Mail Courier Services

Agency:	Summit County
State:	Colorado
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services V - Transportation, Travel and Relocation Services
Posted:	Mar 14, 2024
Due:	Mar 27, 2024
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSALS

for

Courier Services to transport mail, documents and packages between Sumit County Government Buildings,

the Frisco Post Office and the Breckenridge Post Office

March 13, 2024

Proposals Due:

March 27, 2024 by 3:00pm MST/MDT

Overview

Summit County Government (“County”) is soliciting bids from qualified contractors to provide daily courier

services, Monday through Friday, for transporting mail and documents between the Old County Courthouse in

Breckenridge, the Breckenridge Post Office, the Frisco Post Office and the County Commons building in Frisco.

Copies of the request are available at www.SummitCountyCO.gov under ‘Bids & Proposals’ or by request at the

County Manager’s Office. Contact Caitlin Johnson, Executive Administrative Manager for additional project

information at Caitlin.Johnson@summitcountyco.gov or 970-453-3414.

Scope of Services

Contractor shall furnish all labor, transportation, and incidentals necessary to perform the daily courier service.

Work shall be completed as set forth in a contract for this project to be negotiated with the County \ based upon

the contractor’s written proposal.

Date and time of service

Service will be performed on an ongoing daily basis beginning April 22, 2024. Service will be performed on a

regular daily schedule (Monday through Friday) to be agreed upon prior to contract. Potential schedule should be

included in contractor's written proposal.

Indemnification and Insurance

Contractor shall indemnify and hold harmless the County from and against all claims, damages, losses, and expenses

arising out of or resulting from acts or omissions of the Contractor, Contractor’s sub-contractors or otherwise arising

out of the performance of services by Contractor. No later than seven (7) days following the execution of an

Independent Contractor Agreement between the County and Contractor, the Contractor shall provide the County with

certificates of insurance evidencing the types and amounts of insurance specified below:

a. Worker’s Compensation and Employer’s Liability:

i. Worker’s Compensation must be maintained with the statutory limits.

ii. Employer’s liability is required for minimum limits of:

 $1,000,000 Each Accident

 $500,000 Disease Policy

 $1,000,000 Disease Each Employee

b. Commercial General Liability:

i. $1,000,000 Each Occurrence

ii. $2,000,000 General Aggregate

iii. $2,000,000 Products Completed Operations Aggregate

c. Automobile Liability: Contractor will maintain business auto liability coverage covering liability

arising out of any auto (including owned, hired and non-owned autos) used in the performance of

services under this Agreement.

i. $1,000,000 Combined Single Limit Each Accident

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Insurance coverage shall not be reduced below the limits described above or cancelled without the County’s

written approval of such reduction or cancellation. Certificates of such insurance, of agents and subcontractors,

shall be provided to the County upon request. With regard to all insurance, such insurance shall:

• Be primary insurance to the full limits of liability herein before stated and, should County have other valid

insurance, County insurance shall be excess insurance only; and

• Not cancelled without thirty (30) days prior written notice to the County.

Proposal Format

Costs for performing services outlined in this request for proposals shall be clearly stated to allow the County to

effectively evaluate each proposal. Potential daily schedule of services should also be included.

Refinements and Improvements

Applicants should feel free during the proposal submission process to provide any suggestions or comments that

might be advantageous for the County to consider in terms of any efficiencies, issues or processes. The County is

not committed to any single scenario, but efficiency of resources and minimizing impacts are critical in completing

this work.

The following pages contain the RFP instructions and owners requirements.

Part I - ADMINISTRATIVE INFORMATION

A. Issuing Officer

This Request for Proposals (“RFP”) is issued by Summit County Manager’s Office. For questions, please contact

Caitlin Johnson, Executive Administrative Manager at Caitlin.Johnson@summitcountyco.gov or 970-453-3414.

B. Purpose

This RFP provides prospective contractors with sufficient information to prepare and submit proposals for

consideration by the County. To be considered responsive, each proposal must provide for completion of the tasks

outlined in the RFP.

C. Scope

This RFP contains the instructions governing the proposals to be submitted and the materials to be included therein.

These are mandatory requirements that must be met to be eligible for consideration.

D. Scheduling

Proposals must be submitted via email to Caitlin.Johnson@summitcountyco.gov to the County Manager’s

Office by March 27, 2024 no later than 3PM MST/MDT. The proposal should outline the schedule for

commencement of service.

E. Inquiries and Questions

Prospective applicants are welcome to make inquiries and ask questions concerning the RFP to obtain clarification

of the any requirements or schedule a site visit to the properties. Direct all inquiries to:

Caitlin Johson, Executive Administrative Manager

Summit County Manager’s Office

970-453-3414

Caitlin.Johnson@summitcountyco.gov

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Time Schedule:

Wednesday, March 13 Request for Proposals publicly advertised and posted on County website

Thursday, March 21, 2024 Deadline for all Questions

Monday, March 25, 2024 All Questions, Comments and Responses to Questions posted by the County at Bids and

Proposals on www.SummitCountyCO.gov

Wednesday, March 27 Proposals must be submitted via email to Caitlin.Johnson@summitcountyco.gov no

later than 3:00 p.m. MST/MDT

Thursday, March 28, 2024 Official Bid Opening at 9:00 a.m.

Monday, April 1, 2024 & Tuesday, April 2, 2024 interviews (if needed)

Monday, April 8, 2024 Contract negotiations (week of)

Week of Monday, April 15, 2024 Notice of Award and send Unsuccessful Bidder letter (email) to all proposers

Anticipated start Monday, April 22, 2024

F. Instructions for Submission of Proposals

It is imperative, when submitting a proposal, that the outside of the submission email be addressed as follows and

with appropriate text in the email subject line and text in the top few lines of the body of the email:

Email Address:

Caitlin.Johnson@summitcountyco.gov

Subject Line Text:

<Vendor’s Name> - Proposal for: Mail Courier Services

Body Text:

ATTN: Caitlin Johnson, Executive Administrative Manager

County Manager’s Office

Proposal for: Mail Courier Services

1. Contractor's company name

2. Contact name and phone number

G. Late Proposals

It is the responsibility of each vendor submitting a proposal to ensure that emailed proposals arrive to the County

Manager’s Office by 3PM MST/MDT on March 27, 2024

H. Proprietary Information

Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself.

Response Material Ownership

All materials submitted regarding this RFP become the property of the County and will only be returned at the

County's option.

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J. Incurring Costs

The County is not liable for any costs incurred by those who have submitted proposals prior to issuance of a signed

contract.

K. Acceptance of Proposal Content

The contents from the selected contractor’s proposal will become contractual obligations if a subsequent agreement

is reached. Failure of the successful contractor to accept these obligations may result in cancellation of the award and

such contractor may be removed from future solicitations.

L. Acceptance Time

The County intends to make a proposal selection within 20 business days after the closing date for receipt of

proposals.

M. Budget

Costs for performing services must be included in the proposals and should be clearly stated to allow the County to

effectively evaluate each proposal.

PART II – PROPOSAL CONTENT

The proposal submitted must clearly address the requirements outlined in the RFP. Any concerns that the contactor

may have about meeting these requirements shall be specifically identified in the proposal.

Scope of Work

Provide an outline of the contractor’s understanding of the project. Summarize the basic approach to providing the

services, and any recommendations on improving efficiencies in the process.

Qualifications

Contractor shall furnish a summary of experience on similar projects and be prepared to provide examples. Include

a brief description of past and current projects. Each summary shall include a brief project description and name,

address and phone number of a local contact person involved in the project. The statement of qualifications should

also provide a summary of contractor's ability to successfully complete the requirements of this RFP. The statement

of qualification shall be brief but shall include at a minimum the following:

1. Description of similar projects

2. Capabilities (including equipment) and staff

PART III – PROPOSAL EVALUATION AND SELECTION

The County intends to engage the most qualified contractor available for this assignment while minimizing the costs

to the County. Responsiveness to the RFP will be a principle basis for evaluation. Proposals shall provide a

straightforward and concise presentation adequate to satisfy the requirements of the RFP. The proposal should

clearly express the contractor's understanding of the County's specific requirements, indicating the contractor's

qualifications to conduct this service in a thorough and efficient manner.

Failure to disclose a conflict of interest is a misdemeanor criminal offense under Colorado Law. Such conflict

may arise if any public official exercises any substantial discretionary function in connection with a government

contract, purchase, payment or other pecuniary transaction without necessary disclosures as defined by Colorado

Revised Statutes (C.R.S.) Section 18-8-308 as amended.

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Selection Process.

1. The County reserves the right to reject any and all proposals, to consider alternatives, to waive irregularities

and to re-solicit proposals.

2. The County reserves the right to conduct such investigations of, and discussions with, those who have

submitted proposals (“Proponents”) or other entities as it deems necessary to assist in the evaluation of any

proposal or to secure maximum clarification and completeness of any proposal.

3. All proposals submitted must be valid for a minimum period of ninety (90) days after the date of the proposal

opening. Each Proponent must submit with the proposal a list of all subcontractors, independent contractors

or sub-consultants employed or proposed to be employed by the Proponent in the performance of the contract.

4. Selection of a contractor will be made at the sole discretion of the County. The County may consider the

following criteria when evaluating proposals that includes but is not limited to:

a. Cost;

b. The reputation, experience and efficiency of the Proponent;

c. The ability of the Proponent to perform the contract or provide the goods and services within the time

specified;

d. The comparative quality of the goods and services bid;

e. The Proponent’s performance under previous contracts with Summit County;

f. The number and scope of conditions attached to the proposal;

g. The Proponent’s interest in the project, as well as their understanding of the project scope and the specific

requirements of Summit County; and

h. The application of all of the above criteria to any sub-consultants, subcontractors or products to be

utilized by the Proponent.

5. Contract negotiations will take place with the most qualified contractor. The County reserves the right to

incorporate specific contract provisions into the Proponent’s standard contract if the County’s standard contract

cannot be used. Such provisions include but are not limited to insurance and indemnification provisions and

governmental immunity provisions. If a contract cannot be negotiated, the negotiations will be terminated in

writing and negotiations will begin with the next most qualified contractor.

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This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Bid Title:	Mail Courier Services
Category:	Managers Office
Status:	Open

Mail Courier Services

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