DQ-number SJAA 2019-532

WALL CERTIFICATES/ WALLET CARDS

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DOCUMENTED QUOTE

Date: Date February 25, 2019 DQ SJAA 2019-532

Return all

Sealed Bids to:

Department of Regulatory Agencies

(DORA)

1560 Broadway, Suite 110

Denver, CO 80202

Purchasing

Agent

John P. Weber, CPPO, C.P.M.

DQ Opening

Date: March 15, 2019 DQ Closing

Time:

3:00p.m.

(MST)

Title:

Per the attached specifications, terms and conditions

F.E.I.N.: Payment Terms:

(Minimum of Net 45) Delivery Date:

Authorized

Signature:

Typed/Printed

Name:

Title:

Company Name:

Address:

City: State: Zip:

Phone Number: Fax Number:

Contact for

Clarifications:

Title:

Phone Number: Fax Number:

E-mail Address:

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The purpose of the coversheet is to fully identify respondents so they may be considered, to quickly identify the costs and billing terms, and other basic information. Submit this coversheet

(completed and signed), price page(s), supporting descriptive/technical literature for substitutes where applicable, and other enclosures requested or relevant to this solicitation. In the interest of minimizing processing time and economizing our resources, unrelated or unsolicited material submitted with offers will not be considered or retained on file. Vendors are to complete the presented format.

IMPORTANT: The following information must be on the outside of the Bid Return Envelope or included with the Electronic Bid:

Bid Number -Opening Date and Time

Please be advised that mailed, delivered and electronic bids (e-mail) will be accepted directly in the

DORA Contracts and Procurement Office. Faxed documents will not be considered. Bidders are urged to read the solicitation document thoroughly before submitting a bid.

The State respects the environment and desires to do business with vendors who share this concern.

Accordingly, the vendor who is awarded this solicitation agrees that, wherever required, all reports, catalogs, correspondence, or other submittals will be made on recycled paper with copying on both sides of the pages.

(Recycled paper meaning not less than 50% of the total weight consisting of secondary and post-consumer waste, and not less than 10% total weight consisting of post-consumer waste.)

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 environmentally preferable products subject to the conditions in the Code and Procurement Rules.

Low Tie Bids: Low tie bids shall be decided in accordance with the provision of C.R.S., Section 24-103-202.5, as it currently exists or is hereafter amended, which give a preference to resident bidders. Any bidder who wishes to be considered a "resident bidder" for purposes of the tie bid procedure provided in C.R.S., Section 24-

103-202.5 shall include with their bid proof that he/she meets the definition of resident bidder as set forth in either C.R.S., Section 24-103-101(6)(a) or C.R.S., Section 24-103-101(6)(b).

The DORA reserves the right to reject any or all proposals, to waive informalities and minor irregularities in proposals received, and to accept any portion of a proposal or all items proposed if deemed in the best interest of the State

This solicitation is published using the Colorado Operations Resource Engine (CORE). Vendor registration information, CORE and other State Purchasing Office information may be accessed at https://codpa-vss.cloud.cgifederal.com/webapp/PRDVSS2X1/AltSelfService https://codpa-vss.cloud.cgifederal.com/webapp/PRDVSS2X1/AltSelfService https://codpa-vss.cloud.cgifederal.com/webapp/PRDVSS2X1/AltSelfService

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Service-Disabled Veteran Owned Small Business (SDVOSB)

HB14-1224/C.R.S. 24-103-211 sets a Service-Disabled Veteran Owned Small Business 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 who are officially registered and verified as a SDVOSB by the Center of Veteran Enterprise within the US Department of Veterans Affairs

((https://www.vip.vetbiz.va.gov/).

DORA shall give a certified SDVOSB a 5% preference in response to any DQ, IFB, or RFP published.

SDVOSBs need to submit documentation of SDVOSB certification issued through the US Department of

Veterans Affairs in their response to a solicitation. Certification can be received through the Center for Veteran

Enterprise website (see above link)

1. Purpose:

The purpose of this solicitation is to continue to offer licensees and certificants the option to obtain the printing and delivery of durable license wallet cards and wall certificates directly from an outsourced provider.

1.1 Schedule of Activities:

All Times are Mountain Standard Time / Mountain Daylight Time (MST/MDT)

1. DQ Notice Published on BIDS February 25, 2019

2. Written Inquiry submission deadline March 4, 2019, 3:00 PM MST

3. Bid Submission Deadline March 15, 2019, 3:00 PM MST

4. Contract Award To Be Determined

All dates above are preliminary and are subject to revision by the State.

1.2 Contact Information

The sole point of contact concerning this Documented Quote is the Contract and Procurement Unit for the

DORA. All communication must be done through the DORA Contracts and Procurement Office, Attention:

John P. Weber, john.weber@state.co.us or mail or deliver to the address stated on the DQ cover sheet.

1.3 Contract

The State intends to award one contract from this solicitation. The successful bidder(s) will be awarded and issued a State Contract (Exhibit B) with DORA. The contract will incorporate parts of this solicitation, published addenda, and the response of the awarded vendor. Except as modified herein, the State Contract terms and conditions included in this Documented Quote shall govern this procurement and are hereby incorporated by reference.

Bidders shall specify any payment terms, delivery terms, order minimums and/or delivery restrictions or conditions. The failure of the bidder to note any special condition or exception shall be deemed a waiver of any such condition or exception. Any service agreements, privacy forms or other documents which the State must agree to prior to doing business with your company must be submitted with the signed bid. Unless otherwise noted, pricing shall include all bidder costs and shall be quoted “F.O.B Destination”.

Bidders are advised that any condition or exception taken to the requirements of this solicitation may be grounds for rejection of their bid as non-responsive.

mailto:john.weber@state.co.us

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1.4 Contractual Obligations

Any additional terms and conditions proposed by the vendor must be submitted with their offer in order to be considered. The terms and conditions on any offeror(s) time sheets, invoices, or other forms, including but not limited to indemnification, limitation of liability, or cancellation fees, shall be void and of no effect against the

State of Colorado or any of it’s employees. The offeror(s) and State’s rights and obligations shall be solely governed by the terms and conditions of the contract. Any employee’s signature on offeror(s) forms shall be effective only to establish receipt of services.

1.5 Term of Contract

The term of the resulting Contract is anticipated to commence on July 1, 2019 and expire on June 30, 2020.

Thereafter, the State shall have the option to extend the term for an additional term, or renewal terms, not to exceed a total Contract duration of 5 years.

1.6 Definitions [Modify as required]

“Colorado PERA” means Public Employee Retirement Association of Colorado

“Contract” means State of Colorado Contract

“Customer” means Licensee as defined below

“DORA” means the Department of Regulatory Agencies

“DQ” means Documented Quote

“Fiscal Year” means the annual period beginning July 1 and ending the following June 30.

“F.O.B. Destination” means Free On Board Destination - seller pays for transportation to destination

“Licensee”, for the purposes of this Documented Quote, means any individual licensed, registered, certified or listed in Colorado for the professions indicated on the attached Exhibit C as eligible to receive a wallet card or wall certificate.

“Pricing Sheet” means Exhibit A – Pricing Sheet

“Procurement Code” means CRS Title 24 Government - State, Articles 101 to 112

“State” means State of Colorado

“Vendor, Bidder, Offeror” means entity submitting a responsive bid to this solicitation.

1.7 Written Inquiries Not Applicable

1.8 Approved Equal Process - Not applicable to this Documented Quote or include process

1.9 Doing Business in Colorado

A vendor wanting to do business in Colorado must register with the Colorado Secretary of State in accordance with Colorado Revised Statute (CRS) 7-90-801. The link for the Colorado Secretary of State’s web site is: http://www.sos.state.co.us/ .(Recommend going to the Alphabetical Index to access Colorado

Business Express for services for new and existing businesses and FAQ for frequently asked questions. A copy of the business entity’s Articles of Incorporation and/or Bylaws may be requested by the State.

1.10 Federal E-Verify and Colorado Department of Labor and Employment Program Effective May 13, 2008, Contractors who enter into a public contract for services with Colorado State agencies must participate in either the federal E-Verify program, or the newly created Colorado Department of Labor and

Employment Program (Department Program). The option to enroll in the new Department Program instead of

E-Verify was created by Colorado State Senate Bill 08-193, which amended the Public Contracts for Services and Illegal Alien Laws, 8-17.5-101 and CRS, C.R.S.

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A copy of the Guide to Contractor Participation and copies of the Notice of Participation and Contractor

Affirmation forms are included with this DQ as Attachment 1, 2 and 3. The awarded vendor shall submit these documents to the State prior to award.

1.11 Vendor Disclosure Statement

In compliance with CRS 24-102-206, Contractor Performance outside the United States or Colorado, the awarded vendor will be required to disclose information on where services will be performed under the contract by completing and submitting the Disclosure Statement, Attachment 4, to DORA. The awarded vendor will be required to submit these documents to the State prior to award.

1.12 Federal Employer Identification Number (F.E.I.N.)

Bidders are required to submit their F.E.I.N. prior to contract, or purchase order issuance, or payment from the

State of Colorado. A W-9, Taxpayer Identification form provided by the State may be required. The awarded vendor will be required to submit these documents to the State prior to award.

1.13 Independent Contractor

The contractor shall perform its duties arising out of this solicitation as an Independent Contractor, and not as an employee. Neither the contractor nor any agent or employee of the contractor shall be or shall be deemed to be an employee of the State. The contractor acknowledges that the contractor and its employees are not entitled to unemployment insurance benefits unless the contractor or a third party provides such coverage, and that the

State does not pay for or otherwise provide such coverage. The contractor shall have no authority to bind the

State to any agreements, liability or understanding except as may be expressly set forth in the Purchase Order.

The contractor shall provide and keep in force, workers’ compensation and unemployment compensation insurance coverage in the amount required by law, and shall be solely responsible for the acts of the contractor, its employees and agents.

1.14 PERA

The State of Colorado DORA is a Colorado PERA affiliated employer. Vendor shall comply with Colorado

Senate Bill 06-235 and CRS §24-51-1101(2) and with PERA rules regarding contributions for PERA retirees.

DORA is requiring the vendor to notify DORA's Purchasing Office at 303.894.7765 within fifteen (15) calendar days from the date of this contract if the services provided are being or are to be performed by a PERA retiree.

1.15 Insurance and Licenses– Awarded vendor must hold all applicable insurance coverages and licenses required to do business in the State of Colorado.

1.16 Demonstrated Performance Ability, Reference Requirements

Bidders must be able to demonstrate the ability to provide the requested commodities. Bidders are requested to submit three references for services of similar size, scope and complexity of work. Do not use the Colorado

DORA as a reference. The State may require additional information of the apparent successful offerors to determine their ability to perform. This information may include, but is not limited to previous experience of company; years in business; quality and condition of equipment and financial condition.

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Current Reference

Legal Name of the Business:

Legal Business Address:

Contact Name and Title:

Contact Phone Number:

Period of Service: mm/yy to mm/yy:

Current Reference

Legal Business Address:

Contact Name and Title:

Contact Phone Number:

Previous Reference

Legal Business Address:

Contact Name and Title:

Contact Phone Number:

1.17 Vendor’s Prior Services to DORA: One of the elements of this solicitation’s evaluation criteria will be the vendor’s past performance for DORA. This includes services and/or delivery of goods as well as any warranty work or replacements. The State reserves the right to consider vendor experience for this project. If the vendor has not previously provided services and/or goods to DORA specifically, then bidder is to write

“none” in the blocks below.

Last Occurrences of Vendor’s Services Provided to

DORA

1) Period of Service: mm/yy to

Service Provided:

Contracted Amount

2) Period of Service: mm/yy to

Service Provided

Contracted Amount

1.18 Electronic Copy and Document Format

Proprietary/confidential information must be submitted on a separate CD or flash drive and be clearly marked as such. Scanned documents may be double sided and should be on recycled paper, and easy to copy/scan (no bound material, minimize use of tabs and clips, etc).

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If bid is scanned and emailed no blank pages are allowed between printed pages. Paper should be white or extremely light paper and no dark backgrounds. Enhance images for pages with a poor image quality. The original hard copy in all cases is the official record.

1.19 Modifications

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

1.20 Public Opening of Bids No public bid opening for this Documented Quote

1.21 Bidder Response Format

Submit one copy of the bid properly marked.

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

a) Signed cover sheet.

b) Responses to questions in the DQ

c) Completed bid response form - Exhibit A – Pricing Sheet

d) Completed reference sheets

1.22 Performance Outside the State of Colorado and/or the United States

[Not applicable if Contract Funds include any federal funds] Following the issuance of a Purchase Order or

State Contract, Contractor shall provide written notice to the DORA Contracts and Procurement Office, within

20 days of the earlier to occur of Contractor’s decision to perform, or its execution of an agreement with a

Subcontractor to perform, Services outside the State of Colorado and/or the United States. Such notice shall specify the type of Services to be performed outside the State of Colorado and/or the United States and the reason why it is necessary or advantageous to perform such Services at such location or locations. All notices received by the State pursuant to this section shall be posted on the Colorado DORA’s website.

Knowing failure by Contractor to provide notice to the State under this section shall constitute a material breach of this Contract.

2. Background and Scope of Work

2.1 Background

The Division of Professions and Occupations (Division) is located within the Department of Regulatory

Agencies (DORA, or collectively, State). The State desires to outsource the printing and delivery of durable license wallet cards and wall certificates. These wallet cards and wall certificates would be requested directly by, and issued only to, qualified individuals or entities that are licensed, certified, listed or registered by the

State as they request them through this service.

For licensees who want to obtain a durable wallet card or wall certificate, the State currently outsources the printing of standardized wall certificates and durable wallet cards, which are available directly to licensees from an outsourced vendor. Licensees request and pay the vendor directly for the wallet card or wall certificate.

Wall certificates and wallet cards may be issued to specific professions as determined by the State and at the request of the licensee. The State wishes to continue the option for licensees who meet the qualifications of their profession to obtain printing and delivery of wallet cards and wall certificates as described in this solicitation.

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At this time there are more than 50 different professions that include more than 150 different license types that are licensed, certified, listed or registered by the State. The number of professions and license types may increase or decrease based on regulations that are passed by the Colorado Legislature. Exhibit C is a current list of professions and designations that indicates which professions/designations may request and receive a wallet card and which may request and receive a wall certificate.

A major responsibility of the State is to verify that each professional meets the qualifications for licensure for their profession. After the professional has met all the qualifications for their profession, they may print a copy of their license directly from the Division’s website at any time using the Division’s Online Services System.

There is no charge to the licensee to print a wallet card from the Division’s website. Additionally, these wallet cards are currently sent to licensees via email upon original licensure or certification and again at renewal, at which time licensees are notified that a more durable wallet card option is available for a fee through the outsourced vendor. Currently, a link to the outsourced vendor site for a durable wallet card or wall certificate is also shown on the Division’s website when licensees select the link, “print your license”.

Each of the professions has specific requirements for the licensee to renew. The renewal cycle timeframe varies from one to three years depending on the profession. At this time there are an average of 183,000 licensees who renew each year.

At any time after the professional has met all the qualifications for their profession and has been issued a license or certification, they may request a wall certificate or wallet card from the outsourced vendor, or print their own wallet size copy from the Division’s website.

The number of licenses or certifications issued or renewed per year may increase or decrease based on the number of professions that are regulated by the State. The State cannot guarantee the number of qualified individuals who will be licensed or renewed each year, or the number of licensees who will request a wallet card or wall certificate as part of this service. The number of licensees issued a wallet card or wall certificate over the past four years is as follows:

Fiscal Year Wall Certificates Issued Wallet Cards Issued

Fiscal Year 2018 1,542 2,459

Fiscal Year 2017 1,353 1,867

Fiscal Year 2016 1,403 1,913

Fiscal Year 2015 2,747 1,654

The current price of the durable wallet card is $12, and $32 for a wall certificate, not including optional framing.

All revenue to be derived by the Successful Bidder will be from reasonable fees charged to customers. There shall be no cost to the State for any goods or services provided by the Successful Bidder.

Vendor Mandatory Requirements

With this solicitation, the State seeks a vendor to meet the following requirements.

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2.2 Contract:

2.2.1 Contract. The selected vendor shall:

2.2.1.1 Collaborate and work with the State to ensure a fully executed Contract is in place in a timely manner. The initial term is anticipated to begin on July 1, 2019, with services commencing no later than July 1, 2019. The Successful Bidder may not commence any work associated with the

DQ until the State has an executed Contract in place.

2.2.1.2 Bidder shall review the attached model contract and list any exceptions or confirm that no exceptions are taken to the State’s contract. The State shall review the documented quote proposal to ensure the Bidder has not taken any exceptions to the State’s contract provisions which may be deemed unacceptable, particularly the State of Colorado Special Provisions, attached to the draft contract, or exceptions to stated requirements which may be deemed unacceptable in meeting the needs of the State

2.2.1.3 Register with the Colorado Secretary of State. The Vendor shall maintain such registration and meet the necessary requirements of the Colorado Secretary of State to do business in Colorado.

2.2.1.4 At the conclusion of the term or upon termination of any contract, the selected Bidder must agree to cooperate with any new vendor for the service and to provide assistance to facilitate the transition of all services to the new vendor as instructed by the State. The State shall not incur or pay for any costs associated with the transition.

2.3. Statement of Work

2.3.1 Management and Performance. The Successful Bidder shall be required to:

2.3.1.1 Assume responsibility for all products and services set forth in this DQ, whether or not it performs the service itself, partners with other entities or utilizes subcontractors to perform the service. Provide narrative for subcontractors used for the service.

2.3.1.2 Designate one primary contact for management oversight. This person will be required to have the appropriate level of authority and responsibility to act as primary liaison with the State.

2.3.1.3 Employ staff who are knowledgeable in customer service, complaint resolution, records maintenance, and database security.

2.3.1.4 Notify the State in writing within 30 days of any changes to State’s primary contact or other organizational or personnel changes that are relevant to the contract.

2.3.1.5 Have experience that demonstrates the ability to provide the type of services specified in this

DQ. Bidder shall have a minimum of three years of experience providing wallet cards and/or wall certificates for licensees of a State regulatory agency. List all jurisdictions and agencies currently utilizing these services as provided by Bidder.

2.3.1.6 Undergo review and audit of performance during the course of the contract. A review may be made of the performance provided under the terms of the contract six (6) months from the first day of the contract period and annually each subsequent twelve (12) month period during the contract term for any Successful Bidder, as deemed necessary by the State. This performance review shall be conducted at the State’s direction in consultation with the Successful Bidder, and at the Successful Bidder’s expense.

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The review may determine total service quality, responsiveness, timeliness of required reporting, and any other specifics as required under the terms of the contract. Performance review and audit results, along with recommendations for change, will be distributed to Successful Bidder.

An unsatisfactory review may result in cancellation of the contract.

2.3.2 Customer Service. The Successful Bidder shall be required to:

2.3.2.1 Provide a level of customer service to meet the reasonable needs of customers and the State, including maintaining standard business hours from Monday through Friday.

2.3.2.2 Provide a toll-free telephone number.

2.3.2.3 Respond to all written or electronic communications and telephone calls from customers and the

State within two business days.

2.3.2.4 Provide the State samples of all materials to be made available or delivered to customers and permit the State to review and approve before distributing on behalf of the State.

2.3.2.5 Create and maintain a website that provides information to customers, and provides a means for communicating information to/from customers in a secure manner. Provide a means for customers to order wall certificates and/or wallet cards in a convenient manner, through the website and by other means, if applicable. Provide any narrative related to ordering options for customers.

2.3.2.6 Make alternate solutions available to State and customers if web-facilitated services are inaccessible, or access is limited, within a timeframe that is acceptable to the State, and for correcting any problems that result from the limited access or lack of access.

2.4 Processing. The Successful Bidder shall be required to:

2.4.1 Verify customer’s licensure status by using the State’s online system or other methods approved by the State prior to issuing any wall certificate or wallet card. Only licensees with a ”Retired”, “Inactive” or any “Active” type status shall be issued wallet cards or a wall certificate as applicable and shown in Exhibit C. Provide narrative on how Bidder will ensure compliance.

Bidder shall have the ability to successfully handle the estimated volume of these verifications based on the potential volumes in Section 2.1 of this DQ. The State makes no guarantees as to minimum or maximum volumes.

2.4.2 Require customers to agree to certain terms and conditions before accepting payment or processing the request to ensure security, avoid fraudulent requests, and for accuracy of the request. Provide sample language for terms and requirements.

2.4.3 Collect payment directly from each customer and accept payments by methods convenient to customers, which may include credit card, debit card, money order, eCheck and cashier’s check.

2.4.4 Process requests for wallet cards with 5 business days.

2.4.5 Process requests for wall certificates within 10 business days.

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2.4.6 Provide a system for tracking to include the following elements: (1) when a customer submits an order, (2) when the payment information is confirmed, (3) when the order is approved and ready to be printed, (4) once the order has been printed and, if applicable, framed, (5) once the order is packaged and mailed and (6) when an item is returned and if the return is verified and accepted and after the return is processed.

2.4.7 Handle and report on fraudulent requests, which shall include immediate notification to the State.

Provide narrative for Bidder’s process in handling fraudulent requests.

2.4.8 Replace goods damaged during shipment. Provide narrative regarding Bidder’s replacement policy and timeframes.

2.4.9 Provide a questionnaire or other feedback mechanism to assess the satisfaction levels of customers and report that information to the State.

2.5 Systems and Security. The Successful Bidder shall be required to:

2.5.1 Ensure the actual wall certificate, wallet card or official verbiage shall not be posted online for licensees or the public to view or obtain.

2.5.2 Provide a system to protect the artwork and template from unauthorized personnel and internal theft to include limited access and security agreements.

2.5.3 Provide a secure wallet card and/or wall certificate that cannot easily be copied by incorporating security features in the product. Provide narrative on any security features that will be used.

2.5.4 Provide a secure site where the wallet cards and/or wall certificates will be created, processed, printed and mailed.

2.5.5 Be capable of receiving licensee information through an export file from the State if needed.

The number of entries in the export file will vary. There may be multiple requests for a licensee on the export file. This option is included as a possibility the State may pursue, but is not currently being done. Provide exception reports as needed.

2.5.6 Maintain a disaster recovery plan.

2.5.7 Develop, document, maintain and audit quality assurance and control procedures.

2.6 Reporting. The Successful Bidder shall be required to:

Provide the State with reports identified in this section as well as ad- hoc reports as requested in a manner and format agreeable to the State. Unless otherwise agreed upon, all reports must be produced and delivered on a quarterly basis.

2.6.1 Compile and provide a summary of feedback or satisfaction survey responses from State’s customers and provide feedback to the State, if requested.

2.6.2 Provide the State with detailed reports that list each request, separated by wallet cards and wall certificates, including requests filled, profession, requests that could not be verified, cancelled requests, returns, fees charged, quantity, etc., on a quarterly basis.

2.6.3 Provide the State with reports on processing times, if requested by the State.

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2.7 Wallet Card Services. The Successful Bidder shall be required to:

2.7.1 Coordinate with the State on design of wallet cards.

2.7.2 Create, develop and print wallet cards. There will be only one template for all wallet cards printed. See chart in Exhibit C for a complete listing of professions and license types eligible for a wallet card.

2.7.3 Maintain an adequate and secure stock of wallet cards and envelopes.

2.7.4 Print wallet cards in standard credit card size on 15 – 30 ml weight cards. Describe the size and weight of wallet cards and provide options, if any.

2.7.5 Provide ability to print multiple colors on the wallet card and potentially change the color scheme periodically as part of the security aspect of the card.

2.7.6 Provide ability to make changes to the wallet card in the future if State has a business need to make changes (i.e. website address, etc.).

2.7.7 Have the ability to print clearly and accurately the following information on each wallet card if required by the State:

Licensee Name

License Type

License Number

License Status

License Original Issue Date

License Expiration Date

Division Director Name

Division Director Signature

State of Colorado State Seal

DORA Branding Logo

Division of Professions and Occupations Name

Division Website

Division Phone Number

2.7.8 Have the ability to generate and include a letter from the State for each wallet card or wall certificate that is printed. The State will provide the content of the letter if one is desired.

2.7.9 Mail wallet cards. Include on the front of the envelope “Official State of Colorado Document

Enclosed” and the Department Branding Logo approved by State.

2.7.10 Describe features of the wallet card and provide a sample.

2.8 Wall Certificate Services. The Successful Bidder shall be required to:

2.8.1 Provide a wall certificate as shown in Exhibit D. The awarded Offeror shall be required to source the artwork for the State gold seal on the certificates from the State’s Integrated Document

Solutions (IDS) division.

2.8.2 Create, develop and print wall certificates. See chart in Exhibit C for a complete listing of professions and license types eligible for a wall certificate.

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2.8.3 Print certificates on 11” x 14” high quality paper.

2.8.4 Include language on wall certificate according to factors identified in Exhibit C including but not limited to the licensee name, type of licensure, registration, or certification, profession and title, if applicable.

2.8.5 Affix a gold Colorado state seal sticker to the certificate as indicated on Exhibit D and as approved by IDS.

2.8.6 Mail wall certificates. Include on the front of the envelope “Official State of Colorado

Document Enclosed” and Department Branding Logo. The logo shall be approved by the State.

2.8.7 Describe features of the wall certificate and provide a sample. The sample should also include where the IDS sourced seal will be positioned as a placeholder. Include options available to the customer, if any, such as framing.

2.9 Cost. The Successful Bidder shall be required to:

2.9.1 Incur the cost of the setup, wallet cards and/or wall certificates, envelopes, 1st class postage and printing.

2.9.2 Ship certificates outside of the United States when requested. The Successful Bidder may require the purchaser to pay additional shipping and handling charges.

2.93 Set fees that are inclusive of all services described in this statement of work along with any planned future service enhancements. Fees shall be listed in Exhibit A – Response Sheet and

Pricing, of this DQ.

2.9.4 Give the State at least ninety (90) days written notice if Successful Bidder wishes to change any fee. The State must provide written acknowledgement of receipt of notice and changes must be reflected in a State approved contract amendment.

2.9.5 All revenue to be derived by the Successful Bidder will be from reasonable fees charged to customers. There shall be no cost to the State for any goods or services provided by the

Successful Bidder.

Response Instructions

3. Title Page

Complete the Title Page on page 1 of this solicitation and return with your bid response.

Statement of Problem/Understanding of Assignment

Concisely describe your understanding of the goals and objectives to be accomplished under this DQ.

Identify any special attributes or capabilities that will facilitate the successful conduct and completion of this assignment.

Key Evaluation Factors

Mandatory Requirements and Cost

Complete and return the Response and Pricing Sheets on pages 15-22 of this solicitation. Provide additional documentation or narrative regarding how you will meet these requirements.

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Wallet Card and Wall Certificate Samples

Provide samples and options for wallet cards and wall certificates that meet the requirements described above.

Organization Experience

Describe your work experience on projects relevant to this proposal. The proposal should include specific references to past projects that are similar to the one described in this DQ, including brief descriptions, approximate costs and dates of performance.

State Model Contract Terms and Conditions.

List any exception that you have to the State’s Model Contract provisions and the required terms and conditions in Exhibit B.

Vendor Disclosure Statement Complete and submit Vendor Disclosure Statement.

Insurance

Provide evidence of general liability insurance coverage and specific insurance you carry that covers losses (see Exhibit B).

Award Methodology

All bid responses will be reviewed by the State to identify the best value in accordance with the evaluation factors (contract requirements and statement of work requirements) stated in Section 2 with cost being the primary consideration.

Failure of the Offeror to provide any information or follow submission criteria requested in this DQ may result in disqualification of the proposal. This responsibility belongs to the Offeror. Offerors should not assume that they will have an opportunity for revisions of proposals, so they should submit their most favorable proposals as their initial proposal.

References checks and a financial soundness review will be the final determination of award after an apparent bidder has been identified. Both these criteria are a pass or fail determination. Should the bidder fail either of these requirements, the State reserves the right to award to the next most qualified bidder based on this section.

Award shall be made with reasonable promptness, to the low responsive and responsible bidder whose bid meets the requirements and criteria as set forth in this solicitation as determined by the State.

The State intends the term of the contract to begin no later than July 1, 2019, or upon signature of the State

Controller or his Delegate, for a term of twelve months.

MODEL CONTRACT

Except as modified, the standard State Contract Terms and Conditions and the Model Contract (attached as

Exhibit B) included in this DQ shall govern this procurement and are hereby incorporated by reference.

Please note this Model Contract lists the State’s required legal provisions but does not include the specific scope of work and requirements for this RFP.

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4. Evaluation and Award The bid will be evaluated and awarded based on acceptable responses that are most advantageous to the State, price/cost being the primary consideration. Should the State determine that the apparent successful bidder is unable to meet the specifications and requirements outlined in this bid, award may be considered to the next most advantageous bidder.

Bidders must be capable of providing one or more of the items and services requested; partial or incomplete bids will not be accepted. The State will be the sole judge in determining the acceptability of an offer and in determining the most beneficial offer to the State. Award shall be made with reasonable promptness to the bidder(s) who is determined to meet the requirements and criteria set forth in this solicitation with price/cost being the primary consideration.

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Exhibit A

RESPONSE SHEET & PRICING

BIDDER INFORMATION AND CONFIRMATION OF QUOTED PRICING

Bidder Name: _______________________________________________________

Address: _______________________________________________________

City/State/Zip: _______________________________________________________

Telephone Number: __________________________________________________

Email: __________________________________________________________

Colorado VSS Vendor Number: _______________________________________

Printed Name: _______________________________________________________

Signature: _______________________________________________________

Date: _______________________________________________________

PRICING:

Enter pricing in Exhibit A

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Department of Regulatory Agencies (DORA)

Documented Quote#

DQ-SJAA 2019-532

RESPONSE SHEET

A. REQUIREMENTS. Please indicate whether your organization meets the following requirements by indicating Yes or No in the appropriate column. You may provide required narrative in an attachment.

DESCRIPTION OF REQUIREMENT YES NO

1.

Collaborate and work with the State to ensure a fully executed

State Contract is in place in a timely manner. The initial Contract is anticipated to begin on July 1, 2019, with services commencing by no later than July 1, 2019.

2.

Review the attached model contract and list any exceptions or confirmation that no exceptions are taken to the State’s model contract provisions.

3.

Register with the Colorado Secretary of State. The Vendor must maintain such registration and meet the necessary requirements of the Colorado Secretary of State to do business in Colorado.

4.

At the conclusion of the term or upon termination of any contract, the Vendor must agree to cooperate with any new vendor for the service and to provide assistance to facilitate the transition of all services to the new vendor as instructed by the State. The State shall not incur or pay for any costs associated with the transition.

5.

Assume responsibility for all products and services set forth in this DQ, whether or not it performs the service itself, partners with other entities or utilizes subcontractors to perform the service.

Provide narrative for subcontractors used for the service.

6.

Designate one primary contact for management oversight. This person will be required to have the appropriate level of authority and responsibility to act as primary liaison with the State.

7.

Employ staff who are knowledgeable in customer service, complaint resolution, records maintenance, and database security.

8.

Notify the State in writing within 30 days of any changes to

State’s primary contact or other organizational or personnel changes that are relevant to this contract.

9.

Have experience that demonstrates ability to provide the type of services specified in this DQ. Bidder shall have a minimum of three years of experience providing wallet cards and/or wall certificates for licensees of a State regulatory agency. List all jurisdictions and agencies currently utilizing these services.

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10.

Undergo review and audit of performance during the course of the contract.

11.

Provide a level of customer service to meet the reasonable needs of customers and the State. Explain how customer service will be provided, including business days and hours of operation.

12. Provide a toll-free telephone number.

13.

Respond to all written or electronic communications and telephone calls from customers and the State within two business days.

14.

Provide the State samples of all materials to be made available or delivered to customers and permit the State to review and approve before distributing on behalf of the State.

15.

Create and maintain a website that provides information to customers, and provides a means for communicating information to/from customers in a secure manner. Provide a means for customers to order wall certificates and/or wallet cards in a convenient manner through the website or by other means as applicable. Provide any narrative related to ordering options available to customers.

16.

Make alternate solutions available to State and customers if web-facilitated services are inaccessible, or access is limited, within a timeframe that is acceptable to the State, and for correcting any problems that result from the limited access or lack of access.

17.

Verify customer’s licensure status by using the State’s online system or other methods approved by the State prior to issuing any wall certificate or wallet card. Only licensees with a

”Retired”, “Inactive” or any “Active” type status should be issued wallet cards. Have the ability to successful handle the estimated volume of these verifications based on the potential volumes in

Section 2.1 of this DQ. . The State makes no guarantees as to minimum or maximum volumes.

18.

Require customers to agree to certain terms and conditions before accepting payment or processing the request. Provide sample language.

19.

Collect payment directly from each customer and accept payments by methods convenient to customers, which may include credit card, debit card, money order, eCheck and cashier’s check.

20.

Process requests for wallet cards with 5 business days.

21.

Process requests for wall certificates within 10 business days.

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22.

Provide a system for tracking to include the following elements:

(1) when a customer submits an order, (2) when the payment information is confirmed, (3) when the order is approved and ready to be printed, (4) once the order has been printed and, if applicable, framed, (5) once the order is packaged and mailed and

(6) when an item is returned and if the return is verified and accepted and after the return is processed.

23.

Handle and report on fraudulent requests, which will include immediate notification to the State. Provide narrative for Bidder’s process in handling fraudulent requests.

24.

Replace goods damaged during shipment. Provide narrative regarding Bidder’s replacement policy and timeframes.

25.

Provide a questionnaire or other feedback mechanism to assess the satisfaction levels of customers and report that information to the

State.

Not post the actual wall certificate, wallet card or official verbiage online for licensees or the public to view or obtain.

27.

Provide a system to protect the artwork and template from unauthorized personnel and internal theft to include limited access and security agreements.

28.

Provide a secure wallet card and/or wall certificate that cannot easily be copied, incorporating security features in the products to prevent copying. Provide narrative on the security features that will be used.

29. Provide a secure site where the wallet cards and/or wall certificates will be created, processed, printed and mailed.

30. Be capable of receiving licensee information through an export file from the State if needed. The number of entries in the export file will vary. There may be multiple requests for a licensee on the export file. This option is included as a possibility the State may pursue, but is not currently being done. Provide exception reports as needed.

31. Maintain a disaster recovery plan.

32. Develop, document, maintain and audit quality assurance and control procedures.

33. Provide the State with reports identified in this section as well as ad- hoc reports as requested in a manner and format agreeable to the State. Unless otherwise agreed upon, all reports must be produced and delivered on a quarterly basis.

34. Compile and provide a summary of feedback or satisfaction survey responses from State’s customers and provide feedback to the State, if requested.

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35. Provide the State with detailed reports that lists each request, separately by wallet cards and wall certificates, including requests filled, profession, requests that could not be verified, cancelled requests, returns, fees charged, quantity, etc. on a quarterly basis.

36. Provide the State with reports on processing times, if requested by the State.

37. Wallet Card. Coordinate with the State on design of wallet cards.

38. Wallet Card. Create, develop and print wallet cards. There will be only one template for all wallet cards printed.

39. Wallet Card. Maintain an adequate and secure stock of wallet cards and envelopes.

40. Wallet Card. Print wallet cards in standard credit card size

(describe size and weight) on 15 – 30 ml weight cards.

41. Wallet Card. Provide ability to print multiple colors on the wallet card and potentially change the color scheme periodically as part of the security aspect of the card.

42. Wallet Card. Provide ability to make changes to the wallet card in the future if State has a business need to make changes (i.e.

website address).

43. Wallet Card. Have the ability to print clearly and accurately information requested by the State on each wallet card.

44. Wallet Card. Have the ability to generate and include a letter from the State for each wallet card or wall certificate that is printed. The State will provide the content of the letter if one is desired.

45. Wallet Card. Mail wallet cards. Include on the front of the envelope “Official State of Colorado Document Enclosed” and

Department Branding Logo, approved by the State.

46. Describe features of wallet card and provide a sample.

47. Wall Certificate. Provide a wall certificate as shown in Exhibit D.

The awarded Offeror shall be required to source the artwork for the State Gold Seal on the certificate from the State’s Integrated

Document Solutions (IDS) division.

48. Wall Certificate. Create, develop and print wall certificates.

49. Wall Certificate. Print certificates on 11” x 14” high quality paper.

50. Wall Certificate. Include language on wall certificate according to factors identified in Exhibit C including but not limited to the licensee name, type of licensure, registration, or certification, profession and title, if applicable.

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51. Wall Certificate. Affix a gold Colorado state seal sticker to the certificate as indicated on Exhibit D and as approved by IDS.

52. Wall Certificate. Mail wall certificates. Include on the front of the envelope “Official State of Colorado Document Enclosed” and

Department Branding Logo. The logo shall be approved by the

State.

53. Describe features of the wall certificate and provide a sample. The sample shall also include where the IDS sourced seal will be positioned as a placeholder. Include available options, if any, such as framing.

54. Incur the cost of the setup, wallet cards and/or wall certificates, envelopes, 1st class postage and printing.

55. Ship certificates outside of the United States when requested. The

Successful Bidder may require the purchaser to pay additional shipping and handling charges.

56. Set fees that are inclusive of all services described in this statement of work along with any planned future service enhancements.

57. Give the State at least ninety (90) days written notice if Successful

Bidder wishes to change any fee, The State must provide written acknowledgement of receipt of notice and changes must be reflected in a State approved contract amendment.

58. All revenue to be derived by Successful Bidder will be from reasonable fees charged to customers. There shall be no cost to the State for any goods or services provided by the Successful

Bidder.

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Exhibit A Pricing.

59. Wallet card fee.

60. Duplicate wallet card fee.

61. Wall certificate fee.

62. Duplicate wall certificate fee.

63. Provide any other fees that will be charged to the licensee.

All revenue to be derived by the Successful Bidder will be from reasonable fees charged to customers.

There shall be no cost to the State for any goods or services provided by the Successful Bidder.