0. RFP25-0262 Virtual Reality Equipment _ Software 1.5.pdf

Request for Proposals Colorado Department of Corrections

April 21, 2025

RFP #2025000262

Virtual Reality Equipment and Software

Sole Point of Contact for this Solicitation is:

Kellie Siegfried – Contract Administrator IV (kellie.siegfried@state.co.us)

Contact with any other State personnel regarding this procurement, unless specifically authorized by the above-named Sole Point of Contact, may result in disqualification.

This solicitation is being published in the Colorado Vendor Self Service page (Colorado VSS) and Bidnetdirect.com//cdoc so that Offerors who have an interest may submit a proposal in accordance with the terms of this solicitation. Any changes to the solicitation will be Posted on the above sites as well.

Offerors are urged to read the solicitation document and attachments thoroughly before submitting a proposal.

Offerors are required to submit Federal Employer Identification Number (FEIN) (W-9) prior to award from the Colorado Department of Corrections.

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TABLE OF CONTENTS

TABLE OF CONTENTS

1. DEFINITIONS, TERMS, AND ACRONYMS

2. SOLICITATION INFORMATION

A. Introduction B. Anticipated Term C. Schedule of Activities D. Offeror Inquiries

3. SCOPE OR WORK/SPECIFICATIONS AND REQUIREMENTS

4. PROPOSAL SUBMISSION INFORMATION

A. Proposal submission instructions B. Timeliness of Proposal Submissions C. Proposal Format and Content D. Accessibility Requirements E. Mandatory Requirements F. Technical/Business Proposal G. Cost Proposal H. Incurring Costs

5. EVALUATION METHODOLOGY

A. Evaluation Process B. Evaluation Committee C. Proposal Evaluation Criteria D. Demonstrations and Discussions

6. AWARD

A. Award (See Procurement Rule R-24-103-201-01) B. Single proposal C. Documents after Award

Attachments:

1. Exhibit A – Offeror RFP Checklist

2. Exhibit B – Required Offeror Information

3. Exhibit C – W-9 Request for Taxpayer ID Number

4. Exhibit D – Price Proposal

5. Exhibit E – Offeror Disclosure State

6. Exhibit F – Non-Disclosure of Interest Offeror

7. Exhibit G – General Administrative Information

8. Exhibit H – Purchase Order Terms and Conditions, Personal Service Contract Template, OIT

Contract Template, and/or Data Sharing Agreement

9. Attachment A – Insurance Information

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1. DEFINITIONS, TERMS, AND ACRONYMS

A. AR means administrative regulation.

B. Awarded Contractor/Vendor/Offeror/Respondent means the Offeror whose proposal the

CDOC determines to be most advantageous and is approved and accepted by CDOC which enables CDOC to undertake a Contract with the Contractor for the purchase of the services or goods or both.

C. Business Day means any day in which the State is open and conducting business, but shall not include Saturday or Sunday or any day on which the State observes the holidays listed in §24- 11-101(1), C.R.S.

D. CDOC means Colorado Department of Corrections or State.

E. Chief Procurement Officer means the individual to whom the Executive Director has delegated his or her authority pursuant to §24-102-202, C.R.S. to procure or supervise the procurement of all supplies and services needed by the State.

F. CJI means criminal justice information collected by criminal justice agencies needed for the performance of their authorized functions, including, without limitation all information defined as criminal justice information by the U.S. Department of adjustment, Federal Bureau of Investigation, Criminal Justice Information Services Security Policy, as amended and all Criminal Justice Records as defined under C.R.S. 24-72-302.

G. Contract means any type of state agreement, regardless of what it may be called (purchase order, agreement, contract, etc.), between a governmental body and a contractor, where the principal purpose is to acquire supplies, services, or construction or to dispose of supplies for the direct benefit of a governmental body. “Contract” includes commitment vouchers as described in §24-30-202 C.R.S.

H. Contract Funds means the funds that have been appropriated, designated, encumbered, or otherwise made available for payment by the State under Contract.

I. Contractor means any organization or individual that seeks to provide or is already providing goods or services. Often synonymous with selected, successful, or awarded Offeror, Bidder, or Vendor.

J. CORA means Colorado Open Records Act, §24-72-200.1 et seq., C.R.S.

K. C.R.S. means Colorado Revised Statutes as amended.

L. Data Sharing Agreement means a formal contract that details what is being shared and the appropriate use for the data.

M. HIPPA means Health Information Portability and Accountability Act.

N. Offender means member of the CDOC inmate population (including YOS).

O. Offeror means any organization or individual submitting a proposal in response to a Request for Proposal (RFP) solicitation. More generally to mean any organization or individual submitting an offer, bid or proposal in response to any type of procurement solicitation. Same as Bidder, Vendor, or Respondent.

P. OIT means Office of Information Technology.

Q. PHI means any protected health information, including, without limitation any information whether oral or recorded in any form or medium: (i) that relates to the past, present, or future physical or mental condition of any individual; the provision of health care to an individual; or the past, present or future payment for the provision of health care to an individual; and (ii) that identifies the individual or with respect to which there is a reasonable basis to believe the information can be used to identify the individual. PHI includes, but is not limited to any

V010925 Request for Proposals Page 3 of 15 information defined as Individually Identifiable Health Information by the Federal Health Insurance Portability and Accountability Act.

R. PII means personally identifiable information including, without limitation, any information maintained by the State about an individual that can be used to distinguish or trace an individual, such as medical, educational, financial, and employment information. PII includes, but is not limited to, all information defined as personally identifiable information in C.R.S.

§24-72-501 and §24-73-101.

S. PREA means prison rate elimination act.

T. Proposal means an offer in response to a Request for Proposal (RFP) solicitation.

U. RFP means Request for Proposal, a procurement solicitation that seeks offers from organizations or individuals to perform the scope of work or provide goods as defined in the RFP. An RFP is issued with the intent of selecting the most advantageous proposal, making an award to that Offeror(s) and entering into a Contract. Award selection is based on multiple factors; price being one, but sometimes price may not be the critical factor.

V. SDVOSB means Service Disable Veteran Owned Small Business Participation.

W. Solicitation means a document issued by a prospective buyer that requests competitive offers from organizations or individuals to sell the goods or services or both that are specified in the document. A solicitation typically results in an award of a Contract or Purchase Order for the goods or services based on an award methodology defined in the solicitation. Types of solicitations issues by the State of Colorado agencies include: Request for Proposals (RFP), Invitation for Bid (IFB), Documented Quote (DQ).

X. State Confidential Information means any State Records not subject to disclosure under CORA. State Confidential Information shall include, but is not limited to, PII, PHI, PCI, Tax Information, CJI, and State personnel records not subject to disclosure under CORA. State Confidential Information shall not include information or data concerning individuals that is not deemed confidential but nevertheless belongs to the State, which has been communicated, furnished, or disclosed by the State to Contractor which (i) is subject to disclosure pursuant to CORA; (ii) is already known to Contractor without restrictions at the time of its disclosure to Contractor; (iii) is or subsequently becomes publicly available without breach or any obligation owed by Contractor to the State; (iv) is disclosed to Contractor, without confidentiality obligations, by a third party who has the right to disclose such information; or

(v) was independently developed without reliance on any State Confidential Information.

Y. State Fiscal Rules means those fiscal rules promulgated by the Colorado State Controller pursuant to C.R.S. §24-30-202(13)(a).

Z. State Fiscal Year means a twelve (12) month period beginning on July 1 of each calendar year and ending on June 30 of the following calendar year. If a single calendar year follows the term, then it means the State Fiscal Year ending in that calendar year.

AA. State Records means any State data, information, and records, regardless or physical form, including, but not limited to, information subject to disclosure under CORA.

BB. Subcontractor means a vendor selected by the Contractor that enters into a contractual relationship with the primary Contractor to carry out the project as a result of the solicitation.

CC. VSS means the State of Colorado’s Vendor Self-Service System website located at www.colorado.gov/vss. All solicitations published by State agencies and institutions are published on VSS, unless specific entities have been granted to opt out of the program.

Vendors have access to this website.

DD. YOS means Youthful Offender System within the Colorado Department of Corrections, Division of Adult Parole, Community Corrections, and Youthful Offender System.

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2. SOLICITATION INFORMATION

A. Introduction

On behalf of the State of Colorado, Colorado Department of Corrections (CDOC) is issuing this Request for Proposal (RFP) for RFP# 2025-0262 Virtual Reality Equipment & Software.

All information contained within this RFP, and any amendments and modifications thereto, reflect the best and most accurate information available to the State at the time of this RFP.

B. Anticipated Term

i. The initial term of the Contract resulting from the award of this solicitation is anticipated to be one (1) year.

ii. The Contract may be extended for up to four (4) additional one (1) year periods at the sole discretion of the CDOC. The total duration of the Contract, from the start date until termination, and including all options, is not anticipated to exceed five (5) years.

iii. The CDOC may extend the Contract beyond the anticipated term in accordance with the Colorado Procurement Code, and in the event that that the State determines an extension is necessary.

iv. The CDOC may within its sole discretion, choose to not exercise any option or extension term in the Contract for any reason. If the State chooses not to exercise any option or extension terms, it may re-procure the goods and /or services in its’ sole discretion.

v. The CDOC is not responsible for any goods delivered or services performed by the awarded Offeror without a State issued Contract or Purchase Order.

vi. This award from solicitation is grant-funded therefore cannot exceed $172,000.00 for (2) Virtual Reality Systems that include warranty, setup and training.

C. Schedule of Activities This schedule of activities is for information and planning purposes only. Schedules for activities listed as “Estimated” may be subject to change depending on the needs of the State.

All times are stated in Mountain Time (MT), as adjusted for daylight savings.

Activity Date

1 Solicitation Published via Colorado VSS, https://www.colorado.gov/vss and bidnetdirect.com//cdoc 4/21/2025

2 Written Inquiries Deadline Send Inquiries to: bidnetdirect.com//cdoc NOTE: No inquiries will be accepted after this date.

5/1/2025 @ 2:00pm

3 Response to written inquiries; will be posted to Colorado VSS and bidnetdirect.com//cdoc (Estimated) 5/6/2025

4 Proposal Submission Deadline Proposal must be submitted in the method described in Section 4

5/21/2025 @ 2:00pm

5 Notice of Intent to Award Published on Colorado VSS and Bidnetdirect.com//cdoc (Estimated) 6/1/2025

6 Contract Execution (Estimated) 7/1/2025

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D. Offeror Inquiries

i. Offerors may submit written inquiries concerning this RFP to obtain clarification on specifications and requirements through bidnetdirect.com//cdoc.

ii. The State, in its sole discretion may not accept inquiries received after the date and time indicated in the schedule of activities.

iii. All inquiries should be clearly marked with the RFP number and title. Where appropriate, inquiries should include references to any relevant section/paragraph of the solicitation.

iv. Each inquiry should be listed separately.

v. The CDOC will publish responses to Offeror inquiries collectively, in a timely manner, and as a modification on Colorado VSS and bidnetdirect.com//cdoc.

vi. Offerors shall not rely on any verbal statement that alter any specification or other term or condition of the Solicitation. Such changes are valid only if provided in writing by the Procurement Contact.

3. SCOPE OR WORK/SPECIFICATIONS AND REQUIREMENTS

The scope of work describes the deliverables sought through this RFP and the scope of what the awarded Offeror will be expected to offer through the contract resulting from this RFP. The scope of work is intended to provide interested Offerors with sufficient basic information to submit a proposal. It is not intended to limit a proposals context or exclude any relevant or essential data.

A. Accessibility Requirements

All work performed as a result of this solicitation must comply with all applicable provisions of §§24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability, as established by the Office Of Information Technology pursuant to §24-85-103 (2.5), C.R.S. and 3) all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards.

B. Insurance Requirements The awarded Offeror will be required to submit a certificate(s) of insurance evidencing insurance coverage for, at minimum, the types and amounts of insurance as required by the Insurance provision in the Contract or Purchase Order Terms and Conditions, included in this solicitation as Exhibit H, prior to execution of the Contract or Purchase Order. Attachment A has information to determine what insurance will be needed for this solicitation.

C. Scope of Work/Specifications The Colorado Department of Corrections (CDOC), Division of Adult Parole (DAP) seeks the acquisition of a mobile, Fully Immersive Virtual Reality (VR) Headset-Based technology to put trainees inside a 360-degree virtual environment. The goal of the scope of work is improving training outcomes, decreasing in the number of use-of-force incidents and implementation of fully immersive, multiparticipant VR technology specifically designed to support the training of DAP staff in de-escalation techniques.

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i. CDOC is seeking competitive proposals from interested and qualified professional companies to provide high-quality VR hardware and software to support training and educational initiatives.

ii. Offeror will need to provide pricing and availability, to include Make, Model and Product Specifications for the following:

a. VR Headsets

b. Controllers

c. Sensors

d. Compatible Computing Hardware

e. VR Software Applications relevant to training and simulations

f. All supporting accessories for mobile use (travel cases, docks/stands, connections, cables, adapters, chargers, batteries, covers, power strips, cords, etc.)

g. Additional supply of common wear and/or frequently damaged items from normal and general use (lenses, straps, padding, cables, etc.)

h. Cleaning & Maintenance: Initial supply of products and materials to ensure proper care and maintenance according to the offeror/manufacturer specifications.

iii. Offeror will need to provide an integration plan for the new VR equipment with the existing systems and platforms. System must be compatible with Google Suite.

D. Requirement: Compliance with Colorado Office of Information Technology (OIT) Policies The Offeror will conduct discussions and collaborate with the Office of Information Technology (OIT) to address Technical Architecture and Security requirements. These discussions will include meetings with state security, architecture, and networking personnel.

For detailed information, refer to OIT's Technical Standards policies found at https://oit.colorado.gov/standards-policies-guides/technical-standards-policies.

While this is not an exhaustive list, the following areas require offeror emphasis:

i. Security Check: The Offeror will review and affirm system security features to ensure compliance with agency policies. The Office of Information Security has issued the policies, rules and standards under the authority of C.R.S. 24-37.5-401 et seq., which align with NIST 800-53 rev. 5. All public agencies and all third-party IT Services Providers are required to adhere to the policies, rules and standards found at the website as listed in Section 3.D

ii. Operating System Compatibility: The Offeror will specify the operating systems required for the software. The system must be compatible with Windows 11 Enterprise. For additional information, refer to End User Computing Requirements found at https://servicehub.colorado.gov/ts?id=tech_standard&sysparm_article=KB0012206

iii. Security Requirements: The Offeror must address data security and privacy considerations. Although the data is expected to be of low impact, the Offeror must respond to any potential privacy impacts on officers using the system. For more information, see

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Data Security Policies found at https://servicehub.colorado.gov/ts?id=tech_standard&sysparm_article=KB0012229.

iv. Licensing and Updates: The Offeror will provide details on software licensing models and update procedures. The Offeror must support any updates to the system and coordinate with state personnel.

v. Regulatory Compliance: Requirements for compliance with relevant regulations and standards (e.g., CJIS, GDPR).

vi. Networking: The system should be integrated into the agency's network infrastructure, ensuring secure and reliable connectivity for data exchange and system updates. Note the requirement for offline or low bandwidth access as speed widely varies by location.

a. Please list any specific port requirements for communication between devices.

b. Please list any VPN or remote access requirements to update and maintain the solution.

c. Please list any network monitoring support or best practices to ensure optimal performance and reliability.

d. Please list any specific bandwidth requirements latency, speed and data amount requirements

e. Please list any network security requirements or best practices.

These requirements ensure that the Offeror's solution aligns with the state's technical and security standards, providing a secure and efficient system for mobile law enforcement training.

E. Offeror Responsibilities

i. Offeror will be required to provide the delivery to Colorado Springs Parole Office, installation and initial setup of the VR equipment. All proposals must include pricing for these services.

ii. Offeror will be required to provide a minimum of one (1) in-person training session for designated personnel at the Colorado Springs Parole Office on the setup, operations and maintenance of VR technology.

iii. Offeror will be required to provide User Acceptance Testing (UAT) to ensure that the system meets the needs and expectations of the end-users (law enforcement instructors and trainees) in a realistic training environment.

iv. Offeror will be required to provide technical support via telephone, email and virtual meetings as needed Monday – Friday, 8:00am – 5:00pm MST. Offeror will provide warranty services for full replacement or repair of equipment and software for a minimum of three (3) years, preferred for life of contract. Offeror will also provide a designated representative available to assist via telephone and/or email.

F. Technical Requirements

i. VR equipment must meet the following specifications.

a. Detailed Instruction Manual for Equipment Setup, Takedown, Storage and Portability.

a. Setup and Takedown: Equipment should be easy to set up and take down without the need for special tools. If any tools are required, they must be included with the equipment and carrying case.

b. Ideal Space: The system will accommodate a minimum space of 10 ft x 10 ft (3m x 3m) or larger to provide a comfortable and immersive training environment, especially for scenarios involving movement.

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c. Storage and Carrying Cases: All equipment must have designated storage in durable and protective carrying cases. If any equipment is too heavy or cumbersome to be carried by hand, a rolling carrying case must be provided.

i. Protective cases or added protection within carrying cases must be included for all sensitive items (headsets, sensors, etc.)

d. Portability Requirements: The equipment must be easily transportable in a standard passenger car or a medium-sized SUV.

b. High-resolution VR headsets with minimum resolution of at least 2K or better (2200 x 2200 pixels or better) per-eye.

c. Wireless and wired connectivity options.

a. Operational Flexibility: The system must be capable of offline operation

(without internet of Wi-Fi) to facilitate training in diverse locations, where connectivity is limited or unavailable.

d. Motion-tracking controllers with high precision.

a. Sub-millimeter positional accuracy & low latency (under 20ms) via advanced tracking (e.g., advanced inside-out).

b. Precision and responsive 6 Degrees of Freedom (6DOF) tracking.

c. High update rates (90Hz+)

d. Comprehensive input (buttons, analog triggers, thumbsticks/trackpads) with high-fidelity haptics and finger tracking.

e. Robust, low-latency wireless (e.g., advanced Bluetooth, proprietary RF) ensuring minimal tracking data delay to the VR headset.

e. Sketching tool to be used for drawing and designing virtual environments.

f. Compatibility with industry-standard VR development platforms.

g. VR Cooling: Device design of accessory for the headset and wearable devices to improve airflow and reduce fogging.

h. User Environment/Cooling: A practical and portable design or accessory to provide localized cooling without bulk or tethering.

a. Personal airflow device or accessory to cool occupants during use.

b. Portable and transportable fans, adequate for training space and users.

i. Ergonomics and Design: System and device design for extended use with comfortable grip, weight distribution, mobility and durability.

j. Minimum system requirements for computing hardware to support VR applications.

a. Offeror must provide hardware specifications for any high-performance PC required to support fully immersive VR.

k. Provide interactive VR community-based scenarios for law enforcement training to immerse officers in realistic virtual community settings to practice de-escalation, communication and decision-making in diverse real-world situations.

a. Training should be focused on effective de-escalation while responding to individuals in crisis, including people with physical, intellectual, and cognitive disabilities and individuals experiencing a mental health and/or substance use crisis.

i. Content Resources: A library of pre-built, law enforcement-relevant training modules and scenarios (e.g., traffic stops, domestic disputes, mental health crises).

ii. Immersive Interaction: Realistic interaction within virtual environments and with NPCs, including voice communication and non-verbal cues.

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iii. High Realism and Presence: The training software must provide the highest level of realism and presence, ensuring that trainees feel as though they are physically on scene. This immersive experience should be capable of inducing stress responses similar to those encountered in real-life situations.

iv. Role-Playing and Interaction: Realistic interaction with virtual environments and NPCs, including voice interaction and non-verbal cues.

v. Branching Scenarios and Consequences: Ability for scenarios to adapt based on trainee actions and decisions, with realistic consequences.

vi. Adaptive Learning: Scenarios that dynamically adapt based on trainee actions and decisions, featuring realistic consequences.

b. Multi-Participant Support: The system shall support a minimum of two (2) real-time participants in training scenarios concurrently. This feature should enable multiple trainees to engage in the same virtual environment, allowing for collaborative training exercises. The system must facilitate seamless interaction between participants, ensuring that each trainee can communicate and coordinate effectively within the scenario. This capability is essential for simulating real-world team dynamics and enhancing the overall training experience.

c. Requirement: Weapon System Compatibility and Haptic Feedback.

i.Training scenarios must be outfitted with current and compatible weapon systems specifically the TASER x2 with the capability of compatibility with TASER10 manufactured by Axon, as well as GLOCK Pistols.

l. Scenario Development:

The system must include user-friendly software for creating, editing, and managing dynamic training scenarios. This software should offer the following features:

a. Branching Narratives: The ability to design scenarios with multiple pathways and outcomes based on trainee decisions. This ensures that each training session can present unique challenges and learning opportunities.

b. Variable Outcomes: Scenarios should adapt to the actions and decisions of the trainees, providing a range of possible outcomes. This variability helps prepare trainees for the unpredictability of real-world situations.

c. Intelligent Non-Player Characters (NPCs): The inclusion of intelligent NPCs that can interact with trainees in realistic ways. These NPCs should be capable of exhibiting a wide range of behaviors and responses, enhancing the realism and complexity of the training scenarios.

d. Customization Tools: Easy-to-use tools for customizing scenarios to meet specific training objectives and requirements. This includes the ability to adjust environmental settings, character attributes, and scenario triggers.

e. Scenario Management: Comprehensive management features for organizing and tracking scenarios, including version control, scenario libraries, and performance analytics. This ensures that trainers can efficiently manage and update training content.

f. Real-Time Feedback: The system should provide real-time feedback and performance metrics to trainees and trainers, helping to identify areas for improvement and reinforce learning objectives.

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m. Content Resources: A library of pre-built, law enforcement-relevant training modules and scenarios (e.g., traffic stops, domestic disputes, active shooter incidents, mental health crises).

n. Scenario Adaptation: Functionality to customize existing content and develop new scenarios that align with the agency's specific policies, procedures, and local context.

o. Provide scenario and software updates for the term of the Contract.

p. Performance Assessment: Robust data collection and reporting capabilities to track and analyze trainee performance metrics such as decision-making, response times, and policy adherence, identifying areas for improvement.

q. Inclusive Design: Considerations and features to ensure accessibility for users with disabilities are preferred, but not required. (Section 3.A)

A. CDOC Responsibilities

i. Designate a Product Owner or representative to manage system implementation, operation, maintenance, and overall coordination with the offeror.

ii. Verify that the system meets all RFP and proposal specifications (hardware, software, functionality, performance).

iii. Functional Tests: Rigorously test all VR features (scenario tools, content, multi-user, tracking, integration, etc.).

iv. Usability: Evaluate ease of use for instructors and trainees.

v. Performance: Assess system operation under active use.

vi. Accessibility: Confirm adherence to accessibility standards as applicable.

vii. Offline Testing: Verify offline functionality as required.

viii. Documentation: Review user, technical, and training manuals for completeness and clarity.

ix. Training Verification: Confirm offeror-provided training completion.

x. Site Preparation: Ensure the environment meets minimum offeror specs (space, power, network).

xi. Formal Sign-off: Provide written acceptance after successful testing and review.

4. PROPOSAL SUBMISSION INFORMATION

A. Proposal submission instructions

i. Offerors are encouraged to review the solicitation and any related appendices and attachments in their entirety to assure understanding and compliance with requirements that may be included in these documents.

ii. Offerors shall only submit Proposals via bidnetdirect.com//cdoc. The Proposal submission should include the subject line: “Proposal submission from (Insert Offeror Name) for RFP#2025-0262 Virtual Reality Equipment & Software.

iii. No other electronic submission methods or hard copy submittals will be accepted.

iv. Font size for basic narrative description must be no smaller than 10pt font Ariel, Courier, or Times New Roman are preferable. Do not send handwritten documents

v. A proposal should be thorough, but not exhaustive, and it should address the requirements set forth in this solicitation and should provide sufficient details to allow

V010925 Request for Proposals Page 11 of 15 the Evaluation Committee to determine whether the proposal demonstrates an understanding of the State’s needs, including the experience and resources necessary to carry out the work; and costs that are reasonable and consistent with the industry.

vi. The Offerors proposal and all attachments shall comply with the standards of section 508 of the Rehabilitation Act of 1973, (29 USC §794). The offerors may not have an opportunity to re-draft their proposal and attachments to make them accessible to persons with vision impairments after the proposal submission deadline and in the event that the Department has evaluator(s) serving on an Evaluation Committee requiring accessibility, the Department may disqualify an Offerors proposal from evaluation.

B. Timeliness of Proposal Submissions

i. Proposals received after the submission deadline shall not be opened and shall be rejected as a late response, unless otherwise permitted by the procurement official in accordance with Procurement Rules C.R.S. §24-103-201-10.

ii. Responsibility for ensuring that an Offerors proposal is received on time rests with the Offeror. Reasonably foreseeable problems inherent in the delivery of proposal are not extraordinary circumstances permitting acceptance of late proposals.

C. Proposal Format and Content Proposals should cover the following areas, with an emphasis on how these areas relate to the evaluation criteria listed in Section 5 below.

i. The CDOC will not consider the submission of brochures, references to websites or other marketing material as a substitute for written response to our requirements and questions.

ii. Proposals must follow the format outlined with electronic copies of each documents provided as instructed. Proposal sections should be tabbed, clearly identifiable, and contain the following. Please verify all information listed below is filled out, signed, and is attached with your Proposal.

Exhibit B, Required Information, Exhibit C, W-9 Request for Taxpayer ID Number, Exhibit D, Price Proposal, Exhibit E, Offeror Disclosure Statement, Exhibit F, Non-conflict of Interest – Offeror,

iii. Offeror Response Describe how the Offeror’s experience and capabilities make it the ideal candidate to perform the work. Describe experience with similar projects. Reference Section 3 above regarding the desired organizational experience.

iv. Key Personnel Indicate key personnel who will be assigned to the project and describe their experience.

Reference Section 3 regarding the desired organization personnel.

D. Accessibility Requirements Offeror shall describe how their proposed solution will meet or exceed the accessibility requirements detailed in Section 3.

E. Mandatory Requirements Offeror shall describe how their proposed solution will meet or exceed the mandatory requirements detailed in Section 3.

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F. Technical/Business Proposal Offeror shall describe how they will accomplish the Scope of Work detailed in Section 3.

G. Cost Proposal

i. Proposed pricing must remain firm during the initial term of the Contract.

ii. Pricing must include any fees associated with the delivery of goods or services, including, but not limited to, shipping and installation.

iii. The CDOC may at its sole discretion elect to include a provision in the State Contract that allows the CDOC to consider an annual price increase not to exceed 2.5% for each fiscal year of the Contract. Price increases must be agreed upon between CDOC and the awarded Offeror.

H. Incurring Costs Offerors are solely responsible for all costs incurred as a result of responding to this solicitation, which may include, but not limited to, meetings, presentations, or negotiations.

5. EVALUATION METHODOLOGY

A. Evaluation Process

A comprehensive, thorough, complete and impartial evaluation of each proposal received will be conducted in accordance with §24-103-203(7), C.R.S, which states, “The award shall be made to the responsible Offeror whose proposal is determined in writing to be the most advantageous to the state, taking into consideration the price and evaluation factors set forth in the request for proposal.”

B. Evaluation Committee

i. An Evaluation Committee will be established utilizing measures to ensure the integrity of the evaluation process. These measures include the following:

a. Selecting committee members who do not have a conflict of interest regarding this solicitation.

b. Facilitating the independent review of proposals.

c. Requiring the evaluation of the proposals to be based strictly on the content of the proposals.

d. Ensuring the fair and impartial treatment of all Offerors.

ii. The objective of the Evaluation Committee is to conduct reviews of the proposals that have been submitted, to hold frank and detailed discussions among themselves, and to recommend an Offeror for award.

C. Proposal Evaluation Criteria

i. The State will evaluate proposals to determine if each Offeror meets all mandatory qualification requirements; provided, however, that the State has the authority to waive non-material mandatory requirements in certain circumstances. Reference Procurement Rule R-24-103-301-03. The mandatory qualification requirements are scored on a Met/Not Met basis and only those proposals found to meet all mandatory requirements, other than non-material mandatory requirements waived by the State, can be considered for a Contract resulting from this solicitation.

ii. The Offeror must provide documentation of financial responsibility, financial stability, and sufficient financial resources to provide the services sought in this RFP. Offerors are required to submit an audited financial statement for its most recently closed fiscal year

V010925 Request for Proposals Page 13 of 15 and for the immediately preceding two (2) fiscal years. If audited financial statements are not available, the Offeror may submit financial statements reviewed by a Certified Public Accountant (CPA). Lacking either audited or reviewed financial; the Offeror may submit annual balance sheets and income statements (including footnotes) prepared by a CPA. Such financial statements shall be a separate attachment to the Offerors proposal.

iii. Proposals will be evaluated by the Evaluation Committee using the evaluation criteria listed below. The evaluators will consider whether the Scope of Work requirements in the solicitation have been addressed, and they will review the capabilities of the Offeror, as well as the quality of the approach proposed, the price, and any other aspect determined relevant to the evaluation criteria.

iv. The evaluation criteria to be used in evaluating the proposals are as follows (and are listed in no particular order):

a. Qualifications and Experience

· Do they have requirements from Section 3,

· Organizational information, leadership,

· Staffing Information, key personnel, qualifications,

· Law enforcement operations and experience; current contracts,

· Licenses, certifications, insurance coverage.

b. Proposed Goods/Services

· Description of proposed services,

· Operations plan, description of service components, Fully immersive, multiparticipant VR technology

· Interactive Community-based scenarios training

· Reporting and record-keeping services,

· Invoicing policy, verification of service delivery.

c. Offerors Proposed Pricing and Terms

· Deliverables-based pricing criteria, scalability/flexibility,

· Pricing policy,

· Proposed basis for requesting future price increases,

· Other proposed pricing, reimbursement policies.

D. Demonstrations and Discussions

i. The Evaluation Committee may, if it deems necessary, request clarifications, conduct discussions or oral presentations, or request best and final offers. Per R-24-103-203-03, discussions may be held with responsible Offerors whose proposals are determined to be reasonably susceptible to be selected for award to:

a. Promote understanding of the state’s requirements and the offerors’ proposals; and

b. Facilitate a contract that will be most advantageous to the state taking into consideration price and the other evaluation factors set forth in the request for proposals.

ii. The Evaluation Committee may adjust its scoring based on the results of such activities.

However, proposals may be reviewed and determinations made without such activities.

Offerors should be aware that the opportunity for further explanation might not exist;

therefore, Offerors should ensure that their submission is complete, and are encouraged to submit their best possible proposal, including pricing.

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iii. If an oral presentation or discussions are held a specific date, time, and location will be determined by CDOC and a written invitation will be provided to the Offeror. If a proposal revision is permitted after oral presentations, demonstrations, and discussions, a date and time will be established in writing by the CDOC. Offerors will not be provided an opportunity for comprehensive proposal revisions. Any costs incurred by the Offeror for the presentation and demonstration are the Offerors responsibility.

iv. Each Offerors past performance may be reviewed as part of the CDOC’s overall evaluation. This evaluation will consider past performance information submitted as a part of such Offerors proposal including but not limited to, information regarding predecessor companies, key personnel who have relevant experience, and subcontractors performing major or critical aspects of the service(s), if such information is relevant.

Offerors without a record or relevant past performance or for whom information on past performance is not available will receive a neutral past performance rating. The CDOC will consider Offerors performance on past or current State Contracts with requirements similar to the CDOC’s requirements for this Contract. The CDOC will consider information provided by Offeror regarding any problems encountered on the identified Contracts and any associated corrective actions.

v. The CDOC reserves the right to contact any former client or company with whom the Offeror is known to have done business with, whether provided as reference or not.

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6. AWARD

A. Award (See Procurement Rule R-24-103-201-01)

i. A Notice of Intent to Award will be published on Colorado VSS and Bidnetdirect.com//cdoc.

ii. Acceptable means that the goods or services submitted in the Offeror’s Proposal will meet the State’s needs, and that the price is fair and reasonable. The determination of whether and Offeror’s Proposal is acceptable is solely within the State’s discretion.

iii. The CDOC reserves the right to award to multiple Offerors if it determined to be in the best interest of the State.

iv. The award determination is ultimately a business decision that will reflect an integrated assessment of the relative merits of the proposals received, using the factors set forth in in this solicitation. The State intends to award Contract(s) to the Offeror(s) whose proposal(s), conforming to the solicitation, will be most advantageous to the State, price and other factors considered.

B. Single proposal If only one bid or proposal is received in response to a solicitation, an award may be made to the single bidder or offeror if the procurement official finds that the price submitted is fair and reasonable and that other prospective bidders or offerors had reasonable opportunity to respond. Reference Procurement Rule R- 24-103-201-02(d). If the price submitted is not fair and reasonable and there is not adequate time for re-solicitation, the procurement official may enter into competitive negotiations in accordance with Procurement Rule R-24-103-208-02.

C. Documents after Award Prior to Contract execution, the awarded Offeror must provide the State with Proof of Good Standing with the Colorado Secretary of State and an insurance certificate documenting coverage according to Section 10 of Exhibit H. Offerors do not need to submit these documents unless they are awarded the solicitation.

VR equipment must meet the following specifications.