RFP - Lake County Capital Asset Management Plan

Lake County Government
Invitation for Bids
505 Harrison Avenue
PO BOX 964
Leadville, CO 80461
RFP@lakecountyco.gov
INVITATION FOR PROPOSAL COVER SHEET
Title | Lake County Capital Asset Management Plan
Issue Date | 9/30/2026
Questions Due | 10/16/2026 no later than 5:00 PM
Questions Email | RFP@lakecountyco.gov
Bid Due Date | 10/30/2026 no later than 5:00 PM
Bid Delivery | Electronic or Physical
DOCUMENTS INCLUDED IN THE PROPOSAL PACKAGE
RFP Schedules
Schedule A | Bid Instructions
Schedule B | Project and Procurement Requirements
Schedule C | Project Schedule
Schedule D | Bid Packet Submittal Instructions
Schedule E | Insurance
Schedule F | Lake County Contract(s) (Sample(s)
RFP Attachments
Attachment 1 | Proposed Scope of Work
Attachment 2 | Bid Attestation + Certification Form
Attachment 3 | W-9

Lake County Government
Schedule A - Bid Instructions
Purpose + Background
The Board of County Commissioners of Lake County, Colorado, by and through its Elected OZicials or
Employees (collectively referred to herein as, Lake County), wishes to procure the following.
Lake County, Colorado, is soliciting proposals from qualified firms to develop a comprehensive Capital
Asset Management Plan and ongoing asset-management system and decision-making framework. To date,
the County has never conducted a full inventory and analysis of its assets to be able to eZectively balance
asset needs against the County's limited resources. This has led to a break-fix approach, whereby repairs
are made in a patchwork manner, and the County's facilities and infrastructure have fallen into disrepair,
with a backlog of deferred maintenance. The Capital Asset Management Plan will be essential to
establishing a current baseline and providing county leadership with a plan and methodology for asset
improvements, replacements, and dispositions on a five to ten-year timeline.
Lake County is a rural, mountain community encompassing approximately 380 square miles in the Central
Colorado mountains. The full-time, resident population of 7,500 residents is centered predominantly in
Leadville, the only municipality in the County, and the unincorporated areas surrounding the village of Twin
Lakes. The County is a popular tourist destination, and the population can swell to 25,000+ during the
busiest times of the year. Most of the land in the County sits at over 9,000 feet in elevation, and the extreme
weather conditions and high elevation environment pose unique challenges to facilities, equipment and
infrastructure, and the annual construction season is limited to just a few months per year. Lake County's
annual operating budget for all services it provides is approximately $40 million.
A recent cursory analysis conducted by the County's Department of Facilities and Fleet identified more
than 250 land parcels owned by the Board of County Commissioners. For inclusion in the Capital Asset
Management Plan, these parcels are spread across the county, and in addition to vacant land holdings and
mining claims, they include the following non-exhaustive list of asset types:
* Approximately 40 physical structures
* More than 30 parks, recreation, and open space facilities
* A courthouse and justice center
* 389 lane miles of roads, 6 bridges, and other critical transportation infrastructure
* Leadville/Lake County Regional Airport (LXV)
* Vehicle fleet, machinery, and heavy equipment
* Emergency management infrastructure
* Information technology and IT infrastructure
* Lake County Landfill and Recycling Center
Additionally, the county holds maintenance agreements with a number of other organizations for non-
county owned facilities, including the City of Leadville, Lake County School District, Mt. Massive Golf
Course, and Ski Cooper, to name a few.

Lake County Government
Schedule A - Bid Instructions
Proposal Advertisement
Information concerning this request on the Lake County Government website at,
https://www.lakecountyco.gov/bids.aspx. Lake County is also a member of BidNet Direct.
Bid Submission
Email proposals to RFP@lakecountyco.gov. If the Vendor does not desire email submissions, sealed bids
will be received at the below address by the proposals due date and time.
Lake County Government
ATTN: Contract Management
505 Harrison Avenue
PO BOX 964,
Leadville, CO 80461
Proposal documents are required to be submitted in their original fillable format. Emailed proposals must
include the following statement on the email, "I hereby waive my right to a sealed proposal." An email
confirmation will be sent when the proposal has been received.
Introductory Information
1. Each bid must include the full business address of the Bidder and be signed by an authorized
representative.
* Partnerships: Bids must include the full names of all partners and be signed in the partnership
name by one of the partners or an authorized representative. The signature must be followed by
the name and title of the person signing.
* Corporations: Bids must be signed with the legal name of the corporation, followed by the
state of incorporation. The signature must be by the president, secretary, or another person
authorized to bind the corporation, and include their name and title typed or printed below the
signature.
* Individuals with Titles: If a person signs using a title (e.g., "president," "secretary," or "agent")
without disclosing their principal, the bid may be deemed to be that of the individual.
When requested by the County Attorney's OZice, satisfactory evidence of a signatory's authority to
bind a corporation must be provided. A power of attorney must accompany the signature of anyone
not otherwise authorized to bind the bidder.
All corrections or erasures in the bid must be initialed by the person signing.
Bidders agree to comply with all conditions, requirements, specifications, and instructions stated
or implied in this bid. All prices and required designations must be clearly and fully provided, and all
blank spaces in the bid forms must be appropriately filled in.
Bidders are required to use the Proposal Forms included in this package and submit bids based on
the instructions provided in the Bid Forms. The Bid Proposal must be completed in full, in detail,
and signed by the bidder.

Lake County Government
Schedule A - Bid Instructions
2. Late or unsigned bids shall not be accepted or considered.
It is the responsibility of the bidder to ensure that their bid is received at RFP@lakecountyco.gov on
or before the deadline stated in Section 1, "Notice to Bidders."
Hard copy bids received before the bid opening will be kept unopened in a secure location. Lake
County assumes no responsibility for the premature opening of a bid that is not properly addressed
or identified.
Bids may be withdrawn only upon written request and with the approval of the Lake County
Manager. Such requests must be received from the withdrawing bidder prior to the time fixed for
award.
Negligence on the part of the Bidder in preparing the bid does not confer any right to withdraw the
bid after it has been submitted and awarded.
Bidders are expected to examine all conditions, specifications, and instructions contained in this
solicitation. Failure to do so shall be at the bidder's own risk.
3. In accordance with C.R.S. 30-11-110, preference will be given to vendors located within the State
of Colorado.
Lake County reserves the right to reject any and all bids, to waive any informalities in the bidding
process, to award the bid to multiple vendors, and to accept the bid that, in the opinion of the Board
of County Commissioners, best serves the interests of Lake County.
4. By submitting a bid, the Bidder agrees that the signed bid, all documents included in this Request
for Bid, including, but not limited to, product specifications and scope of services, the formal
acceptance of the bid by Lake County, and the signature of the Chair of the Lake County Board of
County Commissioners shall together constitute the contract. The contract shall be eZective as of
the date it is signed by the Chair.
Cooperative Purchasing
Lake County encourages cooperative purchasing as a means to help other agencies reduce procurement
costs and to maximize the value of taxpayer dollars through volume purchasing.
At their discretion, Vendor(s) may agree to extend the pricing and/or terms of the resulting award to other
state or local government agencies, school districts, or political subdivisions that have a need for the same
products or services.
Such usage by other entities shall not have a negative impact on Lake County during the current term or
any future terms of the agreement.

Lake County Government
Schedule B - Project and Procurement Requirements
Project Overview
Objectives
The successful bidder will assist Lake County in achieving the following objectives:
* Establishing a comprehensive understanding of the County's capital asset portfolio
* Inventorying and assessing asset condition and value, remaining useful life, level of service,
criticality and risk and mining claim analysis
* Identifying deferred maintenance needs and priorities
* Developing a multi-year capital renewal, investment, and disposition strategy and
recommendations
* Establishing policies, procedures, roles and responsibilities, as well as tools and performance
measures for ongoing asset management
* Integrating asset management within the County's budgeting process to inform an eZective capital
improvement plan
* Developing a long-term funding strategy for eZective asset management
Proposal Requirements:
In addition to requirements outlined elsewhere in this solicitation, proposals must include the following:
* Cover letter signed by an authorized representative of the submitting organization
* Executive Summary
* Firm qualifications, including an organizational chart and biographies of key project personnel
* Relevant experience - 3-5 examples of comparable projects, including client reference and contact
information, project description and dates, scope, contract amount and key deliverables
* Proposed scope and project schedule
* Detailed cost proposal, broken down by project task
Scope and Key Deliverables
The County deems the following scope to be essential but encourages proposers to draft a scope that that
is consistent with the firm's expertise and is appropriately designed to meet the project objectives. This
includes recommending additional services, tasks or deliverables not included here that will maximize
project outcomes.
Project Initiation
The selected firm will conduct a project kickoZ meeting with County leadership to validate project
objectives, deliverables, schedules, and communication protocols. This meeting will also identify key
project stakeholders. Key Deliverable: Project Work Plan
Public and Stakeholder Engagement
The County expects meaningful public engagement throughout the project, both with internal and external
stakeholders, as well as members of the public. The selected firm shall propose an appropriate
engagement approach and implement this during relevant phases of the project. Key Deliverable:
Stakeholder Engagement Strategy

Lake County Government
Schedule B - Project and Procurement Requirements
Asset Inventory and Life-Cycle Cost Analysis
The County has never conducted a complete asset inventory. The selected firm will evaluate and compile
the County's existing asset information, identify gaps and develop a comprehensive capital asset inventory.
This inventory should seek to classify the assets and provide as much detail about current condition and
maintenance needs, costs and replacement values, appropriate service level, and expected useful life.
This inventory should also evaluate the life-cycle costs associated with County assets and recommend an
approach for ongoing inventorying of capital assets. Key Deliverable: Comprehensive Capital Asset
Inventory and Life-Cycle Analysis
Asset Condition and Risk Assessment
The selected firm shall develop a framework and methodology for assessing asset condition and risk for the
purposes of assessing current condition and risk, as well as increasing capacity within the County to
assess condition and risk in the future. This assessment should include physical and functional condition,
age and remaining useful life, impacts of service disruption or consequences of failure, financial risk, and
other relevant factors. Assets should be compared and prioritized according to criticality and risk,
identifying and making recommendations for highest risk assets. Key Deliverables: Condition and Risk
Assessment, Assessment Methodology and Framework, Asset Risk Matrix
Asset Valuation
The selected firm shall provide a market analysis and valuations for the County's real property - land and
improvements - in order to assist with asset disposition decisions. This analysis should identify and
recommend specific facilities or parcels that may be suitable for disposition based on market value,
property tax potential and risk assessment. Key Deliverable: Valuation of Real Property Assets
Capital Asset Management Plan
The selected firm shall prepare a comprehensive Capital Asset Management Plan establishing the County's
long-term asset management framework, principles and policies. The plan should not only provide specific
recommendations and next steps but should also serve to develop an ongoing asset-management process
and strategy for the County. The plan should contemplate and align with other County strategic plans,
including the Joint Leadville + Lake County Comprehensive Plan, Lake County Climate Action Plan, and
others. Inclusive of the above components, the plan should include:
* Capital Needs Assessment - identifying current needs and a 15-year capital needs forecast
* Prioritization Methodology - establishing a transparent process and tool for prioritizing capital
investments or divestments; ranking capital asset needs
* Capital Funding and Financial Analysis - evaluating the County's financial condition and capacity
to fund capital improvements; identifying viable funding strategies
* Implementation Action Plan - identifying clear near- and long-term next steps and tasks and
assigning responsibilities and realistic timelines for implementation
* Performance Measures - framework allowing for monitoring progress against established
benchmarks

Lake County Government
Schedule B - Project and Procurement Requirements
Integration with County Systems and Processes
Any recommendations originating from this project should demonstrate that the selected firm has
evaluated the County's technology and budget environments for compatibility. The selected firm shall
make recommendations for integrating capital improvement planning into the annual budget process.
Recommendations for new systems, technology platforms, or software should be accompanied by a
complete analysis of implementation cost, operating costs, compatibility and integration considerations.
Method of Procurement
A Request for Bid (RFP) is a procurement method commonly referred to as a sealed bid solicitation. Once
issued, the bid package is considered complete for bidding purposes, and all Bidders are expected to
respond fully to its terms and conditions. Incomplete or non-responsive bids will be disqualified from
consideration.
Lake County evaluates bids based on experience and qualifications, understating of scope and approach,
cost and value, cost and capacity, responsiveness and compliance, risk management and legal
consideration, and local and social considerations, ensure awards serve Lake County's best interests.
Pricing Method
Unit pricing is a method in which the contractor specifies a fixed price for each defined unit of work or
category of cost. Units may be based on time (e.g., per hour or per month), distance (e.g., per mile),
quantity (e.g., per item or "each"), or occurrence (e.g., per episode).
Evaluation of Bids and Awards
All proposals will undergo an initial review for acceptability to determine whether they meet the basic
requirements for consideration. This review includes an assessment of responsiveness to the RFP,
completeness and clarity of required bid documents, and the inclusion of all necessary signatures.
Proposals that fail to meet these basic requirements may be disqualified from further evaluation.
Proposals deemed acceptable will then be evaluated by an Evaluation Committee. The committee will
consider several factors, which may include:
* Demonstrated need for the proposed service
* Eligibility under applicable program funding
* Proposed pricing
* Alignment with service area needs
Note: The Evaluation Committee reserves the right to request additional information from proposers. If no
proposal adequately addresses the required services and pricing, the committee may recommend that no
award be made.
Following the evaluation, the Evaluation Committee will report its findings to the RFP Initiator. Final
recommendations, based on the evaluations, will be presented to the Lake County Board of County
Commissioners at a Regular Meeting. Contract awards are subject to the final approval of the Board.

Lake County Government
Schedule C - Project Schedule
Schedule
Below is the anticipated solicitation schedule for this project:
Advertisement Date 9/30/2026
Bid Questions are Due 10/16/2026 no later than 5:00 PM
Answers Posted 10/23/2026
Bids are Due 10/30/2026 no later than 5:00 PM
Bid Award Notice TBD
Contract Execution TBD
Completion TBD

Lake County Government
Schedule D - Bid Packet Submittal Instructions
Bid Packet Submittal Instructions
The following items must be completed and submitted with your bid on or before the bid closing
deadline of 5:00 PM on 10/30/2026:
1. Attachment 1 - Proposed Scope of Work
2. Attachment 2 - Bid Attestation + Certification Form (Signed)
3. Attachment 3 - W9, if applicable*
4. Bid submission, which is to include Attachments 1-3 and all other items as requested in the Bid
Specifications and/or Project and Procurement Requirements.
*A current W9 is required for new Bidders. If you have previously worked with Lake County, only provide
your W9 if there has been a change.
Failure to include any of the above items may result in your bid being deemed incomplete or non-
responsive, and therefore subject to rejection. Bids containing exclusions or contingencies may also
be disqualified from consideration.

Lake County Government
Schedule E - Insurance
Insurance Policy Approval and Compliance
1. If any of the required insurance policies become unsatisfactory to the County-either in form or
substance-or if the insurer becomes unsatisfactory, the Contractor shall promptly obtain a
replacement policy. The new policy must be submitted to the Lake County Attorney's Office for
approval, followed by submission of the updated certificate of insurance as required.
a. Failure by the Contractor to furnish, deliver, and maintain the required insurance may result
in immediate suspension, discontinuation, or termination of this Agreement/Contract at the
County's discretion.
b. The Contractor's failure to obtain or maintain required insurance does not relieve the
Contractor of any liability under this Agreement/Contract, nor does it diminish the
Contractor's indemnification obligations.
c. The Contractor shall provide copies of all insurance policies-including initial policies,
renewals, extensions, and any changes in coverage-to the County department responsible
for contract administration.
Joint Venture Responsibility
2. If the Contractor is a Joint Venture, each party to the Joint Venture shall be individually and jointly
responsible for completing the project in accordance with this Agreement. The parties shall have
joint and several liabilities for any liquidated damages or performance bond claims related to the
Joint Venture. The performance bond and all required insurance must clearly identify each party to
the Joint Venture.
Insurance Mailing Information
3. Certificates of Insurance and endorsements shall be provided to the County via electronic
correspondence or mail using the information below:
Email RFP@lakecountyco.gov
Mail Lake County Government
ATTN: Contract Management
505 Harrison Avenue
PO BOX 964
Leadville, CO 80461