Exhibit A - Admin Info.pdf

EXHIBIT A

ADMINISTRATIVE INFORMATION

1. Additional Non-Discrimination The Offeror shall comply with all applicable state and federal laws, rules and regulations involving non-discrimination on the basis of race, color, religion, national origin, age or sex.

2. Non-Resident Bidders The State, under C.R.S. §24-103-908(3) requires that if a non-resident bidder is from a state that provides a bidding preference to bidders from that state, then a comparable percentage disadvantage will be applied to the bid of that non-resident bidder. Non-resident State Preferences may be viewed at https://www.colorado.gov/pacific/osc/procurement-resources under Procurement Resources Resident Bidder Preference Information.

3. Vendor Disclosure Statement Awarded Offeror, per C.R.S §24-102-206, prior to contracting shall disclose in a written statement whether it anticipates performing or subcontracting any services under the Contract/ Purchase Order, where such subcontracted services will be performed under the Contract/Purchase Order, including any subcontracts, and whether any subcontracted services under the Contract/ Purchase Order or any subcontracts are anticipated to be performed outside the United States or the state. If the prospective vendor anticipates services under the Contract/Purchase Order or any subcontracts will be performed outside the United States or the state, the vendor shall provide in its written statement a provision setting forth why it is necessary or advantageous to go outside the United States or the state to perform the contract or any subcontracts.

Offeror must complete and submit the Vendor Disclosure Statement, Attachment B.

4. Parent Company If an Offeror is owned or controlled by a parent company, the name, main office address, and parent company’s tax identification number shall be provided in the proposal. Note:

Offerors are advised that the Federal Employer Identification Number (FEIN) entered on the IFB Signature and Cover Sheet, and on the W-9 form submitted in its proposal, and as registered in VSS must be the same.

5. Service Disabled Veteran Owned Small Business Participation (SDVOSB) The State, under C.R.S. 24-103-905, encourages proposals from Service-Disabled Veteran- Owned Small Business and sets a 3% goal of all contracts to be awarded to SDVOSB’s.

Each Offeror that is a Service-Disabled Veteran Owned Small Business should submit verification that it is incorporated or organized in Colorado or maintains a place of business or has an office in Colorado and is officially registered and verified as a Service-Disabled Veteran Owned Small Business by the Center for Veteran Enterprises within the U.S.

Department of Veterans Affairs (www.vip.vetbiz.gov). In the event that two (2) or more comparable proposals are received, preference may be given to the proposal from a qualifying, responsive, responsible SDVOSB bidder. The bidder must claim and substantiate the subject preference in the proposal/quote.

Verified SDVOSB offers shall receive a preference of Insert Percentage on their proposal/quote. This preference applies only to the proposal/quote price, and the SDVOSB Offeror must still meet all other requirements of the solicitation.

https://www.colorado.gov/pacific/osc/procurement-resources

6. Minority and Women-Owned Business and Small Business Enterprises The State is dedicated to creating, operating and maintaining a procurement and contracting system that provides all Colorado individuals and businesses, including minority and women-owned enterprises (M/WBE), and small business enterprises with an equal and fair opportunity to compete for State business. Offerors shall take all necessary affirmative steps, as required by 45 CFR 93.36(3), Colorado Executive Orders and Procurement Rules to assure that small, minority and women’s business enterprises are utilized, when feasible, as sources of supplies, equipment, construction and services purchased under awarded contract.

7. Incurring Costs Offerors are solely responsible for all costs incurred as a result of responding to the IFB, to include participation in any meetings, presentations, or negotiations.

8. News Releases and Announcements Offerors shall not issue any news releases, communications or announcements of any kind pertaining to this IFB, Offeror responses or award without prior written approval by the state.

9. Section 508 Compliance All electronic and information technology deliverables under this solicitation shall comply with Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794 (d); 36 CFR Part 1194) and the Access Board Standards. Section 508 requires that accessibility for people with disabilities is incorporated into all electronic and information technology developed, procured and maintained under the resulting solicitation award.

All work performed as a result of this solicitation must comply with all applicable provisions of C.R.S 24-85-101 et seq., and the Accessibility Standards for Individuals with a Disability, as established by the Office of Information Technology pursuant to C.R.S 24- 85-103 (2.5 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.

10. Audit Awarded Contractor may be required to have a process audit conducted of the program at least once every three (3) years, at the Contractor’s expense. If the Contractor has not had such an audit prior to awarding of a resulting contract, one may be required to begin within six (6) months of award of a contract, at the Contractor’s expense. A complete copy of the audit must be provided to the State’s project manager as identified in the awarded contract within five (5) working days of its completion. The State will negotiate directly with the Contractor regarding any exceptions or findings of the audit.

11. Taxes State of Colorado Agencies, as purchaser, are exempt from all federal excise taxes under Chapter 32 of the Internal Revenue Code and from all state and local government sales and use taxes (C.R.S. §39-26-704). (See Draft Model Contract, for additional information).

12. Federal Employer Identification Number (FEIN) In order to do business with a State Agency, Vendors are required to provide FEIN information to indicate their legal business identity. Offeror must complete and submit the form (signature page only) provided by the State Request for Taxpayer Identification Number and Certification (W-9).

13. Accessibility Requirements All work performed as a result of this solicitation must comply with all applicable provisions of §24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with 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.

14. HIPAA Business Associate Placeholder Provision Contractor may receive or create certain health or medical information (“Protected Health Information” or “PHI”), as defined in HIPAA Business Associate Placeholder Provision, Exhibit 4 in connection with the performance of this contract. Please see HIPAA Business Associate Placeholder Provision, Exhibit 4 for complete requirements.

15. PERA Retirees Independent Contractors/workers Receiving PERA Benefits: The 2010 Colorado General Assembly changed the terms governing employment of those persons who are actively receiving retirement benefits from the Colorado Public Employees Retirement Association (PERA). One of the most important of these changes is the imposition of PERA contributions on all retirees working after retirement for a PERA employer. For a full explanation of the changes which may apply to you, and the new PERA contribution and reporting obligations for PERA retired workers, consult PERA. PERA has published a handbook, Working After Retirement, which is available from PERA, and can also be found on the PERA website, www.copera.org.

PERA Reporting Form: In order to comply with the above obligations, the Colorado Department of Corrections now requires PERA retired employees who are working or providing services to a PERA entity such as the CDOC to complete PERA’s Disclosure of Compensation form on a monthly basis, for reporting compensation earned from January 1, 2011, forward. The Contractor(s) shall complete the form monthly, and submit the original to the CDOC Contracts Unit, PO Box 1010, Canon City, CO 81215. A separate form shall be completed for each PERA covered entity or agency for which the Contractor provides services, including the CDOC. Effective January 1, 2011, PERA will offset the retiree’s retirement benefit to collect the working retiree contributions.

16. Security Requirements and Information A. All CDOC correctional facilities have significant security requirements which make it necessary for the Contractor to communicate and coordinate work with the CDOC’s Principal Representative or their designee, for the efficient delivery of services.

B. All Contractor personnel who provide services on CDOC property will be subject to, and shall pass a CDOC criminal background check, and receive prior CDOC approval in order to be eligible to provide services under this contract. The cost of the background check is covered by CDOC and is not the responsibility of the contractor.

C. The Warden or designee of the CDOC facility shall have final approval for all Contractor personnel assigned or directed to provide services at their facility.

D. Contractor’s personnel will be required to sign a “Consent to Search Authorization” form before CDOC will permit access to any correctional facility.

E. Approved individuals will be subject to search of person or vehicle at any time while on any CDOC facility and grounds. Any search conducted will be at the discretion of security personnel, and does not require probable cause.

F. In the event of a facility disturbance or event, CDOC may temporarily detain the entry and exit of all traffic from the facility. All reasonable efforts will be made to release the Contractor’s personnel and any equipment as quickly as possible while maintaining the security of the CDOC facility

G. Cell phone use may be restricted on all CDOC properties.

H. No cigarettes, weapons, or other contraband items will be allowed.