Nicotine Tax Collection & Compliance RFP

Agency: Summit County
State: Colorado
Type of Government: State & Local
NAICS Category:
  • 541213 - Tax Preparation Services
  • 541219 - Other Accounting Services
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Sep 17, 2019
Due Date: Oct 14, 2019
Solicitation No: 2019-3
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Number: 2019-3
Bid Title: Nicotine Tax Collection & Compliance RFP
Category: Finance
Status: Open

The award of this project is contingent on a countywide nicotine sales tax referendum being passed within Summit County, Colorado. If approved this sales tax would be effective 1.1.2020. It is necessary to begin the RFP process to select a sales tax collection and compliance vendor at this time to meet the 1.1.2020 effective date.
Publication Date/Time:
9/17/2019 8:30 AM
Closing Date/Time:
10/14/2019 5:00 PM
Contact Person:
Martina Ferris - 970-453-3434 or
Related Documents:

Attachment Preview

Proposals Due:
October 14, 2019 by 5 p.m. MST
Summit County Government (“County”) is soliciting bids from qualified contractors to provide services for the
following collection, administration and distribution of a local nicotine tax.
The award of this project is contingent on a countywide nicotine sales tax referendum being passed within
Summit County, Colorado. If approved, this sales tax would be effective 1.1.2020. It is necessary to begin the
RFP process to select a sales tax collection and compliance vendor at this time to meet the 1.1.2020 effective date.
Copies of the request are available at under ‘Bids & Proposals’ or by request at the
County Finance Department. Contact Martina Ferris, Finance Director for additional project information at or 970-453-3434.
Scope of Services
Contractor shall furnish all labor, transportation, and incidentals necessary to perform the sales tax administration
Work shall be completed as set forth in a contract for this project to be negotiated with the County based upon the
contractor’s written proposal.
Indemnification and Insurance
Contractor shall indemnify and hold harmless the County from and against all claims, damages, losses, and expenses
arising out of or resulting from acts or omissions of the Contractor, Contractor’s sub-contractors or otherwise arising
out of the performance of services by Contractor. No later than seven (7) days following the execution of an
Independent Contractor Agreement between the County and Contractor, the Contractor shall provide the County with
certificates of insurance evidencing the types and amounts of insurance specified below:
Standard Workers’ Compensation as required by law in the State of Colorado; and
Comprehensive General Liability Insurance for operations and contractual liability adequate to cover the
liability assumed hereunder with limits of not less than $400,000 on account of any one person and $1.2 Million
for each occurrence of property damage and personal injury; and
Automobile Liability insurance in those instances where Contractor uses an automobile, regardless of
ownership, for the performance of the Services. Contractor shall carry insurance, written on the comprehensive
automobile form insuring all owned and non-owned automobiles with limits of not less than $400,000 (bodily
injury per person), $400,000 (each accident) and $400,000 (property damage).
Insurance coverage shall not be reduced below the limits described above or cancelled without the County’s written
approval of such reduction or cancellation. Certificates of such insurance, of agents and subcontractors, shall be
provided to the County upon request. With regard to all insurance, such insurance shall:
Be primary insurance to the full limits of liability herein before stated and, should County have other valid
insurance, County insurance shall be excess insurance only; and
Not cancelled without thirty (30) days prior written notice to the County.
Proposal Format
Costs for performing services outlined in this request for proposals shall be clearly stated to allow the County to
effectively evaluate each proposal.
Refinements and Improvements
Applicants should feel free during the proposal submission process to provide any suggestions or comments that might
be advantageous for the County to consider in terms of any efficiencies, issues or processes. The County is not
committed to any single scenario, but efficiency of resources and minimizing impacts are critical in completing this
The following pages contain the RFP instructions and owners requirements.
A. Issuing Officer
This Request for Proposals (“RFP”) is issued by the Summit County Finance Department. For questions, please contact
Martina Ferris, Finance Director at or call 970-453-3434.
B. Purpose
This RFP provides prospective contractors with sufficient information to prepare and submit proposals for
consideration by the County. To be considered responsive, each proposal must provide for completion of the tasks
outlined in the RFP.
C. Scope
This RFP contains the instructions governing the proposals to be submitted and the materials to be included therein.
These are mandatory requirements that must be met to be eligible for consideration.
D. Scheduling
Proposals must be submitted via email to to the Finance Department by
November 8 no later than 5 p.m. MST. The proposal should outline the schedule for commencement of service.
E. Inquiries and Questions
Prospective applicants are welcome to make inquiries and ask questions concerning the RFP to obtain clarification of
the any requirements or schedule a site visit to the properties. Direct all inquiries to:
Martina Ferris, Finance Director
Finance Department
Time Schedule:
Monday, September 16, 2019 Request for Proposals publicly advertised and posted on County website
Monday, September 30, 2019 Deadline for all Questions
Monday, October 7, 2019 All Questions, Comments and Responses to Questions posted by the County at Bids
and Proposals on
Monday, October 14, 2019 Proposals must be submitted via email to
no later than 5:00 p.m. MST.
Tuesday, October 15, 2019 Official Bid Opening at 9:00 a.m.
Monday, October 21, 2019 Interview with short-listed Proposers if necessary
Monday, October 28, 2019 Contract negotiations (week of)
Thursday, November 7, 2019 Notice of Award and send Unsuccessful Bidder letter (email) to all proposers
F. Instructions for Submission of Proposals
It is imperative, when submitting a proposal, that the outside of the submission email be addressed as follows and with
appropriate text in the email subject line and text in the top few lines of the body of the email:
Email Address:
Subject Line Text:
Vendor’s Name - Proposal for Nicotine Tax Collection and Administration
Body Text:
ATTN: Martina Ferris, Finance Director, Finance Department
Proposal for: Nicotine Tax Collection and Administration
1. Contractor's company name
2. Contact name and phone number
G. Late Proposals
It is the responsibility of each vendor submitting a proposal to ensure that emailed proposals arrive to the Finance
Department by 5 p.m. MST on October 14.
H. Proprietary Information
Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself.
Response Material Ownership
All materials submitted regarding this RFP become the property of the County and will only be returned at the County's
J. Incurring Costs
The County is not liable for any costs incurred by those who have submitted proposals prior to issuance of a signed
K. Acceptance of Proposal Content
The contents from the selected contractor’s proposal will become contractual obligations if a subsequent agreement is
reached. Failure of the successful contractor to accept these obligations may result in cancellation of the award and
such contractor may be removed from future solicitations.
L. Acceptance Time
The County intends to make a proposal selection within 60 business days after the closing date for receipt of proposals.
M. Budget
Costs for performing services must be included in the proposals and should be clearly stated to allow the County to
effectively evaluate each proposal.
The proposal submitted must clearly address the requirements outlined in the RFP. Any concerns that the contactor
may have about meeting these requirements shall be specifically identified in the proposal.
Scope of Work
Provide an outline of the contractor’s understanding of the project. Summarize the basic approach to providing the
services, and any recommendations on improving efficiencies in the process.
Contractor shall furnish a summary of experience on similar projects and be prepared to provide examples. Include a
brief description of past and current projects. Each summary shall include a brief project description and name, address
and phone number of a local contact person involved in the project. The statement of qualifications should also provide
a summary of contractor's ability to successfully complete the requirements of this RFP. The statement of qualification
shall be brief but shall include at a minimum the following:
1. Description of similar projects
2. Capabilities (including equipment) and staff
The County intends to engage the most qualified contractor available for this assignment while minimizing the costs
to the County. Responsiveness to the RFP will be a principle basis for evaluation. Proposals shall provide a
straightforward and concise presentation adequate to satisfy the requirements of the RFP. The proposal should clearly
express the contractor's understanding of the County's specific requirements, indicating the contractor's qualifications
to conduct this service in a thorough and efficient manner.
Failure to disclose a conflict of interest is a misdemeanor criminal offense under Colorado Law. Such conflict may
arise if any public official exercises any substantial discretionary function in connection with a government contract,
purchase, payment or other pecuniary transaction without necessary disclosures as defined by Colorado Revised
Statutes (C.R.S.) Section 18-8-308 as amended.
Selection Process.
1. The County reserves the right to reject any and all proposals, to consider alternatives, to waive irregularities
and to re-solicit proposals.
2. The County reserves the right to conduct such investigations of, and discussions with, those who have submitted
proposals (“Proponents”) or other entities as it deems necessary to assist in the evaluation of any proposal or to
secure maximum clarification and completeness of any proposal.
3. All proposals submitted must be valid for a minimum period of ninety (90) days after the date of the proposal
opening. Each Proponent must submit with the proposal a list of all subcontractors, independent contractors or
sub-consultants employed or proposed to be employed by the Proponent in the performance of the contract.
4. Selection of a contractor will be made at the sole discretion of the County. The County may consider the
following criteria when evaluating proposals that includes but is not limited to:
a. Cost;
b. The reputation, experience and efficiency of the Proponent;
c. The ability of the Proponent to perform the contract or provide the goods and services within the time
d. The comparative quality of the goods and services bid;
e. The Proponent’s performance under previous contracts with Summit County;
f. The number and scope of conditions attached to the proposal;
g. The Proponent’s interest in the project, as well as their understanding of the project scope and the specific
requirements of Summit County; and
h. The application of all of the above criteria to any sub-consultants, subcontractors or products to be utilized
by the Proponent.
5. Contract negotiations will take place with the most qualified contractor. The County reserves the right to
incorporate specific contract provisions into the Proponent’s standard contract if the County’s standard contract
cannot be used. Such provisions include but are not limited to insurance and indemnification provisions and
governmental immunity provisions. If a contract cannot be negotiated, the negotiations will be terminated in
writing and negotiations will begin with the next most qualified contractor.

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