Appendix A - Certifications and Assurances.docx

APPENDIX A, CERTIFICATIONS AND ASSURANCES

The Colorado Department of Law (DOL) seeks the services of a Settlement Notice and Claims Administrator (Administrator) to assist in matters the DOL has resolved and/or settled. This Appendix A identifies the services for which the DOL may need support. Offeror must check a box for each of 01. through 29.[footnoteRef:1] Providing narrative in the Explanation area is not required but encouraged on an as-needed basis. Any use of a Subcontractor must be identified in Offeror’s responses below. [1: #27 Requires completion of an additional attachment.]

Offeror must complete this Appendix A to be considered for award. However, inability of Offeror to perform any individual service or combination of services identified in this Appendix A will not constitute grounds for rejection of Offeror’s proposal. Rather, the evaluation process will make awards based on the criteria set forth in Section 5. of the DQ.

01. Experience administering Settlement Notice and Claims Administration processes.

· Offeror has administered Settlement Notice and Claims Administration processes for less than five (5) years.

· Offeror has administered Settlement Notice and Claims Administration processes for at least five (5) years.

Explanation:

02. Experience in administration of Settlement Notice and Claims Administration processes (check all that apply).

· Offeror has performed a Settlement Notice and Claims Administration process in a matter with a class size, or potential claims population, of less than 200,000.

· Offeror has performed a Settlement Notice and Claims Administration process in a matter with a class size, or potential claims population, of 200,000 or more.

03. Ability to complete a standard Settlement Notice and Claims Administration process, involving a pool of 300,000 potential claimants, within three months.

· Offeror can and will complete standard Settlement Notice and Claims Administration processes, involving a pool of up to 300,000 potential claimants, within three months.

· Offeror cannot or will not complete standard Settlement Notice and Claims Administration processes, involving a pool of up to 300,000 potential claimants, within three months.

04. Design and implement a system to receive, store, and track the status of documents (including but not limited to checks, claim forms, and tax forms if any) that are returned as undeliverable. Administrator will provide reports, spreadsheets, and other data output from this tracking system. For example, reports indicating the number of returned documents/mailings, the number of documents re-mailed, and the number of documents, by type, that remain undeliverable.

· Offeror can and will perform these services.

· Offeror cannot or will not perform these services.

· Offeror will subcontract these services.

05. Verify the accuracy of addresses of potential claimants, including but not limited to, postal service change of address records and third-party address databases.

· Offeror can and will perform this service.

· Offeror cannot or will not perform this service.

· Offeror will subcontract this service.

06. Assist with determining the total number of eligible claimants.

· Offeror cannot or will not perform this service.

07. Develop and print documents.

· Offeror cannot or will not perform this service.

08. Produce No. 10-size envelopes and mailing labels or imprint address on envelopes.

· Offeror cannot or will not perform this service.

09. Produce No. 10 size envelopes with a Colorado return address of the Administrator.

· Offeror cannot or will not perform these services.

010. Update addresses and resend communications (e.g. notices, claims, payments, or other documents) by communication type. Any resent mail will be via pre-sorted first-class mail.

· Offeror cannot or will not perform this service.

011. Design or recommend the design of notice for publication and arrange for publication of the notice in newspapers and/or other media.

· Offeror cannot or will not perform this service.

012. Design or recommend the design of various short form notices, based on the published notice, to be delivered by electronic means (e.g. by press release, email, social media, and internet advertising, such as banner ads) and arrange for publication of the notice by electronic means.

· Offeror cannot or will not perform this service.

013. Design, deploy, and update a webpage for the purpose of making information available to the public about a settlement, including links to important documents and a portal by which potential claimants may electronically submit claim(s) and update their addresses.

· Offeror cannot or will not perform this service.

014. Design and provide, in a compatible format, information regarding the claims process for posting on the DOL Website, including a hyperlink to the claims webpage.

· Offeror cannot or will not perform this service.

015. Provide phone support for potential claimants, which may include automated information lines and live call center staff to return calls and answer questions, both in English and Spanish.

· Offeror cannot or will not perform this service.

016. Produce reports, as directed by the DOL, including estimations of the percentage of the potential claimants who have been reached by the notice efforts, using a reach calculation methodology that is commonly practiced in advertising and media-planning disciplines.

· Offeror cannot or will not perform these services.

017. Attest to efficiency and effectiveness of the notice and claims processes.

· Offeror cannot or will not perform this service.

018. Create a claim form for use by potential claimants for submission both by hard copy and via the internet.

· Offeror cannot or will not perform these services.

019. Create a database, or other electronic means, to collect, aggregate, review, and utilize information from claim forms submitted by potential claimants, whether submitted in hard copy or via the internet.

· Offeror cannot or will not perform these services.

020. Develop and operate direct mailings claims processes and an optional online claims process to minimize the costs associated with direct mailings, each as directed by the DOL.

· Offeror cannot or will not perform this service.

021. Audit claims and request documentation necessary to resolve questions or disputes about claims, the type and number of claims to be audited.

· Offeror cannot or will not perform this service.

022. Develop and administer processes to resolve questions or disputes about claims, to finalize review of claims, and to send closure letters as appropriate.

· Offeror can and will perform these services.

· Offeror cannot or will not perform these services.

023. Design, create, and implement formulas and programming tools necessary to determine the allocation of each Settlement Fund among potential claimants.

· Offeror cannot or will not perform these services.

024. Print and mail checks to claimants and manage returned checks as directed by the DOL.

· Offeror cannot or will not perform these services.

025. Develop and print claims-related documents containing the name and logo of the Colorado Attorney General.

· Offeror cannot or will not perform these services.

026. Manage and administer each Settlement Fund, including making necessary tax calculations and deductions – including the potential garnishment of unpaid taxes at the State’s sole discretion, remitting such taxes where appropriate, sending appropriate tax forms to claimants and others, and completing all necessary tax reporting, as needed.

· Offeror cannot or will not perform these services.

027. Provide Key and Other Personnel with the appropriate and adequate qualifications and experience to manage all aspects in the administration of each Settlement. Provide a list of individuals, including relevant experience and credentials, who will be assigned to the Master Contract and any Task Order.

Offeror to provide Key and Other Personnel information requested above. These can be included as an attachment to Offeror’s proposal labeled “Proposed Personnel”.

028. Comply, and ensure any Subcontractor complies, with all requirements of Section 10 of Appendix B – Main Task Order Contract including insurance coverage amounts.

· Offeror can and will comply, and ensure any Subcontractor complies, with Section 10 of Appendix B in its entirety.

· Offeror cannot or will not comply, or ensure any Subcontractor complies, with Section 10 of Appendix B in its entirety.

029. Comply, and ensure any Subcontractor to complies, with all the requirements of Appendix D – Information Technology Provisions.

· Offeror can and will comply, and ensure any Subcontractor complies, with all the requirements of Appendix D.

· Offeror cannot or will not comply, or ensure any Subcontractor complies, with all the requirements of Appendix E – Information Technology Provisions.

Bidder must complete the signature page below.

Appendix A Signature Page

Company Name Bidder’s Authorized Signer’s Name

Address Title

City Phone No.

Email Authorized Signature Date image1.emf