HomeMy WebLinkAboutagenda.council.regular.20240416AGENDA
CITY COUNCIL REGULAR
MEETING
April 16, 2024
5:00 PM, City Council Chambers
427 Rio Grande Place, Aspen
I.Call to Order
II.Roll Call
III.Scheduled Public Appearances
III.A Life Saving Recognition
IV.Citizens Comments & Petitions
V.Special Orders of the Day
VI.Consent Calendar
VI.A Resolution #049, Series of 2024 - Funding Request for HeadQuarters/Community
Mental Health Fund
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(Time for any citizen to address Council on issues NOT scheduled for a public hearing.
Please limit your comments to 3 minutes)
a) Councilmembers' and Mayor's Comments b) Agenda Amendments c) City Manager's
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(These matters may be adopted together by a single motion)
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VI.B Resolution #050, Series of 2024- Procurement of Seven 2024 Fleet Replacement
Vehicles
VI.C
Resolutions #051-052, Series of 2024 - Hallam and Garmisch Storm Pipe and
Watermain Replacement Project
VI.D Draft Minutes of March 26th, 2024
VII.Notice of Call-Up
VIII.First Reading of Ordinances
IX.Public Hearings
X.Action Items
X.A Demolition Permit Appeals
XI.Executive Session
XII.Adjournment
April 16 Community Mental Health Fund.docx
Resolution #049 (2024) (Community Mental Health Fund).doc
2024 Fleet Replacment Memo.docx
Resolution #050.doc
2024-213 Supply Procurement with Exhibit A and B.pdf
2024.04.04_Hallam_Garmisch_Council_Memo__051_and_052_2024.docx
Resolution #051 2024 - Stutsman.docx
Resolution #052 2024 - Contingency.docx
2024-018 STANDARD CONTRACT FOR CONSTRUCTION Exhibit A.pdf
cc.min.032624.docx
Memo re Continuance (4-9-24).docx
Pursuant to C.R.S. Section 24-6-402 (4)(a) The purchase, acquisition, lease, transfer, or
sale of any real, personal, or other property interest; (4)(b) Conferences with an attorney
for the local public body for the purposes of receiving legal advice on specific legal
questions. (4)(e) Determining positions relative to matters that may be subject to
negotiations; developing strategy for negotiations; and instructing negotiators.
The specific items of discussion involve the following:
Ongoing Litigation:
The Centennial Owners’ Association, v. The City of Aspen, et al. Case No.:
2015CV030158 and Case No.: 2017CA2099
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MEMORANDUM
TO:Mayor and City Council
FROM:Jenn Ooton, Senior Project Manager
THROUGH:Sara Ott, City Manager
MEMO DATE:March 25, 2024
MEETING DATE:April 16, 2024
RE:Resolution #049, Series 2024 -Funding Request for
HeadQuarters/Community Mental Health Fund
REQUEST OF COUNCIL:
Approval of Resolution #049, Series 2024.
SUMMARY AND BACKGROUND:
In March, City Council agreed to bring forward a resolution authorizing a contribution to
the Community Mental Health Fund administered by HeadQuarters. Resolution #049,
Series 2024 would approve the request for $65,000 for HeadQuarters, with the majority
going to support the HQ Mental Health Fund, which is held at the Aspen Community
Foundation, and which supports the safety and security of individuals and families in need
of mental health services and cannot pay for treatment.
The mayor has been attending meetings with regional stakeholders and mental health
providers to focus on greater awareness of and access to mental health services, during
which the following actions were identified:
Financial support to the Community Mental Health Fund;
Program improvements for better access, distribution, and efficiency with the
Mental Health Fund; and
An ad and outreach campaign to raise awareness and accessibility to mental
health services, financial assistance, and supporting those that want or need to
address their mental health needs.
The funding amounts will be contributed with the following uses:
$50,000 to the mental health fund,
$5,000 to HeadQuarters as a 10% administration cost,
$5,000 to HeadQuarters for work on program improvements, and
$5,000 to HeadQuarters to be spent on awareness campaign.
FINANCIAL IMPACTS:
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As of March 2024, the city has $730,644 in uncommitted fund balance of the city’s tobacco
tax dollars. Tobacco tax dollars are collected for financing health and human services,
tobacco related health issues and addiction and substance abuse education and
mitigation.
This request would be funded from those tobacco tax revenues.
RECOMMENDATIONS:
Approval of Resolution #049, Series 2024.
CITY MANAGER COMMENTS:
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RESOLUTION #049
(Series of 2024)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN,
COLORADO, APPROVING A CONTRIBUTION TO HEADQUARTERS TO
SUPPORT MENTAL HEALTH SERVICES AND OTHER RELATED
EXPENSES.
WHEREAS, there has been submitted to the City Council a request for
funds in the amount of $65,000 for HeadQuarters, which has a mission to support
the safety and security of individuals and families in need of mental health
services; and,
WHEREAS, the Aspen City Council discussed the contribution at the
March 12, 2024 Council meeting; and,
WHEREAS, the funds would be distributed in the following manner,
$50,000 to the HQ Mental Health Fund, $5,000 to HeadQuarters as a 10%
administration cost, $5,000 to HeadQuarters for work on program improvements,
and $5,000 to HeadQuarters to be spent on an awareness campaign; and,
WHEREAS, tobacco tax dollars are collected for financing health and
human services, tobacco related health issues and addiction and substance abuse
education and mitigation.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF ASPEN, COLORADO,
That the City Council of the City of Aspen hereby approves the contribution
to the HQ Mental Health Fund in the amount of $65,000 to be distributed with
$50,000 to the mental health fund, $5,000 to HeadQuarters as a 10%
administration cost, $5,000 to HeadQuarters for work on program improvements,
and $5,000 to HeadQuarters to be spent on an awareness campaign, to be paid for
through tobacco tax revenue, and does hereby authorize the City Manager to
complete the request as she deems appropriate pursuant to this resolution.
INTRODUCED, READ AND ADOPTED by the City Council of the City of
Aspen on the 16th day of April 2024.
Torre, Mayor
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I, Nicole Henning, duly appointed and acting City Clerk do certify that the
foregoing is a true and accurate copy of that resolution adopted by the City
Council of the City of Aspen, Colorado, at a meeting held, April 16, 2024.
Nicole Henning, City Clerk
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MEMORANDUM
TO:Mayor and City Council
FROM: Daniel Maldonado, Superintendent of Streets
THROUGH: Tyler Christoff, Assistant Public Works Director
Scott Miller, Public Works Director
MEETING DATE:April 16, 2024
RE:Resolution #050 Series 2024 Procurement of Seven (7) 2024 Fleet
Replacement Vehicles
REQUEST OF COUNCIL: Staff requests is seeking Council approval of the contract with
National Auto Fleet Group for the purchase of: one ¾ ton Ford Pickup, four ½ ton Ford F-
150 4x4 pickups, one 12 passenger Transit van 350 low, one ¼ ton Ford Maverick AWD
Pick up
SUMMARY AND BACKGROUND:This purchase is part of State Bid process. Through
this bid process, the National Auto Fleet Group has the award for the following vehicles
Transit van, ¼ ton Ford Maverick AWD pickup, ¾ ton pickup, ½ ton pickups. Based on
operational parameters for the ½ ton pickups, the City has selected one hybrid model and
one will be a Lightning EV vehicle for this bid.
These Fleet vehicles are assessed annually as part of the City’s Fleet Program. The City’s
Fleet Replacement program ensures City vehicles and equipment are assessed on a
periodic basis to ensure maximum value of these assets. This program balances fiscal
responsibility, environmental stewardship, and operational readiness. The current
vehicles were placed on a 7yr/80,000-mile replacement cycle. The current replacement
vehicles are starting to have met or exceeded their operations service life and are in need
of replacement due to higher maintenance costs.
DISCUSSION: In this year’s fleet replacement includes:
Streets Department
- One 2012 Ford F-250 for the Street Department- this vehicle will be replaced
with a similar ¾ Ford F-250.
Asset Department
-One ½ ton pickup- The Asset Department is scheduled to replace one 2016
Ford Transit van. The Transit van will be replaced with a ½ ton pickup for easier
use and more reliability throughout the year as the current van is rear wheel drive
and has been less suitable in poor road conditions.
Recreation Department
-One 12 Passenger Transit Van – The Recreation Department is scheduled to
replace one 2014 Chevy Express Van. The 12 Passenger Express van will be
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replaced with another 12-passenger van for basic people hauling for the
Recreation Center and associated programing.
Transportation Department
-One ½ ton Pickup -The Transportation Department is scheduled to replace a
2012 Chevy Hybrid ½ ton pickup. This pickup will be replaced with another ½
Ton hybrid pickup.
Water Department
-One ½ ton pickup -The Water Department is scheduled to replace a 2006 ½ ton
Chevy Silverado. The ½ ton Chevy will be replaced with another ½ ton pickup.
-One ¼ ton AWD pickup- The 2004 Ford Explorer will be replaced with a ¼ ton
Ford Maverick AWD pickup for capabilities of carrying small loads and
equipment.
Parks Department
-One ½ ton EV pickup- The Parks Department will be replacing a 2002 ¾ Ford
Pickup downsizing their fleet and replacing the ¾ ton with an Ford EV pickup.
All proposed replacement vehicles are well over the 7year/80,000-mile threshold. The
new proposed vehicles will be put on a 7year/80000-mile replacement cycle and will be
assessed at that time. Throughout the procurement process staff continue to find
potential alternatives in the current marketplace and continue to create and adopt an
environmental sustainability plan within the Fleet program. Purchasing an EV Lightning
and transitioning our fleet to Hybrid vehicles continues to move us towards our efforts to
support council climate action goals. Staff will continue to explore what EV-Vehicles and
hybrid options support operational needs while continuing to support our environmental
sustainability plan.
FINANCIAL IMPACTS: The 2024 Fleet Management plan budgeted $321,000 for the
replacement of 7 vehicles. These appropriations are further supported by savings on
previous replacements to supplement the needed funding for these vehicles. Savings
from an earlier replacement of the Loader Mounted Snow Blower from the AMP Fund
($15,220) will cover the additional funds needed for the purchase of Streets ¾ ton, Asset
½ ton and the Recreation 12 Pass Van ($13,327). The funds for the replacement of the
Water department ford ranger ($40,000) will be used to cover the additional funds needed
for the purchase of the ½ ton ($3,437.36). The savings from the replacement of the Ford
fusion ($35,000) from Transportation Fund will cover the additional funds needed for the
purchase of the ½ ton Hybrid ($999.83).
Current Appropriated Funds Specific to Seven Vehicles
AMP Fund Streets 3/4 Ton $50,000
AMP Fund Asset 1/2 Ton $42,000
AMP Fund Recreation 12 Pass Van $45,000
Transportation Fund Car-to-Go
Hybrid 1/2
Ton $54,000
Water Utility Fund Water 1/2 Ton EV $36,000
Water Utility Fund Water 1/4 Ton $35,000
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Parks & Open Space
Fund Parks 1/2 Ton EV $59,000
$321,000
Proposed Funding:
2024 Fleet Appropriations for 7 Vehicles $321,000
Snowblower savings $15,220
Ford Ranger savings $40,000
Ford Fusion savings $35,000
Total Funding $411,220
Proposed Expenditures:
7 proposed replacement vehicles $336,680.11
Total Costs $336,680.11
ENVIRONMENTAL IMPACTS:The City of Aspen continuously works to improve a
sustainable fleet management strategy that aims to reduce environmental impacts
through a combination of cleaner vehicles and fuels, fuel efficient operation and driving.
The newly proposed vehicles will be equipped with 50 state emissions compliant. Electric
Vehicles offer numerous environmental benefits reducing transportations sector
emissions and improve local air quality for the health of residents, workforce, and visitors.
The City of Aspen adopted the Fleet Zero Emissions Road map at the end of 2022, which
supports staff in identifying and overcoming barriers to electrification in support of Aspen’s
climate goals.
RECOMMENDATIONS:Staff recommends approval of contract Resolution #050 for the
purchase of one ¾ ton Ford Pickup, four ½ ton Ford F-150 4x4 pickups, one 12 passenger
Transit van 350 low, one ¼ ton small AWD Pick up.
CITY MANAGER COMMENTS:
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RESOLUTION #050
(Series of 2024)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN,
COLORADO, APPROVING A CONTRACT BETWEEN THE CITY OF ASPEN
AND NATIONAL AUTO FLEET GROUP AUTHORIZING THE CITY
MANAGER TO EXECUTE SAID CONTRACT ON BEHALF OF THE CITY OF
ASPEN, COLORADO.
WHEREAS, there has been submitted to the City Council a contract for, (7)
vehicles between the City of Aspen and National Auto Fleet Group, a true and
accurate copy of which is attached hereto as Exhibit “A”;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF ASPEN, COLORADO,
That the City Council of the City of Aspen hereby approves that Contract
for, (7) vehicles between the City of Aspen and National Auto Fleet Group a copy
of which is annexed hereto and incorporated herein, and does hereby authorize the
City Manager to execute said agreement on behalf of the City of Aspen.
INTRODUCED, READ AND ADOPTED by the City Council of the City of
Aspen on the 16th day of April, 2024.
Torre, Mayor
I, Nicole Henning, duly appointed and acting City Clerk do certify that the
foregoing is a true and accurate copy of that resolution adopted by the City
Council of the City of Aspen, Colorado, at a meeting held April 16
th, 2024.
Nicole Henning, City Clerk
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Supply Procurement Page 1
Updated 1/02/2024
CITY OF ASPEN STANDARD FORM OF AGREEMENT
SUPPLY PROCUREMENT
City of Aspen Project No.: 2024-213
AGREEMENT made as of 25th day of March, in the year 2024.
BETWEEN the City:
Contract Amount:
The City of Aspen
c/o Sara Ott
427 Rio Grande Place
Aspen, Colorado 81611
Phone: (970) 920-5055
And the Vendor:
National Auto Fleet Group
c/o Jesse Cooper
490 Auto Center Drive,
Watsonville, CA 95076
(855) 289-6572
Fleet@nationalautofleetgroup.com
Summary Description of Items to be Purchased:
Purchase of 7 Vehicles: One Ford Transit passenger wagon, One Ford Maverick AWD, One Ford
F-150 Regular cab Long bed, One Ford F-150 Hybrid, One Ford F-250 Long bed, One Ford
Lightning EV and One Ford F250 with delivery to Aspen- Sourcewell award #091521-NAF
Exhibits appended and made a part of this Agreement:
If this Agreement requires the City to pay
an amount of money in excess of
$100,000.00 it shall not be deemed valid
until it has been approved by the City
Council of the City of Aspen.
City Council Approval:
Date:
Resolution No.:
Exhibit A: List of supplies, equipment, or materials to be purchased.
Exhibit B: Sourcewell Contract for RFP 3091521
Total: $336,680.11
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2024-050
April 16, 2024
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The City and Vendor agree as set forth below.
1. Purchase. Vendor agrees to sell and City agrees to purchase the items on Exhibit A
appended hereto and by this reference incorporated herein as if fully set forth here for the sum
set forth hereinabove.
2. Delivery. (FOB 1080 Power Plant Rd Aspen, CO 81611) [Delivery Address]
3. Contract Documents. This Agreement shall include all Contract Documents as the
same are listed in the Invitation to Bid and said Contract Document are hereby made a part of
this Agreement as if fully set out at length herein.
4. Warranties. Standard warranty
5. Successors and Assigns. This Agreement and all of the covenants hereof shall inure
to the benefit of and be binding upon the City and the Vendor respectively and their agents,
representatives, employee, successors, assigns and legal representatives. Neither the City nor the
Vendor shall have the right to assign, transfer or sublet its interest or obligations hereunder
without the written consent of the other party.
6. Third Parties. This Agreement does not and shall not be deemed or construed to
confer upon or grant to any third party or parties, except to parties to whom Vendor or City may
assign this Agreement in accordance with the specific written permission, any right to claim
damages or to bring any suit, action or other proceeding against either the City or Vendor
because of any breach hereof or because of any of the terms, covenants, agreements or
conditions herein contained.
7. Waivers. No waiver of default by either party of any of the terms, covenants or
conditions hereof to be performed, kept and observed by the other party shall be construed, or
operate as, a waiver of any subsequent default of any of the terms, covenants or conditions herein
contained, to be performed, kept and observed by the other party.
8. Agreement Made in Colorado. The parties agree that this Agreement was made in
accordance with the laws of the State of Colorado and shall be so construed. Venue is agreed to
be exclusively in the courts of Pitkin County, Colorado.
9. Attorney’s Fees. In the event that legal action is necessary to enforce any of the
provisions of this Agreement, the prevailing party shall be entitled to its costs and reason able
attorney’s fees.
10. Waiver of Presumption. This Agreement was negotiated and reviewed through the
mutual efforts of the parties hereto and the parties agree that no construction shall be made or
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presumption shall arise for or against either party based on any alleged unequal status of the
parties in the negotiation, review or drafting of the Agreement.
11. Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary
Exclusion. Vendor certifies, by acceptance of this Agreement, that neither it nor its principals is
presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily
excluded from participation in any transaction with a Federal or State department or agency. It
further certifies that prior to submitting its Bid that it did include this clause without modification
in all lower tier transactions, solicitations, proposals, contracts and subcontracts. In the event
that Vendor or any lower tier participant was unable to certify to the statement, an explanation
was attached to the Bid and was determined by the City to be satisfactory to the City.
12. Warranties Against Contingent Fees, Gratuities, Kickbacks and Conflicts of Interest.
(A) Vendor warrants that no person or selling agency has been employed or retained to solicit
or secure this Contract upon an agreement or understanding for a commission,
percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide
established commercial or selling agencies maintained by the Vendor for the purpose of
securing business.
(B) Vendor agrees not to give any employee of the City a gratuity or any offer of
employment in connection with any decision, approval, disapproval, recommendation,
preparation of any part of a program requirement or a purchase request, influencing the
content of any specification or procurement standard, rendering advice, investigation,
auditing, or in any other advisory capacity in any proceeding or application, request for
ruling, determination, claim or controversy, or other particular matter, pertaining to this
Agreement, or to any solicitation or proposal therefore.
(C) Vendor represents that no official, officer, employee or representative of the City during
the term of this Agreement has or one (1) year thereafter shall have any interest, direct or
indirect, in this Agreement or the proceeds thereof, except those that may have been
disclosed at the time City Council approved the execution of this Agreement.
(D) In addition to other remedies it may have for breach of the prohibitions against contingent
fees, gratuities, kickbacks and conflict of interest, the City shall have the right to:
1. Cancel this Purchase Agreement without any liability by the City;
2. Debar or suspend the offending parties from being a vendor, contractor or
subcontractor under City contracts;
3. Deduct from the contract price or consideration, or otherwise recover, the value of
anything transferred or received by the Vendor; and
4. Recover such value from the offending parties.
13. Termination for Default or for Convenience of City. The sale contemplated by this
Agreement may be canceled by the City prior to acceptance by the City whenever for any reason
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and in its sole discretion the City shall determine that such cancellation is in its best interests and
convenience.
14. Fund Availability. Financial obligations of the City payable after the current fiscal
year are contingent upon funds for that purpose being appropriated, budgeted and otherwise
made available. If this Agreement contemplates the City using state or federal funds to meet its
obligations herein, this Agreement shall be contingent upon the availability of those funds for
payment pursuant to the terms of this Agreement.
15. City Council Approval. If this Agreement requires the City to pay an amount of
money in excess of $100,000.00 it shall not be deemed valid until it has been approved by the
City Council of the City of Aspen.
16. Non-Discrimination. No discrimination because of race, color, creed, sex, marital
status, affectional or sexual orientation, family responsibility, national origin, ancestry, handicap,
or religion shall be made in the employment of persons to perform under this Agreement.
Vendor agrees to meet all of the requirements of City’s municipal code, section 13-98, pertaining
to nondiscrimination in employment. Vendor further agrees to comply with the letter and the
spirit of the Colorado Antidiscrimination Act of 1957, as amended and other applicable state and
federal laws respecting discrimination and unfair employment practices.
Any business that enters into a contract for goods or services with the City of Aspen or any of its
boards, agencies, or departments shall:
(a) Implement an employment nondiscrimination policy prohibiting discrimination in
hiring, discharging, promoting or demoting, matters of compensation, or any other
employment-related decision or benefit on account of actual or perceived race,
color, religion, national origin, gender, physical or mental disability, age, military
status, sexual orientation, gender identity, gender expression, or marital or
familial status.
(b) Not discriminate in the performance of the contract on account of actual or
perceived race, color, religion, national origin, gender, physical or mental
disability, age, military status, sexual orientation, gender identity, gender
expression, or marital or familial status.
(c) Incorporate the foregoing provisions in all subcontracts hereunder.
17. Integration and Modification. This written Agreement along with all Contract
Documents shall constitute the contract between the parties and supersedes or incorporates any
prior written and oral agreements of the parties. In addition, vendor understands that no City
official or employee, other than the Mayor and City Council acting as a body at a council
meeting, has authority to enter into an Agreement or to modify the terms of the Agreement on
behalf of the City. Any such Agreement or modification to this Agreement must b e in writing
and be executed by the parties hereto.
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18. Authorized Representative. The undersigned representative of Vendor, as an
inducement to the City to execute this Agreement, represents that he/she is an authorized
representative of Vendor for the purposes of executing this Agreement and that he/she has full
and complete authority to enter into this Agreement for the terms and conditions specified
herein.
19. Electronic Signatures and Electronic Records This Agreement and any
amendments hereto may be executed in several counterparts, each of which shall be deemed an
original, and all of which together shall constitute one agreement binding on the Parties,
notwithstanding the possible event that all Parties may not have signed the same counterpart.
Furthermore, each Party consents to the use of electronic signatures by either Party. The Scope
of Work, and any other documents requiring a signature hereunder, may be signed electronically
in the manner agreed to by the Parties. The Parties agree not to deny the legal effect or
enforceability of the Agreement solely because it is in electronic form or because an electronic
record was used in its formation. The Parties agree not to object to the admissibility of the
Agreement in the form of an electronic record, or a paper copy of an electronic documents, or a
paper copy of a document bearing an electronic signature, on the ground that it is an electronic
record or electronic signature or that it is not in its original form or is not an original.
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IN WITNESS WHEREOF, The City and the Vendor, respectively have caused this Agreement
to be duly executed the day and year first herein, of which, to all intents and purposes, shall be
considered as the original.
FOR THE CITY OF ASPEN:
By: __ _________________________
_______________________________
Date
Approved as to form:
_______________________________
City Attorney’s Office
SUPPLIER:
___________________________
By:________________________________
___________________________________
Title
___________________________________
Date
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Account Manager
Jesse Cooper
3/26/2024 | 10:57:08 AM PDT
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Solicitation Number: RFP #091521
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN
56479 (Sourcewell) and 72 Hour LLC dba: National Auto Fleet Group, 490 Auto Center Drive,
Watsonville, CA 95076 (Supplier).
Sourcewell is a State of Minnesota local government unit and service cooperative created
under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers
cooperative procurement solutions to government entities. Participation is open to eligible
federal, state/province, and municipal governmental entities, higher education, K-12 education,
nonprofit, tribal government, and other public entities located in the United States and Canada.
Sourcewell issued a public solicitation for Automobiles, SUVs, Vans, and Light Trucks with
Related Equipment and Accessories from which Supplier was awarded a contract.
Supplier desires to contract with Sourcewell to provide equipment, products, or services to
Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts
(Participating Entities).
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
B. EXPIRATION DATE AND EXTENSION. This Contract expires November 8, 2025, unless it is
cancelled sooner pursuant to Article 22. This Contract may be extended one additional year
upon the request of Sourcewell and written agreement by Supplier.
C. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all
payment obligations incurred prior to expiration or termination will survive, as will the
following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All
rights will cease upon expiration or termination of this Contract.
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or
Services as stated in its Proposal submitted under the Solicitation Number listed above.
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Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated
into this Contract.
All Equipment and Products provided under this Contract must be new and the current model.
Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated
in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance,
Equipment or Products must be delivered as operational to the Participating Entity’s site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated,
sales and sales volume are not guaranteed.
B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free
from liens and encumbrances, and are free from defects in design, materials, and workmanship.
In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will
perform in accordance with the ordinary use for which they are intended. Supplier’s dealers
and distributors must agree to assist the Participating Entity in reaching a resolution in any
dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that extends
beyond the expiration of the Supplier’s warranty will be passed on to the Participating Entity.
C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout
the Contract term, Supplier must provide to Sourcewell a current means to validate or
authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment,
Products, and Services offered under this Contract, which will be incorporated into this
Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most
current information.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price
stated in Supplier’s Proposal.
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a
Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered
Equipment, Products, and Services that are operational for their intended purpose, and
includes all costs to the Participating Entity’s requested delivery location.
Regardless of the payment method chosen by the Participating Entity, the total cost associated
with any purchase option of the Equipment, Products, or Services must always be disclosed in
the pricing quote to the applicable Participating Entity at the time of purchase.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly
packaged. Damaged Equipment and Products may be rejected. If the damage is not readily
apparent at the time of delivery, Supplier must permit the Equipment and Products to be
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returned within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities reserve the right to inspect the Equipment and Products at a reasonable
time after delivery where circumstances or conditions prevent effective inspection of the
Equipment and Products at the time of delivery. In the event of the delivery of nonconforming
Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and
the Supplier will replace nonconforming Equipment and Products with conforming Equipment
and Products that are acceptable to the Participating Entity.
Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive
in a defective or inoperable condition.
Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally
delivers substandard or inferior Equipment or Products.
B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid tax-
exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax-
exempt entity.
C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection
of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to
Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed
from the Hot List at any time through a Sourcewell Price and Product Change Form as defined
in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and
discontinued Equipment and Products as long as those close-out and discontinued items are
clearly identified as such. Current ordering process and administrative fees apply. Hot List
Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any
time. All requests must be made in writing by submitting a signed Sourcewell Price and Product
Change Request Form to the assigned Sourcewell Supplier Development Administrator. This
approved form is available from the assigned Sourcewell Supplier Development Administrator.
At a minimum, the request must:
x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change;
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x Individually list all Equipment, Products, or Services affected by the requested change,
along with the requested change (e.g., addition, deletion, price change); and
x Include a complete restatement of pricing documentation in Microsoft Excel with the
effective date of the modified pricing, or product addition or deletion. The new pricing
restatement must include all Equipment, Products, and Services offered, even for those
items where pricing remains unchanged.
A fully executed Sourcewell Price and Product Change Request Form will become an
amendment to this Contract and will be incorporated by reference.
5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and
nonprofit entities across the United States and Canada; such as federal, state/province,
municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally
access the Equipment, Products, or Services under this Contract. A Participating Entity’s
authority to access this Contract is determined through its cooperative purchasing, interlocal,
or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service
Member of Sourcewell during such time of access. Supplier understands that a Participating
Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating
Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use
eligibility requirements and documentation and will encourage potential participating entities
to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its
roster during the term of this Contract.
B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at government-
owned facilities, including schools. Supplier’s employees and agents must conduct themselves
in a professional manner while on the premises, and in accordance with Participating Entity
policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under
this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this
Contract; however, order flow and procedure will be developed jointly between Sourcewell and
Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized
subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it
may use its own forms, but the purchase order should clearly note the applicable Sourcewell
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contract number. All Participating Entity orders under this Contract must be issued prior to
expiration or cancellation of this Contract; however, Supplier performance, Participating Entity
payment obligations, and any applicable warranty periods or other Supplier or Participating
Entity obligations may extend beyond the term of this Contract.
Supplier’s acceptable forms of payment are included in its attached Proposal. Participating
Entities will be solely responsible for payment and Sourcewell will have no liability for any
unpaid invoice of any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and
conditions to a purchase order, or other required transaction documentation, may be
negotiated between a Participating Entity and Supplier, such as job or industry-specific
requirements, legal requirements (e.g., affirmative action or immigration status requirements),
or specific local policy requirements. Some Participating Entities may require the use of a
Participating Addendum; the terms of which will be negotiated directly between the
Participating Entity and the Supplier. Any negotiated additional terms and conditions must
never be less favorable to the Participating Entity than what is contained in this Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires
service or specialized performance requirements not addressed in this Contract (such as e-
commerce specifications, specialized delivery requirements, or other specifications and
requirements), the Participating Entity and the Supplier may enter into a separate, standalone
agreement, apart from this Contract. Sourcewell, including its agents and employees, will not
be made a party to a claim for breach of such agreement.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or
in part, immediately upon notice to Supplier in the event of any of the following events:
1. The Participating Entity fails to receive funding or appropriation from its governing body
at levels sufficient to pay for the equipment, products, or services to be purchased; or
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the
Participating Entity’s requirements.
E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a
Participating Entity’s order will be determined by the Participating Entity making the purchase.
7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to
Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is
changed. The Account Representative will be responsible for:
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x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and
x Business reviews to Sourcewell and Participating Entities, if applicable.
B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with
Sourcewell per contract year. The business review will cover sales to Participating Entities,
pricing and contract terms, administrative fees, sales data reports, supply issues, customer
issues, and any other necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT
A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a
contract sales activity report (Report) to the Sourcewell Supplier Development Administrator
assigned to this Contract. Reports are due no later than 45 days after the end of each calendar
quarter. A Report must be provided regardless of the number or amount of sales during that
quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were
made).
The Report must contain the following fields:
x Participating Entity Name (e.g., City of Staples Highway Department);
x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Participating Entity Contact Name;
x Participating Entity Contact Email Address;
x Participating Entity Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number;
x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell,
the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and
Services provided to Participating Entities. The Administrative Fee must be included in, and not
added to, the pricing. Supplier may not charge Participating Entities more than the contracted
price to offset the Administrative Fee.
The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated
in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased
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by Participating Entities under this Contract during each calendar quarter. Payments should
note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be
mailed to the address above “Attn: Accounts Receivable” or remitted electronically to
Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments
must be received no later than 45 calendar days after the end of each calendar quarter.
Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to
ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell
reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in
any subsequent solicitation. In the event this Contract is cancelled by either party prior to the
Contract’s expiration date, the administrative fee payment will be due no more than 30 days
from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If
Supplier’s Authorized Representative changes at any time during this Contract, Supplier must
promptly notify Sourcewell in writing.
10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE
A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records,
documents, and accounting procedures and practices relevant to this Agreement are subject to
examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the
end of this Contract. This clause extends to Participating Entities as it relates to business
conducted by that Participating Entity under this Contract.
B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under
this Contract without the prior written consent of the other party and a fully executed
assignment agreement. Such consent will not be unreasonably withheld. Any prohibited
assignment will be invalid.
C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective
until it has been duly executed by the parties.
D. WAIVER. Failure by either party to take action or assert any right under this Contract will
not be deemed a waiver of such right in the event of the continuation or repetition of the
circumstances giving rise to such right. Any such waiver must be in writing and signed by the
parties.
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E. CONTRACT COMPLETE. This Contract represents the complete agreement between the
parties. No other understanding regarding this Contract, whether written or oral, may be used
to bind either party.For any conflict between the attached Proposal and the terms set out in
Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.
F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent
contractors, each free to exercise judgment and discretion with regard to the conduct of their
respective businesses. This Contract does not create a partnership, joint venture, or any other
relationship such as master-servant, or principal-agent.
11. INDEMNITY AND HOLD HARMLESS
Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities,
including their agents and employees, harmless from any claims or causes of action, including
attorneys’ fees incurred by Sourcewell or its Participating Entities, arising out of any act or
omission in the performance of this Contract by the Supplier or its agents or employees; this
indemnification includes injury or death to person(s) or property alleged to have been caused
by some defect in the Equipment, Products, or Services under this Contract to the extent the
Equipment, Product, or Service has been used according to its specifications. Sourcewell’s
responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota
Statutes Chapter 466) and other applicable law.
12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act,
Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell
under this Contract and as it applies to all data created, collected, received, stored, used,
maintained, or disseminated by the Supplier under this Contract.
13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT
A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and
license to use thetrademark(s) provided to Supplier by Sourcewell in advertising and
promotional materials for the purpose of marketing Sourcewell’s relationship with
Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and
license to use Supplier’s trademarks in advertising and promotional materials for the
purpose of marketing Supplier’s relationship with Sourcewell.
2. Limited Right of Sublicense. The right and license granted herein includes a limited right
of each party to grant sublicenses to their respective subsidiaries, distributors, dealers,
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resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in
advertising and promotional materials for the purpose of marketing the Parties’ relationship
to Participating Entities. Any sublicense granted will be subject to the terms and conditions
of this Article. Each party will be responsible for any breach of this Article by any of their
respective sublicensees.
3. Use; Quality Control.
a. Neither party may alter the other party’s trademarks from the form provided
and must comply with removal requests as to specific uses of its trademarks or
logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the
other party’s trademarks only in good faith and in a dignified manner consistent with
such party’s use of the trademarks. Upon written notice to the breaching party, the
breaching party has 30 days of the date of the written notice to cure the breach or
the license will be terminated.
4. As applicable, Supplier agrees to indemnify and hold harmless Sourcewell and its
Participating Entities against any and all suits, claims, judgments, and costs instituted or
recovered against Sourcewell or Participating Entities by any person on account of the use
of any Equipment or Products by Sourcewell or its Participating Entities supplied by Supplier
in violation of applicable patent or copyright laws.
5. Termination. Upon the termination of this Contract for any reason, each party, including
Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites,
and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed
catalog of suppliers which may be used until the next printing). Supplier must return all
marketing and promotional materials, including signage, provided by Sourcewell, or dispose
of it according to Sourcewell’s written directions.
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released
without prior written approval from the Authorized Representatives. Publicity includes notices,
informational pamphlets, press releases, research, reports, signs, and similar public notices
prepared by or for the Supplier individually or jointly with others, or any subcontractors, with
respect to the program, publications, or services provided resulting from this Contract.
C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be
approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development
Administrator assigned to this Contract.
D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment,
Products, or Services.
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14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue
for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate
state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.
15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God
or other conditions that are beyond that party’s reasonable control. A party defaulting under
this provision must provide the other party prompt written notice of the default.
16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal,
unenforceable, or void then both parties will be relieved from all obligations arising from that
provision. If the remainder of this Contract is capable of being performed, it will not be affected
by such determination or finding and must be fully performed.
17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and
address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and
work in good faith to resolve such dispute within a reasonable period of time. If necessary,
Sourcewell and the Supplier will jointly develop a short briefing document that describes
the issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified
above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher
level of management. The Supplier will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the
Supplier must continue without delay to carry out all of its responsibilities under the
Contract that are not affected by the dispute. If the Supplier fails to continue without delay
to perform its responsibilities under the Contract, in the accomplishment of all undisputed
work, the Supplier will bear any additional costs incurred by Sourcewell and/or its
Participating Entities as a result of such failure to proceed.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract,
or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
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The party claiming default must provide written notice of the default, with 30 calendar days to
cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated
or other damages. If the default remains after the opportunity for cure, the non-defaulting
party may:
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the
Contract.
18. INSURANCE
A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect
at all times during the performance of this Contract with insurance company(ies) licensed or
authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better,
with coverage and limits of insurance not less than the following:
1. Workers’ Compensation and Employer’s Liability.
Workers’ Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Supplier will maintain insurance covering its
operations, with coverage on an occurrence basis, and must be subject to terms no less
broad than the Insurance Services Office (“ISO”) Commercial General Liability Form
CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include
liability arising from premises, operations, bodily injury and property damage,
independent contractors, products-completed operations including construction defect,
contractual liability, blanket contractual liability, and personal injury and advertising
injury. All required limits, terms and conditions of coverage must be maintained during
the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage
$1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract,
Supplier will maintain insurance covering all owned, hired, and non-owned automobiles
in limits of liability not less than indicated below. The coverage must be subject to terms
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no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer),
or equivalent.
Minimum Limits:
$1,000,000 each accident, combined single limit
4. Umbrella Insurance. During the term of this Contract, Supplier will maintain
umbrella coverage over Employer’s Liability, Commercial General Liability, and
Commercial Automobile.
Minimum Limits:
$2,000,000
5. Network Security and Privacy Liability Insurance. During the term of this Contract,
Supplier will maintain coverage for network security and privacy liability. The coverage
may be endorsed on another form of liability coverage or written on a standalone
policy. The insurance must cover claims which may arise from failure of Supplier’s
security resulting in, but not limited to, computer attacks, unauthorized access,
disclosure of not public data – including but not limited to, confidential or private
information, transmission of a computer virus, or denial of service.
Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling
Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must
furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this
Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to
Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the
Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must
be signed by a person authorized by the insurer(s) to bind coverage on their behalf.
Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide
certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in
this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY
INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including
their officers, agents, and employees, as an additional insured under the Supplier’s commercial
general liability insurance policy with respect to liability arising out of activities, “operations,” or
“work” performed by or on behalf of Supplier, and products and completed operations of
Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is
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primary and not excess over or contributory with any other valid, applicable, and collectible
insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or
otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional
insureds for losses paid under the insurance policies required by this Contract or other
insurance applicable to the Supplier or its subcontractors. The waiver must apply to all
deductibles and/or self-insured retentions applicable to the required or any other insurance
maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must
require similar written express waivers of subrogation and insurance clauses from each of its
subcontractors.
E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this
Contract can be met by either providing a primary policy or in combination with
umbrella/excess liability policy(ies), or self-insured retention.
19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this
Contract must comply fully with applicable federal laws and regulations, and with the laws in
the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Supplier must maintain a valid and current status on all required federal,
state/provincial, and local licenses, bonds, and permits required for the operation of the
business that the Supplier conducts with Sourcewell and Participating Entities.
20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in
writing certain information to Sourcewell related to bankruptcy actions. If at any time during
this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in
writing.
Supplier certifies and warrants that neither it nor its principals are presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs
operated by the State of Minnesota; the United States federal government or the Canadian
government, as applicable; or any Participating Entity. Supplier certifies and warrants that
neither it nor its principals have been convicted of a criminal offense related to the subject
matter of this Contract. Supplier further warrants that it will provide immediate written notice
to Sourcewell if this certification changes at any time.
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21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or
services from this Contract may be subject to additional requirements including the
procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit
Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional
requirements based on specific funding source terms or conditions. Within this Article, all
references to “federal” should be interpreted to mean the United States federal government.
The following list only applies when a Participating Entity accesses Supplier’s Equipment,
Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all
contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in
accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319,
12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending
Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing
regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal
Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated
herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal
program legislation, all prime construction contracts in excess of $2,000 awarded by non-
federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. §
3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5,
“Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted
Construction”). In accordance with the statute, contractors must be required to pay wages to
laborers and mechanics at a rate not less than the prevailing wages specified in a wage
determination made by the Secretary of Labor. In addition, contractors must be required to pay
wages not less than once a week. The non-federal entity must place a copy of the current
prevailing wage determination issued by the Department of Labor in each solicitation. The
decision to award a contract or subcontract must be conditioned upon the acceptance of the
wage determination. The non-federal entity must report all suspected or reported violations to
the federal awarding agency. The contracts must also include a provision for compliance with
the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor
regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work
Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that
each contractor or subrecipient must be prohibited from inducing, by any means, any person
employed in the construction, completion, or repair of public work, to give up any part of the
compensation to which he or she is otherwise entitled. The non-federal entity must report
all suspected or reported violations to the federal awarding agency. Supplier must be in
compliance with all applicable Davis-Bacon Act provisions.
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C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where
applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve
the employment of mechanics or laborers must include a provision for compliance with 40
U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of
every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess
of the standard work week is permissible provided that the worker is compensated at a rate of
not less than one and a half times the basic rate of pay for all hours worked in excess of 40
hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction
work and provide that no laborer or mechanic must be required to work in surroundings or
under working conditions which are unsanitary, hazardous or dangerous. These requirements
do not apply to the purchases of supplies or materials or articles ordinarily available on the
open market, or contracts for transportation or transmission of intelligence. This provision is
hereby incorporated by reference into this Contract. Supplier certifies that during the term of
an award for all contracts by Sourcewell resulting from this procurement process, Supplier must
comply with applicable requirements as referenced above.
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award
meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or
subrecipient wishes to enter into a contract with a small business firm or nonprofit organization
regarding the substitution of parties, assignment or performance of experimental,
developmental, or research work under that “funding agreement,” the recipient or subrecipient
must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit
Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative
Agreements,” and any implementing regulations issued by the awarding agency. Supplier
certifies that during the term of an award for all contracts by Sourcewell resulting from this
procurement process, Supplier must comply with applicable requirements as referenced above.
E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL
ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require
the non-federal award to agree to comply with all applicable standards, orders or regulations
issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution
Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
Supplier certifies that during the term of this Contract will comply with applicable requirements
as referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award
(see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions
in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R.
§180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3
C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names
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of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier
certifies that neither it nor its principals are presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation by any federal
department or agency.
G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file
any required certifications. Suppliers must not have used federal appropriated funds to pay any
person or organization for influencing or attempting to influence an officer or employee of any
agency, a member of Congress, officer or employee of Congress, or an employee of a member
of Congress in connection with obtaining any federal contract, grant, or any other award
covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that
takes place in connection with obtaining any federal award. Such disclosures are forwarded
from tier to tier up to the non-federal award. Suppliers must file all certifications and
disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31
U.S.C. § 1352).
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with
the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies
that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after
grantees or subgrantees submit final expenditure reports or quarterly or annual financial
reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier
must comply with the mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy
and Conservation Act.
J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply
with all applicable provisions of the Buy American Act. Purchases made in accordance with the
Buy American Act must follow the applicable procurement rules calling for free and open
competition.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized
representatives of a federal agency must have access to any books, documents, papers and
records of Supplier that are directly pertinent to Supplier’s discharge of its obligations under
this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The
right also includes timely and reasonable access to Supplier’s personnel for the purpose of
interview and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is
a state agency or agency of a political subdivision of a state and its contractors must comply
with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation
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and Recovery Act. The requirements of Section 6002 include procuring only items designated in
guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the
highest percentage of recovered materials practicable, consistent with maintaining a
satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the
value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring
solid waste management services in a manner that maximizes energy and resource recovery;
and establishing an affirmative procurement program for procurement of recovered materials
identified in the EPA guidelines.
M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier not use the seal(s), logos, crests, or
reproductions of flags or likenesses of Federal agency officials without specific pre-approval.
N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to this
Contract or any purchase by an Participating Entity and is not subject to any obligations or liabilities to
the Participating Entity, Supplier, or any other party pertaining to any matter resulting from the Contract
or any purchase by an authorized user.
O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The Contractor
acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and Statements) applies to
the Supplier’s actions pertaining to this Contract or any purchase by a Participating Entity.
P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any federal
debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowance, and
benefit overpayments.
Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services, Sourcewell,
and Participating Entity as soon as possible if this Contract or any aspect related to the anticipated work
under this Contract raises an actual or potential conflict of interest (as described in 2 C.F.R. Part
200). The Supplier must explain the actual or potential conflict in writing in sufficient detail so that the
U.S. Office of General Services, Sourcewell, and Participating Entity are able to assess the actual or
potential conflict; and provide any additional information as necessary or requested.
R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S. Executive
Order 13224 and U.S. Laws that prohibit transactions with and provision of resources and support to
individuals and organizations associated with terrorism.
S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR
EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it will
comply with applicable requirements of 2 C.F.R. § 200.216.
T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies that
during the term of this Contract will comply with applicable requirements of 2 C.F.R. § 200.322.
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22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60
days’ written notice to the other party. However, Sourcewell may cancel this Contract
immediately upon discovery of a material defect in any certification made in Supplier’s
Proposal. Cancellation of this Contract does not relieve either party of financial, product, or
service obligations incurred or accrued prior to cancellation.
Sourcewell 72 Hour LLC dba: National Auto
Fleet Group
By: __________________________ By: __________________________
Jeremy Schwartz Jesse Cooper
Title: Chief Procurement Officer Title: Fleet Manager
Date: ________________________
Date: ________________________
Approved:
By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________
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Bid Number: RFP 091521 Vendor Name: 72 HOUR LLC
DocuSign Envelope ID: 7AB5F8BE-6AB2-4E95-A94E-43399B6FE590DocuSign Envelope ID: 8F2584AC-2599-4FE6-A27A-815538C2EC64
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DocuSign Envelope ID: 7AB5F8BE-6AB2-4E95-A94E-43399B6FE590DocuSign Envelope ID: 8F2584AC-2599-4FE6-A27A-815538C2EC64
115264
MEMORANDUM
TO:Mayor and Council
FROM:Hailey Roedel, PE, Engineering Manager
Erin Loughlin Molliconi, PE, Field Operations Manager
THROUGH:Trish Aragon, PE, City Engineer
Scott Miller, Public Works Director
DATE of MEMO:April 1, 2024
MEETING DATE:April 16, 2024
RE:Hallam and Garmisch Storm Pipe and Watermain Replacement Project,
Resolution #051, Series 2024, and Resolution #052, Series 2024
REQUEST OF COUNCIL: Staff recommends Council approve the contract for the Hallam
and Garmisch Stormpipe and Watermain Replacement Project with Stutsman Gerbaz Inc, in
the amount of $2,946,628.54 (Resolution 051) as well as staff spending authority for the
project contingency of $294,662.85 (Resolution 052) to replace and install stormpipes,
watermains, and other utilities as described in this memorandum, along two blocks of N
Garmisch St and one block of E Hallam St.
Staff recommends Council approve the contract for the Construction Services and Inspections
for Hallam and Garmisch Stormpipe and Watermain Replacement Project with Phil Vaughan
Construction Management, Inc, in the amount of $62,700.00 (Resolution 053)
Separate contracts totaling $35,000 are anticipated to support this project. These separate
contracts do not require Council approval and are described within this memorandum for
Council’s knowledge.
SUMMARY:
One of Councils top six critical goals is:
To Prioritize Infrastructure and Maintenance for Aging Facilities.To continue to
provide efficient and reliable water, stormwater, and electrical services; safe roads and
bridges; and ADA-accessible pedestrian improvements for the community, the city
commits to prioritizing and advancing infrastructure projects.
This project hits every element of the Council Goal. This project improves the water,
stormwater, and electrical infrastructure along the Hallam and Garmisch corridors. It improves
road conditions and safety, and it improves the ADA accessibility and walkability along
Hallam.
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BACKGROUND:
Storm Improvements -The existing corrugated metal storm pipe along Garmisch Street is
undersized, rusted and degraded. The pipe is not large enough for the drainage area it serves.
In a large storm event, the undersized pipe could not safely carry the anticipated flows. This
would cause flooding in the street resulting in unsafe road conditions and damage to adjacent
properties from flood water. In sections the existing pipe has fully rusted through, disintegrated
and left holes in the metal pipe. Stormwater flows over the compacted soil below. If ignored
in this condition, the degraded pipe could collapse and cause damage to the roadway surface.
Should this happen it would result in a higher emergency replacement cost as opposed to a
proactive replacement. The storm pipe on Garmisch has outlived its useful life and is due for
an upgrade.
In 2018 the City of Aspen, in conjunction with Wright Water Engineers, completed the
Garmisch Street Stormwater Master Plan to analyze the Garmisch Street drainage corridor.
Garmisch St serves as an important flow path from the Lift 1A portion of Ajax Mountain to the
river. The Masterplan identified key upgrades necessary to contain the 100-year flood within
the limits of the street to decrease flooding on adjacent properties. The extent of the
masterplan identified necessary upgrades within the pipe from Hopkins Ave to W Francis St
then east down the bike path to tie into an existing pipe above the ACES parking lot. The
recommended upgrades within the Masterplan extend five blocks. Three sections were
completed in 2018, 2022 and 2023. Refer to Figure 1 for upgraded locations.
The 2024 Garmisch Street Stormpipe Replacement is the next phase of the Garmisch Street
Stormwater Master Plan and will upgrade two more blocks of critical stormwater infrastructure
along Garmisch Street.
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Figure 1: Completed Garmisch Street Stormpipe Sections
New stormpipe and inlets are also proposed along Hallam St between Garmisch and N Aspen
St, adjacent to the Red Brick Center for the Arts. The street does not currently have adequate
slope to convey street runoff, causing pools of water along the north gutter, which overtops
the curb and causes significant icing issues along the sidewalk in winter months. The ice
build-up also leads to no visible differentiation between the roadway and the sidewalk.This
results in cars parking on the sidewalk, rendering it useless for pedestrians. This sidewalk
provides a critical connection for many community members who use the Red Brick Center
for the Arts, the Red Brick Recreation Center, and the nearby Yellow Brick Early Learning
Center.The stormwater improvements proposed along Hallam will improve drainage issues,
prevent ice buildup, provide a safer condition for the traveling public, and improve the
longevity of the sidewalk and roadway.
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Figure 2: Hallam Street Existing Sidewalk Winter Condition. Drainage from the street has
overtopped the curb and caused ice along the sidewalk.
In 2021, the American Rescue Plan Act (ARPA) was signed into law and established the
Coronavirus State Fiscal Recovery Fund and Coronavirus Local Fiscal Recovery Fund, which
together make up the Coronavirus State and Local Fiscal Recovery Funds (“SLFRF”)
program. This program is intended to provide support to State, territorial, local, and Tribal
governments in responding to the economic and public health impacts of COVID-19 and in
their efforts to contain impacts on their communities, residents, and businesses (Source:
Compliance and Reporting Guidance: State and Local Fiscal Recovery Funds, September
20, 2022 Version 5.0). The City of Aspen received $1,860,240 in ARPA funds, which have
been allocated to improve stormwater infrastructure throughout the City. After the 2023 storm
pipe improvements $584,359 ARPA funds remain and are planned to complete this proposed
scope along Garmisch. The funds have been placed within the Garmisch Street Pipe Repair
and Replacement (51581) Project within the Stormwater Fund.
Watermain Improvements -Recognizing the importance of cross department collaboration
and the cost savings of bundling utility upgrades, the Engineering Department partnered with
the Water Department to identify opportunities for watermain improvements along the same
street sections. The watermain along the proposed segments of N Garmisch and E Hallam
Streets is cast iron pipe (CIP) which is at least 30 years old and meets the Water Department’s
criteria for replacement or upgrade based upon the piping’s expected useful life. Replacement
will also allow the City to bring the infrastructure up to current Water Distribution Standards
for size and material, as well as to replace service taps, many of which are as old as the
original main line.
Staff believe the City will realize cost savings and present fewer customer impacts by
replacing the watermains at the same time as the storm piping because:
Combined utilities replacement eliminates the need for separate mobilization and
construction associated with watermain upgrades in out-years, and
Replacing the aging CIP main lines ahead of current out-year long range planning
reduces the potential for future emergency repairs or maintenance of the CIP
infrastructure in these corridors.
119
EV Charging Station - An EV charging station is planned for installation on Garmisch just
north of Bleeker adjacent to the Yellow Brick. This is a priority charging location that was
identified in the Electric Vehicle Public Charging Infrastructure Master Plan. The installation
of EV charging stations contributes to the ADT goal of aligning City operations with the Aspen
Sustainability Plan. The charging station base and conduit will be installed as a part of this
project, the physical charger will be funded by Environmental Health through the EV Charging
Stations-51544 Fund. This cost share approach was developed within the EV Charging
Master Plan and will be implemented for this charger.
Primary Electric Conduit –The City of Aspen electric distribution system consists of 30-
year-old electric cable, directly buried in the ground. This cable is approaching the end of its
designed lifespan. City staff have developed a 15-year cable replacement plan to replace this
aging infrastructure. This project scope includes installation of primary electric conduit and
associated appurtenances to further the 15-year cable replacement plan. Future electric
infrastructure scope of work and customer impacts will be reduced because new cable will be
pulled through the conduit installed in this project without a need for trenching when the
existing direct-bury cable along these N Garmisch and E Hallam corridors is programmed for
out-year replacement.
Fiber Conduit – Conduit is proposed for future fiber lines along the extents of the project.
This further promotes bundling projects to recognize a cost savings.
The following map shows the extents of the 2024 proposed stormpipe, watermain, electric
primary and fiber conduit improvements along Hallam and Garmisch.
120
Figure 3: Extents of Utilities Replacement
DISCUSSION:City staff solicited bids from qualified construction firms to construct this
proposed project. The invitation to bid for the Hallam and Garmisch Storm Pipe Replacement
Project was advertised on February 16, 2024. Two bid proposals were received and opened
on March 15, 2024.
Two responsive, responsible bids were received, as summarized below:
Heyl Construction Inc $ 2,486,337.33
Stutsman Gerbaz Inc $ 2,946,628.54
The proposals were reviewed using the following criteria which were outlined in the Invitation
to Bid (ITB):
121
Cost as described within the Items to Bid (45%)
Experience constructing in the City of Aspen (10%)
Contractor experience with storm pipe installation (10%)
Contractor experience with watermain installation (10%)
Contractor written approach to Project (15%)
Demonstrated experience constructing in utility corridors (10%)
Staff required that construction schedules and sequence of work be made a condition of the
bid due to the high impact to the traveling public and customers in the vicinity of this project.
Two main schedule constraints were identified:
1. The Red Brick Center for the Arts summer schedule sees heavy use of the lawn
adjacent to Hallam Street between June 15th and August 15th. The Red Brick
requested limited or no work on Hallam Street during these dates.
2. The redevelopment of the Hotel Aspen property at 110 W Main Street, at the corner
of Main Street and Garmisch, has construction timeline constraints that overlap the
proposed Garmisch utility installations. To best accommodate the 110 W Main
Street private development construction schedule, work cannot start south of
Bleeker until mid-June. However, the Garmisch stormpipe needs be completed as
soon as possible as 110 W Main St proposes new inlets and stormpipe that will tie
into the proposed Garmisch Street main stormpipe. The private development will
be ready to complete their portion of stormpipe work in the fall. It would benefit both
projects to have the downstream COA capital improvement storm infrastructure in
place prior to the portion by 110 W Main Street.
Stutsman Gerbaz Inc proposes a schedule that best accommodates both The Red Brick and
110 W Main Street time constraints listed above. The Hallam Street work is proposed April
29th - June 15th, and the infrastructure for 110 W Main St to tie into will be complete in
September. Alternatively, Heyl’s proposed schedule goes into mid-November to
accommodate the Red Brick summer schedule and would conflict more with the 110 W Main
St work.
In addition to meeting the constraints for the Red Brick and 110 W Main Street, Stutsman
Gerbaz schedule is 6 weeks shorter than Heyl’s proposed construction timeframe and has six
fewer Saturday workdays. Stutsman’s six-week shorter time frame and fewer Saturdays of
work weighed the evaluation of the bids to select Stutsman Gerbaz for two reasons.
1. A shorter duration of construction impacts to the public. For the past three
summers, the N Garmisch and E Hallam neighborhoods have experienced nearby
construction in the form of utility upgrades and impacts from the Hotel Aspen private
development. COA staff has heard citizens’ concerns about the additional
construction impacts this summer and the construction fatigue felt by the
surrounding neighbors. Stutsman’s proposed schedule means six weeks less of
impacts to the neighborhood and to the traveling public. Impacts include
construction noise, vehicle detours, and temporary removal of public parking space.
2. The second benefit is cost savings from a shorter construction time frame. Although
Heyl’s bid is initially lower there are additional costs associated with their bid due
to the extended time frame. There would be additional six weeks of cost associated
122
with construction inspections, materials testing, and COA staff time. There would
be additional costs for Saturday overtime pay for these same services.
Based on the evaluations, Stutsman Gerbaz, Inc. was identified by staff as the most qualified
bidder. Staff recommends that it is in the City’s best interests to award the final construction
contract to this vendor. The final contract price is $2,946,628.54.
Work will be completed by September 27th, 2024. The project will coordinate with the Red
Brick and Yellow Brick to minimize construction impacts with their schedules and work to
mitigate impacts where necessary.
FINANCIAL/BUDGET IMPACTS:
CONSTRUCTION CONTRACT:
The funding for the $2,946,628.54 contract with Stutsman Gerbaz, Inc. will come from multiple
funds and projects, aggregated under this proposed agreement for better pricing and reduced
Community impact:
000 Asset Management Plan (AMP) Fund - Engineering ($695,941)
160 Stormwater Fund ($913,880),
421 Water Utility Fund ($1,179,580),
431 Electric Utility Fund ($149,548), and
510 Information Technology Fund ($7,680)
See table below for funding breakdown including the other costs associated with the project
outside of the construction contract.
Note: All funds noted above are either appropriated in 2023 (and will be brought forward in
the spring supplemental) or in 2024, except for the Water Utility Fund portion. This would be
a new appropriation need and would be incorporated into the Spring Supplemental if this
contract is approved.
123
Table 1. Allocated Funding
124
Costs per fund were determined based on infrastructure installed. The AMP will cover all costs
associated with the stormpipe and pedestrian improvements on Hallam Street under project
51639 – Red Brick Storm Improvements on Hallam as well as the EV charging station under
project 51648 – EV Charging Stations – Installations – 2023 – Spring Supplemental
Carryforward.
The Stormwater Fund will cover all costs associated with the storm pipes in Garmisch under
project 51581-Garmisch Street Pipe Repair and Replacement. This project will assist in the
reporting and compliance necessary for the use of ARPA funds, and this project will utilize
$584,359 of ARPA funding that was deposited into the Stormwater Fund for this purpose.
Funding for the watermains portion of the project will be provided from the Water Fund (421
Fund) and will be formally requested through the 2024 Spring Supplemental request process.
The Electric Fund will cover all costs associated with the installation of primary conduit under
project 51728 Electric System Replacement - 2024.
The Information Technology Fund will cover new fiber conduit within project 51750 Fiber Optic
Improvements 2024.
CONTINGENCY:Staff requests a contingency budget be reserved and approved for release by
staff. Budget will be utilized within a contingency fund intended to cover unforeseeable
construction costs and expenses that arise due to unknown site conditions. The total
estimated contingency budget is 10% of total contract amount, $294,663 and will be split by
fund. Each fund will allocate 10% of the respective contract amount. Spending authority for
contingency falls within Resolution #052, 2024.
CONSTRUCTION INSPECTIONS: Construction Inspections are needed for the Hallam Garmisch
Storm Pipe and Watermain Replacement Project. A third-party construction inspector will
provide on-site observation of the construction work and independently monitor and inspect
the progress and construction methods to ensure the project is meeting contractual
requirements. The proposed construction inspector will also provide method and material
inspections in accordance with construction contract requirements and engineering best
management practices. Third party construction inspections are proven to increase quality
and decrease re-work.
Staff solicited a request for proposal (RFP) for construction inspection services associated
with the construction of the Hallam Garmisch Storm Pipe and Watermain Replacement project
and received two proposals. Bidder’s costs are summarized below:
SGM, Inc. $ 129,708
Phil Vaughan Construction Management, Inc.$ 62,700
125
Staff chose PVCMI for this portion of the project due to the cost and because PVCMI has
successfully performed construction inspection on multiple past City projects of comparable
scope including the 2023 Hallam Garmisch Stormpipe and Watermain Installation and the
Paepcke Transit Hub project. Half of the construction inspections contract amount will be
funded by the Water Utility Fund and half will be funded by the Stormwater Fund.
AS-NEEDED CONTRACTS: As-needed consultants, who are already under contract with the
City, are to be utilized for materials testing and public outreach. The Stormwater Fund and
Water Fund will each allocate $12,500 to Geotech and material testing, for a total of $25,000.
A request for competitive quotes has been sent to our as-needed Geotechnical Engineers for
materials testing for the project. The Stormwater Fund and Water Fund will also each allocate
$5,000 to Public Outreach and Communications, for a total of $10,000. This money will be
spent to notify the public of project impacts and coordinate with neighbors and businesses to
mitigate impacts where possible. Public Outreach and Communications will be a combined
effort of internal COA Communications support as well as external assistance from
Promotional Concepts Marketing Partners. An as-needed contract already in place with
Promotional Concepts will be utilized.
Expenditures
AMP - Engineering Expenditures
Hallam and Garmisch Stormpipe
and Watermain Replacement Contract (Stutsman Gerbaz, Inc.)$695,941
Construction Contingency $69,594
ENGINEERING TOTAL $765,535
Stormwater Expenditures
Hallam and Garmisch Stormwater
and Watermain Replacement Contract (Stutsman Gerbaz, Inc.)$913,880
Construction Contingency $91,388
Construction Inspections and Management $31,350
Public Outreach and Communications (as-needed contract)$5,000
Geotech and Material Testing (as-needed contract)$12,500
STORMWATER TOTAL $ 1,054,118
Water Expenditures
Hallam and Garmisch Stormwater
and Watermain Replacement Contract (Stutsman Gerbaz, Inc.)$ 1,179,580
Construction Contingency $117,958
Construction Management (contract forthcoming)$31,350
Public Outreach and Communications (as-needed contract)$5,000
Geotech and Material Testing (as-needed contract)$12,500
WATER TOTAL $ 1,346,387
Electric Expenditures
Hallam and Garmisch Stormwater
and Watermain Replacement Contract (Stutsman Gerbaz, Inc.)$149,548
Construction Contingency $14,955
ELECTRIC TOTAL $164,503
126
Information Technology Expenditures
Hallam and Garmisch Stormwater
and Watermain Replacement Contract (Stutsman Gerbaz, Inc.)$7,680
Construction Contingency $768
INFORMATION TECHNOLOGY TOTAL $8,448
EXPENDITURES TOTAL $ 3,338,991
Funding
Asset Management Fund (AMP)
EV Charging Station Installations – 2023- Spring
Supplemental Carryforward (51648)$5,998
Red Brick Storm Improvements on Hallam (51639)$759,537
AMP FUNDING TOTAL $765,535
Stormwater Fund
Garmisch Street Pipe Repair and Replacement (51581)$1,054,118
STORMWATER FUNDING TOTAL $ 1,054,118
Water Fund
New 2024 Project Funding Request – Supplemental Waterline
Replacement on Hallam and Garmisch $ 1,346,387
WATER FUNDING TOTAL $ 1,346,387
Electric Fund
Electric System Replacement – 2024 (51728)$164,503
ELECTRIC FUNDING TOTAL $164,503
Information Technology Fund
Fiber Optic Improvements 2024 (51750)$8,448
INFORMATION TECHNOLOGY FUNDING TOTAL $8,448
FUNDING TOTAL $ 3,338,991
ALTERNATIVES:
The City could choose the “do-nothing” alternative and not pursue improvements or upgrades
to some or all of the proposed infrastructure. To reduce the current funding approval request
and possibly reduce the overall timeline of the project, the City could:
1. Remove certain sections of the project scope by eliminating a certain street segment
(e.g., removal of storm, water, and electric infrastructure improvements from N
Garmisch or E Hallam), or by eliminating/reducing certain infrastructure components
(e.g., eliminating/reducing proposed storm, or water, or electric infrastructure within the
E Hallam and/or N Garmisch corridors).
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2. Pursue separate construction scopes and timelines for infrastructure
improvements/upgrades to storm pipe, watermain, primary electric conduit, fiber
conduit, and EV charger improvements.
However, staff believe the proposed utilities improvements are necessary infrastructure
upgrades and will be required due to continued aging and that replacement cannot be avoided
entirely. Delaying implementation of some or all portions of the proposed work has the
following consequences:
Storm piping: The storm pipe on Garmisch has outlived its useful life and needs
replacement. If ignored, the degraded pipe could cause damage to the roadway,
adjacent property or cause unsafe road conditions resulting in a higher replacement
cost.
Watermain infrastructure: Proactive replacement of aging cast iron pipe allows the
Utility to extend the life of water infrastructure and ensure that new infrastructure is
installed to current standards for size, material, and bedding. Replacing this
infrastructure concurrently with other underground utilities minimizes the need for
extensive excavation within the City’s right-of-way for planned out-year replacement or
for access for maintenance or repair of aging piping, both of which would result in
additional impacts to customers and the traveling public.
Electric conduit: Staff believe installation of the proposed primary electric conduit is
critical to continue to provide reliable electrical service to all customers within the City’s
service territory. Alternatively, the city could come back to these N Garmisch and E
Hallam corridors in out-years for conduit and cable installation, which would result in
additional impacts to customers and the traveling public.
Construction inspections could be included in construction contracts instead of a separate
inspection contract as proposed with this memo. The responsibility and implementation of
inspections would be shifted to the selected contractor instead of administered by the City.
The cost of the construction contract would increase to include inspections as a line item. This
would give the City less influence and control of the inspection standards and rely on selected
contractors to properly administer third-party inspections.
ENVIRONMENTAL IMPACT: Storm pipe infrastructure carries stormwater flows to the river.
When this infrastructure is broken and degraded it can result in an increase in pollutant
loading into the river. Fully functioning storm systems also protect the roadway subgrade from
destabilization due to stormwater infiltration. Establishing properly sized and fully functional
storm pipes can increase the longevity of street surfaces which ultimately decreases
environmental impacts of construction.
Proactive replacement of aging cast iron pipe with new ductile iron pipe allows the Utility to
extend the life of water infrastructure and ensure that new infrastructure is installed to current
standards for size, material, and bedding. Replacing this infrastructure concurrently with other
underground utilities minimizes the need for extensive excavation within the City’s right-of-
way for planned out-year replacement or for access for maintenance or repair of aging piping.
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Replacement of aging, direct-bury electric cable systems with cable and conduit allows for
future cable repairs and/or replacement without the need for extensive excavation within the
City’s alleys and right-of-way.
The installation of a new EV charging station supports public access to charging infrastructure
and increases the likelihood of EV use. The increased use of electric vehicles contributes to
city wide goals of reducing greenhouse gas emissions and improved air quality.
PUBLIC OUTREACH: Staff has mailed a letter containing information about the Hallam and
Garmisch Storm and Water Replacement Project and its construction impacts to neighbors
within 300 feet of the construction area. A neighborhood meeting will be held April 4
th on the
Red Brick Lawn. This is an opportunity for all impacted community members to meet to learn
about the project and anticipated traffic impacts. Staff will continue the direct communication
begun with the most impacted residents prior to commencement of construction in the area.
Staff will work directly with the Red Brick, Yellow Brick, and other customers with identified
critical functions to coordinate and mitigate construction impacts, where possible.
STAFF RECOMMENDATION:Staff recommends Council approve the contract for the
Hallam Garmisch Storm pipe and Watermain Replacement Project with Stutsman Gerbaz,
Inc. in the amount of $2,946,628.54.
Staff recommends Council approve $294,663 for construction contingency.
Staff recommends Council approve the contrast for Construction Inspections and
Management with Phil Vaughan Construction Management, Inc, in the amount of $62,700.00.
PROPOSED MOTION:“I move to approve Resolution No. 051, Series of 2024 for the
construction contract with Stutsman Gerbaz, Inc., Resolution No. 052 Series of 2024 for
project contingency, and Resolution No. 053 Series of 2024 for Construction Management
and Inspection Services.”
CITY MANAGER COMMENTS:
A. ATTACHMENT A – Contract with Stutsman Gerbaz, Inc.
B. Resolution # 051 of 2024
C. Resolution # 052 of 2024
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RESOLUTION #051
(Series of 2024)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN,
COLORADO, APPROVING A CONTRACT BETWEEN THE CITY OF ASPEN
AND STUTSMAN GERBAZ INC. AUTHORIZING THE CITY MANAGER
TO EXECUTE SAID CONTRACT ON BEHALF OF THE CITY OF ASPEN,
COLORADO.
WHEREAS, there has been submitted to the City Council a contract,
between the City of Aspen and Stutsman Gerbaz Inc., a true and accurate copy of
which is attached hereto as Exhibit “A”;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF ASPEN, COLORADO,
That the City Council of the City of Aspen hereby approves that Contract for
Hallam and Garmisch Stormpipe and Watermain Replacement Project 2024,
between the City of Aspen and Stutsman Gerbaz Inc. a copy of which is annexed
hereto and incorporated herein, and does hereby authorize the City Manager to
execute said agreement on behalf of the City of Aspen.
INTRODUCED, READ AND ADOPTED by the City Council of the City of
Aspen on the 16
th day of April 2024.
Torre, Mayor
I, Nicole Henning, duly appointed and acting City Clerk do certify that the
foregoing is a true and accurate copy of that resolution adopted by the City Council
of the City of Aspen, Colorado, at a meeting held, April 16th, 2024.
Nicole Henning, City Clerk
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RESOLUTION #052
(Series of 2024)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN,
COLORADO, AUTHORIZING THE CITY MANAGER TO EXERCISE
ADMINISTRATIVE OVERSIGHT OF CHANGE ORDERS THAT ARE
WITHIN THE APPROVED PROJECT BUDGET FOR CITY PROJECT #2024-
018 AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID
CHANGE ORDERS ON BEHALF OF THE CITY OF ASPEN COLORADO.
WHEREAS, there is an executed contract between the City of Aspen and
Stutsman Gerbaz Inc., for Hallam and Garmisch Stormpipe and Watermain
Replacement Project 2024 in the amount of $2,946,629, a true and accurate copy
of which is attached hereto as Exhibit “A”;
WHEREAS, the City Council has determined it is in the best interest of the
City of Aspen to authorize the City Manager to exercise administrative oversight
of change orders associated with the Stutsman Gerbaz Inc. contract for an amount
not to exceed $294,663.00 and execute said change orders on behalf of the City of
Aspen, Colorado.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF ASPEN, COLORADO,
That the City Council of the City of Aspen does hereby authorize the City
Manager to exercise administrative oversight of any change orders for an amount
not to exceed $294,663.00 and execute said change orders on behalf of the City of
Aspen, Colorado.
INTRODUCED, READ AND ADOPTED by the City Council of the City of
Aspen on the 16
th day of April, 2024.
Torre, Mayor
I, Nicole Henning, duly appointed and acting City Clerk do certify that the
foregoing is a true and accurate copy of that resolution adopted by the City Council
of the City of Aspen, Colorado, at a meeting held, April 16th, 2024.
Nicole Henning, City Clerk
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CITYOFASPE
STANDARD CONTRACT FOR CONSTRUCTION
2024-018
Hallam and Garmisch Stormpipe and Watermain Replacement
THIS CONTRACT, made and entered into on March 28, 2024 by and between
the CITY OF ASPEN, Colorado, hereinafter called the "City'', and Stutsman
Gerbaz Inc., hereinafter called the "Contractor''.
THEREFORE, in consideration of the mutual covenants and Contracts herein
contained, and for other good and valuable consideration, the receipt and
adequacy of which are hereby acknowledged, the parties hereto hereby agree as
follows:
1. Construction of Project. Contractor agrees to furnish all labor, materials,
tools, machinery, equipment, temporary utilities, transportation, and any other
facilities needed therefor, and to complete in a good, workmanlike and
substantial manner the Project as described in the Scope of Work and/or
Proposal appended hereto as Exhibit "A" which is incorporated herein as if fully
set forth (the "Project").
2. Plans and Specifications, Compliance with Laws. The Project is to be
constructed and completed in strict conformance with the Scope of Work and/or
Proposal appended hereto for the same approved in writing by the parties
hereto. The Project shall also be constructed and completed in strict compliance
with all laws, ordinances, rules, regulations of all applicable governmental
authorities, and the City of Aspen Procurement Code, Title 4 of the Municipal
Code, including the approval requirements of Section 4-08-040. Contractor shall
apply for and obtain all required permits and licenses and shall pay all fees
therefor and all other fees required by such governmental authorities.
3. Payments to Contractor. In consideration of the covenants and Contracts
herein contained being performed and kept by Contractor, including the
supplying of all labor, materials and services required by this Contract, and the
construction and completion of the Project, City agrees to pay Contractor a sum
not to exceed two million nine hundred forty-six thousand six hundred
twenty-eight DOLLARS and fifty-four CENTS ($2,946,628.54) or as shown on
Exhibit "A".
4. Commencement and Completion. Contractor agrees to commence work
hereunder immediately upon execution hereof, to prosecute said work thereafter
diligently and continuously to completion, and in any and all events to
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substantially complete the same not later than September 27, 2024, subject to
such delays as are permissible under the "Extension of Time for Completion"
section of this Contract.
5. Payment of Bills and Charges. Contractor shall pay promptly all valid bills
and charges for material, labor, machinery, equipment or any other service or
facility used in connection with or arising out of the Project and shall obtain
periodic releases from all subcontractors and material suppliers supplying labor
or materials to the Project concurrently with Contractor's delivering any payment
to such subcontractors and material suppliers. Contractor shall indemnify and
hold City and City's officers, employees, agents, successors and assigns free
and harmless against all expenses and liability suffered or incurred in connection
with the claims of any such subcontractors or material suppliers, including but
not limited to court costs and attorney's fees resulting or arising therefrom;
provided that Contractor shall be excused from this obligation to the extent that
City is in arrears in making the payments to Contractor. Should any liens or
claims of lien be filed of record against the Property, or should Contractor receive
notice of any unpaid bill or charge in connection with construction of the Project,
Contractor shall immediately either pay and discharge the same and cause the
same to be released of record, or shall furnish City with the proper indemnity
either by title policy or by corporate surety bond in the amount of 150% of the
amount claimed pursuant to such lien.
6. Releases. Contractor shall, if requested by City, before being entitled to
receive any payment due, furnish to City all releases obtained from
subcontractors and material suppliers and copies of all bills paid to such date,
properly receipted and identified, covering work done and the materials furnished
to the Project and showing an expenditure of an amount not less than the total of
all previous payments made hereunder by City to Contractor.
7. Hierarchy of Project Documents. This Contract and the Proposal or
Scope of Work appended hereto as Exhibit "A" are intended to supplement one
another. Contract Documents shall also include General Conditions for
Construction Contracts and Special Conditions appended hereto. However, in
case of conflict this Contract for Construction shall control.
8. Changes in the Work. Should the City at any time during the progress of
the work request any modifications, alterations or deviations in, additions to, or
omissions from this Contract or the Proposal/Scope of Work, it shall be at liberty
to do so, and the same shall in no way affect or make void this Contract; but the
amount thereof shall be amortized over the remaining term of this Contract and
added to or deducted, as the case may be, from the payments set forth in
Paragraph 3 above by a fair and reasonable valuation, based upon the actual
cost of labor and materials. This Contract shall be deemed to be completed
when the work is finished in accordance with the original Proposal or Scope of
Work as amended or modified by such changes, whatever may be the nature or
the extent thereof. The rule of practice to be observed in fulfillment of this
paragraph shall be that, upon the demand of either City or Contractor, the
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character and valuation of any or all changes, omissions or extra work shall be
agreed upon and fixed in writing, signed by City and Contractor, prior to
performance.
9. Contractor's Failure to Perform. Should Contractor, at any time during the
progress of the work, refuse or fail to supply sufficient material or workmen for
the expeditious progress of said work or fail to perform any other provisions of
this Contract, City may, upon giving notice in writing to Contractor as provided
herein and upon Contractor's failure to remedy any such failure within 3 days
from receipt of such notice, terminate this Contract and provide the necessary
material and workmen to finish the work and may enter upon the Property for
such purpose and complete said work. The expense thereof shall be deducted
from the payments remaining under Paragraph 3 above, or if the total cost of the
work to City exceeds the amount of such remaining payments, Contractor shall
pay to City upon demand the amount of such excess in addition to any and all
other damages to which City may be entitled. In the event of such termination,
City may take possession of all materials, equipment and appliances belonging
to Contractor upon or adjacent to the Property upon which said work is being
performed and may use the same in the completion of said work. Such
termination shall not prejudice or be exclusive of any other legal rights which City
may have against Contractor.
10. Extension of Time for Completion. Time is of the essence of this Contract
and Contractor shall substantially complete the work during the time provided for
herein. However, the time during which Contractor is delayed in said work by (a)
the acts of City or its agents or employees or those claiming under Contract with
or permission from City, or (b) the acts of God which Contractor could not have
reasonably foreseen and provided against, or (c) unanticipated stormy or
inclement weather which necessarily delays the work, or (d) any strikes, boycotts
or obstructive actions by employees or labor organizations and which are beyond
the control of Contractor and which it cannot reasonably overcome, or (e) the
failure of City to make progress payments promptly, shall be added to the time
for completion of the work by a fair and reasonable allowance. Contractor
recognizes, however, that the site of the work is in the Rocky Mountains at a high
elevation where inclement whether conditions are common. This fact has been
considered by Contractor in preparing its Proposal and or agreeing to the Scope
of Work. Furthermore, Contractor shall have the right to stop work if any
payment, including payment for extra work, is not made to Contractor as
provided in this Contract. In the event of such nonpayment, Contractor may
keep the job idle until all payments then due are received.
11. Unforeseen Conditions. It is understood and agreed that Contractor,
before incurring any other expenses or purchasing any other materials for the
Project, shall proceed to inspect the work site and all visible conditions and that
if, at the time of inspection therefor, the Contractor finds that the proposed work
is at variance with the conditions indicated by the Proposal, Scope of Work, or
information supplied by City, or should Contractor encounter physical conditions
below the surface of the ground of an unusual nature, differing materially from
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those ordinarily encountered and generally recognized as inherent in work of the
character provided for in this Contract or inherent in a work site located in the
Rocky Mountains, Contractor shall so notify City, and City shall at that time have
the right and option to immediately cancel and terminate this Contract or to
instruct Contractor to continue the work and add the additional amount
attributable to such unforeseen conditions to the payments due Contractor as set
forth above.
It is agreed that in the event of any cancellation by City in accordance with this
section, Contractor shall be paid the actual costs of the work done prior to the
time of cancellation. In computing such costs, building permit fees, insurance
and such financing and title charges as are not refundable shall be included;
provided that supervision time, office overhead and profit shall not be included in
such costs to be refunded to Contractor by reason of such cancellation.
12. Acceptance by City. No payment hereunder nor occupancy of said
improvements or any part thereof shall be construed as an acceptance of any
work done up to the time of such payment or occupancy, but the entire work is to
be subject to the inspection and approval of City at the time when Contractor
notifies City that the Project has been completed.
13. Notice of Completion; Contractor's Release. City agrees to sign and file of
record within five (5) days after the substantial completion and acceptance of the
Project a Notice of Completion. If City fails to so record the Notice of Completion
within said five (5) day period, City hereby appoints Contractor as City's agent to
sign and record such Notice of Completion on City's behalf. This agency is
irrevocable and is an agency coupled with an interest. Contractor agrees upon
receipt of final payment to release the Project and property from any and all
claims that may have accrued against the same by reason of said construction.
If Contractor faithfully performs the obligations of this Contract on its part to be
performed, it shall have the right to refuse to permit occupancy of any structures
by City or City's assignees or agents until the Notice of Completion has been
recorded and Contractor has received the payment, if any, due hereunder at
completion of construction, less such amounts as may be retained pursuant to
mutual Contract of City and Contractor under the provisions of Paragraph 3
above.
14. Indemnification. Contractor agrees to indemnify and hold harmless the
City, its officers, employees, insurers, and self-insurance pool, from and against all
liability, claims, and demands, on account of injury, loss, or damage, including
without limitation claims arising from bodily injury, personal injury, sickness,
disease, death, property loss or damage, or any other loss of any kind whatsoever,
which arise out of or are in any manner connected with this contract, to the extent
and for an amount represented by the degree or percentage such injury, loss, or
damage is caused in whole or in part by, or is claimed to be caused in whole or in
part by, the wrongful act, omission, error, contractor error, mistake, negligence, or
other fault of the Contractor, any subcontractor of the Contractor, or any officer,
employee, representative, or agent of the Contractor or of any subcontractor of the
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Contractor, or which arises out of any workmen's compensation claim of any
employee of the Contractor or of any employee of any subcontractor of the
Contractor. The Contractor agrees to investigate, handle, respond to, and to
provide defense for and defend against, any such liability, claims or demands at
the sole expense of the Contractor, or at the option of the City, agrees to pay the
City or reimburse the City for the defense costs incurred by the City in connection
with, any such liability, claims, or demands. If it is determined by the final judgment
of a court of competent jurisdiction that such injury, loss, or damage was caused in
whole or in part by the act, omission, or other fault of the City, its officers, or its
employees, the City shall reimburse the Contractor for the portion of the judgment
attributable to such act, omission, or other fault of the City, its officers, or
employees.
15. Insurance.
a. The Contractor agrees to procure and maintain, at its own expense, a policy
or policies of insurance sufficient to insure against all liability, claims,
demands, and other obligations assumed by the Contractor pursuant to the
terms of this Contract. Such insurance shall be in addition to any other
insurance requirements imposed by this contract or by law. The Contractor
shall not be relieved of any liability, claims, demands, or other obligations
assumed pursuant to the terms of this Contract by reason of its failure to
procure or maintain insurance, or by reason of its failure to procure or
maintain insurance in sufficient amounts, duration, or types.
b. Contractor shall procure and maintain and shall cause any subcontractor of
the Contractor to procure and maintain, the minimum insurance coverages
listed in the Supplemental Conditions. If the Supplemental Conditions do
not set forth minimum insurance coverage, then the minimum coverage
shall be as set forth below. Such coverage shall be procured and
maintained with forms and insurance acceptable to City. All coverage shall
be continuously maintained to cover all liability, claims, demands, and other
obligations assumed by the Contractor pursuant to the terms of this
Contract. In the case of any claims-made policy, the necessary retroactive
dates and extended reporting periods shall be procured to maintain such
continuous coverage.
1. Worker's Compensation insurance to cover obligations
imposed by applicable laws for any employee engaged in the performance
of work under this contract, and Employers' Liability insurance with
minimum limits of ONE MILLION DOLLARS ($1,000,000.00) for each
accident, ONE MILLION DOLLARS ($1,000,000.00) disease -policy limit,
and ONE MILLION DOLLARS ($1,000,000.00) disease -each employee.
Evidence of qualified self-insured status may be substituted for the
Worker's Compensation requirements of this paragraph.
2. Commercial General Liability insurance with mImmum
combined single limits of TWO MILLION DOLLARS ($2,000,000.00) each
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occurrence and THREE MILLION DOLLARS ($3,000,000.00) aggregate.
The policy shall be applicable to all premises and operations. The policy
shall include coverage for bodily injury, broad form property damage
(including completed operations), personal injury (including coverage for
contractual and employee acts), blanket contractual, independent
contractors, products, and completed operations. The policy shall include
coverage for explosion, collapse, and underground hazards. The policy
shall contain a severability of interests provision.
3. Comprehensive Automobile Liability insurance with minimum
combined single limits for bodily injury and property damage of not less than
ONE MILLION DOLLARS ($1,000,000.00) each occurrence and TWO
MILLION DOLLARS ($2,000,000.00) aggregate with respect to each
Contractor's owned, hired and non-owned vehicles assigned to or used in
performance of the services. The policy shall contain a severability of
interests provision. If the Contractor has no owned automobiles, the
requirements of this Section shall be met by each employee of the
Contractor providing services to the City under this contract.
c. Except for any Contractor Liability insurance that may be required, the
policy or policies required above shall be endorsed to include the City of
Aspen and the City of Aspen's officers and employees as additional
insureds. Every policy required above shall be primary insurance, and any
insurance carried by the City of Aspen, its officers or employees, or carried
by or provided through any insurance pool of the City of Aspen, shall be
excess and not contributory insurance to that provided by Contractor. No
additional insured endorsement to the policy required above shall contain
any exclusion for bodily injury or property damage arising from completed
operations. The Contractor shall be solely responsible for any deductible
losses under any policy required above.
d. The certificate of insurance provided to the City of Aspen shall be
completed by the Contractor's insurance agent as evidence that policies
providing the required coverage, conditions, and minimum limits are in full
force and effect, and shall be reviewed and approved by the City of Aspen
prior to commencement of the contract. No other form of certificate shall be
used. The certificate shall identify this contract and shall provide that the
coverage afforded under the policies shall not be canceled, terminated or
materially changed until at least thirty (30) days prior written notice has
been given to the City of Aspen.
e. In addition, these Certificates of Insurance shall contain the following
clauses:
Underwriters and issuers shall have no right of recovery or subrogation
against the City of Aspen, it being the intention of the parties that the
insurance policies so effected shall protect all parties and be primary
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coverage for any and all losses covered by the above-described insurance.
To the extent that the City's insurer(s) may become liable for secondary or
excess coverage, the City's underwriters and insurers shall have no right of
recovery or subrogation against the Contractor.
The insurance companies issuing the policy or policies shall have no
recourse against the City of Aspen for payment of any premiums or for
assessments under any form of policy.
Any and all deductibles in the above-described insurance policies shall be
assumed by and be for the amount of, and at the sole risk of the Proposer.
Location of operations shall be: "All operations and locations at which work
in connection with the referenced project is done."
Certificates of Insurance for all renewal policies shall be delivered to the
Architect at least fifteen (15) days prior to a policy's expiration date except
for any policy expiring on the expiration date of this Contract or thereafter.
f. Failure on the part of the Contractor to procure or maintain policies
providing the required coverage, conditions, and minimum limits shall
constitute a material breach of contract upon which City may immediately
terminate this contract, or at its discretion City may procure or renew any
such policy or any extended reporting period thereto and may pay any and
all premiums in connection therewith. All moneys so paid by City shall be
repaid by Contractor to City upon demand, or City may offset the cost of the
premiums against moneys due to Contractor from City.
g. City reserves the right to request and receive a certified copy of any policy
and any endorsement thereto.
16. Termination by the Owner for Convenience.
a. In addition to the provisions of termination set forth in the General
Conditions, the Owner may, at any time, terminate the Contract for the
Owner's convenience and without cause.
b. Upon receipt of notice from the Owner of such termination for the Owner's
convenience, the Contractor shall
(1) cease operations as directed by the Owner in the notice.
(2) take actions necessary, or that the Owner may direct, for the
protection and preservation of the Work.
and
(3) except for Work directed to be performed prior to the effective date of
termination stated in the notice, terminate all existing subcontracts and
purchase orders and enter into no further subcontracts and purchase
orders.
c. In case of such termination for the Owner's convenience, the Owner shall
pay the Contractor for Work properly executed; costs incurred by reason
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of the termination, including costs attributable to termination of
Subcontracts; and the termination fee, if any, set forth in the Agreement.
17. Damage or Destruction. If the Project is destroyed or damaged by any
accident or disaster, such as fire, storm, flood, landslide, earthquake,
subsidence, theft or vandalism, any work done by Contractor in rebuilding or
restoring the work shall be paid for by City as extra work under Paragraph 8
above. If, however, the estimated cost of replacement of the work already
completed by Contractor exceeds twenty (20%) percent of the insured sum set
forth in Paragraph 15 above, City shall have the option to cancel this Contract
and, in such event, Contractor shall be paid the reasonable cost, including net
profit to Contractor in the amount of ten (10%) percent, of all work performed by
Contractor before such cancellation.
18. Notices. Any notice which any party is required or may desire to give to
any other party shall be in writing and may be personally delivered or given or
made by United States mail addressed as follows:
To City:
City of Aspen Engineering
Attn: Hailey Guglielmo
427 Rio Grande Place
Aspen, Colorado 81611
To Contractor:
Stutsman and Gerbaz Inc.
30375 Hwy 82
Snowmass, CO 81654
subject to the right of either party to designate a different address for itself by
notice similarly given. Any notice so given, delivered, or made by United States
mail, shall be deemed to have been given the same day as transmitted by
telecopier or delivered personally, one day after consignment to overnight courier
service such as Federal Express, or two days after the deposit in the United
States mail as registered or certified matter, addressed as above provided, with
postage thereon fully prepaid.
19. Inspections; Warranties.
a. Contractor shall conduct an inspection of the Project prior to final acceptance
of the work with City.
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b. Contractor shall schedule and cause to be performed all corrective activities
necessitated as a result of any deficiencies noted on the final inspection prior
to acceptance. The costs of material and/or labor incurred in connection with
such corrective activities shall not be reimbursed or otherwise paid to
Contractor.
c. Contractor shall obtain, at City's expense, third party warranty contracts (to be
entered into by City).
20. Licensure of Contractor. Contractor hereby represents and warrants to
City that Contractor is duly licensed as a general contractor in the State of
Colorado, and if applicable, in the County of Pitkin.
21. Independent Contractor. It is expressly acknowledged and understood by
the parties that nothing in this Contract shall result in or be construed as
establishing an employment relationship. The Contractor shall be, and shall
perform as, an independent the Contractor who agrees to use his best efforts to
provide the Work on behalf of the City. No agent, employee, or servant of the
Contractor shall be, or shall be deemed to be, the employee, agent, or servant of
the City. The City is interested only in the results obtained under the Contract
Documents. The manner and means of conducting the Work are under the sole
control of the Contractor. None of the benefits provided by the City to its
employees including, but not limited to, worker's compensation insurance and
unemployment insurance, are available from the City to the employees, agents, or
servants of the Contractor. The Contractor shall be solely and entirely responsible
for its acts and for the acts of the Contractor's agents, employees, servants, and
subcontractors during the performance of the Contract.
THE CONTRACTOR, AS AN INDEPENDENT CONTRACTOR, SHALL NOT BE
ENTITLED TO WORKERS' COMPENSATION BENEFITS AND SHALL BE
OBLIGATED TO PAY FEDERAL AND STATE INCOME TAX ON ANY MONEYS
EARNED PURSUANT TO THE CONTRACT.
22. Assignment. This Contract is for the personal services of Contractor.
Contractor shall not transfer or assign this Contract or its rights and
responsibilities under this Contract nor subcontract to others its rights and
responsibilities under this Contract, and any attempt to do so shall be void and
constitute a material breach of this Contract.
23. Successors and Assigns. Subject to paragraph 22, above, this Contract
shall be binding on, and shall inure to the benefit of, City and Contractor and
their respective successors and assigns.
24. Entire Contract. This Contract contains the entire Contract between City
and Contractor respecting the matters set forth herein and supersedes all prior
Contracts between City and Contractor respecting such matters.
25. Waivers. No waiver by City or Contractor of any default by the other or of
any event, circumstance or condition permitting either to terminate this Contract
shall constitute a waiver of any other default or other such event, circumstance
CCS-971.doc Page:9 Updated: 1/2024
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or condition, whether of the same or of any other nature or type and whether
preceding, concurrent or succeeding; and no failure or delay by either City or
Contractor to exercise any right arising by reason of any default by the other
shall prevent the exercise of such right while the defaulting party continues in
default, and no waiver of any default shall operate as a waiver of any other
default or as a modification of this Contract.
26. Remedies Non-Exclusive. No remedy conferred on either party to this
Contract shall be exclusive of any other remedy herein or by law provided or
permitted, but each shall be cumulative and shall be in addition to every other
remedy.
27. Governing Law. This Contract shall be governed by, and construed in
accordance with, the laws of the State of Colorado. Venue for any action at law
or equity shall be Pitkin County.
28. Attorneys' Fees. If either party to this Contract shall institute any action or
proceeding to enforce any right, remedy or provision contained in this Contract,
the prevailing party in such action shall be entitled to receive its attorneys' fees in
connection with such action from the non-prevailing party.
29. Severability. Any provision in this Contract, which is held to be
inoperative, unenforceable or invalid shall be inoperative, unenforceable or
invalid without affecting the remaining provisions, and to this end the provisions
of this Contract are declared to be severable.
30. Nondiscrimination. During the performance of this Contract, the Contractor
agrees as follows: The Contractor will not discriminate against any employee or
applicant for employment because of race, color, religion, sex, national origin, age,
marital status, sexual orientation, being handicapped, a disadvantaged person, or
a disabled or Vietnam era veteran. The Contractor will take affirmative action to in-
sure that applicants are employed, and that employees are treated during employ-
ment without regard to their race, color, religion, sex, national origin, sex, age,
sexual orientation, handicapped, a disadvantaged person, or a disabled or
Vietnam era veteran. Such action shall include, but not be limited to, the following:
employment, upgrading, demotion or transfer; recruitment or recruitment
advertising; layoff or termination; rates of pay or other forms of compensation; and
selection for training, including apprenticeship. The Contractor agrees to post in
conspicuous places, available to employees and applicants for employment,
notices to be provided setting forth the provisions of this nondiscrimination clause.
Any business that enters into a contract for goods or services with the City of
Aspen or any of its boards, agencies, or departments shall:
CCS-971.doc
a. Implement an employment nondiscrimination policy prohibiting
discrimination in hiring, discharging, promoting or demoting,
matters of compensation, or any other employment-related
decision or benefit on account of actual or perceived race, color,
religion, national origin, gender, physical or mental disability, age,
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military status, sexual orientation, gender identity, gender
expression, or marital or familial status.
b. Not discriminate in the performance of the contract on account of
actual or perceived race, color, religion, national origin, gender,
physical or mental disability, age, military status, sexual orientation,
gender identity, gender expression, or marital or familial status.
The foregoing provisions shall be incorporated in all subcontracts hereunder.
31. Prohibited Interest. No member, officer, or employee of the City of Aspen,
Pitkin County or the Town of Snowmass Village shall have any interest, direct or
indirect, in this Contract or the proceeds thereof.
32. Warranties Against Contingent Fees, Gratuities, Kickbacks and Conflict of
Interest:
a. The Contractor warrants that no person or selling agency has been
employed or retained to solicit or secure this Contract upon a Contract or
understanding for a commission, percentage, brokerage, or contingency fee,
excepting bona fide employees or bona fide established commercial or selling
agencies maintained by the Contractor for the purpose of securing business.
b. The Contractor agrees not to give any employee or former employee of the
City a gratuity or any offer of employment in connection with any decision,
approval, disapproval, recommendation, preparation of any part of a program
requirement or a purchase request, influencing the content of any specification or
procurement standard, rendering of advice, investigation, auditing, or in any other
advisory capacity in any proceeding or application, request for ruling,
determination, claim or controversy, or other particular matter, pertaining to this
Contract or to any solicitation or proposal therefor.
c. It shall be a material breach of the Contract for any payment, gratuity, or
offer of employment to be made by or on behalf of a Subcontractor under a
contract to the prime Contractor or higher tier Subcontractor or any person
associated therewith, as an inducement for the award of a Subcontract or order.
The Contractor is prohibited from inducing, by any means, any person employed
under this Contract to give up any part of the compensation to which he/she is
otherwise entitled. The Contractor shall comply with all applicable local, state and
federal "anti-kickback" statutes or regulations.
33. Payments Subject to Annual Appropriations. If the contract awarded
extends beyond the calendar year, nothing herein shall be construed as an
obligation by the City beyond any amounts that may be, from time to time,
appropriated by the City on an annual basis. It is understood that payment under
any contract is conditional upon annual appropriation of funds by said governing
body and that before providing services, the Contractor, if it so requests, will be
advised as to the status of funds appropriated for services or materials and shall
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not be obligated to provide services or materials for which funds have not been
appropriate.
34. Waiver and Amendment. It is agreed that neither this agreement nor any
of its terms, provisions, conditions, representations, or covenants can be
modified, changed, terminated, or amended, waived, superseded or extended
except by appropriate written instrument fully executed by the parties.
If any of the provisions of this agreement shall be held invalid, illegal, or
unenforceable it shall not affect or impair the validity, legality, or enforceability of
any other provision.
35. Electronic Signatures and Electronic Records. This Agreement and any
amendments hereto may be executed in several counterparts, each of which
shall be deemed an original, and all of which together shall constitute one
agreement binding on the Parties, notwithstanding the possible event that all
Parties may not have signed the same counterpart. Furthermore, each Party
consents to the use of electronic signatures by either Party. The Scope of Work,
and any other documents requiring a signature hereunder, may be signed
electronically in the manner agreed to by the Parties. The Parties agree not to
deny the legal effect or enforceability of the Agreement solely because it is in
electronic form or because an electronic record was used in its formation. The
Parties agree not to object to the admissibility of the Agreement in the form of an
electronic record, or a paper copy of an electronic documents, or a paper copy of
a document bearing an electronic signature, on the ground that it is an electronic
record or electronic signature or that it is not in its original form or is not an
original.
36. Additional Provisions. In addition to those provisions set forth herein and
in the Contract Documents, the parties hereto agree as follows:
[] No additional provisions are adopted.
[X] See attached Exhibit A.
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IN WITNESS WHEREOF, the parties agree hereto have executed this Contract
for Construction on the date first above written.
CITY OF ASPEN, COLORADO: PROFESSIONAL:
[Signature] [Signature]
By: ___________ _ Adam Fortier By: ____________ _
Title: Title: Chief Financial Officer ------------------------
Date: Date: 4/4/2024 I 2:18:44 PM MDT ------------------------
Approved as to form:
City Attorney's Office
Standard Terms & Conditions Architectural Services Agreements can be found on city website
https://aspen.gov/1517/Purchasing
JPW-3/28/2024-M:\city\cityatty\arch\ag1-981.doc
Note: Certification of Incorporation shall be executed if Contractor is a
Corporation. If a partnership, the Contract shall be signed by a Principal and
indicate title.
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CERTIFICATE OF INCORPORATION
(To be completed if Contractor is a Corporation)
STATE OF ---------~ ) SS.
COUNTY OF ______ __,
On this ___ day of _______________ , 20 __ , before
me appeared
------------------------, to me
person a II y known, who, being by me first duly sworn, did say that s/he is
of ----------------and that
the seal affixed to said instrument is the corporate seal of said corporation, and
that said instrument was signed and sealed in behalf of said corporation by
authority of its board of directors, and said deponent acknowledged said
instrument to be the free act and deed of said corporation.
WITNESS MY HAND AND NOTARIAL SEAL the day and year in this certificate
first above written.
Notary Public
Address
My commission expires: __________ _
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DocuSlgn Envelope ID: A68F679E-COBC,-444c-a3C0-41C1CB8CF 1A2
BID PROPOS L FOR~I
PROJECT 0.: 2024-018
BID DA TE: March 15, 2024 2:00pm
PROJl:CT: HaJl a m Gam1isch to rmpipe and Watermain Repla ce ment 2024
PROPO AL
CONTRA CT OR 'S PROPOSAL
TO · The Governing Bod y ufthe City of Aspen , Colorado
T1ie unde rsigned responsible bidder declares and tipulates that this proposal is made i n good
faith, without collusion or connection with any other person or persons bidding for the same
work , and that it is made in pursuance of and ubject to all the terms and conditions of the
advertisemen t for bid, the invitation to bid and request for bid , all the requirement of the bid
documents including the plans and specifications and Measurement and Payment specifications
for this bid, all of wh ic h have been read and exan1ined prior to signature. The bidder agrees to
keep thi bid open for Sixtv (60) consecutive calendar da vs from the date of bid opening.
The Contractor agrees that construction shall tart immediately following a mandatory pre-
construction conference held by the Engineering Department , which also constitutes the Notice
to Proceed Submission of this proposal will be taken by the City of Aspen as a binding
covenan t that the Contractor will finish cons truction within the time specified in the Special
Conditions of thi cont ract document.
The City of Aspen reserves the right to make the award on the basis of the bid deemed most
favorable to the Ci ty, to waive any informalitie or to reject any or aJI bids .
The City shal l not pay the Contractor for defective work and/or for repairs or additional work
required for successfu l completio n of the project All work not specifically set fonh as a pay
item in the bid form shall be considered a subsi diary obligation of the Contractor and all costs in
connection the rewith shall be included in the prices bid for the various items of work Prices
hall include all costs in co nnection with furnishing the proper and success completion of the
work, including furnishing all materials , equ ip ment and tool . and performing all labor and
supervision to fully complete the work to the City 's satisfaction .
Poor quality and workmanship shalt not be paid for by the City . Such work product must be
removed immediately and replaced property at no cost to the City
BPl-971 cloc •BPI
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Doc:uSig n Envelope ID : A68F679E-COBC""'44C-83co-41C1CB8CF1A2
All quantities stipulated in the bid form at unit prices are approximate and are to be used only as
a basis for estimating the probab le cost of work and for the purpose of comparing the bids
ubmitted to the City . The basis of payment hall be the acruaJ amount of materials furnished
and work done The Contractor agrees to make no claims for damages, anticipated profit. or
otherwise on account of any differences bet\Yeen tl1e amount of work actually performed. and
materials actually furnished and the estimated amount of work
The City reserves the right to increase or decrease the amount of ~ork to be done on the basis of
the bid unit price and up to plus or minus Twenty Fh-e (25) Percent of the total bid
By signing this document, Contractor certifies and represents that at this time
(i) Professional hall confirm the employment eligibility of all employees who
are newly hired for employment in the United States , and
(ii) Profe ssional has panicipatcd or attempted to participate in the Basic Pilot
Program in order to verify that it does not employ illegal aliens.
I hereby acknowledge receipt of ADDEJ\TIUM(s) numbered ____ through __ 3_
The following documents are submitted with and made a condition of thi Bid :
1. Bid proposal form
2. Written Approach to Project -Include Schedule
3. Affidavit of Compliance
4 . Liquidated Damages form
BPl-971 doc
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Ooc:USlgn Envelope ID: A68F879E-COBC-444C-33C041C1CB8CF1A2
Bid Oesaiptlon
Item
1 Mobl llzatlon/Oe moblllzatl on
2 Traffic Control
Erosi on and Sediment
3 Control Plan and
Management
4 Construction Surveying
s As•bullts
6 Irrigation Reset/Repair
Rffl'loval1
7 Full Depth Asphalt Removal
8 Asphalt M i lllng • T Top Patch
9 Curb & Gutter Remove I
10 Inlet Removal
11 Storm Manhole Remova l
12 Removal of 1211 Waterma i n
13 Sidewalk Demo
14 Sianage to be removed and
replaced as needed
All pavement markina to be
15 removed and replaced i n
kind w ithi n project limits
Surface Infrastructure
HMA (Grade SX) (Roadway)
16 5" full depth -2" T-top
overlay
17 Aggregate base course
(class 6}
8Pl-971 doc
BID FORA-1
Qty
1
1
1
1
1
1
21 ,000
4,020
450
2
1
430
2,300
1
1
706.5
583
•&Pi
Pagt 3
Unit Unit Price
Extended
Price
LS s 74,151.00
s 74,151.00
LS s 38,368 .29 $ 38,368.29
LS $ 6,766 .80 s 6,766.80
LS s 22,262.00 s 22,262.00
LS $ 24,764.00 $ 24,764.00
LS $ S,000.00 s 5,000.00
SF $ 3.37 $ 70,770.00
SF $ 1.90 $ 7,638.00
LF s 8,959.50
s 19.91
EA $ 4,053 44
s 8,106.88
EA $ 4,378.24 $ 4,378.24
LF s 26,849.20
s 62.44
SF s 4,44 s 10,212.00
LS $ 2,500.00 s 2,500_()()
LS s 3,500.00 s 3,500.00
Tons s 197.00
$ 139,180.50
CY s 163.85 s 95,524.SS
148
DocuSlgn Envelope ID: A68F679E-COBC-444C-83C0-41C1CB8CF1A2
18 Curb & Gutter
19
6" Reinforced Floating
Sidewalk
20 4" Standard Si dewalk
21 ADA Ramps
22 Sod
23 Trees -Littleleaf Linden
Airspade Tree Roots to 7
24 foot depth
I , 11 f J IU'I • • "
Stormwater lmprov•me_nts
25 S' Dia meter Manhole
26 8 ' Di ameter Manhole
27 1S" ADS HP
28, 24"ADS HP
29 48" ADS HP
30 Neenah Combinati on Inlet
R-3067
31 Neenah Inlet R-3462-8
Stormwater Management -
32 Reroute Garmisch Flow
during construct ion
Watermaln Improvements
33 4 " DIP -Yellowbrlck service
llne
34 4" DIP· Redbrick Service
line
35 8" DIP Waterma i n
36 12" DIP Watermaln
37 NOT US ED • Removed
BP1 -971 .doe
460
1,842
560
7
1,000
s
600
3
2
149
396
5 19
2
4
1
35
30
590
450
-
'BPI
Pa~4
LF s 40.25 s 18,515.00
SF $ 16.lQ s 29,656.20
SF s U .15
$ 6,244.00
EA s 1,485.00 s 10,395.00
SF s 4.04 s 4,040.00
EA $ l.982,00 $ 9,910.00
SF s 44.08 s 26,448.00
EA s 25,183.06 s 75,549.18
EA s 56,666.43
s 113,332.86
LF s 722.04 s 107,583.96
LF s 745.72
s 295,305.12
LF s 888.06 $ 460,903.14
s 14,389.56 EA s 28,779.12
EA s 14,751 .06
$ 59,004.24
LS s 8,500.00 s a.soo.oo
s 694.44 LF s 24,305.40
s 510.01 LF s 15,300.30
LF s 409,719.60
s 694.44
LF s 651.93 s 293,368.S0
-
Col'l'.ractol'a lnit1;1 le
149
DocuSign Envelope ID: A68F679E-COBC-444C-83C0-41C1CB8CF1A2
38 1.0" Type I< Copper Water 4 EA $ 8-,241.51 s 32,966.04 Service
39 2" Type K Copper Water 4 EA s 8,147.96 $ 32,591.84
Service
40 Temporary Wa t er line on 1 LS s 45,768.22 s 45,768.22
Hallam
Bluebeard Insulatio n-1000 SF s 6.SO s 6,500.00 41
·plan c. p lo IC r
42 Fire Hydrant -Including 1 LS $ 22 ,30L20 $ 22,301.20 l ateral
Electric Infra structu re
6 " SCH 40 PVC -Electric 1,790 LF s 29.05 43 $ 51,999.SO
44 4" SCH 40 PVC-Electric 2,230 LF s 52,293.50
$ 23.45
Fi~r lnfr.ntruct\Jre
45 4,, SCH 40 PVC-Fi ber 600 LF $ 12.80 s 7,680.00
FV Charaer
46 EV Charger Foundation 1 EA s 1,312.50 $ 1.312 .50
47 3" Electrica l Conduit 80 LF s SL75 s 4,140.00
(E mpty) -EV Charaer
48 Potholing 10 EA $ 2,500.00 s 25,000.00
57 Yellowbrick Serv ice Line 15 F $ 813 .11 s 12 ,196.65
Extended Trench
6" Schedule 40 PVC -
58 El ectric (E Hallam 470 LF s 65.45 s 30,761.50
St)
59 Pri mary Electric Vault I 1 EA s 14,493.45 $ 14,493.45
Total Bid In umbers: $2,885,794.98
Total Bit/ in Words: Two million, eig ht hu ndred eighty-five thousand, seven
hundred ninety-four dollars and ninety-eight cents,
SP1 -97l .doe 'BP1
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DocuSlgn Envelope ID: A68F879E-COBC-444C-83C0-41 C1 CB8CF1A2
Bid Alt J -Intersection Improvements at Hallam and Aspen St
Bid Alt 1 -Hallam and Aspen St r eet Intersection Crosswalks
Bid Description Qty Unit Unit Price Extended Price Item
49 s• Concrete Colored Sandiego Buff 16.9 Cf $ 1.552.00 $26,228.80
50 8" Concrete Colored Brick Red with 11.9 CY Dowels $ 1.03S.OO $12,316.50
51 12" Class 6 subgrade 26.7 Cf s 163.85 $4,374.80
52 HMA (Grade SX) (Roadway) 11.0 Tons s 305.00 $3,355.00
53 ADA Ramp 4 EA s 1,495.00 $5,980.00
S4 Concrete Standard Sidewalk 3 .1 C( s 483.00 $1 ,497.30
55 C.urb and Gutter 100 LF s 40.25 $4,025.00
S6 Additional Traffic Control 1 EA s 3,056.16 $3,056.16
To tal Bid Altetnate 1 in 11mbers: S60,833.S6
Total Bid A lter nate 1 in Words: __ =S=ix ..... ty._t...._h=ot=•s=an=d=, ...... e_.i g..,_h __ t =ht=m=dr=-ed=-an~d~t=hi __ rt..,._y-
three doUars and fifty -six cents .
BPl,971 doc ·er1
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ConlnldOf' 6 I nllla 18
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DocuSign Envelope ID: A68F679E-C0BC-444C-83C0-41C1CB8CF1A2
I acknow ledge that in submitting this bid it is understood that the right to reject any and all bids
has been reserved by the owner .
Authorized Officer· ~~ ~esident
Full name signature:--....,,~'-::::,,,.-:;...-__..,~~~-~=----------------
Company address : ___ --"-3-"-03"'-7 ___ 6 __ H_~ __ vy_8_2 ________________ _
Snowmass, CO 81654
Telephone number : --'9--7~0 ..... -2"'""7 __ 4 __ -7-5-=8=-2 _______ _
Email : shny.s@sg_e_anbmovi ng .co
Attested by : ---~~~n_h~---~-_.,.. ____ _
6P1-971.doe
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SUBCONTRACTOR AND MATERIALS SUPPLIER LIST
Paving
Front ier Pav ing
Pre-Cast Materials
Rinker Materi als
Condui t
Ferguson
Concrete
970-625 -2224
970-245-9301
970-963-5700
Ash ley Concrete Structures 970-989-44 1 2
Traffic Control
Al Tra ffic Control 970-876-0740
Landscapi ng/ Tree Servi ce
Rocky Mountain Custom Landscapes
970-748-84 61
854 Bedrock Ln, Rifle, CO 81650
2311 River Rd, Grand Junction, CO 81505
704 Hwy 133, Carbond ale, CO 81623
PO Box 2064, Glenwood Springs, CO 81602
32597 US-6 #6, Slit, CO 81652
351 Ai rpark Or, Gypsum, CO 81637
Survey
SGM 970-945-1004 118 W 61h St, Ste 200, Glenwood Sp ring s, CO 81601
Aggregate
Elam Sand & Gravel 970-923-2399
BP1-rm doc
55
7911 Upper River Rd, Woody Cre ek, CO 81656
•BP I
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Contrac=or'a lnilial1
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1
REGULAR MEETING ASPEN CITY COUNCIL MARCH 26, 2024
Mayor Torre called the meeting to order at 5:00 p.m. with Councilors Doyle, Hauenstein, and Rose
present. Councilor Guth was absent.
PUBLIC COMMENT:
Scott McDonald – Mr. McDonald asked if the public are able to make a presentation on the screens. He
said it’s important for the public to communicate. He said he is here today to give notice to the council
regarding ongoing negotiations on 1000 E. Cooper. They need alternative dispute resolution. Next
Tuesday he will be suing the city due to the extended time period you’ve had to cure this problem. He
said he’s not blowing smoke. He referenced a suit he had against Multnomah County, and said they took
it to the Supreme Court, and they won.
Bob Beals – Mr. Beals said he is here to speak on the Red Butte Cemetery. He said has lived on
Snowbunny Lane for 30 years and this conversation is becoming old hash. He spoke about the barn and
that Stony wants to move someone in there. There are enough pickup trucks coming up 82 all summer
with people who can cut grass. It’s not necessary to have another employee. If you look at the
paperwork he handed out, at the Red Butte Cemetery Association, the number of employees is zero. He
added photos of the gas tanks. This is the third time it’s been brought up. He provided all the
documentation showing that no one should be living in that barn.
Councilor Rose asked if HPC has discussed this yet and Mr. True said no and that it may come to council
as well.
Mr. Beals said Bill Stirling sent him here.
Jennifer Wherry – Ms. Wherry said she is the Executive Director of Alpine Legal Services. She said the
City of Aspen has supported their work since inception. For the 2024 grant cycle, they have applied for a
grant. She learned this past Thursday they were denied the grant. She’s asking them to use discretion
allocating the fundson keeping with their support in recent years. She’s asking for 20k from their budget
for civil legal aid.
Councilor Rose asked what category they are under, and she said health and human services.
Breeze Richardson – Ms. Richardson said she is honored to receive funding. She said these funds are
critical for Aspen Public Radio. They are the only public broadcaster in Pitkin County and the City of
Aspen.
Alex Sanches – Mr. Sanches said he is on the board of directors for Junior Achievement. He explained
the program and said he’s a Pitkin County employee as well and he spoke to the importance of this
program. He thanked them for the funding.
Carolyn McDonald – Ms. McDonald said she knows that we all love Aspen. She spoke about the
widening of the Aspen Airport. She said native Aspenites need to stand up against bigger planes in this
valley.
David Ledingham – Mr. Ledingham said he is the Executive Director of the Aspen Fringe Festival. He said
thank you to this program and the City of Aspen for everyone involved. It’s an amazing program. It’s
enabled us to perform at the Wheeler and sometimes two festivals. We did receive a 54% cut from our
154
2
REGULAR MEETING ASPEN CITY COUNCIL MARCH 26, 2024
funds. He knows there is a large demand, but his question is why their funding was cut because it made
a big impact. He said the qualifications didn’t make sense to him.
Mayor Torre said it’s a policy issue that they will be taking another look at since funding is also given to
down valley recipients.
Mr. Ledingham gave some history to the program and said he is frustrated and feels like the rug has
been pulled out from underneath him.
Andrew Travers – Mr. Travers said he is a board member of the Sopris Sun. On behalf of everyone at the
Sun, he is here thanking them on their support.
Mike Maple – Mr. Maple said he hopes to be here for the hearing on the food tax refund. Thank you for
reconsidering this. He asked them to be true to what the original intention was on the ballot. He is
concerned about the administration of this food tax refund.
COUNCILMEMBER COMMENTS:
Councilor Hauenstein spoke about the book, Bill of Obligations, which addresses appropriate public
discourse regarding tone and tenor and it’s something we should model. Everyone should read it. He
spoke about the Avs. If you want to see a really good game, watch the Avs and Rangers this Thursday
night. Fun and enjoyment can be had.
PUBLIC COMMENT:
Zackary Orlando Graham – He spoke about the Israel and Palestine issue. He is worried that this is
impacting our first amendment rights. He is worried about these new antisemitism laws being created,
are making it so that you can’t criticize anyone. Nationwide, it’s actually fueling antisemitism. We still
need to be able to express ourselves freely.
Ursula Haverbeck – Ms. Haverbeck also spoke about free speech and cautioned them against shutting
people down. She said city councils are being sued all around the country. She understands not wanting
to listen to someone speak, but shutting someone down is awful and is doing a disservice to everyone.
Dr. Nate Sackett –Dr. Sackett said he is here to propose a resolution to honor brave European men. He
said we need a European heritage month. This city council should be the first amongst many recognizing
the European heritage month. He spoke about early explorers and honoring them.
COUNCILMEMBER COMMENTS:
Councilor Rose spoke about an election happening today in Steamboat regarding Brown Ranch and said
preliminary results should be in around 7 p.m. It is an ambitious housing project. He also spoke about his
Rec B hockey team won the championship this past Friday. He thanked our recreation department and
said our Rec leagues are so fun. He appreciates everything they do.
Councilor Doyle gave some climate news and gave a shoutout to Pitkin County that passed a new energy
code. It’s a step in the right direction.
Mayor Torre mentioned Elephant Revival, who is playing at the Wheeler tonight and tomorrow. Great
music. He spoke about civility, community and respect. He has found himself under attack in the local
media. It is unfounded and crossed the line from politics to personal. He is really disappointed to see the
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vitriol that comes from community members. It’s an ugly trend that he is seeing. He is asking the same
as Councilor Hauenstein regarding civility in discourse. For those who don’t appreciate that, Aspen may
not be the place for you.
BOARD REPORTS:
Councilor Doyle said he had APCHA, and they have another appeal they will be hearing.
Mayor Torre said he had ACRA with safety check ins and updates. He also had RFTA, and he will give full
details at the next work session.
CONSENT CALENDAR:
Mayor Torre pulled Resolutions #042 and #043.
Councilor Hauenstein pulled Resolution #035.
Resolution #035, Series of 2024 - Climate Cost Analysis – Tessa Schreiner, Clare McLaughlin, Ainsley
Brosnan-Smith
Councilor Hauenstein said we need to make it palatable to our private sector to obtain these goals. Ms.
Schreiner said it’s baked in the scope, but they can make it more explicit.
Resolution #042, Series of 2024 - Nonprofit grant funding recommendations – John Barker, Patrick
Quick, Natalie Blumentritt
Mr. Quick thanked staff. He said it has been a challenging grant cycle. He recognized the volunteer
grants committee members. This process was solely based on the applications themselves.
Mayor Torre said this is his favorite meeting of the year. He doesn’t want to discuss individual grants at
this time. This is a difficult process and there will always be a greater demand than supply. He does think
they should schedule a work session to have communication about the process. He feels they may have
more availability to meet the health and human services needs.
Councilor Hauensteinsaid of course he would like to give out more, but he is grateful to the board and
the recently revamped process. The more they can do the better.
Councilor Rose thinks they should tighten the constraints on who can apply for this. He pointed out that
there are applicants not even located in the valley that he has never heard of. He agreed on expanding
funding. He is disappointed about Alpine Legal Services not receiving funding.
Councilor Doyle said we have the best intentions here but there will be some people who are getting
more than others. He’s relieved that this talented board is making the decisions, but he is interested in
discussing funding sources.
Resolution #043, Series of 2024 – Environmental Consulting Services Lumberyard Affordable Housing
Project – Chris Everson
Mayor Torre said he pulled this resolution because Councilor Guth sent him a couple of questions. He
said Councilor Guth asked why we are doing a Phase 2 assessment at this time and is it necessary to do
it.
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Mr. Everson said he brought documents, but they are already public record. He said there is asbestos in
the Lumberyard, and they need to be prepared to do the abatement.
Councilor Rose motioned to approve the consent calendar; Councilor Doyle seconded.
Mayor Torre asked Don Nottingham to stand to recognize him as a new deputy municipal court judge.
Roll call vote: Doyle, yes; Hauenstein, yes; Rose, yes; Torre, yes. 4-0, motion carried.
PUBLIC HEARINGS:
Ordinance #03, Series of 2024 – Increase to the Food Tax Refund Award – Pete Strecker
Councilor Rose said he is pushing for more money, but he knows there is already a set budget for the
year.
Mr. Strecker agreed and said it would require a budget adjustment.
Mayor Torre opened and closed the public hearing. He said they all still have questions around the
program. An increase is something they would all like to see. He proposed an amendment raising the
refund to 75 or 85 dollars for the current year. Mr. Strecker said that would be sustainable for the
budget.
Councilor Hauenstein said he supports $85.00.
Councilor Doyle said hesupports $85.00.
Mayor Torre motioned to approve Ordinance #03 with an amendment to reflect $85.00 for 2024;
Councilor Doyle seconded.
Mr. True clarified that we are not changing the provisions for those over 65 or those who are blind.
Mayor Torre confirmed that is not the case.
Roll call vote: Doyle, yes; Hauenstein, yes; Rose, yes; Torre, yes. 4-0, motion carried.
Councilor Doyle said this will be more beneficial to people under 30 and said we need to get the
message out.
ACTION ITEMS:
Resolution #046, Series of 2024 – Settlement Agreement – James R. True
Mr. True introduced the item and said this was brought about by two separate lawsuits brought by the
purchases. He said he has provided information to support the proposed settlement. Josh Marks was
hired by CIRSA for the city. This has been a complicated ongoing litigation, and they are looking to
resolve it. This started when the fire service approached the city of Aspen to subsidize the property over
on the S curves. They wanted to subdivide the property and redevelop the property. We felt it should go
through administrative processes. He said they made it clear to all buyers that they would not have a
development right.This resulted in approvals for these properties. As part of the process, the owners
were obligated to pay a development and housing mitigation to the city pursuant to the formulas
adopted in previous ordinances. They paid as required and the two owners filed suit challenging the
amount of the state’s impact fee statute. The real debate was our implementation of the formula for
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inclusionary zoning. The owners proposed the settlement agreement which is in front of you, and they
would like two housing credits. That is less than what they were seeking. Given the complicated nature
of this litigation, we felt that settlement, under the terms proposed, was in the best interest of the city.
This would be a way under your powers, to resolve this litigation and would be fair to both sides. Staff is
recommending approval.
A representative of the plaintiffs, Mack Henderson of Garfield & Hecht, was present and approached the
dais.
Councilor Hauensteinsaid this is a unicorn. He sees no reason not to approve.
Councilor Doyle motioned to approve; Councilor Rose seconded.
Roll call vote: Doyle, yes; Hauenstein, yes; Rose, yes; Torre, yes. 4-0, motion carried.
EXECUTIVE SESSION:
Mr. True introduced the executive session.
Councilor Rose motioned to move into executive session; Councilor Doyle seconded.
Roll call vote: Doyle, yes; Hauenstein, yes; Rose, yes; Torre, yes. 4-0, motion carried.
Mr. True said they will not return to council chambers for adjournment.
______________________
City Clerk, Nicole Henning
158
MEMORANDUM
TO:MAYOR and COUNCIL MEMBERS
FROM:James R. True
DATE:April 9, 2024
MEETING DATE: April 16, 2024
RE:Continuance of Demolition Allotment Appeals re:
Gregory Mebel Revocable Living Trust, Greg Mebel as Trustee and
Ron Ibara (1073-1075 Cemetery Lane)
Claire and Reed Stilwell (327 West Hallam)
Christine “Christy” Ann Lee Pope (540 West Smuggler Street)
Lake House Aspen LLC’s (400 Lake Avenue)
981 King Street LLC’s (981 King Street)
Survivor’s Trust Created Under the Campbell Family
Trust, dated July 13, 1993 (919 Waters Ave.)
REQUEST OF COUNCIL: The City Attorney’s Office is requesting that Council continue the
appeal hearings for the above-named applicants, that were previously noticed for the Council
meeting of April 16, 2024, to May 14, 2024.
DISCUSSION: Following the demolition lottery of February 20, 2024, six property owners,
who did not prevail in the lottery, timely appealed the denial of their applications for demolition
allotments. The City Attorney’s Office has been in discussions with attorneys for the owners
regarding the appeals and the preliminary issues that are confronted in preparation of the appeals.
Recently, discussions began to center around a method of resolution. Due to complexities of any
resolutions and the obligations that flow from the decisions that may be made following an
appeal, the attorney’s agreed to ask Council to continue the hearings until May 14, 2024.
RECOMMENDED ACTION: Staff is recommending Council continue the above referenced
appeal hearings until May 14, 2024.
PROPOSED MOTION: “I move to continue the six Demolition Allotment Appeals that were
initially noticed for consideration at today’s meeting and as were previously described by the
City Attorney to the City Council’s Regular Meeting of May 14, 2024.”
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CITY OF ASPEN STANDARD FORM OF AGREEMENT
SUPPLY PROCUREMENT
City of Aspen Project No.: 2024-213
AGREEMENT made as of 25th day of March, in the year 2024.
BETWEEN the City:
Contract Amount:
The City of Aspen
c/o Sara Ott
427 Rio Grande Place
Aspen, Colorado 81611
Phone: (970) 920-5055
And the Vendor:
National Auto Fleet Group
c/o Jesse Cooper
490 Auto Center Drive,
Watsonville, CA 95076
(855) 289-6572
Fleet@nationalautofleetgroup.com
Summary Description of Items to be Purchased:
Purchase of 7 Vehicles: One Ford Transit passenger wagon, One Ford Maverick AWD, One Ford
F-150 Regular cab Long bed, One Ford F-150 Hybrid, One Ford F-250 Long bed, One Ford
Lightning EV and One Ford F250 with delivery to Aspen- Sourcewell award #091521-NAF
Exhibits appended and made a part of this Agreement:
If this Agreement requires the City to pay
an amount of money in excess of
$100,000.00 it shall not be deemed valid
until it has been approved by the City
Council of the City of Aspen.
City Council Approval:
Date:
Resolution No.:
Exhibit A: List of supplies, equipment, or materials to be purchased.
Exhibit B: Sourcewell Contract for RFP 3091521
Total: $336,680.11
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April 16, 2024
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The City and Vendor agree as set forth below.
1. Purchase. Vendor agrees to sell and City agrees to purchase the items on Exhibit A
appended hereto and by this reference incorporated herein as if fully set forth here for the sum
set forth hereinabove.
2. Delivery. (FOB 1080 Power Plant Rd Aspen, CO 81611) [Delivery Address]
3. Contract Documents. This Agreement shall include all Contract Documents as the
same are listed in the Invitation to Bid and said Contract Document are hereby made a part of
this Agreement as if fully set out at length herein.
4. Warranties. Standard warranty
5. Successors and Assigns. This Agreement and all of the covenants hereof shall inure
to the benefit of and be binding upon the City and the Vendor respectively and their agents,
representatives, employee, successors, assigns and legal representatives. Neither the City nor the
Vendor shall have the right to assign, transfer or sublet its interest or obligations hereunder
without the written consent of the other party.
6. Third Parties. This Agreement does not and shall not be deemed or construed to
confer upon or grant to any third party or parties, except to parties to whom Vendor or City may
assign this Agreement in accordance with the specific written permission, any right to claim
damages or to bring any suit, action or other proceeding against either the City or Vendor
because of any breach hereof or because of any of the terms, covenants, agreements or
conditions herein contained.
7. Waivers. No waiver of default by either party of any of the terms, covenants or
conditions hereof to be performed, kept and observed by the other party shall be construed, or
operate as, a waiver of any subsequent default of any of the terms, covenants or conditions herein
contained, to be performed, kept and observed by the other party.
8. Agreement Made in Colorado. The parties agree that this Agreement was made in
accordance with the laws of the State of Colorado and shall be so construed. Venue is agreed to
be exclusively in the courts of Pitkin County, Colorado.
9. Attorney’s Fees. In the event that legal action is necessary to enforce any of the
provisions of this Agreement, the prevailing party shall be entitled to its costs and reason able
attorney’s fees.
10. Waiver of Presumption. This Agreement was negotiated and reviewed through the
mutual efforts of the parties hereto and the parties agree that no construction shall be made or
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presumption shall arise for or against either party based on any alleged unequal status of the
parties in the negotiation, review or drafting of the Agreement.
11. Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary
Exclusion. Vendor certifies, by acceptance of this Agreement, that neither it nor its principals is
presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily
excluded from participation in any transaction with a Federal or State department or agency. It
further certifies that prior to submitting its Bid that it did include this clause without modification
in all lower tier transactions, solicitations, proposals, contracts and subcontracts. In the event
that Vendor or any lower tier participant was unable to certify to the statement, an explanation
was attached to the Bid and was determined by the City to be satisfactory to the City.
12. Warranties Against Contingent Fees, Gratuities, Kickbacks and Conflicts of Interest.
(A) Vendor warrants that no person or selling agency has been employed or retained to solicit
or secure this Contract upon an agreement or understanding for a commission,
percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide
established commercial or selling agencies maintained by the Vendor for the purpose of
securing business.
(B) Vendor agrees not to give any employee of the City a gratuity or any offer of
employment in connection with any decision, approval, disapproval, recommendation,
preparation of any part of a program requirement or a purchase request, influencing the
content of any specification or procurement standard, rendering advice, investigation,
auditing, or in any other advisory capacity in any proceeding or application, request for
ruling, determination, claim or controversy, or other particular matter, pertaining to this
Agreement, or to any solicitation or proposal therefore.
(C) Vendor represents that no official, officer, employee or representative of the City during
the term of this Agreement has or one (1) year thereafter shall have any interest, direct or
indirect, in this Agreement or the proceeds thereof, except those that may have been
disclosed at the time City Council approved the execution of this Agreement.
(D) In addition to other remedies it may have for breach of the prohibitions against contingent
fees, gratuities, kickbacks and conflict of interest, the City shall have the right to:
1. Cancel this Purchase Agreement without any liability by the City;
2. Debar or suspend the offending parties from being a vendor, contractor or
subcontractor under City contracts;
3. Deduct from the contract price or consideration, or otherwise recover, the value of
anything transferred or received by the Vendor; and
4. Recover such value from the offending parties.
13. Termination for Default or for Convenience of City. The sale contemplated by this
Agreement may be canceled by the City prior to acceptance by the City whenever for any reason
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and in its sole discretion the City shall determine that such cancellation is in its best interests and
convenience.
14. Fund Availability. Financial obligations of the City payable after the current fiscal
year are contingent upon funds for that purpose being appropriated, budgeted and otherwise
made available. If this Agreement contemplates the City using state or federal funds to meet its
obligations herein, this Agreement shall be contingent upon the availability of those funds for
payment pursuant to the terms of this Agreement.
15. City Council Approval. If this Agreement requires the City to pay an amount of
money in excess of $100,000.00 it shall not be deemed valid until it has been approved by the
City Council of the City of Aspen.
16. Non-Discrimination. No discrimination because of race, color, creed, sex, marital
status, affectional or sexual orientation, family responsibility, national origin, ancestry, handicap,
or religion shall be made in the employment of persons to perform under this Agreement.
Vendor agrees to meet all of the requirements of City’s municipal code, section 13-98, pertaining
to nondiscrimination in employment. Vendor further agrees to comply with the letter and the
spirit of the Colorado Antidiscrimination Act of 1957, as amended and other applicable state and
federal laws respecting discrimination and unfair employment practices.
Any business that enters into a contract for goods or services with the City of Aspen or any of its
boards, agencies, or departments shall:
(a) Implement an employment nondiscrimination policy prohibiting discrimination in
hiring, discharging, promoting or demoting, matters of compensation, or any other
employment-related decision or benefit on account of actual or perceived race,
color, religion, national origin, gender, physical or mental disability, age, military
status, sexual orientation, gender identity, gender expression, or marital or
familial status.
(b) Not discriminate in the performance of the contract on account of actual or
perceived race, color, religion, national origin, gender, physical or mental
disability, age, military status, sexual orientation, gender identity, gender
expression, or marital or familial status.
(c) Incorporate the foregoing provisions in all subcontracts hereunder.
17. Integration and Modification. This written Agreement along with all Contract
Documents shall constitute the contract between the parties and supersedes or incorporates any
prior written and oral agreements of the parties. In addition, vendor understands that no City
official or employee, other than the Mayor and City Council acting as a body at a council
meeting, has authority to enter into an Agreement or to modify the terms of the Agreement on
behalf of the City. Any such Agreement or modification to this Agreement must b e in writing
and be executed by the parties hereto.
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18. Authorized Representative. The undersigned representative of Vendor, as an
inducement to the City to execute this Agreement, represents that he/she is an authorized
representative of Vendor for the purposes of executing this Agreement and that he/she has full
and complete authority to enter into this Agreement for the terms and conditions specified
herein.
19. Electronic Signatures and Electronic Records This Agreement and any
amendments hereto may be executed in several counterparts, each of which shall be deemed an
original, and all of which together shall constitute one agreement binding on the Parties,
notwithstanding the possible event that all Parties may not have signed the same counterpart.
Furthermore, each Party consents to the use of electronic signatures by either Party. The Scope
of Work, and any other documents requiring a signature hereunder, may be signed electronically
in the manner agreed to by the Parties. The Parties agree not to deny the legal effect or
enforceability of the Agreement solely because it is in electronic form or because an electronic
record was used in its formation. The Parties agree not to object to the admissibility of the
Agreement in the form of an electronic record, or a paper copy of an electronic documents, or a
paper copy of a document bearing an electronic signature, on the ground that it is an electronic
record or electronic signature or that it is not in its original form or is not an original.
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IN WITNESS WHEREOF, The City and the Vendor, respectively have caused this Agreement
to be duly executed the day and year first herein, of which, to all intents and purposes, shall be
considered as the original.
FOR THE CITY OF ASPEN:
By: __ _________________________
_______________________________
Date
Approved as to form:
_______________________________
City Attorney’s Office
SUPPLIER:
___________________________
By:________________________________
___________________________________
Title
___________________________________
Date
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Account Manager
Jesse Cooper
3/26/2024 | 10:57:08 AM PDT
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Solicitation Number: RFP #091521
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN
56479 (Sourcewell) and 72 Hour LLC dba: National Auto Fleet Group, 490 Auto Center Drive,
Watsonville, CA 95076 (Supplier).
Sourcewell is a State of Minnesota local government unit and service cooperative created
under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers
cooperative procurement solutions to government entities. Participation is open to eligible
federal, state/province, and municipal governmental entities, higher education, K-12 education,
nonprofit, tribal government, and other public entities located in the United States and Canada.
Sourcewell issued a public solicitation for Automobiles, SUVs, Vans, and Light Trucks with
Related Equipment and Accessories from which Supplier was awarded a contract.
Supplier desires to contract with Sourcewell to provide equipment, products, or services to
Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts
(Participating Entities).
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
B. EXPIRATION DATE AND EXTENSION. This Contract expires November 8, 2025, unless it is
cancelled sooner pursuant to Article 22. This Contract may be extended one additional year
upon the request of Sourcewell and written agreement by Supplier.
C. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all
payment obligations incurred prior to expiration or termination will survive, as will the
following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All
rights will cease upon expiration or termination of this Contract.
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or
Services as stated in its Proposal submitted under the Solicitation Number listed above.
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Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated
into this Contract.
All Equipment and Products provided under this Contract must be new and the current model.
Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated
in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance,
Equipment or Products must be delivered as operational to the Participating Entity’s site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated,
sales and sales volume are not guaranteed.
B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free
from liens and encumbrances, and are free from defects in design, materials, and workmanship.
In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will
perform in accordance with the ordinary use for which they are intended. Supplier’s dealers
and distributors must agree to assist the Participating Entity in reaching a resolution in any
dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that extends
beyond the expiration of the Supplier’s warranty will be passed on to the Participating Entity.
C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout
the Contract term, Supplier must provide to Sourcewell a current means to validate or
authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment,
Products, and Services offered under this Contract, which will be incorporated into this
Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most
current information.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price
stated in Supplier’s Proposal.
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a
Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered
Equipment, Products, and Services that are operational for their intended purpose, and
includes all costs to the Participating Entity’s requested delivery location.
Regardless of the payment method chosen by the Participating Entity, the total cost associated
with any purchase option of the Equipment, Products, or Services must always be disclosed in
the pricing quote to the applicable Participating Entity at the time of purchase.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly
packaged. Damaged Equipment and Products may be rejected. If the damage is not readily
apparent at the time of delivery, Supplier must permit the Equipment and Products to be
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returned within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities reserve the right to inspect the Equipment and Products at a reasonable
time after delivery where circumstances or conditions prevent effective inspection of the
Equipment and Products at the time of delivery. In the event of the delivery of nonconforming
Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and
the Supplier will replace nonconforming Equipment and Products with conforming Equipment
and Products that are acceptable to the Participating Entity.
Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive
in a defective or inoperable condition.
Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally
delivers substandard or inferior Equipment or Products.
B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid tax-
exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax-
exempt entity.
C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection
of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to
Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed
from the Hot List at any time through a Sourcewell Price and Product Change Form as defined
in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and
discontinued Equipment and Products as long as those close-out and discontinued items are
clearly identified as such. Current ordering process and administrative fees apply. Hot List
Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any
time. All requests must be made in writing by submitting a signed Sourcewell Price and Product
Change Request Form to the assigned Sourcewell Supplier Development Administrator. This
approved form is available from the assigned Sourcewell Supplier Development Administrator.
At a minimum, the request must:
x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change;
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x Individually list all Equipment, Products, or Services affected by the requested change,
along with the requested change (e.g., addition, deletion, price change); and
x Include a complete restatement of pricing documentation in Microsoft Excel with the
effective date of the modified pricing, or product addition or deletion. The new pricing
restatement must include all Equipment, Products, and Services offered, even for those
items where pricing remains unchanged.
A fully executed Sourcewell Price and Product Change Request Form will become an
amendment to this Contract and will be incorporated by reference.
5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and
nonprofit entities across the United States and Canada; such as federal, state/province,
municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally
access the Equipment, Products, or Services under this Contract. A Participating Entity’s
authority to access this Contract is determined through its cooperative purchasing, interlocal,
or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service
Member of Sourcewell during such time of access. Supplier understands that a Participating
Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating
Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use
eligibility requirements and documentation and will encourage potential participating entities
to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its
roster during the term of this Contract.
B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at government-
owned facilities, including schools. Supplier’s employees and agents must conduct themselves
in a professional manner while on the premises, and in accordance with Participating Entity
policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under
this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this
Contract; however, order flow and procedure will be developed jointly between Sourcewell and
Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized
subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it
may use its own forms, but the purchase order should clearly note the applicable Sourcewell
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contract number. All Participating Entity orders under this Contract must be issued prior to
expiration or cancellation of this Contract; however, Supplier performance, Participating Entity
payment obligations, and any applicable warranty periods or other Supplier or Participating
Entity obligations may extend beyond the term of this Contract.
Supplier’s acceptable forms of payment are included in its attached Proposal. Participating
Entities will be solely responsible for payment and Sourcewell will have no liability for any
unpaid invoice of any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and
conditions to a purchase order, or other required transaction documentation, may be
negotiated between a Participating Entity and Supplier, such as job or industry-specific
requirements, legal requirements (e.g., affirmative action or immigration status requirements),
or specific local policy requirements. Some Participating Entities may require the use of a
Participating Addendum; the terms of which will be negotiated directly between the
Participating Entity and the Supplier. Any negotiated additional terms and conditions must
never be less favorable to the Participating Entity than what is contained in this Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires
service or specialized performance requirements not addressed in this Contract (such as e-
commerce specifications, specialized delivery requirements, or other specifications and
requirements), the Participating Entity and the Supplier may enter into a separate, standalone
agreement, apart from this Contract. Sourcewell, including its agents and employees, will not
be made a party to a claim for breach of such agreement.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or
in part, immediately upon notice to Supplier in the event of any of the following events:
1. The Participating Entity fails to receive funding or appropriation from its governing body
at levels sufficient to pay for the equipment, products, or services to be purchased; or
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the
Participating Entity’s requirements.
E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a
Participating Entity’s order will be determined by the Participating Entity making the purchase.
7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to
Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is
changed. The Account Representative will be responsible for:
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x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and
x Business reviews to Sourcewell and Participating Entities, if applicable.
B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with
Sourcewell per contract year. The business review will cover sales to Participating Entities,
pricing and contract terms, administrative fees, sales data reports, supply issues, customer
issues, and any other necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT
A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a
contract sales activity report (Report) to the Sourcewell Supplier Development Administrator
assigned to this Contract. Reports are due no later than 45 days after the end of each calendar
quarter. A Report must be provided regardless of the number or amount of sales during that
quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were
made).
The Report must contain the following fields:
x Participating Entity Name (e.g., City of Staples Highway Department);
x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Participating Entity Contact Name;
x Participating Entity Contact Email Address;
x Participating Entity Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number;
x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell,
the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and
Services provided to Participating Entities. The Administrative Fee must be included in, and not
added to, the pricing. Supplier may not charge Participating Entities more than the contracted
price to offset the Administrative Fee.
The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated
in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased
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by Participating Entities under this Contract during each calendar quarter. Payments should
note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be
mailed to the address above “Attn: Accounts Receivable” or remitted electronically to
Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments
must be received no later than 45 calendar days after the end of each calendar quarter.
Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to
ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell
reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in
any subsequent solicitation. In the event this Contract is cancelled by either party prior to the
Contract’s expiration date, the administrative fee payment will be due no more than 30 days
from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If
Supplier’s Authorized Representative changes at any time during this Contract, Supplier must
promptly notify Sourcewell in writing.
10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE
A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records,
documents, and accounting procedures and practices relevant to this Agreement are subject to
examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the
end of this Contract. This clause extends to Participating Entities as it relates to business
conducted by that Participating Entity under this Contract.
B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under
this Contract without the prior written consent of the other party and a fully executed
assignment agreement. Such consent will not be unreasonably withheld. Any prohibited
assignment will be invalid.
C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective
until it has been duly executed by the parties.
D. WAIVER. Failure by either party to take action or assert any right under this Contract will
not be deemed a waiver of such right in the event of the continuation or repetition of the
circumstances giving rise to such right. Any such waiver must be in writing and signed by the
parties.
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E. CONTRACT COMPLETE. This Contract represents the complete agreement between the
parties. No other understanding regarding this Contract, whether written or oral, may be used
to bind either party.For any conflict between the attached Proposal and the terms set out in
Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.
F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent
contractors, each free to exercise judgment and discretion with regard to the conduct of their
respective businesses. This Contract does not create a partnership, joint venture, or any other
relationship such as master-servant, or principal-agent.
11. INDEMNITY AND HOLD HARMLESS
Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities,
including their agents and employees, harmless from any claims or causes of action, including
attorneys’ fees incurred by Sourcewell or its Participating Entities, arising out of any act or
omission in the performance of this Contract by the Supplier or its agents or employees; this
indemnification includes injury or death to person(s) or property alleged to have been caused
by some defect in the Equipment, Products, or Services under this Contract to the extent the
Equipment, Product, or Service has been used according to its specifications. Sourcewell’s
responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota
Statutes Chapter 466) and other applicable law.
12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act,
Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell
under this Contract and as it applies to all data created, collected, received, stored, used,
maintained, or disseminated by the Supplier under this Contract.
13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT
A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and
license to use thetrademark(s) provided to Supplier by Sourcewell in advertising and
promotional materials for the purpose of marketing Sourcewell’s relationship with
Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and
license to use Supplier’s trademarks in advertising and promotional materials for the
purpose of marketing Supplier’s relationship with Sourcewell.
2. Limited Right of Sublicense. The right and license granted herein includes a limited right
of each party to grant sublicenses to their respective subsidiaries, distributors, dealers,
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resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in
advertising and promotional materials for the purpose of marketing the Parties’ relationship
to Participating Entities. Any sublicense granted will be subject to the terms and conditions
of this Article. Each party will be responsible for any breach of this Article by any of their
respective sublicensees.
3. Use; Quality Control.
a. Neither party may alter the other party’s trademarks from the form provided
and must comply with removal requests as to specific uses of its trademarks or
logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the
other party’s trademarks only in good faith and in a dignified manner consistent with
such party’s use of the trademarks. Upon written notice to the breaching party, the
breaching party has 30 days of the date of the written notice to cure the breach or
the license will be terminated.
4. As applicable, Supplier agrees to indemnify and hold harmless Sourcewell and its
Participating Entities against any and all suits, claims, judgments, and costs instituted or
recovered against Sourcewell or Participating Entities by any person on account of the use
of any Equipment or Products by Sourcewell or its Participating Entities supplied by Supplier
in violation of applicable patent or copyright laws.
5. Termination. Upon the termination of this Contract for any reason, each party, including
Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites,
and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed
catalog of suppliers which may be used until the next printing). Supplier must return all
marketing and promotional materials, including signage, provided by Sourcewell, or dispose
of it according to Sourcewell’s written directions.
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released
without prior written approval from the Authorized Representatives. Publicity includes notices,
informational pamphlets, press releases, research, reports, signs, and similar public notices
prepared by or for the Supplier individually or jointly with others, or any subcontractors, with
respect to the program, publications, or services provided resulting from this Contract.
C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be
approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development
Administrator assigned to this Contract.
D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment,
Products, or Services.
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14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue
for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate
state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.
15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God
or other conditions that are beyond that party’s reasonable control. A party defaulting under
this provision must provide the other party prompt written notice of the default.
16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal,
unenforceable, or void then both parties will be relieved from all obligations arising from that
provision. If the remainder of this Contract is capable of being performed, it will not be affected
by such determination or finding and must be fully performed.
17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and
address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and
work in good faith to resolve such dispute within a reasonable period of time. If necessary,
Sourcewell and the Supplier will jointly develop a short briefing document that describes
the issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified
above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher
level of management. The Supplier will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the
Supplier must continue without delay to carry out all of its responsibilities under the
Contract that are not affected by the dispute. If the Supplier fails to continue without delay
to perform its responsibilities under the Contract, in the accomplishment of all undisputed
work, the Supplier will bear any additional costs incurred by Sourcewell and/or its
Participating Entities as a result of such failure to proceed.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract,
or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
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The party claiming default must provide written notice of the default, with 30 calendar days to
cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated
or other damages. If the default remains after the opportunity for cure, the non-defaulting
party may:
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the
Contract.
18. INSURANCE
A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect
at all times during the performance of this Contract with insurance company(ies) licensed or
authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better,
with coverage and limits of insurance not less than the following:
1. Workers’ Compensation and Employer’s Liability.
Workers’ Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Supplier will maintain insurance covering its
operations, with coverage on an occurrence basis, and must be subject to terms no less
broad than the Insurance Services Office (“ISO”) Commercial General Liability Form
CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include
liability arising from premises, operations, bodily injury and property damage,
independent contractors, products-completed operations including construction defect,
contractual liability, blanket contractual liability, and personal injury and advertising
injury. All required limits, terms and conditions of coverage must be maintained during
the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage
$1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract,
Supplier will maintain insurance covering all owned, hired, and non-owned automobiles
in limits of liability not less than indicated below. The coverage must be subject to terms
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no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer),
or equivalent.
Minimum Limits:
$1,000,000 each accident, combined single limit
4. Umbrella Insurance. During the term of this Contract, Supplier will maintain
umbrella coverage over Employer’s Liability, Commercial General Liability, and
Commercial Automobile.
Minimum Limits:
$2,000,000
5. Network Security and Privacy Liability Insurance. During the term of this Contract,
Supplier will maintain coverage for network security and privacy liability. The coverage
may be endorsed on another form of liability coverage or written on a standalone
policy. The insurance must cover claims which may arise from failure of Supplier’s
security resulting in, but not limited to, computer attacks, unauthorized access,
disclosure of not public data – including but not limited to, confidential or private
information, transmission of a computer virus, or denial of service.
Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling
Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must
furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this
Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to
Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the
Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must
be signed by a person authorized by the insurer(s) to bind coverage on their behalf.
Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide
certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in
this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY
INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including
their officers, agents, and employees, as an additional insured under the Supplier’s commercial
general liability insurance policy with respect to liability arising out of activities, “operations,” or
“work” performed by or on behalf of Supplier, and products and completed operations of
Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is
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primary and not excess over or contributory with any other valid, applicable, and collectible
insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or
otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional
insureds for losses paid under the insurance policies required by this Contract or other
insurance applicable to the Supplier or its subcontractors. The waiver must apply to all
deductibles and/or self-insured retentions applicable to the required or any other insurance
maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must
require similar written express waivers of subrogation and insurance clauses from each of its
subcontractors.
E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this
Contract can be met by either providing a primary policy or in combination with
umbrella/excess liability policy(ies), or self-insured retention.
19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this
Contract must comply fully with applicable federal laws and regulations, and with the laws in
the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Supplier must maintain a valid and current status on all required federal,
state/provincial, and local licenses, bonds, and permits required for the operation of the
business that the Supplier conducts with Sourcewell and Participating Entities.
20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in
writing certain information to Sourcewell related to bankruptcy actions. If at any time during
this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in
writing.
Supplier certifies and warrants that neither it nor its principals are presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs
operated by the State of Minnesota; the United States federal government or the Canadian
government, as applicable; or any Participating Entity. Supplier certifies and warrants that
neither it nor its principals have been convicted of a criminal offense related to the subject
matter of this Contract. Supplier further warrants that it will provide immediate written notice
to Sourcewell if this certification changes at any time.
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21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or
services from this Contract may be subject to additional requirements including the
procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit
Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional
requirements based on specific funding source terms or conditions. Within this Article, all
references to “federal” should be interpreted to mean the United States federal government.
The following list only applies when a Participating Entity accesses Supplier’s Equipment,
Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all
contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in
accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319,
12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending
Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing
regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal
Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated
herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal
program legislation, all prime construction contracts in excess of $2,000 awarded by non-
federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. §
3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5,
“Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted
Construction”). In accordance with the statute, contractors must be required to pay wages to
laborers and mechanics at a rate not less than the prevailing wages specified in a wage
determination made by the Secretary of Labor. In addition, contractors must be required to pay
wages not less than once a week. The non-federal entity must place a copy of the current
prevailing wage determination issued by the Department of Labor in each solicitation. The
decision to award a contract or subcontract must be conditioned upon the acceptance of the
wage determination. The non-federal entity must report all suspected or reported violations to
the federal awarding agency. The contracts must also include a provision for compliance with
the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor
regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work
Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that
each contractor or subrecipient must be prohibited from inducing, by any means, any person
employed in the construction, completion, or repair of public work, to give up any part of the
compensation to which he or she is otherwise entitled. The non-federal entity must report
all suspected or reported violations to the federal awarding agency. Supplier must be in
compliance with all applicable Davis-Bacon Act provisions.
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C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where
applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve
the employment of mechanics or laborers must include a provision for compliance with 40
U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of
every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess
of the standard work week is permissible provided that the worker is compensated at a rate of
not less than one and a half times the basic rate of pay for all hours worked in excess of 40
hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction
work and provide that no laborer or mechanic must be required to work in surroundings or
under working conditions which are unsanitary, hazardous or dangerous. These requirements
do not apply to the purchases of supplies or materials or articles ordinarily available on the
open market, or contracts for transportation or transmission of intelligence. This provision is
hereby incorporated by reference into this Contract. Supplier certifies that during the term of
an award for all contracts by Sourcewell resulting from this procurement process, Supplier must
comply with applicable requirements as referenced above.
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award
meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or
subrecipient wishes to enter into a contract with a small business firm or nonprofit organization
regarding the substitution of parties, assignment or performance of experimental,
developmental, or research work under that “funding agreement,” the recipient or subrecipient
must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit
Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative
Agreements,” and any implementing regulations issued by the awarding agency. Supplier
certifies that during the term of an award for all contracts by Sourcewell resulting from this
procurement process, Supplier must comply with applicable requirements as referenced above.
E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL
ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require
the non-federal award to agree to comply with all applicable standards, orders or regulations
issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution
Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
Supplier certifies that during the term of this Contract will comply with applicable requirements
as referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award
(see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions
in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R.
§180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3
C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names
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of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier
certifies that neither it nor its principals are presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation by any federal
department or agency.
G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file
any required certifications. Suppliers must not have used federal appropriated funds to pay any
person or organization for influencing or attempting to influence an officer or employee of any
agency, a member of Congress, officer or employee of Congress, or an employee of a member
of Congress in connection with obtaining any federal contract, grant, or any other award
covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that
takes place in connection with obtaining any federal award. Such disclosures are forwarded
from tier to tier up to the non-federal award. Suppliers must file all certifications and
disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31
U.S.C. § 1352).
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with
the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies
that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after
grantees or subgrantees submit final expenditure reports or quarterly or annual financial
reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier
must comply with the mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy
and Conservation Act.
J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply
with all applicable provisions of the Buy American Act. Purchases made in accordance with the
Buy American Act must follow the applicable procurement rules calling for free and open
competition.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized
representatives of a federal agency must have access to any books, documents, papers and
records of Supplier that are directly pertinent to Supplier’s discharge of its obligations under
this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The
right also includes timely and reasonable access to Supplier’s personnel for the purpose of
interview and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is
a state agency or agency of a political subdivision of a state and its contractors must comply
with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation
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and Recovery Act. The requirements of Section 6002 include procuring only items designated in
guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the
highest percentage of recovered materials practicable, consistent with maintaining a
satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the
value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring
solid waste management services in a manner that maximizes energy and resource recovery;
and establishing an affirmative procurement program for procurement of recovered materials
identified in the EPA guidelines.
M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier not use the seal(s), logos, crests, or
reproductions of flags or likenesses of Federal agency officials without specific pre-approval.
N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to this
Contract or any purchase by an Participating Entity and is not subject to any obligations or liabilities to
the Participating Entity, Supplier, or any other party pertaining to any matter resulting from the Contract
or any purchase by an authorized user.
O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The Contractor
acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and Statements) applies to
the Supplier’s actions pertaining to this Contract or any purchase by a Participating Entity.
P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any federal
debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowance, and
benefit overpayments.
Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services, Sourcewell,
and Participating Entity as soon as possible if this Contract or any aspect related to the anticipated work
under this Contract raises an actual or potential conflict of interest (as described in 2 C.F.R. Part
200). The Supplier must explain the actual or potential conflict in writing in sufficient detail so that the
U.S. Office of General Services, Sourcewell, and Participating Entity are able to assess the actual or
potential conflict; and provide any additional information as necessary or requested.
R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S. Executive
Order 13224 and U.S. Laws that prohibit transactions with and provision of resources and support to
individuals and organizations associated with terrorism.
S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR
EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it will
comply with applicable requirements of 2 C.F.R. § 200.216.
T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies that
during the term of this Contract will comply with applicable requirements of 2 C.F.R. § 200.322.
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22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60
days’ written notice to the other party. However, Sourcewell may cancel this Contract
immediately upon discovery of a material defect in any certification made in Supplier’s
Proposal. Cancellation of this Contract does not relieve either party of financial, product, or
service obligations incurred or accrued prior to cancellation.
Sourcewell 72 Hour LLC dba: National Auto
Fleet Group
By: __________________________ By: __________________________
Jeremy Schwartz Jesse Cooper
Title: Chief Procurement Officer Title: Fleet Manager
Date: ________________________
Date: ________________________
Approved:
By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________
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