Amendment #2 - RFI PMAA 2027_0007 - Wildlife Damage Claim Management System.pdf

Request for Information

RFI PMAA 2027*0007

Wildlife Damage Claim Management System

Amendment #1 “Wildlife Damage Claim Management System RFI Draft Scope of Work” added to section 1.9 additional attachments. The new additional attachment can be accessed through the bolded link added to section 1.9.

Amendment #2

Extending the “Answers Posted to Colorado VSS” deadline in section 1.5 Schedule of Activities to August 14th due to the number of questions submitted. Extending

“Response Submission Deadline” and the remaining impacted dates in section 1.5 Schedule of Activities to accommodate “Answers Posted to Colorado VSS” deadline extension. Modified dates are in bold. Page numbers adjusted to accommodate amendments.

1.0 Overview

1.1 Issuing Office

This Request for Information (RFI) is issued by the State of Colorado, Department of Natural Resources (“Department” or “DNR”), on behalf of Colorado Parks and Wildlife (CPW). All contact regarding this solicitation is to be directed to the Procurement Point of Contact:

Colorado Department of Natural Resources, Purchasing Office 1313 Sherman Street, Room 718 Denver, CO 80203 Klay Tolleson Email: klay.tolleson@state.co.us

Important: Because phone lines may not be consistently monitored, email is the preferred method of communication. The individual listed above is the sole point of contact for this solicitation. Initiating contact with anyone other than this individual may result in Respondent disqualification.

mailto:klay.tolleson@state.co.us

1.2 Market Research Only

This is a Request for Information (RFI) and is intended only for market research purposes. In accordance with §24-103-201.5, C.R.S and the associated Colorado Procurement Rules, no award will result from any response to any vendor responding to this RFI. This RFI is considered formal market research for the purposes of §24-37-302(1) (a.5), C.R.S., if applicable.

1.3 Confidentiality

All responses to this RFI shall be considered confidential until after an award based on a subsequent solicitation has been made or until the procurement official from the issuing agency determines that the state will not pursue a solicitation based on this RFI.

After such time, the responses to this RFI shall be open to public inspection in accordance with the provisions of the Colorado Open Records Act. Reference §24-103-201.5(4), C.R.S

The State reserves the right to have information submitted in response to this RFI be reviewed by other entities within the State for purposes of compiling and analyzing possible options.

1.4 Purpose

The purpose of this Request for Information is to obtain non-competitive Responses from qualified individuals and firms for a complete claims management system for wildlife damage claims. CPW desires a modernized, user-friendly centralized system for more streamlined and organized wildlife damage claim processing as well as improving wildlife damage claim filing for external parties.

This Request for Information will provide insight into what systems are available in the marketplace that meet the desires of CPW for wildlife damage claim management and the associated cost.

1.5 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 appropriately adjusted for daylight savings.

1. RFI Posted to Colorado Vendor Self Service (VSS)

a. Jul 24, 2026

2. Questions Due

a. Aug 4, 2026 5:00 PM MDT

3. Answers Posted to Colorado VSS

a. Aug 14, 2026

4. Response Submission Deadline

a. Sep 4, 2026 12:00 PM MDT

5. Expected Response Review Period (Estimated)

a. - Sep 8, 2026 Sep 11, 2026

6. Expected Date for Top Candidate Interviews (If Necessary) (Estimated)

a. - Sep 16, 2026 Sep 18, 2026

1.6 Written Inquiries

Respondents may make written inquiries concerning the RFI to obtain clarification of requirements. No inquiries will be accepted after the date and time specified in the Schedule of Activities, “Questions Due”. Questions must be submitted in writing via email as an attachment or through the solicitation posting in VSS. When submitted by email, please use the solicitation number RFI PMAA 2027*0007 in the subject line of your email and include your name, company name, address and contact information in the attachment. Questions sent via email must be sent to the Agency Buyer’s email address noted in Section 1.1.

An amendment will be posted on the Colorado Vendor Self-Service System in response to all questions submitted regarding the RFI.

1.7 Amendments

In the event it should be necessary to revise any portion of this RFI, an amendment will be posted on the Colorado Vendor Self-Service System website (see Section 1.7 below).

1.8 Publication and Communication

This solicitation is on Colorado Vendor Self Service (“VSS”). Respondents are not required, but are encouraged to register on VSS in order to download RFI documents and information. A Respondent can register for no cost or update an existing account on the VSS site. Registration provides benefits of amendment and new solicitation notifications. Respondents registered with VSS that submit a Response through VSS must verify that their VSS vendor account is active. Respondents with inactive or discontinued accounts must take steps to reactivate their account; an active VSS account is required for any Respondent receiving an award at the end of the solicitation.

https://prd.co.cgiadvantage.com/PRDVSS1X1/Advantage4

Please use the following links for assistance in account registration and maintenance, including reactivating an existing account:

● VSS Vendor Registration

● VSS Account Maintenance

Respondents should monitor the amendment history in VSS for any updates or modifications. In the event that it becomes necessary to modify the RFI, the modification will be made in VSS. It is very important that Respondents check VSS on a regular basis, as this is the sole method for communicating any modifications. Modifications included in amendments published on VSS take precedence over information in the

RFI.

The VSS Help Desk is available Monday through Friday 8:00 a.m. to 5:00 p.m. MT and can be reached by emailing VSSHelp@state.co.us.

1.9 Additional Attachments & Links

● Submission Form, pages 13-14

● Wildlife Damage Claim Management System RFI Draft Scope of Work

● State of Colorado Information Technology Model Contract

● Wildlife Damage Claim Management System RFI Requirements - Vendor

Workbook (Must fill out and return with response)

● Folder with RFI Appendices (documents listed below)

○ Appendix A - Wildlife Damage Claim System Users

○ Appendix B - Reimbursing Landowners for Damage

○ Appendix C - Wildlife Damage Claims Internal Forms

○ Appendix D - External Forms for Customers

○ Appendix E - Notification letters sent to claimants

○ Appendix F - CPW FY25 GD Annual Report

○ Appendix G - CPW Region Areas Map

○ Appendix H - Process Diagrams

○ Appendix I - Chap 17 (2 CCR 406-17)

2.0 Background, Program Requirements and Goals

2.1 Background

Colorado Parks and Wildlife’s (CPW’s) Wildlife Damage Program is authorized by Article 3 of Title 33 Colorado Revised Statutes and is entirely funded by license revenues through an annual appropriation from the Game Cash Fund. Since its original inception over 90 years ago, the program’s goal of mitigating and compensating https://vss.state.co.us/vendor-topics/registration https://vss.state.co.us/vendor-topics/account-maintenance mailto:VSSHelp@state.co.us https://drive.google.com/drive/folders/1XtOTccmP0neDlGykPPm6-VAixEqd1uOn?usp=drive_link https://drive.google.com/drive/folders/1p5NUDzJNcJ_q4oNwTUWq76A_1virgzKZ?usp=drive_link https://drive.google.com/drive/folders/1IhJXQ0AObzFgZIA0_XCZupZJGeww3q89?usp=drive_link https://drive.google.com/drive/folders/1IhJXQ0AObzFgZIA0_XCZupZJGeww3q89?usp=drive_link https://drive.google.com/drive/folders/117pel3I4ShCvAarVgHncDzYI4blg2MVG agricultural producers for damage suffered by big game wildlife has changed very little, except for adding a prevention materials program as the program evolved.

CPW defines damage as any change in the quality or quantity of any property, which reduces its value. Damage includes all costs necessary to restore a landowner’s property to its condition immediately prior to damage, to replace it with property of equal value, or to compensate for restoration or replacement. Additionally, the Wildlife Damage Program specifies the species that the landowner can be compensated for, which includes big game (bison classified as wildlife, bighorn sheep, black bear, elk, moose, mountain goat, mountain lion, mule and white-tailed deer, and pronghorn), grey wolves, and in the future, wolverines.

The current processes for Wildlife Damage Claim Management are not uniform and include many paper-driven components which leads to procedural redundancy and errors. Organization is a challenge due to the lack of consistency in the processes and the inability to store documents in a centralized location. Additionally, the process for filing a wildlife damage claim is challenging for external users.

2.2 Project Goals

CPW desires a centralized wildlife damage claim management system that is both internal and external facing to create a more streamlined and organized claim management process. A centralized system will make claim processing and management more streamlined and efficient, as well as lead to a more organized approach to document management. CPW desires the ability to make data driven decisions by having a sophisticated tracking component in the system. For example, the ability to know how many claims a landowner has submitted and the total dollar amount of those claims. The system should be modern and intuitive so that it is user-friendly for the external users.

CPW is open to a solution that is off-the-shelf, customizable or some combination.

3.0 Submittal

3.1 Submission

All Responses must be received through the submission instructions outlined in this section no later than the date and time shown in section 1.3 Schedule of Activities, Response Submission Deadline.

Vendor Assistance: Any vendors needing support responding to solicitations may contact the Colorado Supplier Diversity Navigator in the Statewide Equity Office's

Supplier Diversity program. Services provided include assistance with responding to solicitations, interpretation of solicitation documents, technical assistance referrals, availability of resources, construction assistance, and free business directory listings and verifications through the Colorado Supplier Diversity Directory. The office can be reached during normal business hours by calling 303-866-5765 or emailing DPA_SupplierDiversityHelp@state.co.us.

The Department of Natural Resources Requests that Responses be submitted sealed by using the Colorado Vendor Self Service (VSS) System or Email. Hardcopy and email Responses will not be accepted.

3.1.1 Email

Respondents shall submit Quotes via email to the Agency Buyer noted in Section

1.1. The Quote submission email should include the Subject line: “Quote submission: RFI PMAA 2027*0007.” Quotes should be included as one or more attachments of commonly accessible file types.

If you submit a proposal via email, you will receive a response within 1-2 business days confirming receipt.

3.1.2. VSS

Proposers submitting using Vendor Self Service must attach their Response within VSS. Please be aware that the maximum individual attachment size for VSS documents has been increased to 20MB. Responses exceeding this limit must be separated into parts in order to accommodate lengthy responses or attachments.

3.2 Submission Form (pages 13-14)

Respondents shall complete the attached submission form. Please provide a corporate overview either in the designated section of the submission form or include as part of the written proposal. If available, please include an income statement attached with the submission form.

3.3 Proposed Team

Please identify the key team members who will join the team, including title, location, training, and a bio. If any of the team members will be subcontractors, please call that out.

mailto:DPA_SupplierDiversityHelp@state.co.us https://prd.co.cgiadvantage.com/PRDVSS1X1/Advantage4

3.4 Capabilities

Please detail your capabilities and experience, specifically in these areas:

● Past successes in building government or other enterprise-level systems, and an understanding of how the requirements of a government system differ from those of other enterprises.

● Adherence to accessibility standards and philosophy of approach to universal design.

● Approach to the following areas: Upfront research including user and stakeholder interviews

● Designing, developing, implementing, and deploying a wildlife damage claims management system, including:

○ Experience handling users of multiple roles and levels of permission, and in a distributed environment

○ System architecture design

○ Partnerships with, certifications from, or other notable recognition by vendors

● Front-end development

● Migration of content and assets

● User Experience Design (including accessibility)

● Usability Research

● User Testing

● Visual Design

● Interaction Design

● Information Architecture

● Content strategy and copywriting

● Quality assurance testing

● Performance and load testing

3.5 References and Work Samples

The Respondent must provide references from three relevant clients. Please also send examples of the Respondent’s work for organizations or entities that resemble CPW’s size, scope of mission, and broad user base. If the work was not completed entirely by your agency, please explain which subcontractors or other partners contributed.

3.6 Project Management

Describe the process the respondent will use to manage the project from initiation to completion, and segue into long-term support. Include details such as:

● The overall methodology you will follow, from inception through launch

● Types and frequencies of key meetings, detailing the involvement required of the

CPW team

● Frequency of reviews and deliverables

● The tools you will use, for example, to manage the schedule, and track work items

● Include an estimated time frame for implementation by module. Outline an estimate of work effort for State and Vendor staff that are included in the project organization chart (i.e., show State and Vendor staff).

● Include timelines, key milestones, project phases, or other project details.

3.7 Wildlife Damage Claim Management System RFI Requirements - Vendor Workbook Please complete the additional attachment titled “Wildlife Damage Claim Management System RFI Requirements - Vendor Workbook” and include the completed workbook as part of your response.

3.8 Fees and Costs

The Respondent must provide fees and cost in a separate document labeled “Pricing Proposal". Price information is not to be shown in any other part of the Proposal.

● Respondents are required to provide the fees and costs for the initial phase to design, develop, test, and implement a new wildlife damage claims management system for the State of Colorado. What components are included in the basic platform? What components are optional?

● Additionally, CPW would like to understand the Respondent’s pricing for ongoing/annual costs over the life of the contract. In providing pricing details, respondents are required to include hourly or flat rate fees for development, testing, resource hours (for analysts, developers, testers, etc.) and maintenance changes in the pricing, including any additional annual operating fees and other fees.

CPW anticipates that the awarded contractor will provide a thirty-one (31) day contingency period post-launch for any questions, issues or bugs that may arise.

However, this program will require continued assessment, enhancement, and maintenance.

After the contingency period has elapsed, the contractor will work with CPW on a monthly firm fixed price invoicing of 50 hours per month at an hourly rate agreed upon by the respondent and CPW. There will be a percentage rate increase reflective of the consumer price index. This increase will be applied on an annual basis in subsequent years. It is expected a certain amount of application development hours will be available for technical maintenance and database projects. The general scope of this ongoing support will enable the contractor to provide CPW with user experience, design, and development services such as stakeholder interviews, prototypes, mockups, front end/back end development, quality assurance testing, project management, and communication. This may include, but is not limited to:

○ Technical Issues - The contractor will assist CPW with finding solutions and fixing technical issues that occur after project completion. This could include fixing broken code or bugs, rebuilding custom solution features that aren’t meeting needs, troubleshooting features and functions that are not working correctly, etc.

○ Database Projects - The contractor will work with CPW to strategize new database projects that may be integrated with the website.

○ Feature Enhancements - The contractor will work with CPW to improve, enhance, or build additional features as necessary and determined by both teams.

● Hours/Month and Cost: The floating 50 hours at an agreed upon rate by the contractor and CPW are to be used on any of the needed work based on application needs at the time. Unused hours can be rolled to the following month for no more than a total accumulation of 100 “Float hours”. If it is determined that the application will not need the full amount of allocated hours, adjustments will be made by either moving hours or by adding a new application for development and support. The total hours are not to exceed 100 hours per month.

4.0 Administrative Information

4.1 Response Submission

All Responses must be received by the Department of Natural Resources (DNR) Purchasing Office, no later than the date and time shown in section 1.3 Schedule of Activities, Response Submission Deadline. Each Response package shall consist of the items outlined in Section 3.0 – Submittal of this RFI.

4.2 Amendments to RFI

In the event it should be necessary to revise any portion of this RFI, addenda such as response to written inquiries received by the stated deadline, will be published on the State VSS System at the Internet site, at: Colorado.gov/vss.

4.3 Response Material Ownership

All material submitted regarding this RFI becomes the property of the State of Colorado.

The State of Colorado has the right to retain the original Response and other RFI response materials for its files. As such, the State of Colorado may retain or dispose of all copies as is lawfully deemed appropriate. The State of Colorado has the right to use http://colorado.gov/vss any or all information/material presented in reply to the RFI, subject to limitations outlined in the section, “Proprietary/Confidential Information”, below. Respondent expressly agrees that the State may use the materials for all lawful State purposes, including the right to reproduce copies of the material submitted for purposes of evaluation, and to make the information available to the public in accordance with the provisions of the Colorado Open Records Act. Responses may be reviewed by any person after the award has been published on the Colorado VSS System and/or an award letter has been issued, subject to the terms of Section 24-72-201 et. seq., CRS, as amended, Public (Open) Records.

4.4 Request for Confidential/Proprietary Classification

As per §24-103-201.5, C.R.S, all responses to RFIs are confidential until after an award based on a subsequent solicitation has been made or until the procurement official determines that the state will not pursue a solicitation based on the RFI. After such time, the responses to a RFI shall be open to public inspection in accordance with the provisions of the “Colorado Open Records Act”, part 2 of the article 72 of this title 24.

The State neither requests nor encourages the submission of confidential or proprietary information in response to this RFI. Should a Respondent want the State to treat certain information as confidential or proprietary, the Respondent shall submit a written request, as part of its RFI package, to the Agency Buyer noted in Section 1.1 with their Response documents, provided that the submission is in strict accordance with the procedures listed below. Adherence to these procedures remains the sole responsibility of the Respondent. The written request for confidentiality or proprietary classification will be reviewed and either approved or denied by the DNR Purchasing Director or their delegate. If denied, the Respondent will have the opportunity to withdraw its entire Response, or to remove the proprietary restrictions.

Neither cost nor pricing information nor a total Response will be considered proprietary.

4.4.1 Important: Procedures for Submission of Confidential or Proprietary Information

A. Written requests for confidentiality/proprietary classification shall be submitted, by the Respondent, with the Response documents.

B. One Response without redacted confidential information must be provided as well as a second Response with the confidential information redacted so the Response may be distributed publicly as required by the Colorado Open Records Act.

C. The written request will be enclosed in a separate document marked “Request For Confidentiality/Proprietary Classification.”

D. The written request must state specifically, and identify by page and/or section number, what elements of the Response are to remain confidential. The request must also identify the basis for the claim of confidentiality and/or proprietary classification, other than a recitation of a specific State or Federal statute.

E. The DNR Purchasing Director or their delegate will make a written determination as to the apparent validity of any request for confidentiality and/or proprietary classification. This written determination will be sent to the Respondent.

F. Responses not following this procedure may be declared non-responsive by the DNR Purchasing Director or their delegate and given no further consideration.

Any additional Respondent information, such as information shared in clarification discussions and for which an Respondent claims confidentiality, is subject to the same requirements and processes identified above.

4.5 Incurring Costs

The State of Colorado is not liable for any cost incurred by Respondents prior to issuance of a legally executed contract or procurement document. No property interest of any nature shall occur until a contract is awarded and signed by all concerned parties. No reimbursement of travel and other preparatory costs will be considered for those Respondents recommended for interview, demonstrations or other subsequent travel prior to award.

4.6 News Releases

Respondents shall not issue any news releases pertaining to this RFI prior to execution of a contract. At any time after execution, only news releases approved by the CPW Program Manager shall be made.

4.7 Accessibility Requirements

All work performed as a result of the forthcoming solicitation resulting from this RFI must comply with all applicable provisions of §§24-85-101, C.R.S., et seq., and the Accessibility Standards for Individuals with a Disability, as established by the Office Of Information Technology pursuant to Section §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.

For more information, please reference the applicable accessibility requirements contained in the attached model contract.

Submission Form (2 Pages) Colorado Department of Natural Resources

Colorado Parks and Wildlife Request for Information

RFI PMAA 2027*0007 - Wildlife Damage Claim Management System

Return This Form With Your Response. Return all Responses via Email or Colorado.gov/vss. See section 3.0 for full submission instructions.

Respondent Information:

Legal Business Name:

Address:

City, State Zip:

Year of Incorporation:

Number of Employees:

Phone:

Email:

Signatory Name (Printed):

Signatory Title:

Signature:

Date:

Corporate Overview Provide information on the unique characteristics of your organization including added features that will benefit the State, and provide details on expectations of Customer Services after implementation:

http://colorado.gov/vss

Return This Form With Your Response

3.1.1Email

3.1.2.VSS

Corporate Overview