CDPSDQ1611Polygraph Services final 110515.pdf

CDPSDQ1611Polygraph Services – Pre-Employment Polygraph Services for CDPS Page 1 of 6

COLORADO DEPARTMENT OF PUBLIC SAFETY

CDPS Procurement Office

700 Kipling Street Denver, CO 80215

SIGNATURE PAGE

DOCUMENTED QUOTE #: CDPSDQ1611Polygraph Services TITLE: Pre-employment Polygraph Services for Colorado Department of Public Safety

DATE DUE: Thursday, November 19, 2015, 2:00pm MT

LATE BIDS WIL NOT BE CONSIDERED

ISSUING OFFICE: This Documented Quote is issued for the State of Colorado by the Colorado Department of Public Safety (CDPS), for the benefit of the Executive Director’s Office. The CDPS Procurement Office is the SOLE point of contact concerning this solicitation.

Procurement Director: Cindy Fredriksen Telephone Number: 303-239-5888 FAX Number: 303-239-5860 E-mail Address: cindy.fredriksen@state.co.us

MAILED, HAND-DELIVERED OR EMAIL QUOTES WILL BE ACCEPTED.

Prices shall be binding and valid for ninety (90) days after the closing date.

FEIN________________________________________________ DATE___________________________________

^Enter your FEIN or SSN as registered on Colorado’s Vendor Self Service System (VSS).

NAME OF COMPANY___________________________________________________________________________

ADDRESS____________________________________________________________________________________

CITY____________________________________________ STATE_______________ ZIP CODE______________

PHONE _________________________________________ FAX _______________________________________

EMAIL ADDRESS _____________________________________________________________________________

My company is registered on Colorado VSS. Yes______ No______

Confirm #_____ of Amendments received. Confirm #_____ of Addenda received.

Confirm that you are aware that the award notice will be published on Colorado VSS. Yes _____

PRINT NAME OF COMPANY REPRESENTATIVE___________________________________________________

TITLE: ______________________________________________________________________________________

SIGNATURE OF COMPANY REPRESENTATIVE ___________________________________________________

Handwritten signature by an authorized officer or agent of the vendor.

SIGN AND RETURN THIS PAGE WITH BID SUBMISSION

mailto:cindy.fredriksen@state.co.us

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GENERAL INFORMATION

1.0 General

Purpose The Colorado Department of Public Safety (CDPS), Executive Director’s Office is seeking the assistance of an individual or company experienced in working with law enforcement organizations in providing pre-employment polygraph exams, a written report of subsequent analysis and determination of the polygraph exam results, and related audio/video tapes for each polygraph that is performed.

Please refer to the attached Exhibit A Statement of Work (SOW) for additional details and requirements.

Contact Information

The Procurement Office for the Colorado Department of Public Safety (CDPS) is the sole point of contact concerning this

Documented Quote. All communication must be done through the CDPS Procurement Office, Attention: Cindy

Fredriksen, at cindy.fredriksen@state.co.us or 303.239.5888.

Vendor Self Service System (VSS) and Registration This solicitation is published using the Colorado Vendor Self Service System (VSS). Vendors must be registered on VSS in order to be considered responsive at the time of submission of the response. Registration on VSS is required to be considered for award. If a vendor is not registered on VSS, solicitation responses from such vendor received may not be considered. VSS and its registration information may be linked through the State Purchasing Office link at www.colorado.gov/vss.

Award Period The anticipated award period for this Documented Quote (DQ) follows the State’s fiscal year 2017 through June 30, 2017, contingent upon funds being appropriated, budgeted and otherwise made available and all bid requirements being satisfied.

Binding Proposal By providing a response to this DQ, Offerors are bound to providing the proposed services at the costs and rates quoted in their DQ response for the award period.

Submission

By submission of a bid, Offeror agrees as follows:

Except as replaced, modified, or supplemented by the CDPS Executive Director’s Office for this solicitation, all items in the State of Colorado Solicitation Instructions/Terms and Conditions are considered part of, and are incorporated by reference into this document. In the event of a conflict of terms between this solicitation and the State of Colorado Solicitation Instructions/Terms and Conditions, the terms listed in this solicitation shall govern.

The Offeror guarantees to the State that they understand and agree to the terms and conditions of this solicitation and that they will not default from performance by virtue of a mistake or misunderstanding. Offerors shall seek clarification from the CDPS Executive Director’s Office of any specifications, terms and/or conditions that they determine to be unclear. The failure of a bidder to seek clarification may be deemed a waiver of any such clarification.

Offerors shall accept the terms and requirements of this DQ without exception, deletion or qualification and without making its offer contingent.

Pursuant to CRS 24-30-202.4 (as amended), the State controller may withhold debts owed to State agencies under the vendor offset intercept system for: (a) unpaid child support debt or child support arrearages; (b) unpaid balance of tax, accrued interest, or other charges specified in Article 22, Title 39, CRS; (c) unpaid loans due to the student loan division of the department of higher education; (d) owed amounts required to be paid to the unemployment compensation fund; and (e) other unpaid debts owing to the State or any agency thereof, the amount of which is found to be owing as a result of final agency determination or reduced to judgment as certified by the controller.

The Colorado Department of Public Safety reserves the right to reject any and all bids or parts thereof, and to waive minor informalities or irregularities.

http://www.colorado.gov/vss

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Reciprocity is mandated by statute. CRS 8-18-101 states, “When a contract for commodities or services is to be awarded to a bidder, a resident bidder shall be allowed a preference against a nonresident bidder equal to the preference given or required by the state in which the nonresident bidder is a resident.” The CDPS Executive Director’s Office will apply this statute to the extent necessary for all solicitations posted on Colorado VSS.

If for any reason it becomes necessary to modify this solicitation, the modification will be published on the Colorado.gov/VSS website, and the modification will supersede any discrepant terms, specification and other information in this document. If the bid submission deadline is extended, the new bid submission deadline will be published on the Colorado.gov/VSS website and will supersede the above date and time.

CDPS is tax exempt.

The Colorado Department of Public Safety (CDPS) encourages free and open competition among Bidders.

Whenever possible, specifications, bid invitations and conditions are designed to accomplish this objective consistent with the necessity to satisfy the Colorado Department of Public Safety’s needs. The Bidder’s signature on this bid guarantees that the prices quoted have been established without collusion with other eligible Bidders and without effort to preclude CDPS from obtaining the lowest possible competitive price. If an award is made, it will be to the responsible bidder whose bid is determined to be the most advantageous to CDPS. In accordance with Procurement CODE, CRS 24-103-207.5 titled – Purchasing Preference for Environmentally Preferable Products; bidders responding to this solicitation may seek to qualify for the preference and governmental bodies conducting this solicitation shall award a contract to a bidder who offers environmental preferable products subject to the conditions in the Code and Procurement Rules.

Low tie bids will be awarded in accordance with CRS 24-103-202.5 LOW TIE BIDS – AWARD PROCEDURE

AND DETERMINATION – BID PREFERENCE.

Contractual Obligations This solicitation including documents linked and attached, the vendor's offer and all documents, modifications, and agreement terms and conditions will form the contract between the parties. Any additional terms and conditions proposed by the vendor must be submitted with their offer in order to be considered. All material developed under this contract are the sole intellectual property of the State of Colorado.

Type of Contract State Purchase Order: The successful bidder may be issued a State Purchase Order with CDPS. The State Purchase Order may incorporate this BID, published addenda and the response of the successful bidder.

Term of State Purchase Order The term of this State Purchase Order resulting from this solicitation shall begin on January 1, 2016 or upon approval by the State Controller (or delegate) – whichever is later - and end by June 30, 2017.

Discussion with Offerors Discussions may be conducted with apparent responsive Offerors for the purpose of clarification to assure full understanding of the requirements of the solicitation. All solicitations, in the EDO’s sole judgment, needing clarification, shall be afforded such an opportunity.

Amendments All amendments to and interpretations of this solicitation shall be in writing from CDPS/EDO. Any amendment or interpretation that is not in writing shall not legally bind CDPS/EDO.

Modifications All modifications shall be in writing and posted to Colorado VSS. Vendors are responsible for checking VSS prior to the opening date and time for solicitation modifications.

Response Format Bidders must comply with and or submit the following item(s) in order and clearly labeled:

a. Completed and Signed cover sheet.

b. Qualifications and any supporting documentation as required in this solicitation.

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c. The total cost of the requirements of this solicitation.

Bidders may respond to this solicitation by e-mail (preferred), hand delivery or mail to Cindy Fredriksen. The contact information is:

E-mail: cindy.fredriksen@state.co.us Physical Address: Department of Public Safety CDPS Procurement Office

Email or send a hard copy of your bid proposal to the procurement official listed in this solicitation. Please do attempt to complete your bid submission on VSS and send to/email Cindy Fredriksen.

Award & Evaluation Criteria This solicitation shall be awarded to one vendor. The Award will be made to the lowest responsible bidder with all other factors considered – as stated in this solicitation in Section 2.0 “Requirements” and “Qualifications”. The State will be the sole judge in determining the acceptability of an offer and in determining the most beneficial offer to the State. If CDPS does not receive qualified responses to this solicitation, this solicitation will be considered a failed procurement and will be cancelled.

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2.0 Specifications

General Information The Colorado Department of Public Safety (CDPS), Executive Director’s Office is seeking the assistance of an individual or company experienced in working with law enforcement organizations in providing pre-employment polygraph exams, a written report of subsequent analysis and determination of the polygraph exam results, and related audio/video tapes for each polygraph that is performed.

Polygraphs shall be scheduled within 48 hours from the date CDPS requests scheduling and polygraph exam reports and results must be available within three business days of the performance of the polygraph exam.

Polygraph services shall be available within the Denver Metropolitan service area, with the preferred vendor having ability to travel outside of the Denver Metro area to outlying regions when feasible (Grand Junction, Alamosa, Fort Collins).

Polygraph examiners must be professionally trained and certified to perform polygraph exams.

The award period would be 1/1/2016 (or upon final execution by the State Controller or delegate – whichever is later) through 6/30/2017.

Mandatory Requirements The successful contactor shall provide the information contained in the attached Exhibit A - SOW.

Billing Requirement

Monthly billing is preferred. Send invoices to:

Colorado Department of Public Safety Executive Director’s Office – Human Resources Attn: Ruth Strauss

Lakewood, CO 80215

Qualifications

Qualifications shall be made specific by submitting:

1. Resume (to include education & relevant experience) Attached Yes No

2. At least three references for whom a similar service has been provided Attached Yes No

Pricing

Although exact work assignments and meeting schedules will vary over the course of the award/contract period, the successful contractor will make a single bid and submit monthly invoices detailing services provided through June 30, 2017 to the CDPS Executive Director’s Office. Invoices are to include a list of work accomplished during each invoice period documenting each individual’s name for which a polygraph exam was performed.

How to complete your BID proposal:

Step 1: Bid proposals should be completed through Colorado VSS.

Step 2: Email (preferred) or send a hard copy of your bid proposal to the procurement official listed in this solicitation.

Both steps must be completed or your bid may be disqualified.

Your email/hard copy submission will be considered the official version of your bid submission followed by entry into VSS.

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No faxed proposals will be accepted.

All bid proposals must include the signature page, qualifications page and bid pricing information:

The signature page is the first page of the main solicitation document.

The qualifications information is located on page 5 & 6 of the main solicitation document.

Bid pricing information is located on page 5 & 6 of the main solicitation document.

If mailing or hand-delivering quote, send to

Colorado Department of Public Safety CDPS Procurement Office Attn: Cindy Fredriksen, Procurement Director 700 Kipling St.