8-SHE130291-1 General Requirements.pdf

SHE130291-1

Professional Investigative Genetic Genealogy Services

GENERAL REQUIREMENTS

1.0 SCOPE:

Salt Lake County Contracts and Procurement, on behalf of Salt Lake County Sheriff’s Office, invites your company to bid on contracting for a qualified company or individual to provide Investigative Genetic Genealogy (IGG) services, to assist in the resolution of unsolved homicides, violent crimes, unsolved missing persons, and unidentified human remains cases as directed by the Sheriff’s Office (SO). The contractor must be experienced in genealogy related to a wide variety of population, misattributed parentage, adoptions, adoptees, and multiple ethnicities.

Case initiation will occur through a written intake and conference call. Turnaround times will vary by case complexity and will be communicated at the start of each case.

The awarded contractor shall provide professional IGG research, analysis, and investigative support. Services may include, but are not limited to:

• Evaluation of cases and existing evidence for IGG suitability

• Recommendations for reference testing or outreach

• DNA match analysis and genealogical research

• Development of investigative hypotheses

• Construction of family trees and genealogical diagrams

• Compilation of investigative leads into written reports

• Participation in case meetings, consultations, and hearings

• Preparation for and delivery of expert testimony in court

• Providing a solvability rating (1–5) for each case

• Producing case deliverables such as:

o Case reports o GEDCOM files o Working notes or tree diagrams

Bidders must submit the original Bureau of Criminal Investigation (BCI) criminal histories for each employee/individual no older than forty-five (45) days with the bid documents.

(See Section 10.0 BACKGROUND CHECKS).

2.0 CONTENTS:

If any provision or specification in this “Request for Bids and Resulting Contract” (RFC) is ambiguous or is disputed by a bidder, the bidder must notify the County Contracts and Procurement Division prior to the opening of the bids. No dispute or protest concerning the ambiguity of these specifications or provisions of this RFC shall be accepted following opening of the bids.

3.0 QUESTIONS:

Questions shall be submitted through Bonfire – Utah Public Procurement Portal.

Questions are due prior to the question date and time specified. If a question/answer changes the RFC document, the change will be released in an addendum. Do NOT contact the Agency, Division, Department, or other County officers or employees.

4.0 CONTRACT TERM:

The contract resulting from this solicitation will become effective on the date of execution with a six (6) year term. The County reserves the right to review the contract on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

5.0 ANNUAL PURCHASES:

No minimum or maximum quantity or purchases under this contract can be specified.

For information purposes only and not as a guarantee of usage by the County, the County anticipates an estimated annual cost of $35,000.00.

6.0 PRICING:

Bidders are to complete and submit the Pricing Schedule attachment as part of their bid.

Contracted pricing must include all associated costs, including shipping, handling, and any applicable service charges. Delivery charges are to be shipped FOB destination, Freight Pre-paid. Pricing must include all other fees/charges related to the performance of services under the contract. Periodic travel to Salt Lake County will be billable as service hours.

Pricing evaluation will be based on the hourly rate as shown on respective bidders’ Pricing Schedule.

7.0 AWARD:

Salt Lake County may award bids and contracts to vendors through a preference system. Please refer to the preference attachment.

Salt Lake County may reject any or all bids if it is deemed to be in the best interest of the County.

Bidders must complete and submit the Pricing Schedule attachment found in the Supporting Documentation area of Bonfire. Pricing evaluation will be based on the hourly rate as shown on respective bidders’ Pricing Schedule.

Award will be to the lowest responsive, responsible bidder bidding the lowest hourly rate as shown on respective bidders’ Pricing Schedule.

8.0 REFERENCES/EXPERIENCE:

Bidders must complete and submit a minimum of two (2) completed reference forms as part of their bid. Bidders who do not meet this requirement will be deemed non-responsive and ineligible for award under this solicitation. Additionally, low ratings or unfavorable comments provided on the reference forms and/or publicly available information may result in the bid being non-responsive.

Should the County have previous experience contracting with the Bidder, the County may, as part of the reference evaluation process, consider any past interactions or performance history, whether positive or negative, when assessing the Bidder’s responsiveness and responsibility. This provision will not apply to the two (2) required references as part of this solicitation.

Bidders are required to have been in business for a minimum of seven (7) years working with law enforcement in IGG or a related field including a minimum of 45 identification case successes. The bidder must be an Accredited Investigative Genetic Genealogist and present evidence of membership with the Association of Professional Genealogists (APGen). Bidder must adhere to APGen guidelines.

Bidder must hold and maintain the legally required license(s) to do business in Utah throughout the term of the contract.

9.0 BACKGROUND CHECKS:

Bidders must submit the original Bureau of Criminal Investigation (BCI) criminal histories for each employee/individual no older than forty-five (45) days with the bid documents.

Refer to the following website for accomplishing this with the Utah Department of Public Saftey, Bureau of Criminal Investigation:

https://bci.utah.gov/criminal-records/obtain-a-copy-of-your-own-criminal-history-record/

If the BCI is showing “Criminal History Verified” with the arrest history attachments, staff members that have an arrest(s) that do not have dispositions must be able to provide SLCo Sheriff’s Office with the court dispositions. Non-compliant staff members will be unable to perform any services under an awarded contract. All manager(s) and office staff who have access to any communication with Salt Lake County Sheriff’s Office are required to submit the original BCI criminal background with a seal.

Any new managers, office staff, or others must be added by submitting the original BCI criminal history no older than forty-five days (45) prior to providing services and receiving access to any communication with Salt Lake County Sheriff’s Office. An application must be sent via email to Serena Briggs serbriggs@saltlakecounty.gov within 10 days of hire or acquisition. Non-compliant staff members will be unable to perform any services under an awarded contract. The company will ensure that all managers and other employees have enough experience and/or training can perform their duties lawfully, safely, properly, and effectively.

Owners, managers, and office staff must be in compliance with the criteria listed below:

https://bci.utah.gov/criminal-records/obtain-a-copy-of-your-own-criminal-history-record/ mailto:serbriggs@saltlakecounty.gov

a. Shall not have been convicted in any court in the United States of a violent felony or similar crime(s) as defined in UCA 76-3-203-5, of any assaults or other crimes against a Law Enforcement Officer or Government Official, or sexual offenses of any kind, shall not have been declared by any court in the United States incompetent because of mental defect and/or disease and not fully restored.

b. If the owner(s), managers, or office staff are under investigation for any of the offenses listed above, the SLCo Sheriff’s Office reserves the right to deny the application of any non-compliant individual(s).

c. Shall not be a Registered Sex Offender in the United States. If an individual performing services under the contract is placed on the Sex offender Registry at any time during the contract, contractor must notify the SLCo Sheriff’s Office within 10 days via email or certified U.S. Mail.

d. Shall not have convictions including pleas in abeyance, classified as a felony or misdemeanor crime(s) involving violence, moral turpitude, weapons, illegal use or possession of any substance, domestic violence, resisting arrest, obstruction of justice, or thefts of any kind within the last five (5) years. Sentencing must be satisfactorily completed, included but not limited to probation and/or parole-with the date of completion also not within the last five (5) years. Employees who show a pattern of criminal behavior may be rejected.

e. Shall not have been convicted of any other crime(s) that when considered with the duties and responsibilities of a manager or office staff employee as outlined in this agreement, the SLCo Sheriff’s Office considers that the best interest of the public is not served.

10.0 PARTIAL BID SUBMISSION:

Submission of a partial listing of items on the bid schedule sample list may result in your bid being deemed non-responsive.

11.0 NON-EXCLUSIVE CONTRACT:

The contract to be awarded shall be non-exclusive. Salt Lake County reserves the right to purchase, at its discretion, any product or service covered by the resulting contract from other sources during the term of the contract.

12.0 AUDITING:

The vendor agrees to make available to Salt Lake County all records; invoices, or documentation relative to this contract, and to assist Salt Lake County personnel in performing periodic audits and price checks. Bidder agrees to provide requested information within 5 working days.

13.0 PRICE ESCALATION / DE-ESCALATION:

Prices must be guaranteed for the full term of the contract.

The County reserves the right to review the contract on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

14.0 TERMS AND CONDITIONS

Bidder agrees that if awarded a contract under this solicitation, Salt Lake County’s Terms and Conditions, attached, will apply. In the event the bidder’s terms and conditions conflict with Salt Lake County’s terms and conditions, Salt Lake County’s terms and conditions will control.

15.0 REQUIRED INSURANCE POLICIES:

GENERAL INSURANCE REQUIREMENTS FOR ALL POLICIES.

A. Any insurance coverage required herein that is written on a “claims made” form rather than on an “occurrence” form shall (i) provide full prior acts coverage or have a retroactive date effective before the date of this Agreement, and (ii) be maintained for a period of at least 3 (three) years following the end of the term of this Agreement or contain a comparable “extended discovery” clause. Evidence of current extended discovery coverage and the purchase options available upon policy termination shall be provided to the County.

B. All policies of insurance shall be issued by insurance companies licensed to do business in the State of Utah and either:

(i) Currently rated A- or better by A.M. Best Company;

—OR—

(ii) Listed in the United States Treasury Department’s current Listing of Approved Sureties (Department Circular 570), as amended.

C. Bidder shall furnish certificates of insurance, acceptable to the County, verifying the foregoing matters concurrent with the execution hereof and thereafter as required.

D. In the event any work is subcontracted, Bidder shall require its subcontractor, at no cost to the County, to secure and maintain all minimum insurance coverages required of the Bidder hereunder.

E. In the event that governmental immunity limits are subsequently altered by legislation or judicial opinion, Bidder shall provide a new certificate of insurance within 30 (thirty) days after being notified thereof in writing by the County, certifying coverage in compliance with the modified limits or, if no new limits are specified, in an amount acceptable to the County.

F. All required certificates and policies shall provide that coverage thereunder shall not be canceled or modified without providing 30 (thirty) days prior written notice to the County in a manner approved by the County District Attorney.

G. In the event Bidder fails to maintain and keep in force any insurance policies as required herein, County shall have the right at its sole discretion to obtain such coverage and reduce payments to Bidder for the costs of said insurance.

REQUIRED INSURANCE POLICIES.

Bidder agrees to secure and maintain the following required policies of insurance in accordance with the general insurance requirements set forth in the preceding subsection:

A. Workers’ compensation and employer’s liability insurance as required by the State of Utah unless a waiver of coverage is allowed and acquired pursuant to Utah law. This requirement includes Bidders who are doing business as an individual and/or as a sole proprietor as well as corporations, limited liability companies, joint ventures and partnerships. In the event any work is subcontracted, Bidder shall require its subcontractor(s) similarly to provide workers’ compensation insurance for all of the latter’s employees, unless a waiver of coverage is allowed and acquired pursuant to Utah law.

B. Commercial general liability insurance on an occurrence form with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general policy aggregate and $2,000,000 products completed operations policy aggregate. The policy shall protect the County, Bidder, and any subcontractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from Bidder’s operations under this Agreement, whether performed by Bidder itself, any subcontractor, or anyone directly or indirectly employed by either of them. Such insurance shall provide coverage for premises operations, acts of independent Bidders, and completed operations.

C. Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles, with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence.