral Belt Trail is a 12-mile asphalt-paved surface.

• 12-way blade

• Tiller and two Nordic track pans

Additional Functions

• Adjustable down pressure

• Cruise control

• On-board diagnostics

• Hydraulic Track Tensioning

505 Harrison Ave PO Box 862 Leadville, CO 80461

Power Train

• Hydrostatic transmission

• Hydrostatic brakes

Cab

• Adjustable seat bench

• Heater, automatic temperature control

• Hydrostatic circuits: 6 front, 6 rear

• Front lights: LED and halogen

• Heated windshield and 2 outside electrically adjustable and heated rear view

• Sun visor front

• Backup alarm

• Horn

• AM/FM with clock, CD player, Bluetooth, Aux in

Electrical

• 24 volts

• 120–150-amp alternator

• Batteries: maintenance-free, 2 x 12V

Delivery & Return Lease pricing must include the cost of seasonal delivery and return of the groomer and attachments to/from the Lake County Public Works Department in Leadville, Colorado.

• Include an estimated annual delivery date.

• The groomer may be used or refurbished, but it must include a maintenance plan for an estimated

500 operating hours per season.

Training Proposals must include:

• Training materials (e.g., videos or manuals)

• Optional or required in-person training at Lake County Public Works

SCOPE OF SERVICES

The County will, with a responder, enter into a Tax-Exempt Equipment Lease Agreement (Lease Agreement) that specifies the terms and conditions of the transaction. The County is seeking a lease structure that provides either monthly, biannual or annual payment. The County expects each responder to quote a rate that will be fixed at the time of the first payment. The rate thus established will then be fixed for the remaining term of the Lease Agreement.

505 Harrison Ave PO Box 862 Leadville, CO 80461

TERMS AND CONDITIONS

A. Assignment: Neither the Lease Agreement nor the obligations of Lessee to make payments may be assigned without the written consent of Lessee.

B. Term: 1-year schedule, with an option to extend financing with the selected lessor for additional equipment lease schedules at the discretion of the County and subject to approval by the Board of County Commissioners.

C. Lessee: Lake County Government, Department of Public Works, acting by and through the Lake County Board of County Commissioners

D. Lessor: The provider of the Tax-Exempt Equipment Lease.

E. Lake County reserves the right to:

o Modify or cancel the selection process or schedule at any time.

o Waive minor irregularities.

o Reject any and/or all responses to this RFP and seek new proposals when it is in the best interest of Lake County to do so;

o Seek clarification of additional information from respondents as deemed necessary for the evaluation of the response.

o Request additional information or evidence from individual respondents.

o Issue revisions to the RFP or amend the scope of the RFP.

By participating in this RFP process, responders agree to hold harmless Lake County, their officers, and employees from all claims, liabilities, and costs related to all aspects of the bid selection process.

All documents, conversations, correspondence, etc., between Lake County and the respondents are public information subject to the laws and regulations that govern Lake County, unless specifically identified otherwise.

All expenses related to any Responder’s response to this RFP, or other costs incurred while the selection process is underway, are the sole obligation and responsibility of that Responder.

SECURITY

The Lease Agreement will be secured by the County’s obligation to make payments that are expressly subject to annual appropriations.

PROPOSALS REQUESTED

Each party responding to this RFP is asked to indicate agreement with this outline or clearly stipulate any desired changes or additions to the terms mentioned herein. Each Responder must also indicate an itemized list of all costs associated with the transaction that are expected to be paid by the County, either

505 Harrison Ave PO Box 862 Leadville, CO 80461 as a direct (upfront) payment or as an addition to the equipment lease. These costs should include commitment fees, legal counsel, trustee fees, related subsequent equipment sales fees, if any, and all similar items of cost, if any. Responders are also permitted to submit alternative proposals reflecting methods of meeting the County’s goals as generally outlined herein. Any alternative proposal must contain sufficient detail to enable the County to compare it with the proposal sought in this RFP readily.

The County will expect the successful responder to enter into a Lease Agreement. Deviations from and exceptions to terms, conditions, specifications, or manner of this RFP shall be described fully on the Responder’s letterhead stationery and signed. In the absence of such a statement, the Responder shall be deemed to have accepted all such terms, conditions, specifications, and the manner of the RFP. A Responder’s failure to raise an issue related to the terms, conditions, specifications, or manner of this RFP prior to the proposal submission deadline in the manner described shall constitute a full and final waiver of the Responder’s rights to raise the issue later in any action or proceeding relating to the RFP.

GENERAL COUNTY LEASE REQUIREMENTS

A. Lease Agreement Commencement and Length: The Lease Agreement, if accepted by the County, will commence upon approval of the Board of County Commissioners for a 1-year term schedule, with an option to extend yearly up to 4 years, financing with the selected lessor for additional equipment lease schedules at its discretion, subject to approval by the Board of County Commissioners.

B. Parties to the Contract: Parties to this Lease Agreement shall be the County and the successful Responder (the “Vendor" or “Contractor” or “Lessor”).

C. Applicable Law: The Lease Agreement entered into as a result of the RFP shall be governed and interpreted under the laws of the State of Colorado.

ADDITIONAL PROPOSAL AND LEASE REQUIREMENTS

A. Duration of Offer: All proposals must indicate that they are valid for a minimum of forty-five (45) calendar days from the date of the response opening.

B. Firm Proposal/Response: Prices quoted in the response of the RFP must be valid for a minimum of forty-five (45) calendar days from the date of the response opening, unless extended by the Responder or accepted by the County. After the County has accepted the proposal, the prices quoted herein are the maximum that can be charged during the life of the Lease Agreement.

505 Harrison Ave PO Box 862 Leadville, CO 80461

QUALIFICATIONS SUBMITTAL INSTRUCTIONS:

The County seeks a clear, concise, economical presentation of the vendor’s proposal. Proposals must be submitted to rfp@lakecountyco.gov OR via an electronic submission on BidNet (https://www.bidnetdirect.com/colorado) no later than 5:00 PM prevailing time on August 31, 2025, as specified in this RFP. Please note that candidates must register on BidNet in order to submit proposals electronically. Late proposals will not be accepted. If proponents need assistance, please contact BidNet’s Vendor Support Department at 800-835- 4603, Option 2.

Please address the Cover Letter to: Duncan Chisholm, Lake County Parks, Recreation, and Open Space Director, 505 Harrison Avenue, Leadville, Colorado 80461, with the subject line: Snow Groomer Lease.

Proponents should not rely on any other statements, either written or oral, that alter any specification or other term or condition of the RFP during the open solicitation period. Proponents should not contact any team members, or any individual associated with the County regarding this RFP or this project.

ALL PROPOSALS must be received on or before August 31, 2025, by no later than 5:00 MST

A. Questions and Inquiries: It is the County’s policy to accept questions and inquiries from all Responders. Questions regarding this RFP should be directed to Duncan Chisholm at the Parks, Recreation & Open Space Department at dchisholm@lakecountyco.gov. All questions must be submitted in writing and are due by 4:00 PM on Friday, August 22, 2025.

B. Proposal Contents: By submission of a proposal, the Responder warrants that the information provided is accurate, correct, and reliable for purposes of evaluation for potential lease award. The submission of inaccurate or misleading information may be grounds for disqualification from the award, as well as subject the Responder to suspension or debarment proceedings, as well as other remedies available by law.

C. Responses, Format, and Content: To be considered for selection, Responders must submit a complete response to this RFP. The following information should be attached and included as part of RFP. Failure to do so may result in disqualification.

1. A detailed statement outlining the proposal for meeting the County’s lease needs, including a specific discussion of any restrictions on types of equipment the Responder will provide under the program. The Responder may list any other options with costs that you feel may benefit the County.

2. The name, title, and contact information for the Responder’s Authorized Representative.

3. A list of similar leases or other government lease programs successfully completed in the past two years.

4. A form of Lease Agreement.

5. Specifically identify any exceptions your firm might have to the Lease Agreement.

6. An indication that the complete proposal and prices quoted in response of the RFP are valid for a minimum of forty-five (45) calendar days from the date of the response opening.

mailto:rfp@lakecountyco.gov mailto:dchisholm@lakecountyco.gov

505 Harrison Ave PO Box 862 Leadville, CO 80461

7. Proposals should be prepared economically, providing a straightforward, concise description of the Responder's capabilities to satisfy the requirements of the RFP. Emphasis should be placed on the completeness and clarity of the content.

PROPOSAL SELECTION

A. Selection Criteria: The County will select the firm whose proposal demonstrates clear capability to fulfill best the purposes of the RFP, consistent with the conditions stated herein and, in a cost-effective manner.

The selection criterion has been broken into four (4) parts and will be evaluated in accordance with the criteria listed below:

1. Total Cost of Equipment Leasing (50%);

2. Compliance with RFP Requirements (20%);

3. Ability to Perform Obligations (20%); and

4. Form of Lease Agreement (10%).

INSURANCE REQUIREMENTS

The successful bidder shall not begin any work under any contract awarded until it has obtained the required insurance, and Lake County has approved such insurance. The successful bidder shall not allow any subcontractor to commence work under an awarded contract until all similar insurance required of the subcontractor has been obtained and approved.

WORKERS’ COMPENSATION FOR SERVICE CONTRACTS

Type of Insurance Minimum Coverage

Comprehensive General Liability Insurance $1,000,000/occurrence + $2,000,000/aggregate

Comprehensive Automobile Liability Insurance $1,000,000/occurrence

Professional Liability Insurance $1,000,000/claim + annual aggregate

505 Harrison Ave PO Box 862 Leadville, CO 80461

Indemnification To the fullest extent permitted by law, the successful bidder, its subcontractors, agents, officers, and/or employees shall indemnify and hold harmless Lake County, Colorado, including, but not limited to, its respective elected and appointed officials, officers, employees, and agents, from and with respect to any claim resulting, arising, or alleged to have arisen from the negligent, and/or willful, wanton or reckless acts, errors, or omissions of the bidder, its subcontractors, agents, officers, or employees and any and all losses or liabilities resulting from any such claims, including, but not limited to, damages, costs, and reasonable attorney’s fees. This indemnification shall not be affected by any other portions of the contract referenced above relating to insurance requirements.

General Conditions

Reserved Rights:

Lake County reserves the right to:

• Modify or cancel the selection process or schedule at any time;

• Waive minor irregularities;

• Reject any and/or all responses to this RFP and to seek new proposals when it is in the best interest of Lake County to do so;

• Seek clarification or additional information from respondents as it deems necessary to the evaluation of the response;

• Request any additional information or evidence from individual respondents;

• Judge the respondent’s written or oral representations as to their veracity, substance and relevance to development of the project, including seeking and evaluating independent information on any project team; and

• Incorporate this RFP and the selected team’s response to this RFP as a part of any formal agreement between the County and the respondent. Issue revisions to the RFP or amend the scope of the RFP.

Hold Harmless: By participation in this RFP process, proponents agree to hold harmless Lake County, their officers and employees from all claims, liabilities and costs related to all aspects of the responder selection process.

Public Information: All documents, conversations, correspondence, etc. between Lake County, and proponents are public information subject to the laws and regulations that govern Lake County, unless specifically identified otherwise.

Expenses: All expenses related to any applicant’s response to this RFP, or other expenses incurred during the course of the selection process are the sole obligation and responsibility of that proponent.

We appreciate your interest and look forward to hearing from you.