1. Exhibit A - SOW, Specifications, Bidder Response.pdf

EXHIBIT A (Complete and Return)

STATEMENT OF WORK, SPECIFICATIONS, BIDDER(S) RESPONSE

COLORADO DEPARTMENT OF CORRECTIONS (CDOC)

DQ 2027000125

1. STATEMENT OF WORK/SPECIFICATIONS: This SOW describes the deliverables sought through this DQ and the scope of what the awarded Bidder(s) will be expected to offer through the Purchase Order resulting from this DQ. The SOW is intended to provide interested Bidder(s) with sufficient basic information to submit a Quote. It is not intended to limit a quote’s content or exclude any relevant or essential data.

2. INTRODUCTION: The Colorado Department of Corrections (CDOC) on behalf of the State of Colorado Board of Parole is currently soliciting applications from qualified professionals for the position of Administrative Hearings Officer. This role is vital to ensure the board maintains full compliance with its statutory mandates pursuant to C.R.S. § 17-2-201, C.R.S. § 17-2-202, and associated statutory provisions requiring the delivery of timely and legally compliant parole hearings. By expanding the Board's operational capacity, the Hearing Officer serves to uphold due process standards, mitigate procedural backlogs, and preserve the integrity and efficacy of the parole administration process.

3. ADMINISTRATIVE HEARING OFFICER DUTIES:

Execute parole hearings, revocation proceedings, rescission reviews, and other official Board proceedings in full compliance with the statutory duties of a Parole Board Member as set forth in C.R.S. § 17-2-201, C.R.S. § 17-2-202, and established board administrative regulations.

A. Preside over formal proceedings to adjudicate parole eligibility, determine conditions of release, or evaluate revocation.

B. Conduct comprehensive evaluations of case files, victim impact statements, institutional records, and evidentiary materials.

C. Apply state statutes, CDOC Administrative Regulations, and official Board policies to all adjudicative decisions.

D. Examine offenders, parole officers, and pertinent witnesses during proceedings.

E. Render formal findings of fact, recommendations, and decisions as warranted.

F. Prepare formal written records of all hearings and determinations in accordance with Board policy and CDOC records management guidelines (administrative regulation 100-15).

G. Strictly adhere to all statutory confidentiality mandates pursuant to Colorado law and Board governing policies.

H. Conduct a thorough review of all relevant case materials prior to the scheduled hearing date.

I. Hearings shall be administered via teleconference or videoconference in accordance with Board scheduling procedures.

J. The volume of hearings conducted per week ranges from approximately 10 to 20, contingent upon caseload demands and scheduling requirements.

K. The typical duration of a hearing is between 20 and 40 minutes, though complex matters may require additional time.

L. All proceedings must strictly comply with Board policies, CDOC Administrative Regulations, and relevant state statutory provisions.

M. Transmit executed decision forms and official case notes to the Board’s designated records management system immediately following the conclusion of each proceeding.

5. QUALIFICATIONS:

A. The Awarded Bidder(s) are required to possess a law degree.

B. The Awarded Bidder(s) will need to hold an active license to practice law in the State of

Colorado and will need to provide a copy of the license when submitting their bid.

C. The Awarded Bidder(s) will personally conduct all hearings assigned pursuant to this Statement of Work; subcontracting is strictly prohibited.

6. BIDDER(S) RESPONSIBILITIES:

A. The designated Bidder(s) will be required to undergo and successfully complete comprehensive training pertaining to Colorado Parole laws, CDOC Administrative regulations, and all governing hearing procedures.

A. Conduct assigned hearings in strict compliance with applicable statutory requirements and governing policies.

B. Maintain accurate operational records and systematically input relevant data into the Board’s official system.

C. Safeguard and maintain the confidentiality of all sensitive information.

D. Ensure the provision and maintenance of a private, secure, and confidential working environment fully conducive to executing all requisite obligations (No workspace will be provided by the Board).

E. Submit formal invoices and facilitate the processing of vendor payments.

7. BOARD RESPONSIBILITIES

A. The Board will furnish the hearing schedule and relevant case documentation in advance.

B. Ensure the timely provision of hearing schedules and required case materials.

C. Deliver requisite training and orientation sessions.

D. Submit invoices and execute payment processing.

8. BILLING

A. Services shall be billed on a per-hearing basis.

B. Each invoice will need to include following information:

i. Dates of hearings conducted

ii. Total number of hearings conducted

iii. Facility and/or location of each hearing

9. PERFORMANCE STANDARDS

A. All scheduled hearings are conducted and documented in full accordance with established protocols.

B. Hearings and subsequent determinations adhere strictly to relevant statutory requirements, administrative regulations, and Board policies.

C. All required deliverables are submitted in an accurate and timely manner.

D. Hearings are executed professionally, expediently, and in rigorous compliance with governing statutes and policies.

E. Formal decisions and recommendations are precisely recorded within official Board record-keeping systems.

F. Post-hearing documentation is prepared and transmitted with complete accuracy and strict timeliness.

10. PRICING

A. The CDOC requests itemized pricing as shown on Exhibit D-Price Quote.

B. All pricing shall remain firm during the term of the Purchase Order.

C. The CDOC may at its sole discretion elect to include a provision in the CDOC Purchase Order that allows the CDOC to consider an annual price increase not to exceed 2.5% for each fiscal year of the Purchase Order if awarded. Any price increases must be agreed upon between CDOC and the awarded vendor.

THE REMAINDER OF THIS PAGE IS LEFT INTENTIONALLY BLANK.

Fay, Tina Are all documents through this system or do they receive them via email, etc? If it’s through this system they probably would not need a DSA.

Lucero, Sheila The Parole board stated that all documents are sent through this system.

Fay, Tina Ok

11. VENDOR QUESTIONS (please provide response)

INFORMATION SOUGHT BIDDER(S) RESPONSE

Bidder(s) name (company)

Number of years in business

Number of employees

Services Outside of Colorado or the United States. Bidder(s) must disclose services performed outside of Colorado or the United States as required by C.R.S. §24-102-206.

Please sign and return Exhibit E.

Is the bidder(s) a nonresident bidder(s) from a state that provides a bidding preference to bidder(s) from that state, YES or NO and what state.

Please confirm that your proposal is fully compliant with Section 3.A Accessibility Requirement of the DQ. YES or NO

Secretary of State (SOS) registration. Before contract execution, the awarded bidder(s) must be registered to do business in the state of Colorado. If a bidder(s) is a foreign corporation (formed under a statute or common law in a jurisdiction other than Colorado) or other foreign entity transacting business in the state of Colorado, it shall warrant that it currently has obtained and shall maintain any applicable certificate of authority to transact business in the state of Colorado and has designated a registered agent in Colorado to accept service of process. Are you registered with Colorado SOS? YES or NO.

Bidder(s) must affirm agreement with the PO Terms and Conditions. If not in agreement, written exceptions in accordance with Section 9.A.xviii.v of the DQ (Attachment 1). Any changes must be made with Bidder(s) Bid.

Please confirm YES or NO

Have you spoken with anyone other than the Single Point of Contact listed in this DQ? YES or NO

INFORMATION SOUGHT BIDDER(S) RESPONSE

Service-Disabled Veteran Owned Small Businesses (SDVOSB). Reference §24-103-905, C.R.S., et. seq.

SDVOSB Bidder(s) must submit documentation of certification issued through the U.S. Department of veteran’s affairs in their Proposal. §24-103-905 C.R.S. sets a SDVOSB goal of at least 3% of all contracts by dollar value be awarded to SDVOSBs who must be incorporated or organized in Colorado, or they must maintain a place of business or have an office in Colorado and must be officially registered and verified as a SDVOSB by the Center for Verification and Evaluation within the United States department of veteran’s affairs. Are you a Service- Disabled Veteran Owned Small Business? Yes or No. If you answered “Yes” please submit documentation of certification with your proposal.

Within the last 5 years, has your company (or any affiliates) defaulted on a Purchase order or Contract or had a Purchase Order or Contract terminated for cause? If yes, provide the date, contracting entity, type of contract, and details about the termination or default.

Has your company (or any affiliates) been a party to litigation against the State of Colorado? If the answer is Yes, then state the date of initial filing, case name and court number, and jurisdiction.

State of CO debt/tax payment. I certify that all applicable state of Colorado taxes are paid, and that no outstanding debt is owed to the state of Colorado. Please Confirm YES or NO

Does your company use Subcontractors? YES or NO

Have you filled out Exhibits A-G and returned with your Quote? YES or NO

FOR PROCUREMENT USE YES NO

Did Bidder(s) Return Exhibit A?

Did Bidder(s) Return Exhibit B?

Did Bidder(s) Return Exhibit C?

Did Bidder(s) Return Exhibit D?

Did Bidder(s) Return Exhibit E?

Did Bidder(s) Return Exhibit F?

Did Bidder(s) Return Exhibit G?

Did Bidder(s) Return Attachment 1 with changes?

Does Bidder(s) have all required licenses, certifications, and insurance coverage? Were they sent with the bid?