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Home My WebLink About20243401.tiffCunihrack-iD4ciu4 PROFESSIONAL SERVICE AGREEMENT BETWEEN WELD COUNTY AND A/R360 CONSULTANTS, LLC THIS AGREEMENT is made and entered into this Zday of jaAq 2025, by and between the Board of Weld County Commissioners, on behalf of th4 Finance and Communications Department, hereinafter referred to as "County," and A/R360 Consultants, LLC, hereinafter referred to as "Consultant". WHEREAS, County desires to retain Consultant to perform services as required by County and set forth in the attached Exhibits; and WHEREAS, Consultant is willing and has the specific ability, qualifications, and time to perform the required services according to the terms of this Agreement; and WHEREAS, Consultant is authorized to do business in the State of Colorado and has the time, skill, expertise, and experience necessary to provide the services as set forth below. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the parties hereto agree as follows: 1. Introduction. The terms of this Agreement are contained in the terms recited in this document and in the attached Exhibits, each of which forms an integral part of this Agreement and are incorporated herein. The parties each acknowledge and agree that this Agreement, including the attached Exhibits, define the performance obligations of Consultant and Consultant's willingness and ability to meet those requirements (the "Work"). If a conflict occurs between this Agreement and any Exhibit or other attached document, the terms of this Agreement shall control, and the remaining order of precedence shall be based upon order of attachment. Exhibit A consists of County's Invitation for Bid (IFB) as set forth in Bid Package No. B2400148. Exhibit B consists of Consultant's Response to County's Request. 2. Service or Work. Consultant agrees to procure the materials, equipment and/or products necessary for the Work and agrees to diligently provide all services, labor, personnel, and materials necessary to perform and complete the Work described in the attached Exhibits. Consultant shall further be responsible for the timely completion and acknowledges that a failure to comply with the standards and requirements of Work within the time limits prescribed by County may result in County's decision to withhold payment or to terminate this Agreement. 3. Term. The term of this Agreement begins upon the date of the mutual execution of this Agreement and shall continue through and until Consultant's completion of the responsibilities described in the attached Exhibits. Both of the parties to this CunSer*b I /2-7/ZS cc:0nllxi ( V) 1Dwuna 11 Z1/2 2hZ.4340I IM01O Agreement understand and agree that the laws of the State of Colorado prohibit County from entering into Agreements which bind County for periods longer than one year. This Agreement may be extended upon mutual written agreement of the Parties. 4. Termination; Breach; Cure. County may terminate this Agreement for its own convenience upon thirty (30) days written notice to Consultant. Either Party may immediately terminate this Agreement upon material breach of the other party, however the breaching party shall have fifteen (15) days after receiving such notice to cure such breach. Upon termination, County shall take possession of all materials, equipment, tools and facilities owned by County which Consultant is using, by whatever method it deems expedient; and, Consultant shall deliver to County all drawings, drafts, or other documents it has completed or partially completed under this Agreement, together with all other items, materials and documents which have been paid for by County, and these items, materials and documents shall be the property of County. Copies of work product that is incomplete at the time of termination shall be marked "DRAFT -INCOMPLETE." If this Agreement is terminated by County, Consultant shall be compensated for, and such compensation shall be limited to, (1) the sum of the amounts contained in invoices which it has submitted and which have been approved by the County; (2) the reasonable value to County of the services which Consultant provided prior to the date of the termination notice, but which had not yet been approved for payment; and (3) the cost of any work which the County approves in writing which it determines is needed to accomplish an orderly termination of the work. County shall be entitled to the use of all material generated pursuant to this Agreement upon termination. Upon termination of this Agreement by County, Consultant shall have no claim of any kind whatsoever against the County by reason of such termination or by reason of any act incidental thereto, except for compensation for work satisfactorily performed and/or materials described herein properly delivered. 5. Extension or Amendment. Any amendments or modifications to this agreement shall be in writing signed by both parties. No additional services or work performed by Consultant shall be the basis for additional compensation unless and until Consultant has obtained written authorization and acknowledgement by County for such additional services. Accordingly, no claim that the County has been unjustly enriched by any additional services, whether or not there is in fact any such unjust enrichment, shall be the basis of any increase in the compensation payable hereunder. In the event that written authorization and acknowledgment by the County for such additional services is not timely executed and issued in strict accordance with this Agreement, Consultant's rights with respect to such additional services shall be deemed waived and such failure shall result in non-payment for such additional services or work performed. In the event the County shal require changes in the scope, character, or complexity of the work to be performed, and said changes cause an increase or decrease in the time required or the costs to the Consultant for performance, an equitable adjustment in fees and completion time shall be negotiated between the parties and this Agreement shall be modified 2 accordingly by Change Order. Any claims by the Consultant for adjustment hereunder must be made in writing prior to performance of any work covered in the anticipated Change Order, unless approved and documented otherwise by the County Representative. Any change in work made without such prior Change Order shall be deemed covered in the compensation and time provisions of this Agreement, unless approved and documented otherwise by the County Representative. 6. Compensation. Upon Consultant's successful completion of the Work, and County's acceptance of the same, County agrees to pay Consultant an amount not to exceed $54,962 as set forth in the Exhibits. Consultant shall submit an invoice on a monthly basis for hours worked during the preceding month. County shall pay Consultant within thirty (30) days of receipt of Consultant's invoice. No payment in excess of that set forth in the Exhibits will be made by County unless a Change Order authorizing such additional payment has been specifically approved by Weld County as required pursuant to the Weld County Code. If, at any time during the term or after termination or expiration of this Agreement, County reasonably determines that any payment made by County to Consultant was improper because the service for which payment was made did not perform as set forth in this Agreement, then upon written notice of such determination and request for reimbursement from County, Consultant shall forthwith return such payment(s) to County. Upon termination or expiration of this Agreement, unexpended funds advanced by County, if any, shall forthwith be retumed to County. County will not withhold any taxes from monies paid to the Consultant hereunder and Consultant agrees to be solely responsible for the accurate reporting and payment of any taxes related to payments made pursuant to the terms of this Agreement. Unless expressly enumerated in the attached Exhibits, Consultant shall not be entitled to be paid for any other expenses (e.g. mileage). Notwithstanding anything to the contrary contained in this Agreement, County shall have no obligations under this Agreement after, nor shall any payments be made to Consultant in respect of any period after December 31 of any year, without an appropriation therefore by County in accordance with a budget adopted by the Board of County Commissioners in compliance with Article 25, Title 30 of the Colorado Revised Statutes, the Local Government Budget Law (C.R.S. 29-1-101 et seq.) and the TABOR Amendment (Colorado Constitution, Article X, Sec. 20). 7. Independent Consultant. Consultant agrees that it is an independent Consultant and that Consultant's officers, agents or employees will not become employees of County, nor entitled to any employee benefits (including unemployment insurance or workers' compensation benefits) from County as a result of the execution of this Agreement. Consultant shall be solely responsible for its acts and those of its agents and employees for all acts performed pursuant to this Agreement. 8. SubConsultants. Consultant acknowledges that County has entered into this Agreement in reliance upon the particular reputation and expertise of Consultant. Consultant shall not enter into any SubConsultant agreements for the completion of 3 the Work without County's prior written consent, which may be withheld in County's sole discretion. County shall have the right in its reasonable discretion to approve all personnel assigned to the Work during the performance of this Agreement and no personnel to whom County has an objection, in its reasonable discretion, shall be assigned to the Work. Consultant shall require each SubConsultant, as approved by County and to the extent of the Work to be performed by the SubConsultant, to be bound to Consultant by the terms of this Agreement, and to assume toward Consultant all the obligations and responsibilities which Consultant, by this Agreement, assumes toward County. County shall have the right (but not the obligation) to enforce the provisions of this Agreement against any SubConsultant hired by Consultant and Consultant shall cooperate in such process. The Consultant shall be responsible for the acts and omissions of its agents, employees and SubConsultant. 9. Ownership. All work and information obtained by Consultant under this Agreement or individual work order shall become or remain (as applicable), the property of County. In addition, all reports, documents, data, plans, drawings, records and computer files generated by Consultant in relation to this Agreement and all reports, test results and all other tangible materials obtained and/or produced in connection with the performance of this Agreement, whether or not such materials are in completed form, shall at all times be considered the property of the County. Consultant shall not make use of such material for purposes other than in connection with this Agreement without prior written approval of County. Any modifications made by the County to any of the Contractor's documents, or any use, partial use or reuse of the documents without written authorization or adaptation by the Contractor will be at the County's sole risk and without liability to the Contractor. 10. Confidentiality. Confidential information of the Consultant should be transmitted separately from non -confidential information, clearly denoting in red on the relevant document at the top the word, "CONFIDENTIAL." However, Consultant is advised that as a public entity, Weld County must comply with the provisions of the Colorado Open Records Act (CORA), C.R.S. 24-72-201, et seq., with regard to public records, and cannot guarantee the confidentiality of all documents. Consultant agrees to keep confidential all of County's designated confidential information. Consultant agrees not to sell, assign, distribute, or disclose any such confidential information to any other person or entity without seeking written permission from the County. Consultant agrees to advise its employees, agents, and consultants, of the confidential and proprietary nature of this confidential information and of the restrictions imposed by this Agreement. 11. Warranty. Consultant warrants that the Work performed under this Agreement will be performed in a manner consistent with the standards governing such services and the provisions of this Agreement. Consultant further represents and warrants that all Work shall be performed by qualified personnel in a professional manner, consistent with industry standards, and that all services will conform to applicable specifications. 4 12. Acceptance of Services Not a Waiver. Upon completion of the Work, Consultant shall submit to County originals of all deliverables, reports, etc., generated during completion of this work. Acceptance by County of reports and incidental material(s) furnished under this Agreement shall not in any way relieve Consultant of responsibility for the quality and accuracy of the project. In no event shal any action by County hereunder constitute or be construed to be a waiver by County of any breach of this Agreement or default which may then exist on the part of Consultant, and County's action or inaction when any such breach or default exists shall not impair or prejudice any right or remedy available to County with respect to such breach or default. No assent expressed or implied, to any breach of any one or more covenants, provisions or conditions of the Agreement shall be deemed or taken to be a waiver of any other breach. Acceptance by the County of, or payment for, the Work completed under this Agreement shall not be construed as a waiver of any of the County's rights under this Agreement or under the law generally. 13.Insurance. Consultant must secure, before the commencement of the Work, the following insurance covering all operations, goods, and services provided pursuant to this Agreement, and shall keep the required insurance coverage in force at all times during the term of the Agreement, or any extension thereof, and during any warranty period. For all coverages, Consultant's insurer shall waive subrogation rights against County Types of Insurance. Workers' Compensation /Employer's Liability Insurance as required by state statute, covering all of the Consultant's employees acting within the course and scope of their employment. The policy shall contain a waiver of subrogation against the County. This requirement shall not apply when a Consultant or SubConsultant is exempt under Colorado Workers' Compensation Act., AND when such Consultant or SubConsultant executes the appropriate sole proprietor waiver form. Commercial General Liability Insurance induding public liability and property damage, covering all operations required by the Work. Such policy shall indude minimum limits as follows: $1,000,000 each occurrence; $1,000,000 general aggregate; $1,000,000 Personal injury $5,000; Medical payment per person. Automobile Liability Insurance: Consultant shall maintain limits of $1,000,000 for bodily injury per person, $1,000,000 for bodily injury for each accident, and $1,000,000 for property damage applicable to all vehicles operating both on County property and elsewhere, for vehicles owned, hired, and non -owned vehicles used in the performance of this Contract. Professional Liability (Errors and Omissions Liability). The policy shall cover professional misconduct or lack of ordinary skill for those positions defined in the Scope of Services of this contract. Consultant shall maintain limits for all claims 5 covering wrongful acts, errors and/or omissions, including design errors, if applicable, for damage sustained by reason of or in the course of operations under this Contract resulting from professional services. In the event that the professional liability insurance required by this Contract is written on a claims -made basis, Consultant warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained, or an extended discovery period will be exercised for a period of two (2) years beginning at the time work under this Contract is completed. Minimum Limits: $1,000,000 Per Claim; $2,000,000 Aggregate. Proof of Insurance. Upon County's request, Consultant shall provide to County a certificate of insurance, a policy, or other proof of insurance as determined in County's sole discretion. County may require Consultant to provide a certificate of insurance naming Weld County, Colorado, its elected officials, and its employees as an additional named insured. SubConsultant Insurance. Consultant hereby warrants that all SubConsultant providing services under this Agreement have or will have the above -described insurance prior to their commencement of the Work, or otherwise that they are covered by the Consultant's policies to the minimum limits as required herein. Consultant agrees to provide proof of insurance for all such SubConsultant upon request by the County. No limitation of Liability. The insurance coverages specified in this Agreement are the minimum requirements, and these requirements do not decrease or limit the liability of Consultant. The County in no way warrants that the minimum limits contained herein are sufficient to protect the Consultant from liabilities that might arise out of the performance of the Work under by the Consultant, its agents, representatives, employees, or SubConsultant. The Consultant shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages. The Consultant is not relieved of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. The Consultant shall maintain, at its own expense, any additional kinds or amounts of insurance that it may deem necessary to cover its obligations and liabilities under this Agreement. Certification of Compliance with Insurance Requirements. The Consultant stipulates that it has met the insurance requirements identified herein. The Consultant shall be responsible for the professional quality, technical accuracy, and quantity of all services provided, the timely delivery of said services, and the coordination of all services rendered by the Consultant and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. 14.Indemnity. The Consultant shall defend indemnify and hold harmless County, its officers, agents, and employees, from and against any and all injury, loss, damage, liability, suits, actions, claims, or willful and wrongful acts or omissions of any type or 6 character to the extent caused by or arising out of negligence in the performance of professional services done in fulfillment of the terms of this Agreement or on account of any act, claim or amount arising or recovered under workers' compensation law or arising out of the failure of the Consultant to conform to any statutes, ordinances, regulation, judicial decision, or other law or court decree. The Consultant shall be fully responsible and liable for any and all injuries or damage received or sustained by any person, persons, or property on account of its negligent performance under this Agreement or its failure to comply with the provisions of the Agreement. It is agreed that the Consultant will be responsible for primary loss investigation, defense and judgment costs where this contract of indemnity applies. In consideration of the award of this contract, the Consultant agrees to waive all rights of subrogation against the County its associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents, and volunteers for losses arising from the work performed by the Consultant for the County. A failure to comply with this provision shall result in County's right to immediately terminate this Agreement. 15. Non -Assignment. Consultant may not assign or transfer this Agreement or any interest therein or claim thereunder, without the prior written approval of County. Any attempts by Consultant to assign or transfer its rights hereunder without such prior approval by County shall, at the option of County, automatically terminate this Agreement and all rights of Consultant hereunder. Such consent may be granted or denied at the sole and absolute discretion of County. 16. Examination of Records. To the extent required by law, the Consultant agrees that a duly authorized representative of County, including the County Auditor, shall have access to and the right to examine and audit any books, documents, papers and records of Consultant, involving all matters and/or transactions related to this Agreement. Consultant agrees to maintain these documents for three years from the date of the last payment received. 17. Interruptions. Neither party to this Agreement shall be liable to the other for delays in delivery or failure to deliver or otherwise to perform any obligation under this Agreement, where such failure is due to any cause beyond its reasonable control, including but not limited to Acts of God, fires, strikes, war, flood, earthquakes or Governmental actions. 18. Notices. County may designate, prior to commencement of Work, its project representative ("County Representative") who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to County Representative. All notices or other communications made by one party to the other concerning the terms and conditions of this contract shall be deemed delivered under the following circumstances: a) personal service by a reputable courier service requiring signature for receipt; or 7 b) five (5) days following delivery to the United States Postal Service, postage prepaid addressed to a party at the address set forth in this contract; or c) electronic transmission via email at the address set forth below, where a receipt or acknowledgment is required and received by the sending party; or Either party may change its notice address(es) by written notice to the other. Notice may be sent to: TO CONSULTANT: Name: Lindsey Riley Position: Project Manager Address: 17291 Fairbourne Drive Address: Jeffersonton, VA 22724 E-mail: lindsey.rilev(a.ar360consultants.com Phone: 202-679-6116 CO Address: 701 Bonita Avenue CO Address: Fort Collins, CO 80526 TO COUNTY: Name: Elizabeth Relford Position: Grants & Project Support Officer Address: 1150 O Street Address: Greeley, CO 80631 E-mail: erelford(afweld.gov Phone: 970-400-3748 19. Compliance with Law. Consultant shall strictly comply with all applicable federal and State laws, rules and regulations in effect or hereafter established, including without limitation, laws applicable to discrimination and unfair employment practices. 20. Non -Exclusive Agreement. This Agreement is nonexclusive and County may engage or use other Consultants or persons to perform services of the same or similar nature. 21. Entire Agreement/Modifications. This Agreement including the Exhibits attached hereto and incorporated herein, contains the entire agreement between the parties with respect to the subject matter contained in this Agreement. This instrument supersedes all prior negotiations, representations, and understandings or agreements with respect to the subject matter contained in this Agreement. This Agreement may be changed or supplemented only by a written instrument signed by both parties. 22. Fund Availability. Financial obligations of the County payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. Execution of this Agreement by County does not 8 create an obligation on the part of County to expend funds not otherwise appropriated in each succeeding year. 23. Employee Financial Interest/Conflict of Interest — C.R.S. §§24-18-201 et seq. and §24-50-507. The signatories to this Agreement state that to their knowledge, no employee of Weld County has any personal or beneficial interest whatsoever in the service or property which is the subject matter of this Agreement. 24. Survival of Termination. The obligations of the parties under this Agreement that by their nature would continue beyond expiration or termination of this Agreement (including, without limitation, the warranties, indemnification obligations, confidentiality and record keeping requirements) shall survive any such expiration or termination. 25. Severability. If any term or condition of this Agreement shall be held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, this Agreement shall be construed and enforced without such provision, to the extent that this Agreement is then capable of execution within the original intent of the parties. 26. Governmental Immunity. No term or condition of this Agreement shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections or other provisions, of the Colorado Governmental Immunity Act §§24-10-101 et seq., as applicable now or hereafter amended. 27. No Third -Party Beneficiary. It is expressly understood and agreed that the enforcement of the terms and conditions of this Agreement, and all rights of action relating to such enforcement, shall be strictly reserved to the undersigned parties and nothing in this Agreement shall give or allow any claim or right of action whatsoever by any other person not included in this Agreement. It is the express intention of the undersigned parties that any entity other than the undersigned parties receiving services or benefits under this Agreement shall be an incidental beneficiary only. 28. Board of County Commissioners of Weld County Approval. This Agreement shall not be valid until it has been approved by the Board of County Commissioners of Weld County, Colorado or its designee. 29. Choice of Law/Jurisdiction. Colorado law, and rules and regulations established pursuant thereto, shall be applied in the interpretation, execution, and enforcement of this Agreement. Any provision included or incorporated herein by reference which conflicts with said laws, rules and/or regulations shall be null and void. In the event of a legal dispute between the parties, Consultant agrees that the Weld County District Court shall have exclusive jurisdiction to resolve said dispute. 30. Public Contracts for Services Consultant certifies, warrants, and agrees that it does not knowingly employ or contract with an illegal alien who will perform work 9 under this Agreement. Consultant will confirm the employment eligibility of all employees who are newly hired for employment in the United States to perform work under this Agreement, through participation in the E -Verify program. Consultant shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or enter into a contract with a SubConsultant that fails to certify with Consultant that the SubConsultant shall not knowingly employ or contract with an illegal alien to perform work under this Agreement. Consultant shall not use E -Verify Program or State of Colorado program procedures to undertake pre -employment screening or job applicants while this Agreement is being performed. If Consultant obtains actual knowledge that a SubConsultant performing work under this Agreement knowingly employs or contracts with an illegal alien, Consultant shall notify the SubConsultant and County within three (3) days that Consultant has actual knowledge that a SubConsultant is employing or contracting with an illegal alien and shall terminate the subcontract if a SubConsultant does not stop employing or contracting with the illegal alien within three (3) days of receiving notice. Consultant shall not terminate the contract if within three days the SubConsultant provides information to establish that the SubConsultant has not knowingly employed or contracted with an illegal alien. Consultant shall comply with reasonable requests made in the course of an investigation by the Colorado Department of Labor and Employment. Consultant shall, within twenty days after hiring a new employee to perform work under the contract, affirm that Consultant has examined the legal work status of such employee, retained file copies of the documents, and not altered or falsified the identification documents for such employees. Consultant shall deliver to County, a written notarized affirmation that it has examined the legal work status of such employee and shall comply with all the other requirements of federal or state law. If Consultant fails to comply with any requirement of this provision, County, may terminate this Agreement for breach, and if so terminated, Consultant shall be liable for actual and consequential damages. Except where exempted by federal law and except as provided in C.R.S. § 24-76.5- 103(3), if Consultant receives federal or state funds under the contract, Consultant must confirm that any individual natural person eighteen (18) years of age or older is lawfully present in the United States, if such individual applies for public benefits provided under the contract. If Consultant operates as a sole proprietor, it hereby swears or affirms under penalty of perjury that it: (a) is a citizen of the United States or is otherwise lawfully present in the United States pursuant to federal law, (b) shall produce one of the forms of identification required by federal or state law, and (c) shall produce one of the forms of identification required by federal law prior to the effective date of the contract. 31.Attorney's Fees/Legal Costs. In the event of a dispute between County and Consultant concerning this Agreement, the parties agree that each party shall be responsible for the payment of attorney fees and/or legal costs incurred by or on its own behalf. 10 32. Binding Arbitration Prohibited. Weld County does not agree to binding arbitration by any extra judicial body or person. Any provision to the contrary in this Agreement or incorporated herein by reference shall be null and void. Acknowledgment. County and Consultant acknowledge that each has read this Agreement, understands it and agrees to be bound by its terms. Both parties further agree that this Agreement, with the attached Exhibits, is the complete and exclusive statement of agreement between the parties and supersedes all proposals or prior agreements, oral or written, and any other communications between the parties relating to the subject matter of this Agreement. CONSULTANT: A/R360 Consultants By: Name: Fred Abousleman Title: President and Co -Founder January 17, 2025 Date of Signature WELD C U TY: ATTEST: a� :el BOARD OF COUNTY COMMISSIONERS Weld County Clerk to the Board WELD COUNTY, COLORADO BY: .10111(..a A Deputy Clerk to the Board / I'0" 11 JAN 2 7 2025 o?c q -3/d1 bids From: Sent: To: Cc: Subject Attachments: lindsey.riley@ar360consultants.com Sunday, December 22, 2024 11:58 AM bids Lindsey Riley; fred.abousleman@ar360consultants.com A/R360 Response to IFB #B2400148 AR360 and ECO Response to Weld County, CO IFB for Public Engagement Plan for El Plan.pdf Importance: High This Message Is From an Untrusted Sender You have not previously corresponded with this sender. Use extra caution and avoid replying with sensitive information. disking links, or downloading attachments until their identify is verified. Hello, Thank you for the opportunity to submit a proposal in response to your IFB #B2400148, Public Engagement Plan for the County's Environmental Justice Plan. Attached is our proposal, in partnership with ECOnorthwest, detailing our public engagement strategies and experience with this work. We look forward to further conversations with the County about this project. I hereby waive my right to a sealed bid. If you have any questions or need further information, please do not hesitate to contact me. Thank you, Lindsey Lindsey Riley Vice President A/R360 Consultants, LLC 202-679-6116 www.AR3SzQC9ns uttants com EXHIBIT A Weld County Finance Department Purchasing Division 1301 North 17th Avenue Greeley, Colorado 80601 Professional Services - Invitation for Bid (IFB) Cover Sheet Bid Number: B2400148 Title: Public Engagement Plan for the Weld County Environmental Justice Plan Issue Date: November 25, 2024 Pre -Bid Meeting: December 2, 2024, at 10:00 am Pre -Bid Location: 1150 O Street, Greeley, CO 80631 Questions Due: December 16, 2024, by 5:00 pm Questions email: bidsCa�weld.gov Bid Due Date: December 23, 2024 by 10:00 am, Purchasing's Clock Bid Delivery: Preferred email to bids(a�weld.gov or hand delivery to 1301 North 17th Avenue, Greeley, CO 80631 For additional information: bids@weld.gov Documents Included in this Bid Package IFB Schedules S chedule A: Bid Instructions Schedule B: Scope of Work Schedule C: Project Schedule S chedule D: Bid Form Schedule E: Insurance S chedule F: Weld County Contract Table of Contents Professional Services — Invitation for Bid (IFB) Cover Sheet 1 Documents Included in this Bid Package 1 IFB Schedules 1 Schedule A - Bid Instructions 3 Purpose/Background 3 Bid Advertisement 3 Bid Submission 3 Introductory Information 3 Cooperative Purchasing 4 Schedule B - Scope of Work 5 Project Overview 5 Method of Procurement 5 Pricing Method 5 Project Scope 5 Deliverables 5 Project Workflow / Requirements 6 Qualification Criteria 7 Schedule C - Project Schedule 8 Schedule 8 Schedule D — Bid Form 9 Bid Submittal Instructions 9 Fees 9 Attestation 10 Schedule E — Insurance 11 Insurance 11 Insurance Mailing Information 12 Schedule F — Weld County Contract 13 Contractual Obligations 13 Weld County Standard Contract 14 Solicitation #B2400148 Page 2 Schedule A - Bid Instructions Purpose/Background The Board of County Commissioners of Weld County, Colorado, by and through its Purchasing Office (collectively referred to herein as, "Weld County"), wishes to purchase the following: Public Engagement Plan for the Environmental Justice Plan A mandatory pre -bid conference will be held on December 2, 2024, at 10:00 am at the Weld County Administration Building (Accounting Conference Room) located at 1150 O Street, Greeley, CO 80631. Bidders must participate and record their presence at the pre -bid conference to be eligible to submit bids. Bid will be received until: December 23, 2024 at 10:00 am (Weld County Purchasing Time Clock). The submitted bids will be read over a Microsoft Teams Conference Call on December 23, 2024, at 1:00 pm. To join, call the phone number and enter the Conference ID provided below or you are invited to attend the bid opening in person at the Weld County Purchasing Conference Room, 1301 N. 17th Avenue, Greeley, CO 80631. Phone number: 720-439-5261 Phone Conference ID: [Insert # and TEAMS Invite] Bid Advertisement You can find information concerning this request on the BidNet Direct website at https://www.bidnetdirect.com. Weld County Government is a member of BidNet Direct. BidNet Direct is an on-line notification system utilized by multiple non-profit and governmental entities. Participating entities post their bids, quotes, proposals, addendums, and awards on this one centralized system. Bid Submission 1 PREFERRED: email bids to bidscweld.gov. If your bid exceeds 25MB, please upload your bid to https://www.bidnetdirect.com. The maximum file size to upload to BidNet Direct is 500 MB. If vendor does not desire email submission, sealed bids will be received at the Office of the Weld County Purchasing in the Weld County Building located at 1301 North 17th Avenue, Greeley, CO 80631 by the bid due date and time. 2. PDF format is required. Emailed bids must include the following statement on the email: "I hereby waive my right to a sealed bid". An email confirmation will be sent when your bid has been received. Please call Purchasing at 970-400-4222 or 4223 with any questions. Introductory Information 1. Bids shall be typewritten or written in ink on forms prepared by the Weld County Purchasing Division. Each bid must give the full business address of bidder and be signed an original signature. Bids by partnerships must furnish the full names of all partners and must be signed with the partnership name by one of the members of the partnership or by an authorized representative, followed by the signature and title of the person signing. Bids by corporations must be signed with the legal name of the corporation, followed by the name of the state of the incorporation and by the signature and title of the president, secretary, or other person authorized to bind it in the matter. The name of each person signing shall also be typed or printed below the signature. A bid by a person who affixes their signature the word "president," "secretary," "agent," or other title without disclosing their principal, may be held to be the bid of the individual signing. When requested by the Weld County Procurement Manager satisfactory evidence of the authority of the officer signing on behalf of a corporation shall be furnished. A power of attorney must accompany the signature of anyone not otherwise authorized to bind the bidder. All corrections or erasures shall be initialed by the person signing the bid. All bidders shall agree to comply with all of the conditions, requirements, specifications, and/or instructions of this bid as stated or implied herein. All designations and prices shall be fully and clearly set forth. All blank spaces in the bid forms shall be suitably filled in. Bidder are required to use the Bid Forms included in this package and on the basis indicated in the Bid Forms. The bid proposal must be filled out completely, in detail, and signed by the bidder. 2. Late or unsigned bids shall not be accepted or considered. It is the responsibility of the bidder to ensure that the bid arrives in the Weld County Purchasing Division on or prior to the time indicated in Schedule C — Project Schedule. Hard copy bids received prior to the time of opening will be kept unopened in a secure place. No responsibility will attach to the Weld County Procurement Manager for the premature opening of a bid not properly addressed and identified. Bids may be withdrawn upon written request to and approval of the Weld County Procurement Manager; said request being received from the withdrawing bidder prior to the time fixed for award. Negligence on the part of a bidder in preparing the Bid confers no right for the withdrawal of the bid after it has been awarded. Bidders are expected to examine the conditions, specifications, and all instructions contained herein; failure to do so will be at the bidder's risk. 3. In accordance with Section 14-9(3) of the Weld County Home Rule Charter, Weld County will give preference to resident Weld County bidders in all cases where said bids are competitive in price and quality. It is also understood that Weld County will give preference to suppliers from the State of Colorado, in accordance with C.R.S. § 30-11-110 (when it is accepting bids for the purchase of any books, stationery, records, printing, lithographing or other supplies for any officer of Weld County). Weld County reserves the right to reject any and all bids, to waive any informality in the bids, to award the bid to multiple vendors, and to accept the bid that, in the opinion of the Board of County Commissioners, is in the best interest of Weld County. The bid(s) may be awarded to more than one vendor. Cooperative Purchasing Weld County encourages cooperative purchasing in an effort to assist other agencies to reduce their cost of solicitations and to make better use of taxpayer dollars through volume purchasing. Vendor(s) may, at their discretion, agree to extend the prices and/or terms of the resulting award to other state or local government agencies, school districts, or political subdivisions in the event they would have a need for the same product/service. Usage by any entity shall not have a negative impact on Weld County in the current term or in any future terms. BID REQUEST #B2400148 Page 4 Schedule B - Scope of Work Project Overview Weld County is seeking bids for a consultant to develop a Public Engagement Plan for the Weld County Environmental Justice (EJ) Plan that complements and is a supplement to the Weld County Environmental Justice Plan. With Weld County being one of the fastest growing counties in the state, the purpose of the Public Engagement Plan is to select a third -party consultant to facilitate the public engagement portion of the EJ Plan by using existing county platforms to solicit citizen input at multiple public meetings. Method of Procurement Invitation for Bid (IFB): An Invitation for Bid (IFB) is a procurement method often referred to as a sealed bid solicitation. When issued, the bid package is considered complete for bidding purposes. Responsiveness to the solicitation's terms and conditions are required. Incomplete or non- responsive bids will be eliminated from consideration. Low price is the key consideration by Weld County in awarding an IFB contract. Pricing Method Low Bid: Low Bid is a procurement method where the county requests a price from multiple sources and bases the award decision on the lowest priced bid that meets specifications. Project Scope Weld County is soliciting bids from consultants who can conduct a Public Engagement Plan for Weld County's Environmental Justice Plan for the unincorporated portion of the county and coordinate, facilitate, and conduct multiple community meetings to ensure meaningful public engagement. The Public Engagement Plan will effectively communicate and perform transparent governmental process for County procedures involving county departments, the general public, and external stakeholders/collaborators to ensure the fair treatment and meaningful involvement of ALL people, regardless of race, color, national origin, or income. The selected Consultant will perform tasks which must demonstrate public engagement qualifications. Consultants shall clearly describe their knowledge and capabilities regarding the requested tasks and deliverables. Work is to be conducted in close coordination with county staff through the county's Project Manager. Deliverables The Consultant shall develop messaging content, amplifying existing county platforms, promote a minimum of six (6) public meetings, and produce a well written meeting summary report to be incorporated into the draft EJ Plan. BID REQUEST #B2400148 Page 5 Project Workflow / Requirements The Consultant shall conduct weekly to bi-weekly progress meetings, develop the agendas and provide meeting minutes. The pay requests shall occur monthly, and consult will send the invoice to the project manager for the project duration. The monthly progress reports shall include: • A cover letter outlining all work billed during the invoice period, work expected to be performed during the next invoice period, any challenges encountered during the invoice period and challenges expected during the next invoice period, and an assessment of the overall project progress (i.e., is the project progressing on schedule and within budget?). • All necessary backup data required for reimbursement upon request. • Supplementary data showing the personnel working on a task, their hourly rate, and number of hours billed. • If applicable, subconsultant invoices shall include the same information. A. Task 1: Project Management/Organization: The proposal shall clearly identify the Consultant's methodology for organizing and managing this project to ensure it will be delivered on time and within budget. The Consultant shall schedule a project kick-off meeting with the Consultant team and county staff. This kick-off meeting will define the roles of the participants, go over the schedule, set future meetings, and review the scope of work. During this kick-off meeting, the Consultant will be expected to schedule and manage weekly to bi-weekly meetings to review progress and coordinate upcoming tasks with the Project Manager. The Consultant shall prepare a budget for this plan, and it shall include but not be limited to, venue costs, advertising, event materials/displays, food costs, as well as any other costs associated with public engagement efforts. Consultant shall submit monthly invoicing to the Project Manager. The Consultant shall clearly demonstrate their knowledge and capabilities to perform the requested tasks as described in the bid. This work is to be conducted in close coordination with the Project Manager and Public Information Office. The Consultant shall be available to participate in meetings with County staff and/or the Board of County Commissioners, either in person or remotely. The Consultant shall participate in at least six (6) in -person public meetings. The Consultant shall develop content, prepare presentation materials, assist with making presentations, respond to questions about this planning effort, and summarize meeting feedback in writing. Meeting materials should be provided a week in advance of the scheduled meetings. B. Task 2: Public Meetings/Outreach The Public Engagement Plan shall identify how the Consultant intends to meet with Weld County residents, county collaborators, and department staff to obtain important feedback and input directly related to county processes and how this information is used for the development of the EJ Plan. Due to the size of Weld County, it is anticipated that multiple public/community meetings will be needed to accomplish this task. The Consultant shall develop content, survey questions, meeting BID REQUEST #B2400148 Page 6 materials, etc. The Consultant will identify ways to amplify Weld County's existing public engagement tools to organize the public meetings. In addition, the Consultant may offer suggestions for other outreach tools the county may not be utilizing/maximizing to ensure an effective outreach effort. Consultant will document all public engagement tools and efforts during this contract period. The report shall identify stakeholders, outreach efforts, and summarize public feedback in order to inform the policy decisions for development of the EJ Plan. C. Task 3: Public Engagement Plan Development of the Public Engagement Plan will coordinate and work closely with the Weld County Communications Department. All documents should be reviewed by the Communications Department. Jennifer Finch, in the Public Information Office, will be your point of contact. Due to the size of Weld County, the Consultant shall plan, develop, and conduct a minimum of six (6) public open house events. The first round (3) of public meetings (north/central/south) shall occur at the end of February/beginning of March. The second round (3) of public meetings (north/central/south) shall occur in April. The Consultant shall provide a draft report of the Public Engagement Plan by the end of April/beginning of May for county review. Project closeout will be in June. Staff will share the draft report with the Commissioners, and the Consultant will make revisions, as necessary and appropriate, to be included in the final Public Engagement Plan. Qualification Criteria The following items will be used to determine qualifications of bidders and must be included with your submittal. Failure to include these items will result in a non -responsive bid. 1. Bidder shall clearly identify the Consultant's methodology for organizing and managing this project to ensure it will be delivered on -time and within budget. 2. Provide qualifications of your firm and staff proposed to perform the work on this project, demonstrating the experience and ability necessary to perform the Scope of Work described in this Schedule B. 3. Provide a list of critical issues the Consultant considers to be of most importance. 4. Provide ideas or suggestions on how your firm can set and meet task order schedules. 5. Provide the methods for determining scope and work hours associated with task orders. 6. Provide a list of any similar projects completed within the last five (5) years, along with references involving key staff proposed to work on this project. As part of the reference check process, the County may choose to contact one or more of the listed projects/agencies and/or request copies of the plans and documentation completed. BID REQUEST #B2400148 Page 7 Schedule C - Project Schedule Schedule Below is the anticipated schedule for this project: Advertisement Date Mandatory pre -bid conference Bid Questions Due Bids Due Bid Award Notice Contract Execution Final Plan Completion November 25, 2024 December 2, 2024, at 10:00 am December 16, 2024, by 5:00 pm December 23, 2024, by 10:00 am January 6, 2024 January 20, 2024 June 30, 2025 BID REQUEST #B2400148 Page 8 Schedule D - Bid Form Bid Submittal Instructions The following items must be completed and submitted with your bid on or before the bid opening deadline of 10:00 am on December 23, 2024: 1) Completed, signed Schedule D — Bid Form 2) W9, if applicable. A current W9 is required for new bidders. If you have previously worked with Weld County, only provide your W9 if there has been a change. 3) Any potential or future Addenda will need to be completed/acknowledged. 4) All other items as requested in Schedule B — Scope of Work. Failure to include any of the above items upon submittal of your bid may result in your bid being incomplete, non -responsive, and your bid being rejected. If there are any exclusions or contingencies submitted with your bid it may be disqualified. Fees Provide fees for this project in the space below: Task Hours Hourly Rate Task Cost Task 1: Project Management/Organization Task 2: Public Meetings/Outreach Task 3: Public Engagement Plan $ EJ Public Engagement Plan Total Lump Sum Cost The undersigned, by his or her signature, hereby acknowledges and represents that: 1. The bid proposed herein meets all the conditions, specifications, and special provisions set forth in the Invitation for Bid for Request No. #B2400148. 2. The quotations set forth herein are exclusive of any federal excise taxes and all other state and local taxes. 3. He or she is authorized to bind the below -named bidder for the amount shown on the accompanying bid sheets. 4. Acknowledgement of Schedule E — Insurance 5. Acknowledgment of Schedule F — Weld County Contract 6. By submitting a responsive bid or proposal, the supplier agrees to be bound by all terms and conditions of the solicitation as established by Weld County. 7. Weld County reserves the right to reject any and all bids, to waive any informality and minor irregularities in the bids received, and to accept the bid that, in the opinion of the Board of County Commissioners, is to the best interests of Weld County. The bid(s) may be awarded to more than one vendor. The total cost of preparation and submission shall be borne by the Consultant. All information submitted in response to this Invitation for Bid is public after the Notice of Award has been issued. The Consultant should not include as part of the bid any information which they believe to be a trade secret or other privileged or confidential data. If the Consultant wishes to include such material, then the BID REQUEST #B2400148 Page 9 material should be supplied under separate cover and identified as confidential. Entire bids marked confidential will not be honored. Weld County will endeavor to keep that information confidential, separate, and apart from the bid subject to the provisions of the Colorado Open Records Act or order of court. Attestation Item Entry Company Name: Address: Phone: Email: FEIN/Federal Tax ID #: CONSULTANT: By: Name: Title: Date of Signature BID REQUEST #B2400148 Page 10 Schedule E - Insurance Insurance 1. The Consultant shall furnish a certificate of insurance for commercial general liability, comprehensive automobile liability, workers' compensation, and professional liability upon notification of award and prior to performance. Work shall not commence under this Agreement/Contract until the Consultant has submitted to the County, and received approval thereof, the certificate of insurance showing compliance with the following types and coverage of insurance. a. Commercial General Liability Insurance: to include products liability, completed operations, contractual, broad form property damage, and personal injury. Each Occurrence General Aggregate $1,000,000 $2,000,000 b. Comprehensive Automobile Liability Insurance: to include all motor vehicles owned, hired, leased, or borrowed. Bodily Injury/Property Damage $1,000,000 (each accident) Personal Injury Protection Per Colorado Statutes c. Workers' Compensation Insurance: Per Colorado Statutes d. Professional Liability Insurance*: to include coverage for damages or claims for damages arising out of the rendering, or failure to render, any professional services. Each Occurrence $1,000,000 *This insurance requirement applies only to Consultants who are performing services under this Agreement as professionals licensed under the laws of the State of Colorado, such as physicians, lawyers, engineers, nurses, mental health providers, and any other licensed professionals. 2. The Consultant's commercial general liability, comprehensive automobile liability, workers' compensation, and professional liability insurance policies and/or certificates of insurance shall be issued to include Weld County Government as an "additional insured" and shall include the following provisions: a. Underwriters shall have no right of recovery or subrogation against the County, it being the intent of the parties that the insurance policies so affected shall protect both parties and be primary coverage for any and all losses resulting from the actions or negligence of the Consultant. b. The insurance companies issuing the policy or policies shall have no response against the County for payment of any premiums due or for any assessments under any form of any policy. BID REQUEST #B2400148 Page 11 c. Any and all deductibles contained in any insurance policy shall be assumed by and at the sole risk of the Consultant. 3. If any of the said policies shall be or at any time become unsatisfactory to the County as to form or substance, or if a company issuing any such policy shall be or at any time becomes unsatisfactory to the County, the Consultant shall promptly obtain a new policy, submit the same to the Purchasing Division of Weld County for approval, and thereafter submit a certificate of insurance as herein provided. a. Upon failure of the Consultant to furnish, deliver, and maintain such insurance as provided herein, this Agreement/Contract, at the election of the County, may be immediately declared suspended, discontinued, or terminated. b. Failure of the Consultant to obtain and/or maintain any required insurance shall not relieve the Consultant from any liability under the Agreement/Contract, nor shall the insurance requirements be construed to conflict with the obligations of the Consultant concerning indemnification. c. Consultant shall provide copies insurance coverage policies to the County department maintaining contract administration duties. These include initial policy, updated/changes to coverage, extensions, renewals, etc. 4. If the Consultant is a Joint Venture, then the respective parties thereto are each individually held fully responsible for completion of the project according to the terms of this Agreement. The parties thereto also have joint and several liabilities to the County for any liquidated damages assessed or for performance bond claims against the Joint Venture. The performance bond and all insurance required by this Agreement shall set forth the identity of each party to the Joint Venture. Insurance Mailing Information Certificates of Insurance, endorsements and bonds shall be provided to the County via electronic correspondence or mail using the information below: Email: Project Manager: Elizabeth Relford, Grants & Special Projects Email: erelford@weld.gov Telephone: (970) 400-3748 Mail: Weld County Finance Department ATTN: Elizabeth Relford, Grants & Special Projects PO Box 758 Greeley, CO 80632-0758 BID REQUEST #B2400148 Page 12 Schedule F - Weld County Contract Contractual Obligations 1. The successful Consultant will be required to sign a contract substantially similar to the Weld County Standard Contract shown in Schedule G of this document. The County reserves the right to add or delete provisions to the form prior to Agreement execution. 2. Issuance of this solicitation does not commit the County to award any agreement or to procure. 3. If a formal contract is required, the Consultant agrees and understands that a Notice of Award does not constitute a contract or create a property interest of any nature until a contract is signed by the Awardee and the Board of County Commissioners and/or their authorized designee. 4. Consultant is responsible for reviewing the Weld County Standard Contract and understanding the terms and conditions contained therein, including, but not limited to, insurance requirements, indemnification, illegal aliens, equal opportunity, non - appropriation, and termination. 5. Consultant's Response to this solicitation is a willingness to enter into the Weld County Standard Contract or Consultant shall identify and include any proposed revisions they have for the Weld County Standard Contract. Any proposed revisions made by the Consultant after the County Notice of Intent to Award the Solicitation may be grounds for rescinding said Notice. The identification of willingness to enter into the standard Agreement is for general purposes at this time but is part of the evaluation process and must be included. There may be negotiations on a project -by -project basis that provide further clarification. BID REQUEST #B2400148 Page 13 Weld County Standard Contract Below is the standard Weld County Contract for Professional Services. PROFESSIONAL SERVICE AGREEMENT BETWEEN WELD COUNTY AND [CONSULTANT] THIS AGREEMENT is made and entered into this day of 7202 , by and between the Board of Weld County Commissioners, on behalf of Weld County Department of Planning Services, hereinafter referred to as "County," and [CONSULTANT], hereinafter referred to as "Consultant". WHEREAS, County desires to retain Consultant to perform services as required by County and set forth in the attached Exhibits; and WHEREAS, Consultant is willing and has the specific ability, qualifications, and time to perform the required services according to the terms of this Agreement; and WHEREAS, Consultant is authorized to do business in the State of Colorado and has the time, skill, expertise, and experience necessary to provide the services as set forth below. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the parties hereto agree as follows: 1. Introduction. The terms of this Agreement are contained in the terms recited in this document and in the attached Exhibits, each of which forms an integral part of this Agreement and are incorporated herein. The parties each acknowledge and agree that this Agreement, including the attached Exhibits, define the performance obligations of Consultant and Consultant's willingness and ability to meet those requirements (the "Work"). If a conflict occurs between this Agreement and any Exhibit or other attached document, the terms of this Agreement shall control, and the remaining order of precedence shall be based upon order of attachment. Exhibit A consists of County's Invitation for Bid Solicitation Package No. B2400148. Exhibit B consists of Consultant's Response to County's Request. 2. Service or Work. Consultant agrees to procure the materials, equipment and/or products necessary for the Work and agrees to diligently provide all services, labor, personnel, and materials necessary to perform and complete the Work described in the attached Exhibits. Consultant shall further be responsible for the timely completion and acknowledges that a failure to comply with the standards and requirements of Work within the time limits prescribed by County may result in County's decision to withhold payment or to terminate this Agreement. 3. Term. The term of this Agreement begins upon the date of the mutual execution of this Agreement and shall continue through and until Consultant's completion of the responsibilities described in the attached Exhibits. Both of the parties to this Agreement understand and agree that the laws of the State of Colorado prohibit County from entering into Agreements which bind County for periods longer than one year. This Agreement may be extended upon mutual written agreement of the Parties. 4. Termination; Breach; Cure. County may terminate this Agreement for its own convenience upon thirty (30) days written notice to Consultant. Either Party may immediately terminate this Agreement upon material breach of the other party, however the breaching party shall have BID REQUEST #B2400148 Page 14 fifteen (15) days after receiving such notice to cure such breach. Upon termination, County shall take possession of all materials, equipment, tools and facilities owned by County which Consultant is using, by whatever method it deems expedient; and, Consultant shall deliver to County all drawings, drafts, or other documents it has completed or partially completed under this Agreement, together with all other items, materials and documents which have been paid for by County, and these items, materials and documents shall be the property of County. Copies of work product that is incomplete at the time of termination shall be marked "DRAFT - INCOMPLETE." If this Agreement is terminated by County, Consultant shall be compensated for, and such compensation shall be limited to, (1) the sum of the amounts contained in invoices which it has submitted and which have been approved by the County; (2) the reasonable value to County of the services which Consultant provided prior to the date of the termination notice, but which had not yet been approved for payment; and (3) the cost of any work which the County approves in writing which it determines is needed to accomplish an orderly termination of the work. County shall be entitled to the use of all material generated pursuant to this Agreement upon termination. Upon termination of this Agreement by County, Consultant shall have no claim of any kind whatsoever against the County by reason of such termination or by reason of any act incidental thereto, except for compensation for work satisfactorily performed and/or materials described herein properly delivered. 5. Extension or Amendment. Any amendments or modifications to this agreement shall be in writing signed by both parties. No additional services or work performed by Consultant shall be the basis for additional compensation unless and until Consultant has obtained written authorization and acknowledgement by County for such additional services. Accordingly, no claim that the County has been unjustly enriched by any additional services, whether or not there is in fact any such unjust enrichment, shall be the basis of any increase in the compensation payable hereunder. In the event that written authorization and acknowledgment by the County for such additional services is not timely executed and issued in strict accordance with this Agreement, Consultant's rights with respect to such additional services shall be deemed waived and such failure shall result in non-payment for such additional services or work performed. In the event the County shall require changes in the scope, character, or complexity of the work to be performed, and said changes cause an increase or decrease in the time required or the costs to the Consultant for performance, an equitable adjustment in fees and completion time shall be negotiated between the parties and this Agreement shall be modified accordingly by Change Order. Any claims by the Consultant for adjustment hereunder must be made in writing prior to performance of any work covered in the anticipated Change Order, unless approved and documented otherwise by the County Representative. Any change in work made without such prior Change Order shall be deemed covered in the compensation and time provisions of this Agreement, unless approved and documented otherwise by the County Representative. 6. Compensation. Upon Consultant's successful completion of the Work, and County's acceptance of the same, County agrees to pay Consultant an amount not to exceed $ as set forth in the Exhibits. No payment in excess of that set forth in the Exhibits will be made by County unless a Change Order authorizing such additional payment has been specifically approved by Weld County as required pursuant to the Weld County Code. If, at any time during the term or after termination or expiration of this Agreement, County reasonably determines that any payment made by County to Consultant was improper because the service for which payment was made did not perform as set forth in this Agreement, then upon written notice of such determination and request for reimbursement from County, Consultant shall forthwith return such payment(s) to County. Upon termination or expiration of this Agreement, unexpended funds advanced by County, if any, shall forthwith be returned to County. County will not withhold any taxes from monies paid to the Consultant hereunder and BID REQUEST #B2400148 Page 15 Consultant agrees to be solely responsible for the accurate reporting and payment of any taxes related to payments made pursuant to the terms of this Agreement Unless expressly enumerated in the attached Exhibits, Consultant shall not be entitled to be paid for any other expenses (e g mileage) Notwithstanding anything to the contrary contained in this Agreement, County shall have no obligations under this Agreement after, nor shall any payments be made to Consultant in respect of any period after December 31 of any year, without an appropriation therefore by County in accordance with a budget adopted by the Board of County Commissioners in compliance with Article 25, Title 30 of the Colorado Revised Statutes, the Local Government Budget Law (C R S 29-1-101 et seq ) and the TABOR Amendment (Colorado Constitution, Article X, Sec 20) 7 Independent Consultant. Consultant agrees that it is an independent Consultant and that Consultant's officers, agents or employees will not become employees of County, nor entitled to any employee benefits (including unemployment insurance or workers' compensation benefits) from County as a result of the execution of this Agreement Consultant shall be solely responsible for its acts and those of its agents and employees for all acts performed pursuant to this Agreement 8 SubConsultants. Consultant acknowledges that County has entered into this Agreement in reliance upon the particular reputation and expertise of Consultant Consultant shall not enter into any SubConsultant agreements for the completion of the Work without County's prior written consent, which may be withheld in County's sole discretion County shall have the right in its reasonable discretion to approve all personnel assigned to the Work during the performance of this Agreement and no personnel to whom County has an objection, in its reasonable discretion, shall be assigned to the Work Consultant shall require each SubConsultant, as approved by County and to the extent of the Work to be performed by the SubConsultant, to be bound to Consultant by the terms of this Agreement, and to assume toward Consultant all the obligations and responsibilities which Consultant, by this Agreement, assumes toward County County shall have the right (but not the obligation) to enforce the provisions of this Agreement against any SubConsultant hired by Consultant and Consultant shall cooperate in such process The Consultant shall be responsible for the acts and omissions of its agents, employees and SubConsultants 9 Ownership. All work and information obtained by Consultant under this Agreement or individual work order shall become or remain (as applicable), the property of County In addition, all reports, documents, data, plans, drawings, records and computer files generated by Consultant in relation to this Agreement and all reports, test results and all other tangible materials obtained and/or produced in connection with the performance of this Agreement, whether or not such materials are in completed form, shall at all times be considered the property of the County Consultant shall not make use of such material for purposes other than in connection with this Agreement without prior written approval of County 10 Confidentiality. Confidential information of the Consultant should be transmitted separately from non -confidential information, clearly denoting in red on the relevant document at the top the word, "CONFIDENTIAL " However, Consultant is advised that as a public entity, Weld County must comply with the provisions of the Colorado Open Records Act (CORA), C R S 24-72-201, et seq , with regard to public records, and cannot guarantee the confidentiality of all documents Consultant agrees to keep confidential all of County's confidential information Consultant agrees not to sell, assign, distribute, or disclose any such confidential information to any other person or entity without seeking written permission from the County Consultant agrees to advise its employees, agents, and consultants, of the confidential and proprietary nature of this confidential information and of the restrictions imposed by this Agreement BID REQUEST #B2400148 Page 16 11 Warranty. Consultant warrants that the Work performed under this Agreement will be performed in a manner consistent with the standards governing such services and the provisions of this Agreement Consultant further represents and warrants that all Work shall be performed by qualified personnel in a professional manner, consistent with industry standards, and that all services will conform to applicable specifications 12 Acceptance of Services Not a Waiver. Upon completion of the Work, Consultant shall submit to County originals of all test results, reports, etc , generated during completion of this work Acceptance by County of reports and incidental matenal(s) furnished under this Agreement shall not in any way relieve Consultant of responsibility for the quality and accuracy of the project In no event shall any action by County hereunder constitute or be construed to be a waiver by County of any breach of this Agreement or default which may then exist on the part of Consultant, and County's action or inaction when any such breach or default exists shall not impair or prejudice any right or remedy available to County with respect to such breach or default No assent expressed or implied, to any breach of any one or more covenants, provisions or conditions of the Agreement shall be deemed or taken to be a waiver of any other breach Acceptance by the County of, or payment for, the Work completed under this Agreement shall, not be construed as a waiver of any of the County's rights under this Agreement or under the law generally 13 insurance. Consultant must secure, before the commencement of the Work, the following insurance covering all operations, goods, and services provided pursuant to this Agreement, and shall keep the required insurance coverage in force at all times during the term of the Agreement, or any extension thereof, and during any warranty period For all coverages, Consultant's insurer shall waive subrogation rights against County Types of Insurance. Workers' Compensation /Employer's Liability Insurance as required by state statute, covering all of the Consultant's employees acting within the course and scope of their employment The policy shall contain a waiver of subrogation against the County This requirement shall not apply when a Consultant or SubConsultant is exempt under Colorado Workers' Compensation Act , AND when such Consultant or SubConsultant executes the appropriate sole proprietor waiver form Commercial General Liability Insurance including public liability and property damage, covenng all operations required by the Work Such policy shall include minimum limits as follows $1,000,000 each occurrence, $1,000,000 general aggregate, $1,000,000 Personal injury $5,000, Medical payment per person Automobile L►ab►l►ty Insurance Consultant shall maintain limits of $1,000,000 for bodily injury per person, $1,000,000 for bodily injury for each accident, and $1,000,000 for property damage applicable to all vehicles operating both on County property and elsewhere, for vehicles owned, hired, and non -owned vehicles used in the performance of this Contract Professional Liability (Errors and Omissions Liability) The policy shall cover professional misconduct or lack of ordinary skill for those positions'defined in the Scope of Services of this contract Consultant shall maintain limits for all claims covering wrongful acts, errors and/or omissions, including design errors, if applicable, for damage sustained by reason of or in the course of operations under this Contract resulting from professional services In the event that the professional liability insurance required by this Contract is written on a claims -made basis, BID REQUEST #B2400148 Page 17 Consultant warrants that any 'retroactive date under the policy shall precede the effective date of this Contract, and that either continuous coverage will be maintained, or an extended discovery period will be exercised for a period of two (2) years beginning at the time work under this Contract is completed Minimum Limits $1,000,000 Per Loss, $2,000,000 Aggregate Proof of Insurance. Upon County's request, Consultant shall provide to County a certificate of insurance, a policy, or other proof of insurance as determined in County's sole discretion County may require Consultant to provide a certificate of insurance naming Weld County, Colorado, its elected officials, and its employees as an additional named insured SubConsultant Insurance Consultant hereby warrants that all SubConsultants providing services under this Agreement have or will have the above -described insurance prior to their commencement of the Work, or otherwise that they are covered by the Consultant's policies to the minimum limits as required herein Consultant agrees to provide proof of insurance for all such SubConsultants upon request by the County No limitation of Liability The insurance coverages specified in this Agreement are the minimum requirements, and these requirements do not decrease or limit the liability of Consultant The County in no way warrants that the minimum limits contained herein are sufficient to protect the Consultant from liabilities that might arise out of the performance of the Work under by the Consultant, its agents, representatives, employees, or SubConsultants The Consultant shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages The Consultant is not relieved of any liability or other obligations assumed or pursuant to the Contract bye reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types The Consultant shall maintain, at its own expense, any additional kinds or amounts of insurance that it may deem necessary to cover its obligations and liabilities under this Agreement Certification of Compliance with Insurance Requirements The Consultant stipulates that it has met the insurance requirements identified herein The Consultant shall be responsible for the professional quality, technical accuracy, and quantity of all services provided, the timely delivery of said services, and the coordination of all services rendered by the Consultant and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies 14 Indemnity. The Consultant shall defend, indemnify and hold harmless County, its officers, agents, and employees, from and against any and all injury, loss, damage, liability, suits, actions, claims, or willful acts or omissions of any type or character arising out of the Work done in fulfillment of the terms!of this Agreement or on account of any act, claim or amount arising or recovered under workers' compensation law or arising out of the failure of the Consultant to conform to any statutes, ordinances, regulation, judicial decision, or other law or court decree The Consultant shall be fully responsible and liable for any and all injuries or damage received or sustained by any person, persons, or property on account of its performance under this Agreement or its failure to comply with the provisions of the Agreement It is agreed that the Consultant will be responsible for pnmary loss investigation, defense and judgment costs where this contract of indemnity applies In consideration of the award of this contract, the Consultant agrees to waive all rights of subrogation against the County its associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents, and volunteers for losses arising from the work performed by the Consultant for the County A failure to comply with this provision shall result in County's right to immediately terminate this Agreement BID REQUEST #B2400148 Page 18 15. Non -Assignment. Consultant may not assign or transfer this Agreement or any interest therein or claim thereunder, without the prior written approval of County. Any attempts by Consultant to assign or transfer its rights hereunder without such prior approval by County shall, at the option of County, automatically terminate this Agreement and all rights of Consultant hereunder. Such consent may be granted or denied at the sole and absolute discretion of County. 16. Examination of Records. To the extent required by law, the Consultant agrees that an duly authorized representative of County, including the County Auditor, shall have access to and the right to examine and audit any books, documents, papers and records of Consultant, involving all matters and/or transactions related to this Agreement. Consultant agrees to maintain these documents for three years from the date of the last payment received. 17. Interruptions. Neither party to this Agreement shall be liable to the other for delays in delivery or failure to deliver or otherwise to perform any obligation under this Agreement, where such failure is due to any cause beyond its reasonable control, including but not limited to Acts of God, fires, strikes, war, flood, earthquakes or Governmental actions. 18. Notices. County may designate, prior to commencement of Work, its project representative ("County Representative") who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to County Representative. All notices or other communications made by one party to the other concerning the terms and conditions of this contract shall be deemed delivered under the following circumstances: a) personal service by a reputable courier service requiring signature for receipt; or b) five (5) days following delivery to the United States Postal Service, postage prepaid addressed to a party at the address set forth in this contract; or c) electronic transmission via email at the address set forth below, where a receipt or acknowledgment is required and received by the sending party; or Either party may change its notice address(es) by written notice to the other. Notice may be sent to: TO CONSULTANT: Name: Position: Address: Address: E-mail: Phone: TO COUNTY: Name: Position: Address: Address: E-mail: Phone: Weld County Finance Department Elizabeth Relford, Grants & Special Projects PO Box 758 Greeley, CO 80632-0758 erelford@weld.gov (970) 400-3748 BID REQUEST #B2400148 Page 19 19 Compliance with Law. Consultant shall strictly comply with all applicable federal and State laws, rules and regulations in,effect or hereafter established, including without limitation, laws applicable to discrimination and unfair employment practices 20 Non -Exclusive Agreement. This Agreement is nonexclusive and County may engage or use other Consultants or persons jto perform services of the same or similar nature 21 Entire Agreement/Modifications. This Agreement including the Exhibits attached hereto and incorporated herein, contains the entire agreement between the parties with respect to the subject matter contained in this Agreement This instrument supersedes all prior negotiations, representations, and understandings or agreements with respect to the subject matter contained in this Agreement This Agreement may be changed or supplemented only by a written instrument signed by both parties 22 Fund Availability. Financial obligations of the County payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available Execution of this Agreement by County does not create an obligation on the part of County to expend funds not otherwise appropriated in each succeeding year 23 Employee Financial Interest/Conflict of Interest — C.R.S. §§24-18-201 et seq. and §24-50- 507. The signatories to this Agreement state that to their knowledge, no employee of Weld ' County has any personal or beneficial interest whatsoever in the service or property which is the subject matter of this Agreement 24 Survival of Termination. The obligations of the parties under this Agreement that by their nature would continue beyond expiration or termination of this Agreement (including, without limitation, the warranties, indemnification obligations, confidentiality and record keeping requirements) shall survive any such expiration or termination 25 Severability. If any term or condition of this Agreement shall be held to be invalid, illegal, or unenforceable by a court of,competent junsdiction, this Agreement shall be construed and enforced without such provision, to the extent that this Agreement is then capable of execution within the original intent of the parties 26 Governmental Immunity. No term or condition of this Agreement shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections or other provisions, of the Colorado Governmental Immunity Act §§24-10-101 et seq , as applicable now or hereafter amended 27 No Third -Party Beneficiary. It is expressly understood and agreed that the enforcement of the terms and conditions of this Agreement, and all rights of action relating to such enforcement, shall be strictly reserved to the undersigned parties and nothing in this Agreement shall give or allow any claim or right of action whatsoever by any other person not included in this Agreement It is the express intention of the undersigned parties that any entity other than the undersigned parties receiving services or benefits under this Agreement shall be an incidental beneficiary only 28 Board of County Commissioners of Weld County Approval. This Agreement shall not be valid until it has been approved by the Board of County Commissioners of Weld County, Colorado or its designee BID'REQUEST #B2400148 Page 20 29 Choice of Law/Jurisdiction. Colorado law, and rules and regulations established pursuant thereto, shall be applied in the interpretation, execution, and enforcement of this Agreement Any provision included or incorporated herein by reference which conflicts with said laws, rules and/or regulations shall be null and void In the event of a legal dispute between the parties, Consultant agrees that the Weld County District Court shall have exclusive jurisdiction to resolve said dispute 30 Public Contracts for Services Consultant certifies, warrants, and agrees that it does not knowingly employ or contract with an' illegal alien who will perform work under this Agreement Consultant will confirm the employment eligibility of all employees who are newly hired for employment in the United States to perform work under this Agreement, through participation in the E -Verify program Consultant shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or enter into a contract with a SubConsultant that fails to certify with Consultant that the SubConsultant shall not knowingly employ or contract with an illegal alien to perform work under this Agreement Consultant shall not use E -Verify Program or State of Colorado program procedures to undertake pre -employment screening or job applicants while this Agreement is being performed If Consultant obtains actual knowledge that a SubConsultant performing work under this Agreement knowingly employs or contracts with an illegal alien, Consultant shall notify the SubConsultant and County within three (3) days that Consultant has actual knowledge that a SubConsultant is employing or contracting with an illegal alien and shall terminate the subcontract if a SubConsultant does not stop employing or contracting with the illegal alien within three (3) days of receiving notice Consultant shall not terminate the contract if within three days the SubConsultant provides information to establish that the SubConsultant has not knowingly employed or contracted with an illegal alien Consultant shall comply with reasonable requests made in the course of an investigation by the Colorado Department of Labor and Employment Consultant shall, within twenty days after hiring a new employee to perform work under the contract, affirm that Consultant has examined the legal work status of such employee, retained file copies of the documents, and ' not altered or falsified the identification documents for such employees Consultant shall deliver to County, a written notarized affirmation that it has examined the legal work status of such employee and shall comply with all the other requirements of federal or state law If Consultant fails to comply with any requirement of this provision, County, may terminate this Agreement for breach, and if so terminated, Consultant shall be liable for actual and consequential damages Except where exempted by federal law and except as provided in C R S § 24-76 5-103(3), if Consultant receives federal or state funds under the contract, Consultant must confirm that any individual natural person eighteen (18) years of age or older is lawfully present in the United States, if such individual applies for public benefits provided under the contract If Consultant operates as a sole proprietor, it hereby swears or affirms under penalty of perjury that it (a) is a citizen of the United States or is otherwise lawfully present in the United States pursuant to federal law, (b) shall produce one of the forms of identification required by federal or state law, and (c) shall produce one of the forms of identification required by federal law prior to the effective date of the contract 31 Attorney's Fees/Legal Costs. In the event of a dispute between County and Consultant concerning this Agreement, the parties agree that each party shall be responsible for the payment of attorney fees and/or legal costs incurred by or on its own behalf 32 Binding Arbitration Prohibited Weld County does not agree to binding arbitration by any extra judicial body or person Any provision to the contrary in this Agreement or incorporated herein by reference shall be null and void BID REQUEST #B2400148 Page 21 Acknowledgment. County and Consultant acknowledge that each has read this Agreement, understands it and agrees to be bound by its terms Both parties further agree that this Agreement, with the attached Exhibits, is the complete and exclusive statement of agreement between the parties and supersedes all proposals or prior agreements, oral or written, and any other communications between the parties relating to the subject matter of this Agreement CONSULTANT By Name Title Date of Signature WELD COUNTY ATTEST Weld County Clerk to the Board BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO BY Deputy Clerk to the Board Kevin D Ross, Chair BID REQUEST #62400148 Page 22 bids From: Sent: To: Cc: Subject: Attachments: lindsey.riley@ar360consultants.com Sunday, December 22, 2024 11:58 AM bids Lindsey Riley; fred.abousleman@ar360consultants.com A/R360 Response to IFB #62400148 AR360 and ECO Response to Weld County, CO IFB for Public Engagement Plan for EJ Plan.pdf Importance: High This Message Is From an Untrusted Sender You have not previously corresponded with this sender. Use extra caution and avoid replying with sensitive information, clicking links, or downloading attachments until their identify is verified. Hello, Thank you for the opportunity to submit a proposal in response to your IFB 482400148, Public Engagement Nan for the County's Environmental Justice Plan. Attached is our proposal, in partnership with ECOnorthwest, detailing our public engagement strategies and experience with this work. We look forward to further conversations with the County about this project. I hereby waive my right to a sealed bid. If you have any questions or need further information, please do not hesitate to contact me. Thank you, Lindsey Lindsey Riley Vice President A/R360 Consultants, LLC 202-679-6116 www.AR36OConsu to ts.com 1 Public Engagement Plan for the Environmental Justice Plan STATEMENT OF QUALIFICATIONS FOR WELD COUNTY, COLORADO PREPARED BY a36 0 1 ► ECO CONSULTANTS Ll northwest 2 Cover Letter 5 Section 1: Project Workflow/Requirements 9 Section 2: Task 1. Project Management/Organization 19 Section 3: Task 2. Public Meetings/Outreach 22 Section 4: Task 3. Public Engagement Plan 24 Section 5: Appendices kR360'► ECO CONSULTANTS lnorthwest December 22, 2024 Jennifer Finch Department Head Public Information Office Weld County 1301 North 17th Avenue Greeley, CO 80631 Dear Ms. Finch, It is an honor to submit this proposal in response to Weld County's Invitation to Bid for the Engagement Plan for the Weld County Environmental Justice Plan. For decades, our firm has worked in rural and urban counties with diverse populations, stakeholders, and partners and has written and implemented innovative public involvement plans. Weld County is unique in its size; density of urban populations; diversity of rural communities; and rapid growth and changing economy. The County is one of the country's fastest -growing counties, offering unique challenges and opportunities. Housing costs continue to rise, increasing property values and the financial burden on families. Between 2021 and 2022, the median property value increased from $352,000 to $412,200, a 17.1% increase.' While poverty is lower in the County compared to the national average, it is still high and affects older residents, residents with lower educational attainment. and Latino residents disproportionally. Many of these residents also suffer from food insecurity, which is 8.9% across the County.' Latino residents, predominantly from Mexico, also comprise a fast-growing population in the County.These factors contribute to a need for better engagement and understanding of residents' issues. Given our public engagement expertise and knowledge of Weld County, we are more than qualified to communicate with residents and deliver thoughtful feedback and reports to inform your Environmental Justice plan and communication strategies. At its core, Environmental Justice (EJ) is that everyone (regardless of race, color, national origin, or income) has the right to the same environmental protections and benefits and meaningful involvement in the policies that shape their communities. Historically, the poorest and most marginalized communities lived without environmental protections and in some of the most polluted communities. It is vital to engage these citizens to understand the impacts of environmental decisions and their access to services to enhance their lives. We have assembled a Team of experts to accomplish this goal. Our Team comprises Dr. Jade Aguilar, Oscar Saucedo-Andrade, Lindsey Riley, and Fred Abousleman four public engagement specialists with in-depth and practical experience in outreach, engagement, and EJ. Jade and Oscar are with ECOnortheast (ECO); partners of A/R360, and experts in economic development and analysis. Fred and Lindsey co-own A/R360. 2 A/R360 and ECO Response to Weld County's IFB #B2400148 (PEP for the County EJ Plan) Fred managed the U S Department of Transportation EJ and sustainable communities efforts, which led to the creation of the Transportation, Community, and System Preservation Pilot Program (TCSP), a $500 million grant program to support community efforts to mitigate EJ issues and plan better to avoid them in the future by lining transportation to community and environmental goals The TCSP funded seminal planning efforts, such as Envision Utah, and was recognized with a Vice Presidential Hammer Award for good government, by bringing key environment, community, and agency stakeholders together to inform the grant program Lindsey manages numerous contracts, is an event specialist, and produces outstanding public engagement and communication plans Lindsey is assisting the Mountainland Association of Governments (representing Wasatch, Utah, and Summit Counties, UT) with a public engagement and communications assessment, which includes three Departments (aging, transportation, and community development) and dozens of programs within each This public engagement plan will be released in mid -2025 Jade specializes in equity and inclusion, specifically focusing on systemic factors that create and promote social inequities Most recently, some of her current work includes communities that suffered from the Calf -Canyon -Hermits Peak Wildfires in New Mexico Here, she assists with damage estimation that specifically impacts utilities and school distracts, and works directly with the communities through extensive public outreach and engagement to gather this information Oscar's work focuses on public engagement through urban economics and land use His Spanish language roots have assisted his engagement efforts through the multiple Housing Needs Assessments and other facilitations he has completed during his time at ECO A/R360 and ECO, our Team, have also managed and worked in similar county agencies, such as Area Agencies on Aging (AAA), Veterans Service Offices (VSO), transportation, economic and community developments, and water and air quality agencies Fred has managed an AAA, a VSO, an Economic Development District, two Metropolitan Planning Organizations, a Medicaid and Medicare program, and numerous nonprofits, and national organizations Lindsey has served as Director of Communications and Engagement in numerous organizations, developed and managed multiple communication plans and engagement strategies, created and managed brand campaigns, and overseen collateral development, such as websites, flyers, newsletters, and fundraisers Lindsey also manages consulting and grant projects, and has overseen the successful completion of multi -million dollar contracts Jade has taught outreach and engagement, DEIAB, and effective communications at Willamette University, has her Ph D from the University of Colorado, her undergraduate degree from Colorado State University, and is a nationally recognized expert in community outreach, especially for marginalized and communities of color Our Team has also developed comprehensive Public Engagement Plans, and drafted communication plans to serve agencies, inform and converse with residents, contribute feedback, set goals and priorities, and assess the outcomes of plans and projects We recently developed an engagement plan and brand campaign for Energize Cleveland, which is a project to create Citywide micrognd infrastructure to address EJ concerns about air quality, health, energy costs, and demand, and to provide a resilient and consistent source of power and distribution to dnve economic development and business growth A/R360 and,ECO Response,to. VV,eId,County's-IFB: fB240014:88.(PEP for the'County'EJ'Plan)•_ 1 We are also engaging with stakeholders and citizens on the eastern plains of Colorado, where we are assessing regional housing needs. For this project, we are conducting focus groups and stakeholder interviews. Over the last five years, our Team has conducted hundreds of stakeholder and partner interviews. dozens of focus groups; dozens of public meetings; and multiple surveys. We have met with residents in places of worship, libraries, community centers, schools, Meals on Wheels sites, and colleges to bring our engagement directly to people where they recreate, worship, and study. Our public engagement efforts have informed transportation; health and human services; digital equity; and economic and community development plans, ensuring that these plans are more responsive to residents' needs. Our Team is dedicated to diversity, equity, inclusion, accessibility, and belonging (DEIAB). As such, our communication and marketing efforts will always include all manners of participation by all community members, including electronic and paper participation; in -person and virtual meetings; multilingual translations of material; inclusive graphic design; and other considerations. These principles are in addition to the Federal ADA requirements. Your A/R360 Team Members (brief resumes included in Section 2: Task 1. Project Management/ Organization: Knowledge and Capabilities: Team Resumes and Capabilities, page 15) will be • Lindsey Riley, Vice President, A/R360, Project Manager, • Fred Abousleman, President, A/R360, Technical Lead (Fort Collins, CO); • Dr. Jade Aguilar, Ph.D., Director of Research Equity, ECO, Strategic Outreach and DEl Lead; and • Oscar Saucedo-Andrade, Project Manager, ECO, Latino Community Outreach Lead. Lindsey Riley, Vice President of A/R360, will serve as Project Manager, and can be reached at Lindsey. rileyaar360consultants.com; 202.679.6116: or 17291 Fairbourne Drive, Jeffersonton, VA 22724. We look forward to discussing the next steps with you, the County, and the Board of Commissioners; as well as developing the Public Engagement Plan for the County's Environmental Justice Plan. We hereby waive our right to a sealed bid. Thank you, • all Lindsey Riley With President and Co -Founder A/R360 Consultants, LLC 70.-vfaith, itedetiz- Dr. Director of Research Equity ECOnorthwest 4 A/R360 and ECO Response to Weld County's IFB #82400 148 (PEP for the County EJ Plan) Section 1: Project Workflow/Requirements GRANT AWARD, CONTRACTING, AND DEVELOP WORK PLAN Our Team will work with the County to execute the contract to begin work on the project. No revisions are requested in the proposed County contract (Schedule F of the Weld County Invitation For Bid [IFB] Request #B2400148, Public Engagement Plan (PEP) for the Weld County Environmental Justice [EJ] Plan). Our Team will develop a draft work plan to present to the County for input, review, and approval. The detailed work plan will ensure that the PEP, and public engagement meet all County public outreach needs and requirements. The work plan will also address the timeline and milestones necessary to complete the PEP development work and public meetings scheduled as requested in the County's IFB, and negotiated in the initial Kick Off Meeting between our Team and the County. The work plan will be reviewed during weekly meetings (See Section 2: Task 1. Project Management/Organization: Weekly Meetings, page 9 for more details) between our Team and the County, and updated, as needed, to meet project goals. METHODS FOR DETERMINING SCOPE AND HOURS Our Team has completed thousands of similar tasks —public engagements (such as focus groups, interviews, or surveys), summary reports, and PEPs--in counties, across urban and rural communities, and with stakeholders and partners nationwide. As such, we understand the time and effort involved in identifying, planning, and budgeting for, conducting, and delivering projects similar to Weld County's IFB. We use methodologies developed over years of practice that reflect state-of-the-art engagement and ensure sensitivity to residents' time, culture, location, and other constraints (school or work schedules, for instance). Additionally. our Team ensures that each engagement - no matter the method - is tailored to meet a locality's needs. We understand that residents may have other conflicting engagements; therefore, we offer an electronic survey for feedback for those who cannot attend the in -person meetings. Our Team sets realistic targets for input on the survey; and objectives for in -person meetings and virtual interviews. As such, we know the effort required to develop the content; deliver the events; and collate the materials and notes into a summary report. The estimate of task hours we propose for this project is based on our initial research, and understanding of the work we will need to complete with County Staff, including any modifications made during the Kick Off meeting and throughout the project period. MEETING THE SCHEDULE / PROJECT TIMELINE Weld County is specific about its project timeline and expected outcomes. As such, our Team proposes a timeline that meets those expectations while providing the best level of feedback from County residents, stakeholders, and partners. We will utilize weekly meetings with our Team and the County (including the Project Manager and any other relevant County Staff); and the work plan to manage the project timeline. Our Team values open and honest feedback, and is fanatical about client service. Therefore, we will adjust our work to meet the County's needs. Our Team has a history of setting and meeting task order schedules for all our contracts. We do so by • detailing the scope of work in each task (completed during the Kick Off Meeting and updated, as needed during the Weekly Meetings); establishing a project management system to track progress (via Monday.com`^' and during Weekly Meetings with updates to the work plans); A/R360 and ECO Response to Weld County's IFB #B2400148 (PEP for the County EJ Plan) 5 • communicating with the County regarding potential issues (during Weekly Meetings or via email/ phone, if more urgent); • allocating resources efficiently and effectively; and • monitoring performance against the project timeline, making necessary adjustments, and communicating any changes to the County during Weekly Meetings. Most importantly, we maintain open communication with the County to ensure alignment on expectations, deliverables, and deadlines throughout the project - during and outside weekly meetings. Our Team has established a draft project timeline (below) that includes meeting schedules and report timeframes. A detailed version of this project timeline (the work plan) will be provided during the Kick Off Meeting. Project Timeline Six as seen Detailed Months in - Section Proposal, January - 3: Task June page 2. 2025 Public Meetings: 20) Numbers represent p months of the year. (Tasks, Task 1 Project Management/Organization Contract Signing (by the third week of the month) Kick Off Meeting (by the last week of the month) Submit Monthly Invoices and Billing Report Weekly Project Meetings Manager with and our any and County Team; Staff Task 2 Public Meetings/Outreach Interview week of three February) County stakeholders (by the third Hold (by a the virtual third meeting week of with February) County Staff members Survey February; who attend distributed paper in -person survey no later meetings will than be available the first week to those of M 1 Pre Meetings -Draft PEP Confirmation times week in of -person February) of locations, meetings (by dates, the and first 1 . I I Materials and February) distributed for social (by the media developed second week of in last In -person English week meetings and of February) one in held, Spanish including (by the two Draft meetings Summary Report of first set of 6 A/R360 and ECO Response to Weld County s IFB #B2400148 (PEP for the County EJ Plan) - - _ Task con't 2, Meetings Post- Draft PEP Confirmation times meetings of the (by second of the locations, third set of week dates, in -person of of and March) - T Materials and March) distributed for social (by the media developed fourth week In -person in second English week meetings and of one April) in held, Spanish including (by two the Draft meetings Summary Report of second set of Deliver County Staff virtual six stakeholder public meeting meetings; interviews; one survey; and one three County , Deliver Summary Public Engagement Report _ I , Public Engagement Plan Draft Public Engagement Plan Task 3 County Staff Feedback Final Public Engagement Plan _ _ _ DELIVERABLES Deliverable #1: Public Engagement Plan Our Team will develop a PEP for Weld County's EJ Plan that will "effectively communicate and perform transparent governmental process[es] for County procedures involving [C]ounty departments, the general public, and external stakeholders/collaborators to ensure the fair treatment and meaningful involvement of ALL people, regardless of race, color, national origin, or income."3 For more information about this PEP, see Section 4: Task 3: Public Engagement Plan: Develop a Public Engagement Plan for the County's EJ Plan, page 22. We will deliver a PEP that will serve as a strategic document that outlines how the County. or one of its project teams, can actively involve stakeholders, community members. and the general public in the decision -making process or in shaping the outcomes of a project, policy.. or initiative. The document will include the following pieces. 1. Goals and Objectives: The purpose of the engagement, such as gathering feedback, increasing awareness, or building consensus. 2. Target Audience: Identify stakeholders, including community members, advocacy groups, businesses, and other relevant parties. 3. Engagement Strategies: Methods and tools to involve the public, such as surveys, workshops, town halls, focus groups. or digital platforms. 4. Communication Plan: How information will be shared, including through social media, newsletters, websites, or public announcements. 5. Timeline: A schedule of engagement activities, including key milestones and deadlines. 6. Evaluation Metrics: Criteria to measure the success and effectiveness of the engagement efforts. The County's PEP will be well -crafted and thorough to ensure transparency, foster trust, and empower communities to have a meaningful role in decisions that affect them. A/R360 and ECO Response to Weld County's IFB #B2400148 (PEP for the County EJ Plan) 7 Deliverable #2 Public Meetings Our Team will hold six public meetings, conduct interviews, and distribute a survey to County residents The six public meetings will take place in person Four will occur in English and be hosted by our Team, two will be hosted by the Latino Coalition of Weld County (or a similar organization) and be conducted in Spanish Three meetings will occur before the PEP is drafted and three after Additionally, our Team recommends that a brief survey be made available to residents of Weld County to reach as many as possible The survey results and feedback from each meeting will be incorporated into the draft PEP For more information about these public meetings and survey, see Section 3 Task 2 Public Meetings/ Outreach Outreach Tools, page 20 ti. Deliverable #3 Summary Report Our Team will document, develop, and deliver a summary report of the public meetings Anticipated information from each meeting to be included in the report will be, • Agendas and location information, • Lists of attendees, • List of questions raised and answers provided, • Any follow-up actions requested from the County, • "Hot topics" for attendees, and • Written summary of the meeting We will immediately provide any action items to the County Project Manager, noting them in the Summary Report A summary section of the document will review an overall summary of all meetings, including notable differences between meeting locations or English vs Spanish-speaking meetings MONTHLY INVOICES A/R360 will submit monthly invoices, including a monthly billing report (see Section 1 Project Workflow/ Requirements Monthly Billing Report, page 8 for more details), a detailed budget, and any receipts to the County Project Manager monthly MONTHLY BILLING REPORT Our Team, A/R360, and our sub -consultant, ECO, will submit a monthly billing report along with the invoice The monthly billing report will include a cover letter that will outline 1 all work billed during the previous month, which is included on the invoice, 2 all work expected to be performed during the next invoice period, 3 any challenges that occurred during the invoice period, and 4 any difficulties anticipated during the next invoice period Attachments to this letter will include 1 Copy of the work plan, 2 Copy of the detailed budget, 3 Agendas for any meetings that took place, 4 Receipts/backup data for any requested reimbursements, and 5 Timesheets for Team Members working on the project, including their hourly rate and number of hours billed ry '' y ' A/R360iancl E.C'® espouse t eld County B B tF2400/148(REJVpr the Section 2: Task 1. Project Management/Organization PROJECT MANAGEMENT PROCESS Our Team utilizes Monday.com for project management; Slack© channels for Team and client communications; Harvest& to manage time tracking; and Quickbooks" Online for invoicing. We use Google© Docs or Microsoft. Word (depending on the preference of our clients) to create shared documents, as appropriate. Our Team has managed projects similar to this Weld County IFB for more than 50 combined years. We are experts in outreach and public engagement with stakeholders from all backgrounds and abilities, and for all topics - from transportation to economic development to brownfield redevelopment. We understand how to reach the public - in rural and urban areas - and look forward to connecting with community members. Our project management method is very hands-on. Our Team consistently monitors tasks, budget. and deliverables to ensure the project stays on track. Importantly, we keep our clients informed and will provide frequent updates, both during Weekly Meetings, and via phone or email. as necessary, should something arise between meetings. If our clients ever have a question, we are always available. KICK OFF MEETING The Kick Off Meeting will be scheduled (for the second week of the contract), and materials will be provided within the first week of the contract being signed. Our Team will manage the calendar invitation. Zoom© (or other virtual software) meeting, and take notes for this meeting. (The date and time of this meeting are to be determined immediately following the signing of the contract.) We will develop the agenda (distributed during the first week of the contract) to include the following items for discussion. • Introductions between our Team and the County Staff. • Review the work plan. • Verify the in -person meeting schedules, times, and locations with County Staff to ensure no conflicts with County schedules. We will work to find appropriate solutions and/or alternatives if there are any conflicts. Please note that our Team cannot account for externalities such as weather. In this case, we will work to modify the meeting schedule(s), as appropriate, or find alternative engagement strategies to meet project goals. Review draft outreach materials. Our Team will have begun drafting outreach materials/ concepts for in -person meetings, social media campaigns, and a survey, for which we would like to receive initial feedback from the County. Schedule Weekly Check -In Meetings to review the project status and coordinate any upcoming tasks with the County Project Manager. • Answer any questions from the County Staff/Project Manager. WEEKLY MEETINGS The County's IFB proposes bi-weekly meetings, which our Team can accommodate. However, given the short project timeline, we suggest weekly meetings. We recommend conducting these meetings virtually to accommodate Weld County Staff availability. The meeting schedule will be determined and set at the Kick Off Meeting. Our Team will manage the calendar invitations and Zoom (or other virtual software) meetings. We will provide a written project update (via email) if a meeting needs to be canceled. A/R360 and ECO Response to Weld County's 1FB #B2400148 (PEP for the County EJ Plan) tif--.^4'?' For each meeting, the agenda will be as follows • Review previous meeting minutes, • Review work plan, • Review budget (at the beginning of each new month), • Update on stakeholder interactions, and • Questions and answers If an additional agenda item(s) is added, notification will be provided to the County Project Manager at least 48 hours before the meeting, along with any materials Updated work plans and budgets, as well as the meeting minutes from the previous meeting, will be provided to the County Project Manager 48 hours in advance of the meetings If the County needs to add any items to the agenda, please contact our Team's Project Manager as soon as possible before the meeting LIST OF CRITICAL ISSUES Our Team has identified several critical issues for this project Throughout this proposal, we have identified ways to address these issues 43. S Concerns Strategy to Address Concern Assessing the impact of EJ programs on communities As part of our public meetings and survey, we will ask if residents know of these programs and/or have participated in services Assessing if residents are aware of EJ and other County services We will ask questions about this in our public meetings and as part of our survey The need to engage the County Latino community and strategies to do so Via in -person meetings with our Team or Latino community -based organizations The best way to conduct outreach is to ensure attendance at meetings in rural areas Assessing how rural residents receive and prefer to get information We will ask about this at our public meetings and as part of our survey The split of County services that are County -wide, such as aging and Veteran services, versus those that are County- specific, such as nonincorporated services Utilize existing materials to create a high- level roadmap of services, determine how the County reaches urban and unincorporated residents, and the applicability of services by resident location (unincorporated, incorporated, or both) This roadmap will be included in the Public Engagement Summary Report For more information on this Report, see Section Task 2 Public Meetings/ Outreach Public Engagement Summary Report, page Ensuring residents are sampled correctly to get meaningful responses Assess a sample of County surveys to calculate responses to test validity Understanding ways residents get news and information As part of our survey and outreach, we will be asking this question, and assessing, as part of the PEP, if and how the County assesses it `0 qsi nse' ogWel� 200,14F.(PER; o the, ty EJ *,,04; METHODOLOGY Our Team will utilize the project management tool Monday com© for organizing and managing this project The Team will be led by a Project Manager, Lindsey Riley, who will facilitate the Kick Off Meeting and weekly meetings between our Team and the County, to ensure that the project remains on time and within budget, and that all deliverables are met She will also work with the community organizations to schedule each in -person meeting The Technical Lead, Fred Abousleman, will be the point person for all stakeholder meetings and the survey He will work closely with our Strategic Outreach and DEIAB Lead and Latino Community Outreach Lead, Jade Aguilar and Oscar Saucedo-Andrade, to ensure outreach materials and content are appropriate for the County's stakeholders They will also coordinate with one or more Latino community -based organizations in Weld County to ensure the voices of these residents are heard in the EJ Plan Together, this Team will incorporate pieces of the Scrum4 methodology for project management Those principles include Control over the process This requires transparency, communication, regular evaluation, and adaptation Value -based priority[z]ation Prioriti[[z]ation goes on value and benefit to the customer This helps to determine which tasks are most essential Time -boxing This sets out a schedule for tasks, including meetings Iterative development This is the adjustment of the project throughout different iterations to deliver a high -quality result 5 BUDGET Our budget is $54,962 for the three tasks detailed in this proposal By task, the budget breaks down as follows • Task 1 Project Management/Organization $7,250, • Task 2 Public Meetings/Outreach $33,962, and • Task 3 Public Engagement Plan $13,750 The hourly rate for all Team Members is $250 Task 1 Project Management/Organization Tasks included in this budget item include the Kick Off Meeting and the Weekly Meetings between our Team, and the County Project Manager, and any County Staff Other deliverables, including the monthly invoice and billing report, are included in this report, but our Team considers these consultant responsibilities and will not charge this to the contract Task 1 Project Management/Organization Hours Total Kick Off Meeting - 6 $1,500 Weekly Meetings (only charging an hour per meeting, though multiple Team Members will attend) 23 $5,750 Totals 29 $7,250 A/R360 and ECO Response to We Id`C'.ounty's IFB•#82400148 (PEP fo?,ttie`County EJ Flap) • 11: . Z-- %" +" ,V •. "' 'P1"r"�r.. 7 1• `Task 2 Public Meetings/Outreach This budget line item includes everything required to ensure the smooth planning, launch, and execution of a public meeting This includes the meeting preparation (Team Member hours), venue costs, advertising, event materials/displays, food costs, and public engagement sessions (Team Member hours) Task 2 Public Meetings/Outreach Hours Total Meeting Preparation (Team Member Hours) • Social media development (two hours/meeting, including graphic design) Pre -PEP meetings (two hours per meeting, an hour for food/drink shopping, 5 hours per meeting) Post -PEP meetings (two hours per meeting, an hour for food/drink shopping, 5 hours per meeting) Latino meetings (two hours per meeting, an hour for food/ drink shopping, 5 hours per meeting) Developing survey (creating and printing survey for in - person meetings) Interview three County stakeholders, via Zoom (preparation and scheduling) • Virtual meeting with County Staff Members (preparation and scheduling) 84 $21,000 Venue Costs • Briggsdale High School • Our Lady of Grace Church • Latino In -Person Meetings • Latino Coalition of Weld County (LCWC) N/A $1,100 Advertising • Pre -PEP meetings • Post -PEP meetings • Latino meetings N/A $450 Event Materials/Displays • Pre -PEP meetings • Post -PEP meetings • Latino meetings N/A $1,250 Food Costs • Pre -PEP meetings • Post -PEP meetings • Latino meetings N/A $750 Travel • Pre -PEP meetings • Post -PEP meetings • Latino meetings • Lodging, for inclement weather • Meals and Incidentals, for inclement weather N/A $1,537 Public • • • • • Engagement Pre Post Latino Interview Virtual -PEP -PEP meetings three meetings Sessions County with County Staff Member Members via Hours) Zoom 16.5 $4,125 (Team stakeholders, meetings meeting Summary • Draft Report Summary Report 15 $3,750 Totals 115.5 $33,962 Task 3: PEP for the County's EJ Plan Tasks included in this budget item are the draft PEP, and updating the PEP based on any comments from the County. Task 3: PEP for the County's EJ Plan Hours Total Draft PEP 1 40 $10,000 Update and Finalize PEP, based on comments from County 15 $3,750 Totals 55 $13,750 KNOWLEDGE AND CAPABILITIES What sets our Team apart? Our Team has decades of experience in community outreach and engagement; working with elected and appointed officials; community, business, and education leaders; clergy and religious leaders; DEIAB outreach; advocacy and education; and research and data collection in virtually every region across the country. Outreach and Collaboration Our Team has worked with hundreds of local governments; business partners; state and Federal agencies; health and social service care systems; non -profits; and universities and colleges nationwide. We collaborate with local elected officials and business leaders, and work with economic development; energy; health; art and culture; workforce; social service; and transportation agencies in all our work. We believe success is built on collaboration and consider effective outreach a foundation for a successful plan. Our firm utilizes - • List preparation; • Email generation and email communication management; • Partner identification; • Website development and management; • Branding and logo development; • Social media engagement and management; • Neighborhood and community data collection and analysis, including • Business, economic, housing, infrastructure, and resource data; • Survey development and deployment; DIVERSITY. EQUITY. INCLUSION, ACCESSIBILITY, AND BELONGING (DEIAB) A/R360 is dedicated to DEIAB principles and practice. As such, the Team works to ensure participation from as many diverse groups as possible, including communities of color; LGBTQIA+; tribal; aging; students; dislocated and disadvantaged workers: minority and women -owned businesses; and other underserved populations, through all of its outreach, engagement, events, and advocacy. A/R360 and ECO Response to Weld County's IFB #B2400148 (PEP fcr the County EJ Plan) 1 3 Arl • Focus group management, In-depth interviews, • Targeted outreach, and • Program and project management Implementation Successes Our Team Members have decades of experience successfully completing projects, including community and regional protects in Arizona, Colorado, Louisiana, Maine, New Mexico, North Carolina, Ohio, Oregon, Pennsylvania, Tennessee, Texas, Virginia, and Washington Our Team has also worked with non -profits and local and regional agencies in many other states, including California, Florida, Indiana, Maryland, Minnesota, Washington, and Wisconsin Proven Stakeholder Facilitation Techniques Our Team has agile, powerful, and thoughtful facilitation and engagement tools and processes developed through our extensive experience with all levels of government, business, and educational institutions We understand how to engage diverse populations, local elected officials, Boards of Directors, partners, stakeholders, and institutions - and apply the best tools to achieve outcome -driven decisions Events and Meetings Team Members have conducted hundreds of nationwide meetings, events, retreats, focus groups, and other events We have extensive vendor contract management experience, relationships with national chains, registration and tracking, sponsorship, agenda building and management, and collateral development knowledge We have facilitated neighborhood meetings, national training conferences, and Washington DC fly -ins Our Team has managed national training certification programs, built and managed course development, scheduling, student and teacher tracking, and certifications and badges Our Team is a 360 -degree event and training management firm Fanatical Customer Service and Responsiveness When our Team partners with you, you get our Team's full attention We pride ourselves on listening, understanding, embracing your needs and concerns, and ensuring that every issue or opportunity is addressed quickly and to mutual satisfaction Firm Qualifications Our Team Members are experts at conducting meetings, events, surveys, interviews, and focus groups, especially in conjunction with local governments and diverse communities We have collectively and successfully performed hundreds of such engagements, identified stakeholders and partners, conducted thoughtful interviews, developed surveys, and collected feedback to inform elected officials and staff We have contributed to transportation, economic and community development, aging, sustainability, and EJ plans and projects nationwide Additionally, A/R360 is the only firm that has managed and overseen many similar county programs, such as the AAA, VSO, transportation, economic development, sustainability, and EJ programs Our Team knows the languages of these programs, the challenges they face conducting outreach, the depth of services they provide residents, and their outcomes on county growth and residents' health Our Team will be available to attend any required meetings, on -site and can accommodate virtual meetings We are happy to work with the County's Project Manager and Public Information Office (PIO) We look forward to meeting with County Staff, and/or the Board of County Commissioners 14, dd C 1:1 pi#82'400x1 O' ((PEPfor t e Go Eva TEAM RESUMES AND CAPABILITIES Ms. Lindsey Riley, Vice President and Co -Founder of A/R360; Program Manager Statement of Qualifications: Lindsey has overseen and managed federal, local, and foundation funding and projects for over 20 years. She has managed multiple projects; and worked with local governments. councils of governments, and metropolitan planning organizations. in rural and urban communities nationwide on plans and programs ranging from public engagement, strategic economic development, and resiliency plans to transportation and broadband initiatives. Project Snapshot: • Project Manager / Led developing and publishing of the Comprehensive Economic Development Strategies (CEDS) and Resiliency Reports for the Androscoggin Valley Council of Governments (AVCOG) and Northeast Ohio Areawide Coordinating Agency (NOACA).. including public engagement, Advisory Committees, documents, and ArcGIS StoryMaps. • Project Manager / Led public engagement efforts; coordinated and published the Digital Equity Plan for Forsyth County, North Carolina, including printed and electric versions, available at FCDigitalEquity.org. • Led the public engagement plans and efforts for the National Association of Regional Councils (NARC, almost eight years); Oregon Cascades West Council of Governments (OCWCOG, five years): and the Gestalt Institute of Cleveland (two years). Education: Bachelor of Arts, Mary Washington College Mr. Fred Abousleman, President and Co -Founder of A/R360; Technical Lead Statement of Qualifications: Fred works on public outreach and engagement; community and economic development; transportation; freight and goods movement; and development and health access issues with local governments and regions across the country. He led the three -county OCWCOG; managed a $30 million business lending portfolio; a four -county EDD; Medicaid delivery program; managed sustainable development and EJ programs; and urban and rural transportation programs with the Federal Highway Administration (FHWA); and led the NARC for over ten years. Project Snapshot: • Led the OCWCOG 170 staff, $41 million budget, and oversaw a five-year strategic plan; 2015- 2020 Plan development, Medicaid expansion, environment, business recruitment, ride share program, $30 million lending portfolio, transportation programs, and economic and business development. • Developed outreach plans for Meals on Wheels. Veterans Services, rideshare programs, aging and disability programs, and international personal and professional development courses. • Develops strategic operational and management plans for agencies. • Managed EJ and sustainable development policy and programs for the FHWA. • Created the Transportation and Community and System Preservation Pilot Program for FHWA. Education: Master of Community and Regional Planning; and Master of Public Policy, University of New Mexico Dr. Jade Aguilar, Ph.D., Director of Research Equity of ECO; Strategic Outreach and DE/AB Lead Statement of Qualifications: Jade, an ECO Board Member, is a practitioner -scholar with a deep understanding of institutional and systemic factors that create and promote social inequities. She has worked with various private and public organizations to offer consultation on community - engaged research, institutional and systemic changes related to equity and inclusion, or providing an equity lens in project -based work. Her research focuses on examining these inequities, and the effectiveness of strategies to close these gaps. Jade specializes in research methodologies that promote equity and center community engagement instead of traditional methods that may exacerbate or perpetuate existing inequities. She has received national awards and grants for academic and administrative research, teaching, and diversity advancement initiatives. A/R360 and ECO Response to Weld County's IFB #B2400148 (PEP for the County EJ Plan) 15 Project Snapshot: • Equity Index Tool for Pierce County, Washington. publicly available, interactive tool designed to assess and improve equitable access to opportunity using demographic, geographic, socioeconomic, and countywide community indicators, ongoing. • Social Characterization Analysis and Outreach for Washington State Recreation and Conservation Office (RCO), Washington, developing socioeconomic and political profiles of communities to help Washington RCO improve community outreach for their grants, ongoing. • Anti -Displacement Plan for the City of Cornelius, Oregon, developing an anti -displacement program by researching tools and strategies, collaborating with Unite Oregon on community engagement, and crafting recommendations to prevent displacement of marginalized communities, small businesses, and cultural assets, ongoing. • Tenant Relocation Nexus Study, City of Austin. Texas, assessing the impact of multifamily and mobile home park redevelopment on low-income households, supporting the City's decision on rehousing service fees tied to tenant displacement, ongoing. Education: Ph.D. Sociology, University of Colorado at Boulder; and Graduate Certificate in Women's Studies, University of Colorado at Boulder Mr. Oscar Saucedo-Andrade, Project Manager of ECO; Latino Community Outreach Lead Statement of Qualifications: Oscar's professional focus is at the confluence of land use and urban economics. His work at ECO is focused on public policy and the factors that drive real estate investment. Oscar works with private and public sector clients to help them develop actionable solutions to challenges related to land use, economic development, affordable housing, and development feasibility. Oscar is fluent in Spanish and will support this Weld County project's Latino community task items. Project Snapshot: • Housing Needs Assessment and Code Update for the Town of Silt, Colorado, supporting a housing needs assessment and code update by assisting with community engagement and targeted code update tasks, ongoing. • Need Assessment for Archuleta County, Colorado. supporting the County with an updated housing needs assessment, projecting workforce housing needs to guide future planning and policy decisions, ongoing. • Pasco Housing Needs Assessment for the City of Pasco, Colorado's Department of Community and Economic Development, assisting the City by analyzing housing stock, identifying gaps, and evaluating strategic housing policy feasibility to increase affordable housing availability, ongoing. • Housing Action Plan for Missoula County, Montana, assisted the County in developing its inaugural housing action plan, convening a steering committee of local experts to devise strategies for boosting housing supply, fostering housing stability. and enhancing collaboration among City, County, and local agencies for coordinated planning, 2022. Education: M.U.R.P., Portland State University; and B.EnvD. Sustainable Planning and Design, University of Colorado at Boulder 16 A/R360 and ECO Response to Weld County's IFB #82400148 (PEP for the County EJ Plan) REFERENCES Our Team's references are included in the table beginning on the following page. Client Forsyth County Digital Equity Committee (FCDE) Address Winston-Salem, North Carolina Phone 336-414-7978 Contact Client Address Martha Allman Former Committee Member, FCDE; and Retired Provost, Wake Forest University allmanmbwfu.edu Northeast Ohio Areawide Coordinating Agency (NOACA) Cleveland, Ohio Phone 216-241-2414 x100 Contact Grace Gallucci Executive Director NOACA ggallucci(a'mpo. noaca.orq Details: A/R360 assembled research; mapped the County; surveyed communities; interviewed community members; and wrote the County's first Digital Equity Plan (Plan). Hundreds of surveys, interviews, and meetings were completed with stakeholders and the public, including marginalized and underrepresented community members. Hundreds of data sets were reviewed and analyzed; and graphics/visualizations were produced. Accompanying the Plan are an Executive Summary and a Data Summary: all three documents are available on the FCDE website. A/R360 wrote the Plan to include a review of the County's Internet usage. devices, gaps, and demographics; and outline why digital equity and inclusion are essential to the lives of County residents and the strength of its communities. The Plan offers recommendations derived from the analysis of the data, surveys, research, and interviews completed. The Plan has been recognized across the State, through the State Office of Digital Equity and Literacy's Director Annette Taylor, and nationally, by Vice President Harris. as exemplary. bit.ly/FCDigitalEquityPlan Details: A/R360 was hired to complete NOACA's first CEDS, including a website to showcase the document's highlights. Because this was their first CEDS, it was the first time their five Counties were coming together to talk about economic development as a Region - though their Counties had talked about it for some time. A/R360 assembled research; mapped the Counties; surveyed and interviewed stakeholders across each of the Counties - elected officials and the public; and wrote the County's CEDS. Many surveys, interviews, and meetings with stakeholders and the public (including marginalized and underrepresented community members) were completed, including those from a Committee of public and elected officials. Hundreds of data sets were reviewed, analyzed, and graphics/ visualizations were produced. The final CEDS document includes a SWOT Analysis; graphics and visualizations; a resiliency framework; action steps; and benchmarks for guiding the Region over the next five years. bit.ly/NOACACEDS20232028 A/R360 and ECO Response to Weld County's IFB #B2400148 (PEP for the County EJ Plan) 17 Client and Address I City of Hillsboro, Oregon Details: in vibrant underinvestment. community Greater are opportunities increase avoiding reinvestment, gentrification, community ultimately, Development the working revitalization Latino -based feel. to units pitfalls City for such displacement, community and create of ECO, organizations, of the that as Hillsboro affordable will project its strategies Hillsboro Latino real in Calle often deliver that partnership estate -owned and is is Diez has accompany ongoing, committed that housing, the including Downtown loss prospecting, endured neighborhood, increase Calle businesses, of with an though while Diez community to historic several Bienestar, Partnership, authentic investing Equitable a The The Than, the the the Phone 503-681-6492 Contact Justin Senior Economic Department City engage@Hillsboro-Oregon.gov of DeMello Project Hillsboro Development Manager, more of This Team Strategy. Client and Address State of New Mexico is future Details: Peak District, Electric caused. determine districts, Agency will and assisting provide financial project litigation Wildfire, In Las Cooperative initially (FEMA) -Hermits the response Mora Vegas a is involves crucial planning the financial ongoing, purposes. for recovery Peak County, largest City Federal to to foundation a for the assess impact Wildfire Schools, comprehensive in Mora the 2022 New Emergency affected the on outcome final Analysis. Independent for Calf Mexico's and utilities and extensive recovery result potentially Canyon/Hermits Mora communities. of analysis Management and history, this will San School damages efforts school project be Miguel for to a ECO Calf Phone . 619- 314-5763 Contact Krystle Project kberkstresser@ Berkstresser Manager This but grants The the singletonschreiber.corn This Canyon s Hi Isboro Connecting Forsyth County zattyth counLy l Qi$1t4I Equei* Ausn OREGON NOACA REGION Comprehensive Economic Development Strategy 2023-2028 'IJRTHEAST Oslo 4-4 tde 18 A/R360 and ECO Response to Weld County's IFB #B2400148 (PEP for the County EJ Plan) Section 3: Task 2. Public Meetings/Outreach OBTAINING FEEDBACK Our Team will conduct six public, in -person meetings (see Section 3: Task 2. Public Meetings/Outreach: Outreach Tools, page 20) to meet with residents predominantly across the rural unincorporated areas of Weld County. We will interview three key County stakeholders (e.g., the Southeast Weld County Chamber of Commerce, United Way of Weld County, and others to be determined) and hold a virtual meeting with appropriate County Staff members (e.g., the AAA, VSO. Health Services Office, or PIO) to understand higher -level concerns better. Finally, we will survey residents across the County, seeking their input on the EJ Plan and other County public engagement efforts. Feedback from these interviews and meetings will be incorporated into in -person stakeholder meetings and materials. For more information about these efforts. see Section 3: Task 2. Public Meetings/Outreach: Outreach Tools, page 20. CONTENT, MATERIALS, ETC. Our Team will utilize Weld County's social media feeds to announce meetings. The County's Facebook feed will be used predominantly, as it has the most followers. However, content will be created for X and Instagram. We do not anticipate utilizing YouTube for public engagement; we are open to this discussion during the Kick Off Meeting. Our Team will coordinate with the County's PIO to provide content for the social media updates. We will ask the County's PIO to update the Events listing webpage, https://www.weld.gov/Events-directory. Our Team will provide the content for these updates with as much lead time as possible before each meeting. Our Team will engage with County Staff (via its initial Zoom meeting and follow-up emails directly or through the PIO) to update their staff, volunteers, and residents about upcoming meetings and the survey. Additionally, County departments could reach out to residents and include the meetings in their communications. Our Team is happy to provide language for these newsletters; emails, or updates. We will ask the County Commissioners (via the County Staff) to announce upcoming meetings at their Board of Commissioners Meetings, as appropriate. Their endorsement of the meetings, survey. and County's PEP can speak volumes to residents. Finally, our Team would work directly with other communication channels across the County, including schools (such as Briggsdale High School and Galeton Elementary School to notify parents); and numerous local institutions (such as the St John Catholic Church in Stoneham). Notices will be for upcoming meeting locations and available survey. Content Information In addition to the meeting outreach and notifications content, our Team will develop materials for each in - person meeting and an online survey. Residents will be provided with both English and Spanish content. In -person meeting content could include presentations, infographics, and one -pagers about EJ; information about County services; or the like. A/R360 and ECO Response to Weld County's 1FB #B2400148 (PEP for the County EJ Plan) 19 A survey will be distributed via the County's Facebook and X social media sites. (See Section 3: Task 2. Public Meetings/Outreach.. Outreach Tools, page 20 for more information.) The survey, which will focus on County services, will include no more than five questions and at least one open-ended question. The purpose of the survey is to collect several pieces of information relatively quickly from rural residents. OUTREACH TOOLS Our Team understands the County wants to conduct six public meetings in diverse locations across the rural unincorporated areas of the County. We have identified two possible locations to conduct meetings and are open to a third for Latino outreach: • Briggsdale High School - English speaking (Briggsdale; north), • Our Lady of Grace Church - English speaking (Wattenberg; south), and • Latino Outreach meetings (to be identified). Given the difficulty of finding unincorporated meeting locations, we could move a meeting to Milliken or Kersey. located in the central part of the County. DETAILED PROPOSAL Community Meetings A/R360 proposes six community in -person meetings: four in English, two before and two post -PEP development; and two in Spanish, one pre- and one post -PEP development, at the following locations. One meeting will be held at each location before and after the draft -PEP release. • Briggsdale High School (Briggsdale), • Our Lady of Grace Church (Wattenberg), and • Latino outreach meetings (to be identified). Our Team will host these English-speaking meetings. which will allow community members to provide information and feedback on County services and communications. We plan on having an introduction and a presentation at each meeting to provide the purpose and overview of County programs and the project's expected outcomes. Team Members will conduct a guided question and answer session to procure participant feedback on how they receive information: information preferences; and general concerns about lack of knowledge of services or ways to get information. For participants who prefer not to speak or have physical barriers, we will also provide a survey to fill out on hand and make the online survey link available. Latino Outreach Concurrently. our Team proposes reaching out to the Latino Community by partnering with community - based organizations (CBOs) that have deep ties to the Latino and farmworking communities in Weld County. As the County is 40% Latino, this is a critical and diverse group of residents to connect with. By working with organizations such as the Latino Coalition of Weld County (LCWC, https://www.facebook. corn/LatinoCoaltionOfvveldCounty), who already have existing relationships with residents who may be primarily Spanish-speaking, undocumented, and/or migrant workers - historically harder to reach - we can best understand how the County can both gather and share information with these communities. Our multicultural and bi-lingual Team proposes to host two public meetings at locations/times suggested by LCWC to best attract a diverse group of Latino residents in unincorporated Weld County. These two events will be hosted in Spanish. Our Team will coordinate with the LCWC to plan and ensure that the needs of the County are met. Ideally, these meetings will be located centrally in the County for maximum attendance, one held pre and post -PEP draft release. 20 A/R360 and ECO Response to Weld County's IFB #B2400148 (PEP for the County EJ Plan) Survey Our Team proposes distributing a survey via the County's Facebook and X social media sites Residents can complete the survey from any electronic device following applicable County or State survey regulations The survey will assess residents' understanding of, and access to, County services, and their primary communication venues and preferences The online survey will be accessible via Google® Forms Interviews Our Team will interview three key County stakeholders and appropriate County Staff members, via a Zoom meeting, to better understand higher -level concerns To the best extent possible, County stakeholder interviews will be scheduled within the first three weeks, and the Zoom call with County Staff within the first two weeks of the contract signing See Section 3 Task 2 Public Meetings/ Outreach Obtaining Feedback, page 19 for more information about these interviews PUBLIC ENGAGEMENT REPORT Our Team will provide a Public Engagement Summary Report, including an overview of the process, key findings, and outcomes Specifically, the report will include the following sections to inform the EJ Plan's PEP 1 Executive Summary This summary will provide a brief overview of the purpose of the public engagement, methods used, key findings, and highlight the most important takeaways or recommendations 2 Introduction The introduction will be brief, noting why the public engagement was conducted, the scope and objective of the public engagement, and the background for the work 3 Methods of Engagement This section will detail the public engagement methods, target audience, timeline, and participation metrics 4 Key Themes This section will summarize key themes, requests, or other information collected during the public engagement sessions, survey, and interviews completed 5 Roadmap This section will utilize existing feedback and material from the meetings, interviews, and surveys to create a high-level roadmap of services, including how the County reaches urban and unincorporated residents, and the applicability of services by resident location (unincorporated, incorporated, or both) 6 Outcomes and Impact This section will discuss any recommendations to the draft PEP or items to be discussed with the County that emerged from the public engagement sessions Specific comments will be included as examples, where applicable 7 Challenges and Lessons Learned This section will focus on any challenges faced dunng the public engagement process, or worked well and what could be improved for future engagements 8 Appendices Finally, an appendix will be included with the raw data and information, including the survey results, attendance lists, agendas (as applicable), etc , utilized and gathered during the public engagement process 'A/R360 arid.ECO Response"tp, Weld `.CounipRs;IFS°#B2400148 (PEPPfor.the County EJ'FI`an) 21 Section 4: Task 3. Public Engagement Plan DEVELOP A PUBLIC ENGAGEMENT PLAN FOR THE COUNTY'S EJ PLAN Our Team will work with the Weld County Communications Department and the PIO to review all versions and documents associated with the PER As noted in the draft timeline (See Section 1: Task 1. Project Management/Organization: Meeting the Schedule/Project Timeline, page 5), a draft copy of the PEP will be available no later than the end of April 2025 for County review. Our Team will develop a PEP for the County's EJ Plan using the following processes. 1. Define the Goals - County Staff conducting the PEP (County PE Staff) should work with the County EJ Staff to define the goals and objectives of the PEP. 2. Determine the Stakeholders and Where They Are - County PE Staff should assist the County EJ Staff in determining who its Stakeholders are and how to find them. 3. Community Assessment - County PE Staff should conduct a community assessment through in -person meetings/focus groups and surveys to determine the stakeholder needs and desires of the County EJ Staff. 4. Develop a Communication Plan - Based on feedback from the Community Assessment, County PE Staff should develop a Communication Plan to be included in the PEP for the stakeholders. This Communication Plan will consist of recommendations for communicating with residents and stakeholders. 5. Evaluation and Reporting - County PE Staff should evaluate and report on, via the PEP, the engagement process results and provide a comprehensive PEP for the County to utilize in its EJ Plan. Our Team will detail these steps through the PEP delivered as part of this IFB. Several important considerations will be included in our Team's PEP for the County. such as: • Accessibility; • Equity and Inclusion; • Transparency and Accountability; and • Continuous Improvement of the PER Additionally, our Team will consider existing programs and current County Staff communications work, including • current public involvement efforts by County Staff, such as media, postal mailings, flyers, in - person meetings, surveys, and other outreach to stakeholders and partners; • social media (Facebook© - 32k followers; X© - 2,455 followers; Instagram© - 181 followers; YouTube© - 157 subscribers); and • county website (https://www.weld.gov/Home). Finally, our Team will work with County Staff to analyze and amplify existing County solutions through the PEP, such as its • mass email solution system, including • email distribution and list preparation; • email generation and communication management; • Partner identification; • website development and management; • branding and logo development; • social media engagement and management; and • its integration with the County's website and mass email system; • neighborhood and community data collection and analysis. including • business, economic, housing, infrastructure, and resource data; • survey development and deployment; and • Stakeholder engagement, including • focus group, in-depth interviews, and targeted outreach management and deployment. 22 A/R360 and ECO Response to Weld County's IFB #82400148 (PEP for the County EJ Plan) PUBLIC OPEN HOUSE EVENTS Our Team recommends four in -person meetings two in English and two in Spanish Three will occur before the PEP is drafted, and three will occur after it is drafted We aim to hold meetings in nonincorporated areas across the County, ensuring the maximum audience for each meeting and topic (pre- or post -draft PEP) Meetings Targeted to English -Speaking Residents Our Team will coordinate two of these meetings (one pre- and one post -draft PEP) To do so, we have selected the following sites for these meetings (The sites will be finalized during the Kick Off Meeting ) • Briggsdale High School (Bnggsdale, north), and • Our Lady of Grace Church (Wattenberg, south) Meetings Targeted to Spanish -Speaking Residents The LCWC will select the location(s) of the two Latino community meetings Our Team will update the County Program Manager once we learn the location We will also encourage the LCWC to locate these meetings centrally We will coordinate with County Staff, if these are not appropriate venues, and/or if the dates and times determined do not work for County Staff For more information about these public meetings, see Section 3 Task 2 Public Meetings/Outreach Outreach Tools, page 20 Section 5: Appendices QUALIFICATION CRITERIA 1 Bidder shall clearly identify the Consultant's methodology for organizing and managing this project to ensure it will be delivered on time and within budget. 4 See Section 2: Task 1. Project Management/Organization: Methodology, page 11 2. Provide qualifications of your firm and staff proposed to perform the work on this project, demonstrating the experience and ability necessary to perform the Scope of Work described in this Schedule B. See Section 2: Task 1. Project Management/Organization: Knowledge and Capabilities, page 13 3. Provide a list of critical issues the Consultant considers to be of most importance. —4 See Section 2: Task 1. Project Management/Organization: List of Critical Issues, page 10 4. Provide ideas or suggestions on how your firm can set and meet task order schedules. ► See Section 1: Project Workflow/Requirements.- Meeting the Schedule/Project Timeline. page 11 5. Provide the methods for determining scope and work hours associated with task orders. --i See Section 1: Task 1. Project Management/Organization: Methods for Determining Scope and Hours, page 5 6. Provide a list of any similar projects completed within the last five (5) years, along with references involving key staff proposed to work on this project. As part of the reference check process, the County may choose to contact one or more of the listed projects/agencies and/or request copies of the plans and documentation completed. -4 See Section 2: Task 1. Project Management/Organization: References, page 17 ACRONYMS A/R360 A/R360 Consultants. LLC AAA Area Agency on Aging AVCOG Androscoggin Valley Council of Governments CEDS Comprehensive Economic Development Strategy DEIAB diversity, equity, inclusion, accessibility, and belonging EDD Economic Development District ECO ECOnorthwest EJ Environmental Justice FCDE Forsyth County Digital Equity FEMA Federal Emergency Management Agency FHWA Federal Highway Administration IFB Invitation for Bid LCWC I Latino Coalition of Weld County NARC National Association of Regional Councils NOACA Northeast Ohio Areawide Coordinating Agency OCWCOG Oregon Cascades West Council of Governments PEP Public Engagement Plan PIO Public Information Office Plan Digital Equity Plan RCO Recreation and Conservation Office TCSP FHWA's Transportation, Community, and System Preservation Pilot Program VSO Veterans Service Office 24 A/R360 and ECO Response to Weld County's IFB #B2400148 (PEP for the County EJ Plan) CITATIONS Cover Image - https://nationalparktraveling.com/wp-content/uploads/Pawnee-Buttes-1200.jpg 1. https://datausasio/profile/geo/weld-county-co&sa=D8csource=docs&ust=17348202652999598,usrA 0vVaw1A NRrSZBP BzJZ0-7ylb 2. Ibid. 3. Weld County IFB #B2400148, November 25, 2024. 4. https://uk.indeed.com/career-advice/career-development/scrum-methodology 5. Ibid. ATTACHMENT Schedule D - Bid Form is included on the following two pages. A/R360 and ECO Response to Weld County's IFB #B2400148 (PEP for the County EJ Plan) 2 3 Schedule D - Bid Form Fees Provide fees for this project in the space below: Task Ho u r s Hourly Rate Task Cost Task 1: Project Management/Organization _ 29 $250 $7,250 Task 2: Public Meetings/Outreach 115.5 $250 $33,962 55 $250 $13,750 Task 3: Public Engagement Plan EJ Public Engagement Plan Total Lump Sum Cost $ 54,962 _ The undersigned, by his or her signature, hereby acknowledges and represents that: 1. The bid proposed herein meets all the conditions, specifications, and special provisions set forth in the Invitation for Bid for Request No. #B2400148. 2. The quotations set forth herein are exclusive of any federal excise taxes and all other state and local taxes. 3. He or she is authorized to bind the below -named bidder for the amount shown on the accompanying bid sheets. 4. Acknowledgement of Schedule E -- Insurance 5. Acknowledgment of Schedule F — Weld County Contract 6. By submitting a responsive bid or proposal, the supplier agrees to be bound by all terms and conditions of the solicitation as established by Weld County. 7. Weld County reserves the right to reject any and all bids, to waive any informality and minor irregularities in the bids received, and to accept the bid that, in the opinion of the Board of County Commissioners, is to the best interests of Weld County. The bid(s) may be awarded to more than one vendor. The total cost of preparation and submission shall be borne by the Consultant. All information submitted in response to this Invitation for Bid is public after the Notice of Award has been issued. The Consultant should not include as part of the bid any information which they believe to be a trade secret or other privileged or confidential data. If the Consultant wishes to include such material, then the material should be supplied under separate cover and identified as confidential. Entire bids marked confidential will not be honored. Weld County will endeavor to keep that information confidential, separate, and apart from the bid subject to the provisions of the Colorado Open Records Act or order of court. Attestation Item Entry Company Name: A/R360 Consultants, LLC Address: 701 17291 Bonita Fairbourne Avenue; Drive; Fort Collins, Jeffersonton, CO 80526 VA 22191 Phone: 202.679.6116 lindsev.riley@ar360consultants.com Email: 85-1492320 FEIN/Federal Tax ID #: BID REQUEST #B2400148 Page 9 CONSULTANT By ^M December 21, 2024 Date of Signature Namendsey Riley Title Vice President and Co -Founder, A/R360 Consultants, LLC BID REQUEST #B2400148 Page 10 M/R ® VEHICLE OR EQUIPMENT CERTIFICATE OF INSURANCE DAT2(MM/DDrrrvY) l i 0111712D25 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER This form is used to report coverages provided to a single specific vehicle or equipment Do not use this form to report liability coverage provided to multiple vehicles under a single policy Use ACORD 25 for that purpose PRODUCER StateFarm HEIDI WASHBURN STATE FARM 519 MAIN ST WINDSOR CO 80550 CONTACT HEIDI WASHBURN NAME (acNtu , Ext) 970-833-5304 I FNC, No) Mass HEIDI@SFHEIDI COM PRODUCER CUSTOMERID# INSURER(S) AFFORDING COVERAGE NAIL # INSURED FRED ABOUSLEMAN & DEBORAH FARRIS & AR360 CONSULTANTS LLC 701 BONITA AVE FORT COLLINS, CO 80526-3134 INSURERA State Farm Mutual Automobile Insurance Company 25178 INSURER B v INSURER v INSURER D v INSURER E v DESCRIPTION OF VEHICLE OR EQUIPMENT YEAR MAKE / MANUFACTURER MODEL 2016 VOLVO S60 BODY TYPE SPORT WG VEHICLE IDENTIFICATION NUMBER YV4A22PM5G1032270 DESCRIPTION VEHICLE/EQUIPMENT VALUE SERIAL NUMBER COVERAGES CERTIFICATE NUMBER REVISION NUMBER THIS IS TO CERTIFY THAT THE POLICY(IES) OF INSURANCE LISTED BELOW HAS/HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD(S) INDICATED NOTWITHSTANDING ANY REQUIREMENT TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICY(IES) DESCRIBED HEREIN IS/ARE SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICY(IES) INSR LTR ADD iNSRD TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE (MM/DD/YYYr POLICY EXPIRATION DATE (MM/DD/YYYY) LIMITS A VEHICLE LIABILITY 530 1096 -F09 -06A 01/17/2025 06/09/2025 COMBINED SINGLE LIMIT $ 1,000,000 BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE $ GENERAL LIABILITY OCCURRENCE CLAIMS MADE EACH OCCURENCE GENERAL AGGREGATE $ INSR LTR LOSS PAYEE TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE (MM/DDIYYYY) POLICY EXPIRATION DATE (MM/DD/YYY, LIMITS / DEDUCTIBLE A X - VEH COLLISION LOSS 5301096 -F09 -06A 01/17/2025 06/09/2025 ❑� ACV ❑ AGREED AMT ❑ ❑ STATED AMT $ LIMIT $ 5OO DED A X 'EH'EPHVEH Cr' 5301096 -F09 -06A 01/17/2025 06/09/2025 E ACV ❑ AGREED AMT ❑ ❑ STATED AMT $ LIMIT $ 50O DED EQUIPMENT BASIC SPECIAL BROAD ❑ ACV ❑ AGREED AMT ❑ RC ❑ STATED AMT ❑ $ LIMIT $ DED REMARKS INCLUDING SPECIAL CONDITIONS / OTHER COVERAGES) (Attach ACORD 101 Additional Remarks Schedule, If more space is required) USE OF NON -OWNED VEHICLE BODILY INJURY AND PROPERTY DAMAGE IS ON VEHICLE ADDITIONAL INTEREST CANCELLATION Select one of the following X The additional interest described below has been added to the pohcy(ies) fisted herein by policy number(s) - A request has bean submitted to add the additional interest described below to the policypes) listed herein by policy numbers) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS VEHICLE /EQUIPMENT INTEREST I I LEASED I I FINANCED DESCRIPTION OF THE ADDITIONAL INTEREST NAME AND ADDRESS OF ADDITIONAL INTEREST Weld County 1250 H St Greeley, CO 80631 X ADDITIONAL INSURED LOSS PAYEE LENDERS LOSS PAYEE LOAN/LEASE NUMBER AUTHORIZED REPRESENTATIVE Completed by an authorized Slate Farm representative If signature is required, please contact a State Farm agent ACORD 23 (2016/03) © 1997-2015 ACORD CORPORATION All rights reserved The ACORD name and logo am registered marks of ACORD 1004361 142987 4 04-24-2020 AC® ®6� CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DDrt'YY1� 09/17/2024 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the pohcy(tes) must have ADDITIONAL INSURED provisions or be endorsed If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s) PRODUCER HISCOX Inc 5 Concourse Parkway Suite 2150 Atlanta GA, 30328 CONTACT PHONE FAX gt. Ex, (888) 202-3007 I (a/c, No) ADDRESS contact@hiscox coin INSURER(S) AFFORDING COVERAGE NAIL # INSURER Iliscox Insurance Company Inc 10200 INSURED A/R360 Consultants, LLC 17291 Falrbourne Drive Jeffersonton, VA 22724 - INSURER B INSURER C INSURER D INSURER E INSURER F COVERAGES CERTIFICATE NUMBER REVISION NUMBER THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS Ng TYPE OF INSURANCE DDUBR SWVD POLICY NUMBER POLICYEFF (MM/DD47, POLICYEXP (MM/DD/YYYY) LIMITS A X COMMERCIAL GENERAL LIABILITY 1 CLAIMS -MADE EI OCCUR Y P104 399 374 1 01/23/2025 01/23/2026 EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED PREMISES (Ea occurrence) 1 100,000 MED EXP (Any one person) $ 5,000 PERSONAL 8,ADV INJURY $ 1,000,000 GEN L AGGREGATE LIMIT APPLIES PER X POLICY ❑ T T El LOC OTHER GENERAL AGGREGATE $ 2,000,000 PRODUCTS-COMP/OP AGO $ SIT Gen Agg AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS HIRED AUTOS SCHEDULED AU TOS NON OWNED AUTOS COMBINED SINGLE LIMIT (Ea accident) $ BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTYDAMAGE (Per acadenU $ UMBRELLA LIAR EXCESS LIAR OCCUR CLAIMS MADE EACH OCCURRENCE $ AGGREGATE DED I I RETENTION $ $ WORKERS COMPENSATION AND EMPLOYERS LIABILITY Y / N OFF' YPROPRLEI ArIrE RTNER/EXECUTIVE EREXCLUDED7 (Mandatary m NH) (Mandatory If yes describe under DESCRIPTION OF OPERATIONS below N/A - I STATUTE I I Er E L EACH ACCIDENT $ E L DISEASE EA EMPLOYEE $ E L DISEASE POLICY LIMIT $ A A Cyber and Data Risk Professional Liability Y Y P102 509 252 2 P102 509 251 2 01/23/2025 01/23/2025 01/23/2026 01/23/2026 Each Claim $ 250000 Aggregate $ 250 000 Each Claim $ z 000 000 Aggregate $ 2 000 000 DESCRIPTION OF OPERATIONS / LOCATIONS /VEHICLES (ACORD 101, Additional Remarks Schedule, maybe attached If more space is required) Consultant to provide a certificate of insurance naming Weld County, Colorado, its elected officials, and its employees as an additional named insured CERTIFICATE HOLDER CANCELLATION Weld County, Colorado, Its elected officials, and Its employees 1150 O Street SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Greeley, Colorado 80631 THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS AUTHORIZED REPRESENTATIVE 'lid ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION All rights reserved The ACORD name and logo are registered marks of ACORD tr Ct F Entity Information Entity Name* Entity ID" AR360 CONSULTANTS LLC @00049477 Q New Entity? Contract Name* Contract ID CONSULTING SERVICES FOR THE EJ PUBLIC 9048 ENGAGEMENT PLAN Contract Status CTB REVIEW Contract Lead * ERELFORD Contract Lead Email erelford@weld.gov Parent Contract ID Requires Board Approval YES Department Project # Contract Description* THIS CONTRACT IS A COMPLIMENT PUBLIC OUTREACH PLANNING EFFORT TO THE ENVIRONMENTAL JUSTICE PLAN. Contract Description 2 THIS PROJECT WILL BE PAID WITH EIAF DOLA GRANT FUNDS. Contract Type* CONTRACT Amount* $ 54,962.00 Renewable * NO Automatic Renewal Grant IGA Department FINANCE Department Email CM-Finance@weld.gov Department Head Email CM-Finance- DeptHead@weld.gov County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WEL RN EY@WEL D.GOV If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Requested BOCC Agenda Date* 01/27/2025 Due Date 01/23/2025 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? YES Bid/RFP #* B2400148 Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Termination Notice Period Contact Information Review Date* 01/27/2026 Committed Delivery Date Renewal Date Expiration Date* 01/27/2026 Contact Info Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Purchasing Approver Purchasing Approved Date CONSENT 01/24/2025 Approval Process Department Head Finance Approver Legal Counsel CHERYL PATTELLI CONSENT CONSENT DH Approved Date Finance Approved Date Legal Counsel Approved Date 01/24/2025 01/24/2025 01/24/2025 Final Approval BOCC Approved Tyler Ref # AG 012725 BOCC Signed Date Originator ERELFORD BOCC Agenda Date 01/27/2025 MEMORANDUM TO: Board of County Commissioners DATE: January 13, 2025 FROM: Elizabeth Relford, Grants & Special Projects SUBJECT: Bid No. B2400148 — Environmental Justice Public Engagement Plan Weld County received two responsive bids from qualified consulting firms to develop a Public Engagement Plan (PEP) in complement to the Environmental Justice (EJ) Plan. The firms include CDR Associates in the amount of $60,546 and A/R360 Consultants, LLC in the amount of $54,962. The lowest responsive bid was from A/R360 Consultants, LLC; therefore, staff recommends awarding the low bid to A/R360 Consultants, LLC in the amount of $54,962. The PEP will be paid with DOLA Energy and Impact Grant Funds as part of developing the EJ Public Engagement Plan (PEP). I am available to answer any questions you may have. 1A3 ZpZc4-34 Ol MOTO WELD COUNTY PURCHASING 1301 N 17TH Avenue, Greeley, CO 80631 E-mail: reverettaweldgov.com E-mail: coeisertSiweldgov.com E-mail: ttaylor@weldgov.com Phone: (970) 400-4222, 4223, 4454 DATE OF BID: DECEMBER 23, 2024 REQUEST FOR: ENVIRONMENTAL JUSTICE PLAN DEPARTMENT: FINANCE BID NO: B2400148 PRESENT: DECEMBER 30, 2024 APPROVAL DATE: JANUARY 13, 2025 VENDORS A/R 360 CONSULTANTS, LLC 701 BONITA AVENUE FORT COLLINS, CO 80526 CDR ASSOCIATES 4696 BROADWAY, SUITE 1 BOULDER, CO 80304 Precision Consulting Firm, LLC (Non -responsive) 1980 Festival Plaza Drive, Suite 300 Las Vegas, NV 89135 FINANCE DEPT WILL BE REVIEWING THE PROPOSALS. 2024-3401 t Z/30 Hello