Exhibit A - Statment of Work Template.docx
DOCX document 2 MB Posted
- Attached to
- Child Care Licensing Inspections
- Solicitation number
- RFP QAAA 2026000189 4
- Issued by
- Arapahoe County, Colorado
About this file
Summary
This is a Statement of Work exhibit for a child care licensing inspections contract between the Colorado Department of Early Childhood (CDEC), Division of Early Learning Licensing and Administration (DELLA), and a contracted vendor. The contract requires the vendor to provide comprehensive licensing services including pre-licensing technical assistance, original licensing approvals, facility inspections and investigations, complaint investigations, Stage II child abuse/neglect follow-up investigations, injury investigations, and quality rating evaluations across six Colorado counties: Arapahoe, Clear Creek, El Paso, Gilpin, Jefferson, and Pueblo. The vendor must conduct unannounced annual inspections of permanently licensed facilities, respond to all inquiries within 48 business hours, complete severity one complaints within 48 hours of receipt, and maintain a caseload of approximately 100 facilities per full-time licensing specialist. The contract term runs from July 1, 2026, through June 30, 2027, with specific performance benchmarks including a 95% on-time inspection completion rate and timely submission of all reports, referrals, and documentation to the state.
The vendor must employ sufficient full-time or part-time equivalent licensing specialists and supervisors to meet contractual obligations and must post vacant positions within two weeks with employment offers extended within 60 days. All staff must pass background checks compliant with Colorado Revised Statutes and attend mandatory state training and monthly liaison meetings. The contract specifies a monthly payment structure for licensing oversight and enforcement services with specialist hourly rates subject to state evaluation for competitiveness and sustainability. The state reserves the right to scrutinize artificially low rates that may correlate with staff turnover and service degradation. The vendor must maintain records for three years, permit state and federal monitoring and audits, use only state-approved forms, and comply with all applicable Colorado child care licensing laws and regulations. The contract does not permit assignment, delegation, or subcontracting of duties without express prior written consent from the department.
View the file
Other files
Show all 16
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Exhibit A
Statement of Work Child Care Licensing Inspections
CDEC Program Contract Manager
· To Be Determined
Abbreviations
· BIU- Background Investigation Unit
· CDEC – Colorado Department of Early Childhood
· CBI - Colorado Bureau of Investigation
· C.R.S. - Colorado Revised Statutes
· DELLA - Division of Early Learning Licensing and Administration
· ECC - Early Childhood Councils
· FBI - Federal Bureau of Investigation
· LCRT- Licensing Compliance Review Team
· ROI - Report of Inspection
· SOP - Standard Operating Procedures
· SOW - Statement of Work
Glossary
· ILINX - DELLA’s Imaging System
· Stage I - A referral and/or investigation conducted by child protective services
· Stage II - A Licensing follow-up to a child abuse investigation
· Trails - A child abuse and neglect records check
· Complaint Investigation Severity Level Assignment SOP - https://docs.google.com/document/d/1QvKVPljSzQaCQBlZ_HN2pvHCp__39REo/edit
· S-3 Supervisor Review of Stage II - https://docs.google.com/document/d/1XT8VPXPCsbFiXyRMOFkVXJSgCr5oZXQv/edit
· I-1 Injury Investigation Risk Factor Guidelines - https://docs.google.com/document/d/1xWrtJaOfpWpwn0Y_F5nOJmiAylxzYS-BKNZeeiJRyCE/edit?tab=t.0
· How to Write a Report of Inspection SOP - https://docs.google.com/document/d/1aYdJJtIjLM6wDWvdm3um0sh4IQjXBIS8/edit
Introduction/Background
The CDEC, DELLA, ensures the health and safety of children in less-than-24-hour licensed early care and education environments by promulgating regulations for child care that ensure minimum standards for the health and safety of facilities. The unit accomplishes this through the annual inspection and monitoring of child care facilities, consultation and coaching for early care and learning professionals, and collaboration with early care and learning providers, child care associations, ECC’s, local governments, county agencies, advocates, and other key stakeholders.
DELLA is responsible for inspecting, licensing, and monitoring family child care homes, child care centers, preschools, school-age child care programs, neighborhood youth organizations, and children’s resident camps.
Scope of Work The purpose of this Request for Proposals (RFP) is to contract with an organization to provide sufficient licensing specialists to conduct prompt, responsive licensing services to include:
· Pre-licensing technical assistance.
· Original licensing approvals.
· Inspection and investigations of child care programs as required by the Child Care Licensing Act 26.5-5-301, et seq., C.R.S.
· Review and award Colorado Shines Quality Rating and Improvement System Level 1(licensed) and 2 ratings (Licensed and completed all criteria to obtain a level 2 QRIS rating).
· Provide technical assistance and resources to child care programs to increase quality.
Period of Performance
· July 1, 2026 - June 30, 2027
Where Services Will Be Performed
· The following counties in Colorado: Arapahoe, Clear Creek, El Paso, Gilpin, Jefferson, and Pueblo.
Work Plan
Work Plan
Outcomes, Benchmarks, and Milestones
Outcome Statement # 1
To deploy contract licensing inspectors for the purposes of conducting thorough and timely inspections of child care facilities licensed pursuant to Title 26.5, Article 5, Part 3 Child Care Licensing.
| Key Activity A1: |
| The Contractor shall perform the following functions regarding the original licensure of facilities located within Arapahoe, Clear Creek, El Paso, Gilpin, Jefferson, and Pueblo counties. |
| Tasks |
| Time Period |
| Deliverable |
| Measurement |
| Position(s) Responsible |
| A1-1: Dissemination of information regarding the licensing process, the rules governing facilities, and the legal requirement to be licensed, including dissemination of the original application information. |
| Ongoing |
| Disseminate information to prospective providers. |
| Original Applications received for Arapahoe, Clear Creek, El Paso, Gilpin, Jefferson, and Pueblo counties. |
| Licensing Specialists |
| A1-2: Compilation of all documentation for licensure required by the State. |
| Ongoing |
| Compile and submit all required documents for original inspections to the Department. |
| All original inspection documents are scanned into the ILINX scanning system. |
Reports of Inspection are reviewed and approved by a supervisor.
Licensing Specialist Licensing Supervisor
| A1-3: Prescheduled inspection of the entire premises of prospective facilities within 60 days of the provider's application being received in the State office. |
| Ongoing |
| Documentation of the original application was completed. |
| A Report of Inspection is completed for all original inspections and is signed by the provider. |
Reports of Inspection are reviewed and approved by a supervisor.
The supervisor shall monitor and follow up on the pending application report for specialists.
Licensing Specialist Licensing Supervisor
| A1-4: Investigation of the applicant and all residents and employees of the applicant's facility including any investigation required by the State to determine the suitability of the applicant and the facility for licensure. |
| Ongoing |
| All residents over the age of 18 must submit fingerprints for a CBI/FBI check and provide information for a Trails check. |
| All residents over the age of 18 shall successfully complete background checks prior to licensure. |
| Support Staff & BIU |
Licensing Specialists
| A1-5: Completion and submission of a report of inspection in a manner prescribed by the State within three days of completing the inspection. The report of inspection must indicate the licensing recommendation for approved licenses, provide information about the license type, capacity, and age range of children for whom the facility is licensed, and specify any restrictions or conditions that apply to the license. Submit a report of inspection and the applicant’s response to the State within two weeks of receiving a response from the applicant. |
| Ongoing |
| A Report of Inspection is written per Department’s Standard Operating Procedures L-7 L-7 How to Write a Report of Inspection Final 2-13-19 (1).docx and signed by the provider within three days of the inspection. Once the Report of Inspection Response is received the Licensing Specialist shall review and ensure compliance prior to the recommendation of licensure. |
| The Report of Inspection and Report of Inspection Response form is scanned into the ILINX scanning system. |
Reports of Inspection are reviewed and approved by a supervisor.
Licensing Specialist Licensing Supervisor
A1-6: The Contractor shall submit all original reports, records, and documentation regarding facilities to the State in a timely manner as prescribed by the Department’s Standard Operating Procedures.
| Ongoing |
| Compile and submit to the Department all required documents for original inspections. |
| All original inspection documents are scanned into ILINX scanning system. |
Licensing Specialist
| A1-7: The Contractor shall perform its obligations hereunder in conformity with the Child Care Licensing Act, other relevant state laws and all regulations promulgated pursuant thereto; including, without limitation, the Colorado Social Services Code, Sections 26.5-5-301, et seq., C.R.S., as all the foregoing are in effect as of the date of execution of this Contract, and as they may later be amended. |
| Ongoing |
| Understanding of the Child Care Licensing Act to ensure compliance. |
| The ability to interpret and apply the Colorado Revised Statutes and the rules that govern child care to ensure conformity. |
| Licensing Specialist Licensing Supervisor |
| A1-8: The Contractor shall assure that licensees and persons interested in licensure have appropriate and timely access to services. The Contractor shall facilitate the application process for interested parties and respond within 48 business hours to all inquiries regarding licensure. |
| Ongoing |
| Respond to all inquiries via phone or email to facilitate the licensing process within 48 hours. |
| The provider feedback survey shall indicate the contractor is responsible for providing prompt, responsive customer service. |
The supervisor shall follow up on all feedback responses requesting a callback. The supervisor shall update the CDEC tracking sheet to include the outcome of the follow-up.
Licensing Specialist Licensing Supervisor
| Key Activity B1: |
| The Contractor shall perform the following functions related to the investigation of allegations of illegally operating, unlicensed facilities located within Arapahoe, Clear Creek, El Paso, Gilpin, Jefferson, and Pueblo counties. |
Tasks
| Time Period |
| Deliverable |
| Measurement |
| Position(s) Responsible |
B1-1: Investigation of every complaint alleging or involving the operation of unlicensed facilities, which, if licensed, the Contractor would have the responsibility of inspecting under the terms of the Contract. Such investigation shall include an unannounced visit to the facility, interviews necessary to determine whether the operation is such that a license is required under the Child Care Act, Section 26.5-5-301 et seq., C.R.S. and the rules of the State, and issuance of a cease and desist order to those facilities found in violation of the law along with information on how to obtain an application and where the application and rules can be accessed at https://cdec.colorado.gov/child-care-licensing-and-administration Cease and desist orders must be submitted to the State in a manner prescribed by the State within two weeks of issuance. In compliance with the state's Standard Operating Procedures for unlicensed care.
| Ongoing |
| An informational letter outlining the law, exemptions, and procedures for contacting licensing will be provided to the facility found to be operating within the exemption. A cease-and-desist letter shall be issued to facilities found in violation of C.R.S. Section 26.5-5- 301. |
Provide information to individuals on when a child care license is required and the process for obtaining licensure.
| The cease-and-desist letter or the informational letter must be scanned into our ILINX scanning system. |
| Licensing Specialist |
Licensing Supervisor
Tasks
| Time Period |
| Deliverable |
| Measurement |
| Position(s) Responsible |
| B1-2: Investigation into every facility issued a cease and desist order, and found to be operating illegally, to ensure compliance, which may include other unannounced visits to the facility, interviews, and surveillance if an application is not received within thirty days of issuance of the order as required by the State. |
| Ongoing |
| Aftercare that requires a license is determined, the cease and desist order shall be issued, surveillance shall be completed, and injunction recommendations shall be made in compliance with the Department’s Standard Operating Procedures. |
| The cease and desist letter, or the informational letter, and Report of Contact documentation and injunction recommendations shall be scanned into our ILINX scanning system. |
| Licensing Specialist Licensing Supervisor |
| B1-3: Completion and timely submission of all reports and referrals required by the State and in a manner prescribed by the State. |
| Ongoing |
| Follow the Department’s Standard Operating Procedures. |
| The cease and desist letter or |
Informational letter, injunction recommendation, and Report of Contact documentation shall be scanned into our ILINX scanning system.
Licensing Specialist Licensing Supervisor
| B1-4: Investigation of the applicant and all residents and employees of the applicant's facility including any investigation required by the State to determine the suitability of the applicant and the facility for licensure. |
| Ongoing |
| Determination of the suitability of the applicant for licensure. |
| Submission of an original application for permanent licensure or exempt care is provided. |
| Licensing Specialist Licensing Supervisor |
| Key Activity C1: |
| The Contractor shall perform those functions regarding the continuation of permanent licensure of facilities located within Arapahoe, Clear Creek, El Paso, Gilpin, Jefferson, and Pueblo counties. |
| Tasks |
| Time Period |
| Deliverable |
| Measurement |
| Position(s) Responsible |
| C1-1: Unannounced visitation of facilities on a permanent license to review the facility’s operation to monitor compliance with applicable laws, rules, and regulations at least once every twelve months or according to the current Department’s Standard Operating Procedure or policy. |
| Ongoing |
| Conduct annual inspections for all facilities to review all applicable rules and regulations. Any violation of rules and regulations shall be documented on a Report of Inspection that is written per the Department’s Standard Operating Procedures. |
| The Report of Inspection is scanned into the ILINX scanning system. |
Salesforce report documenting compliance, indicating a timely inspection.
Licensing Specialist
| C1-2: Completion of a Report of Inspection in a manner prescribed by the State at the time of inspection. If unable to complete the report at the time of inspection, the report shall be provided to the licensee within three days of completing the inspection. Submit the Report Inspection and the provider’s response within two weeks of receiving a response from the provider. |
| Ongoing |
| A Report of Inspection is written per |
Department’s Standard Operating Procedures and signed by the provider within three days of the inspection. Once the Report of Inspection Response is received the Licensing Specialist shall review and ensure compliance and submit to the State within two weeks of reviewing.
The Report of Inspection and The Report of Inspection Response form and the Reports and referrals are scanned into the ILINX scanning system.
Licensing Specialist Licensing Supervisor
C1-3: Completion and timely submission of all reports and referrals required by the State and in a manner prescribed by the State within two weeks of completing the inspection and investigation and receiving a response from the provider, as required.
Examples of possible reporting requirements are background investigations, health inspections, fire inspections, Report of Inspection, Stage II reports, Complaint reports, Reportable Incidents, Provider responses, and other reports required by rule for the facility type.
| Ongoing |
| Within two weeks of receiving a response from a provider, review all documentation and submit all reports, referrals, inspections, investigations, and a receiving response to the State. |
| Reports and referrals, inspections, and investigations are scanned into the ILINX scanning system. |
| Licensing Specialist |
Licensing Supervisor
| C1-4: The Contractor shall complete 100% of all unannounced inspections of facilities with permanent or probationary licenses to review the facility’s operation and monitor compliance with applicable laws, rules, and regulations on time, according to the time frame associated with the facility’s Department-assigned risk factor. For any inspection not completed on time, a report must be submitted explaining the reason for the delay in completing the inspection. If the Department approves a justifiable reason for non-completion of the inspection, the Contractor must submit a written action plan outlining how the required inspections will be performed on time. |
| Ongoing |
| Ensure a completion rate of 95% for |
timely inspections for all unannounced inspections.
| Timely inspections are measured with the overdue inspection report generated in Salesforce. |
| Licensing Specialist |
| Key Activity D1: |
| The Contractor shall perform the following functions related to the supervision of licensed facilities located within Arapahoe, Clear Creek, El Paso, Gilpin, Jefferson, and Pueblo counties. |
| Tasks |
| Time Period |
| Deliverable |
| Measurement |
| Position(s) Responsible |
| D1-1: Unannounced visitation of facilities on probationary licenses at least every 27 days, as required by the State or as required by the probationary license. |
| Ongoing every 27 days |
| Complete probationary inspections every 27 days. |
| Inspections are completed, and the Report of Inspection is signed and uploaded into Salesforce. |
Timely inspections are measured with the overdue inspection report generated in Salesforce.
Licensing Specialist
D1-2: Completion of a Report of Inspection in a manner prescribed by the State at the time of inspection. If unable to complete the report at the time of inspection the report shall be provided within three days of completing the inspection. Submit a report of inspections and the provider’s response within two weeks of receiving a response from the provider.
Examples of possible reporting requirements are background investigations, health inspections, fire inspections, Report of Inspection, Stage II reports, Complaint reports, Reportable Incidents, Provider responses, and other reports required by rule for the facility type.
| Ongoing |
| A Report of Inspection is written per Department’s Standard Operating Procedures and signed by the provider within three days of the inspection. Once the Report of Inspection Response is received the Licensing Specialist shall review and ensure compliance and submit to the State within two weeks of reviewing. |
| The Report of Inspection and Report of Inspection Response forms are scanned into the ILINX scanning system. |
Timely inspections are measured with the overdue inspection report generated in Salesforce.
Licensing Specialist Licensing Supervisor
| Key Activity E: |
| The Contractor shall perform the following functions related to investigating complaints of licensed facilities located within Arapahoe, Clear Creek, El Paso, Gilpin, Jefferson, and Pueblo counties. |
| Tasks |
| Time Period |
| Deliverable |
| Measurement |
| Position(s) Responsible |
| E1-1: Investigation of every complaint alleging or involving licensing violations regarding any licensed facility for which the Contractor is responsible for inspecting under the terms of this Contract in accordance with the time frames outlined in the Complaint Investigation Severity Level Assignment SOP.docx and the Department’s current Standard Operating Procedure or policy. Such investigations may include an unannounced visit to the facility and conducting sufficient interviews necessary to determine if a violation has occurred. Any visit to the facility to investigate a complaint shall be unannounced and conducted as a supervisory visit. The complaint visit shall be conducted as a general walk-through of the facility, both indoors and outdoors, to check staff: child ratios and check for general health and safety items. |
| Ongoing |
| Complete unannounced complaint inspection in the time frames outlined in the Complaint Investigation Severity Level Assignment document. Identify violations associated with the complaint allegations. A Report of Inspection is written per the Department’s Standard Operating Procedures and signed by the provider within three days of the inspection. Once the Report of Inspection Response is received, the Licensing Specialist shall review it to ensure compliance and submit the report to the State within two weeks of receipt. |
| The Report of Inspection, the Report of Inspection Response form, and the Complaint report are scanned into the ILINX scanning system. |
Timely inspections are measured with the overdue inspection report generated by Salesforce.
Licensing Specialist Licensing Supervisor
E1-2: Identifying information related to individuals making complaints about licensed facilities shall be kept confidential, as per C.R.S. 26.5-5-301.
Completion of a Report of Inspection in a manner prescribed by the State at the time of inspection. If unable to complete the report at the time of inspection, the report shall be provided within three days of completing the inspection. Submit the Report of Inspection and the provider’s response within two weeks of receiving a response from the provider.
| Ongoing |
| When investigating complaints, the |
Licensing Specialists shall not identify who the Reporting Party is.
Within two weeks of receiving a response from a provider, review all documentation and submit all reports, referrals, inspections, and investigations to the state within two weeks of reviewing.
The Report of Inspection and The Report of Inspection Response form and the Complaint or Stage II report are scanned into the ILINX scanning system.
Timely inspections are measured with the overdue inspection report generated in Salesforce.
Licensing Specialist
| E1-3: The Contractor shall complete all severity one complaints received by the Department within 48 hours of the facility's normal operating hours. |
| Ongoing |
| Licensing Specialists shall conduct an on-site investigation into complaints within 48 hours of receipt. |
A Report of Inspection is written per the Department’s Standard Operating Procedures and signed by the provider within three days of the inspection. Once the Report of Inspection Response is received, the Licensing Specialist shall review it to ensure compliance and submit the report to the State within two weeks of receipt.
The Report of Inspection and Report of Inspection Response form, and the Complaint report are scanned into the ILINX scanning system.
Timely inspections are measured with the overdue inspection report generated in Salesforce.
Licensing Specialist
| E1-4: The Contractor shall complete 100% of all complaints received by the Department within the prescribed timelines in accordance with the Department’s current Standard Operating Procedures. For any complaint investigations that are not completed on time, a report must be submitted explaining the reason for the delay in completion. If the Department -approves a justifiable reason for non-completion of the investigation, the Contractor must submit a written action plan outlining how the required investigations will be performed on time. |
| Ongoing |
| Complete unannounced complaint inspection in the time frames outlined in the Complaint Investigation Severity Level Assignment SOP.docx |
| Timely inspections are measured with the overdue inspection report generated in Salesforce. |
| Licensing Specialist |
| Key Activity F: |
| The Contractor shall perform the following functions related to Stage II investigations concerning licensed facilities located within Arapahoe, Clear Creek, El Paso, Gilpin, Jefferson, and Pueblo counties. |
| Tasks |
| Time Period |
| Deliverable |
| Measurement |
| Position(s) Responsible |
| F1-1: Review of every child abuse/neglect investigation involving any licensed facility for which the Contractor is responsible for inspecting under the terms of the Contract. |
| Ongoing |
| Review child abuse/neglect investigation received in Trails and Salesforce databases. |
| Review the task generated for the Stage I investigation in Salesforce, then the owner of the investigation is changed to the assigned Licensing Specialist. |
| Licensing Specialist |
| F1-2: A Stage II investigation is necessary to determine if licensing violations have occurred. The Stage II investigation should also include a general walk-through of the facility, both indoors and outdoors, to verify staff-to-child ratios and inspect for general health and safety items. |
| Ongoing |
| Completion of the Stage II investigation in accordance with the time frames outlined in Exhibit S-3 Supervisor Review of Stage II.docx |
or by the current Department’s Standard Operating Procedure or policy. Identify violations associated with the Stage II concerns.
Complete the Stage II investigation narrative in the Salesforce program case.
Timely inspections are measured with the overdue inspection report generated in Salesforce.
Licensing Specialist
| F1-3: Completion of a Stage II investigation report of inspection at the time of inspection. If unable to provide the report at the time of inspection, the report shall be provided within three days of completing the inspection. Submit a Report of Inspection and the provider’s response within two weeks of receiving a response from the provider. |
| Ongoing |
| Within two weeks of receiving a response from the provider, submit the entire Stage II packet required to include all reports, referrals, inspections, investigations, and the response to the State. |
| Complete the Stage II investigation narrative in the Salesforce program case. |
The Report of Inspection and Report of Inspection Response form, and the Complaint or Stage II report are scanned into the ILINX scanning system.
Licensing Specialist
| Key Activity G: |
| The Contractor shall perform the following functions related to injury investigations for facilities located within Arapahoe, Clear Creek, El Paso, Gilpin, Jefferson, and Pueblo counties. |
| Tasks |
| Time Period |
| Deliverable |
| Measurement |
| Position(s) Responsible |
| G1-1: Review of each injury report submitted by any licensed facility for which the Contractor is responsible for inspecting under the terms of the Contract. |
| Ongoing |
| Review the injury received in the Salesforce system to ensure the severity level is correct, the injury occurred at the facility, and the parents/guardians sought additional medical treatment for the child. |
| Ensures that severity timeframes are correct and that the injury is investigated. |
| Licensing Specialist |
| G1-2: Completion of the Injury investigation in accordance with the time frames outlined in I-1 Injury Investigation Risk Factor Guidelines or by the current Department’s Standard Operating Procedure or policy. The investigation should also include a general walk-through of the facility, both indoors and outdoors, to verify staff-to-child ratios and inspect for general health and safety items. |
| Ongoing |
| Completion of the investigation to identify hazards associated with the injury, both indoors and outdoors. |
| Timely inspections are measured with the overdue inspection report generated in Salesforce. |
| Licensing Specialist |
| G1-3: Completion of an Injury investigation report of inspection at the time of inspection. If unable to provide the report at the time of inspection, the report shall be provided within three days of completing the inspection. Submit the Report of Inspection and the provider’s response within two weeks of receiving a response from the provider. |
| Ongoing |
| A Report of Inspection is written per Department’s Standard Operating Procedures and signed by the provider within three days of the inspection |
| Completion and timely submission of the entire injury investigation required by the State, and in a manner prescribed by the State, within two weeks of completing the inspection and investigation and receiving a response from the provider, as required. |
The Report of Inspection and Report of Inspection Response form, and the injury report are scanned into the ILINX scanning system.
Licensing Specialists
| Key Activity H: |
| The Contractor shall perform the following functions regarding the submission of negative licensing referrals for facilities located within Arapahoe, Clear Creek, El Paso, Gilpin, Jefferson, and Pueblo counties. |
| Tasks |
| Time Period |
| Deliverable |
| Measurement |
| Position(s) Responsible |
| H1-1: Using Standard Operating Procedures, determine when a program should be submitted for adverse action. |
| Ongoing |
| Compilation of all necessary documentation for making a recommendation for negative licensing. |
Obtain all documents from the last 3 years to be included in the adverse action packet
| Ensure adverse action is initiated in the Salesforce system. |
| Licensing Specialist |
| H1-2: Initiation of the negative licensing process by completing and submitting, within two weeks of receiving the provider's response, a negative license recommendation as required by the State and in a manner prescribed by the State. |
| Ongoing |
| The complete adverse action packet is reviewed by the supervisor and submitted to the Department’s Compliance team. |
The supervisor shall ensure there is supervisor support at LCRT when a specialist is presenting.
| The packet is submitted promptly. |
| Licensing Specialist Licensing Supervisor |
| H1-3: Unannounced visitation to facilities for which a negative licensing recommendation has been made for suspension, revocation, or probation at least every 27 days or in a manner prescribed by the State. |
| Ongoing |
| Monthly inspections not to exceed 27 days are conducted until a decision is made on what action to take against the facility |
| Timely inspections are measured with the overdue inspection report generated in Salesforce. |
| Licensing Specialist Licensing Supervisor |
| H1-4: The Contractor shall cooperate with the Program Compliance Unit. The Contractor shall provide all requested documentation to the Department’s Program Compliance Unit within one week of receiving the request. |
| Ongoing |
| Review email requests and gather documents requested by the Program Compliance Unit. |
Respond timely to requests from the Program Compliance Unit.
| The Program Compliance Unit receives the requested documentation promptly. |
| Licensing Specialist Licensing Supervisor |
| H1-5: The Contractor agrees that any employee acting under the terms of the Contract or his/her supervisor shall be available to testify in any legal proceeding brought to enforce the Child Care Licensing Act. |
| Ongoing |
| A Report of Inspection is written per Department’s Standard Operating Procedures and detailed enough to recall inspection when testifying. |
| Testimony as a Licensing Representative is provided when needed. |
| Licensing Specialist Licensing Supervisor |
| Key Activity I: |
| The Contractor shall perform the following functions regarding the evaluation of level 2 of the Quality Rating and Improvement System for facilities located within Arapahoe, Clear Creek, El Paso, Gilpin, Jefferson, and Pueblo counties. |
| Tasks |
| Time Period |
| Deliverable |
| Measurement |
| Position(s) Responsible |
| I1-1: Verification of workforce registration in the Professional Development Information System. |
| Ongoing: When the Level 2 application is submitted and under review. |
| Log in to the Salesforce Dashboard to review workforce criteria in Colorado Shines |
| Approve Level 2 |
| Licensing Specialist |
| I1-2: Verification of 75% of staff completing the required Level 2 training modules. |
| Ongoing: When the Level 2 application is submitted and under review. |
| Log in to the Salesforce Dashboard to review workforce criteria in Colorado Shines. |
| Approve Level 2 |
| Licensing Specialist |
| I1-3: Review Level 2 quality indicators |
| Ongoing: |
When the Level 2 application is submitted and under review.
| Log in to the Salesforce Dashboard to review the quality Indicators criteria in Colorado Shines. |
| Approve Level 2 |
| Licensing Specialist |
| I1-4: Compilation of all required documentation for the recommendation of a Level 2 Quality Rating and Improvement System designation. |
| Ongoing: When the Level 2 application is submitted and under review. |
| When applicable, upload all required documentation in the ILINX system. |
| Approve Level 2 |
| Licensing Specialist |
| Key Activity J: |
| The Contractor shall perform the following functions related to the Strength-Based Licensing report for licensed facilities located within Arapahoe, Clear Creek, El Paso, Gilpin, Jefferson, and Pueblo counties. |
| Tasks |
| Time Period |
| Deliverable |
| Measurement |
| Position(s) Responsible |
J1-1: Completion of a Report of Inspection in a manner prescribed by the State at the time of inspection. If unable to complete the report at the time of inspection, the report shall be provided within three days of completing the inspection. Submit a report of inspections and the provider’s response within two weeks of receiving a response from the provider.
Examples of possible reporting requirements are background investigations, health inspections, fire inspections, Report of Inspection, Stage II reports, Complaint reports, Reportable Incidents, Provider responses, and other reports required by rule for the facility type.
| Ongoing |
| A Report of Inspection is written per Department’s Standard Operating Procedures and signed by the provider within three days of the inspection. Once the Report of Inspection Response is received the Licensing Specialist shall review and ensure compliance and submit to the State within two weeks of reviewing. |
| The Report of Inspection and Report of Inspection Response forms are scanned into the ILINX scanning system. |
Timely inspections are measured with the overdue inspection report generated in Salesforce.
Licensing Specialist Licensing Supervisor
| Key Activity K: |
| The Contractor shall use only forms required and approved for current use by the State. |
| Tasks |
| Time Period |
| Deliverable |
| Measurement |
| Position(s) Responsible |
| K1-1: The Contractor shall use only those forms required and approved for current use by the State in carrying out the functions outlined in the this workplan including, but not limited to, the Report of Inspection, the core Indicator Inspection Report, Staff and Children’s records forms, Report of Inspection Response form, Verification of Compliance form, Consultation Form, and Technical Assistance Form. |
| Ongoing |
| The contractor shall ensure that staff are using the required forms. |
| Only State-approved forms shall be uploaded into the ILINX scanning system. |
| Licensing Specialist |
Licensing Supervisor
K1-2: The Contractor shall provide the licensees with a copy of any reports prepared by the Contractor or its employees as a result of any inspection or investigation done under the terms of the Contract. The Contractor further shall inform licensees of their right to request a waiver of any rule which creates an undue hardship on the licensee or which s/he believes has been too stringently applied by the Contractor or the State as provided in C.R.S. 26.5.5 314 (5), at 7.701.13. The Contractor shall further provide licensees with a copy of the current State Waiver/Appeal form and instruct them to send the form directly to the State.
The Contractor shall process paperwork in a timely and accurate manner in accordance with the Department’s Standard Operating Procedures to promote timely service to providers and parents. The Contractor shall submit signed reports and ensure that adequate documentation supports all referrals.
| Ongoing |
| The contractor is aware of the waiver process outlined in C.R.S. 26.5.5 314 (5) to inform the licensee of their right to request a waiver. |
The contractor provides the state with all necessary paperwork for the waiver/appeal to be reviewed.
| All reports and supporting documents are uploaded into the ILINX system. |
| Licensing Specialist |
| Key Activity L: |
| The Contractor shall ensure the following criteria are met for staff requirements, training, and caseload distribution. |
| Tasks |
| Time Period |
| Deliverable |
| Measurement |
| Position(s) Responsible |
L1-1: The Contractor must employ full-time or part-time equivalent caseload carrying licensing specialists to fulfill the requirements of the contract in compliance with the required caseload distribution prescribed by the State which is approximately 100 facilities per licensing specialist. The Contractor must submit on the bi-annual information for the cost analysis report, the percentage of time each employee spends completing contract work.
Providers and programs that are primarily Spanish-speaking or prefer Spanish shall be in caseloads covered by CDEC.
| Ongoing |
| The contractor must have sufficient licensing specialists to fulfill the requirements listed in the Statement of Work. |
The contract is fully staffed to meet the prescribed caseload and the staff member’s time spent on the contract aligns with contract employment.
The Contractor agrees to post to fill vacant positions within two weeks for all contractually required licensing representatives. The Contractor agrees to extend an offer of employment to the selected candidate within 60 days of the vacancy.If the Contractor is unable to meet the 60-day staffing requirement, the Contractor must submit a written remedial action plan detailing the timeline for completion and the reasons for the delay.
The contractor will provide a written plan for vacancy coverage to ensure that all contractual duties and responsibilities are met.
Transfer providers and programs that are primarily Spanish-speaking or prefer Spanish shall be in caseloads covered by CDEC.
Licensing Specialists and Licensing Supervisors
| L1-2: The Contractor agrees to have staff perform duties related to federal stimulus, grant activities, or other projects equitably assigned across licensing representatives by the Department. |
| As needed |
| Successfully complete assigned tasks within required time frames related to federal stimulus, grant activities, and other projects. |
| Child care centers receive additional onsite technical assistance and support from qualified Licensing Specialists related to federal stimulus, grant activities, or other projects. |
| Licensing Specialists |
Licensing Supervisors
| L1-3: The Contractor agrees that all licensing staff must have successfully passed a background check in compliance with Colorado Revised Statutes C.R.S. 27-90-111 before contact with vulnerable populations. The Contractor shall require all licensing staff employed by the Contractor with direct contact to vulnerable populations to immediately notify their supervisor, who shall immediately notify the CDEC Program Manager if they are arrested, charged with, or served a summons for any of the disqualifying offenses referenced in statute. |
| Ongoing |
| All background checks are |
conducted and completed in compliance with the statute.
| Background checks are completed upon hiring and confirmed as successful before staff inspection of child care facilities. |
| Licensing Specialists |
Licensing Supervisors
L1-4: The Contractor agrees that any employee acting under the terms of this Contract or his/her supervisor shall be available to testify in any legal proceeding brought to enforce the Child Care Licensing Act.
| Ongoing |
| Testimony as a Licensing Representative is provided when needed. |
| A Report of Inspection is written per Department’s Standard Operating Procedures and detailed enough to recall inspection when testifying. |
| Licensing Specialists |
Licensing Supervisors
| L1-5: The Contractor agrees that any employee acting under the terms of the Contract may be contacted directly by Department of Early Childhood personnel to conduct State business. The State Contract Liaison shall be the primary person responsible for communication. |
| Ongoing |
| Licensing contractors respond to all inquiries made from CDEC State Personnel promptly, within 48 hours when possible |
Identified urgent requests shall be responded to as soon as possible, but within no more than 24 hours.
| The contractor ensures staff are informed of the responsibility of responding to CDEC State personnel. |
| Licensing Specialists |
Licensing Supervisors
L1-6: Requests by the Contractor to the State for information shall be responded to within 48 hours when possible.
Urgent requests shall be responded to as soon as possible, but within 24 hours at the latest. If requests are not responded to within appropriate time frames, the person seeking the information shall follow up and escalate the request to a State Supervisor or Administrator to ensure a response is made.
| Ongoing |
| The state shall respond to all inquiries made from the Contractor promptly, within 48 hours when possible |
Urgent requests shall be responded to as soon as possible, but within 24 hours at the latest.
| The State shall respond to the contractor within the required timeframes. |
| Licensing Specialists |
Licensing Supervisors
L1-7: The Contractor agrees that all employees of the Contractor acting under the terms of the Contract shall attend any required training sessions offered by the State and that the information provided at those sessions shall be incorporated into the procedures used to carry out the terms of the Contract.
All employees of the Contractor acting under the terms of the Contract shall attend any required meetings offered by the State, including but not limited to monthly liaison meetings, monthly Department of Early Childhood meetings, and any new protocols that shall be adhered to.
| Ongoing |
| Employees are aware of and follow state protocols and attend state-mandated training. The Contractor ensures that employees unable to attend mandatory meetings or training are informed of the content covered in the meeting or training. |
| The contractor ensures that all employees attend the required training sessions and State meetings and that new protocols are followed. |
| Licensing Specialists |
Licensing Supervisors
| L1- 8: The Contractor shall ensure that all employees performing work under the terms of the Contract shall be provided information technology and support as required to complete the business of the contract and as prescribed by the State. |
| Ongoing |
| The Licensing Specialist shall create all Reports of Inspections using the mobile application. |
| All staff members shall receive the necessary technology and support to complete their work assignments, including a laptop for each specialist. |
| Licensing Specialist |
Licensing Supervisor
L1-9: The Contractor shall follow DELLA's developed training plan to ensure that all Licensing Specialists receive consistent training.
The Contractor agrees to implement the approved training and orientation plan with all new staff.
| Ongoing |
| Completion of PDIS modules |
| New staff members shall complete the PDIS Licensing Modules within 60 days of hire. |
Licensing Specialist
| L1-10: The Contractor agrees to maintain a complete file of all records, documents, communications, and other materials that pertain to this agreement for three (3) years from the date a final payment is made under this agreement, unless the Division requests the records be maintained for a longer period. |
| Ongoing |
| Records can be requested and obtained promptly. |
Records must be maintained by the contractor for their geographically assigned areas.
All records should be scanned into the ILINX system.
All records, documents, communications, and other materials shall be maintained.
The Contractor is responsible for retaining all hard and/or electronic files for the geographic area they are assigned.
Licensing Specialists Licensing Supervisor
| L1-11: The Contractor shall permit Division and Federal agency monitoring and auditing of records and activities, which are or have been undertaken pursuant to this agreement. |
| Ongoing |
| Cooperation with all Divisions and Federal monitoring and audits. |
| Allow the Division and Federal agencies to monitor and audit records. |
| Licensing Specialists |
Licensing Supervisors
| L1-12: Except as otherwise provided, the duties and obligations of the contractor shall not be assigned, delegated, or subcontracted except with the express prior written consent of the Department. All subcontractors shall be subject to the terms and conditions of the contract. |
| Ongoing |
| The contractor's duties and obligations shall not be assigned, delegated, or subcontracted. |
| Duties shall be performed by the Contractor. |
| L-13: Except as otherwise stated, this agreement shall be to the benefit of and be binding only upon the parties hereto and their respective successor and assigns. No third-party beneficiary rights or benefits of any kind are expressly or impliedly provided herein. |
| Ongoing |
| Agreement binding, no third-party beneficiary |
| Binding Contract |
| L-14: Any failure of either party to perform in accordance with the terms of this agreement shall constitute a breach of the agreement. Any dispute concerning the performance of this agreement shall first be resolved at the Divisional level. |
| Ongoing |
| Failure of either party to perform in accordance with the terms of this agreement shall constitute a breach of contract. |
| Disputes shall be presented to the Executive Directors for each Department. |
Schedule/Milestones
· Vendor shall provide 100% licensing services in Arapahoe, Clear Creek, El Paso, Gilpin, Jefferson, and Pueblo counties throughout the term of the contract.
Payment Schedule
| Month |
| Description |
| Amount |
| July 2026 |
| Licensing Oversight and Enforcement |
| $ |
| Specialist Rates ($/hour): |
| $ |
| Month Total |
| $ |
| August 2026 |
| Licensing Oversight and Enforcement |
| $ |
| Specialist Rates ($/hour): |
| $ |
| Month Total |
| $ |
| September 2026 |
| Licensing Oversight and Enforcement |
| $ |
| Specialist Rates ($/hour): |
| $ |
| Month Total |
| $ |
| October 2026 |
| Licensing Oversight and Enforcement |
| $ |
| Specialist Rates ($/hour): |
| $ |
| Month Total |
| $ |
| November 2026 |
| Licensing Oversight and Enforcement |
| $ |
| Specialist Rates ($/hour): |
| $ |
| Month Total |
| $ |
| December 2026 |
| Licensing Oversight and Enforcement |
| $ |
| Specialist Rates ($/hour): |
| $ |
| Month Total |
| $ |
| January 2027 |
| Licensing Oversight and Enforcement |
| $ |
| Specialist Rates ($/hour): |
| $ |
| Month Total |
| $ |
| February 2027 |
| Licensing Oversight and Enforcement |
| $ |
| Specialist Rates ($/hour): |
| $ |
| Month Total |
| $ |
| March 2027 |
| Licensing Oversight and Enforcement |
| $ |
| Specialist Rates ($/hour): |
| $ |
| Month Total |
| $ |
| April 2027 |
| Licensing Oversight and Enforcement |
| $ |
| Specialist Rates ($/hour): |
| $ |
| Month Total |
| $ |
| May 2027 |
| Licensing Oversight and Enforcement |
| $ |
| Specialist Rates ($/hour): |
| $ |
| Month Total |
| $ |
| June 2027 |
| Licensing Oversight and Enforcement |
| $ |
| Specialist Rates ($/hour): |
| $ |
| Month Total |
| $ |
| TOTAL |
| $ |
Note: Specialist rates will be evaluated for competitiveness and sustainability. CDEC will scrutinize rates that appear artificially low, as they often correlate with staff turnover and service degradation.
Acceptance Criteria
The acceptance of all deliverables shall reside with the CDEC, Division of Early Learning Licensing and Administration (DELLA). The designated program manager shall monitor all deliverables in order to ensure the completeness of each stage of the project and that the scope of work has been met. The CDEC program manager shall either sign off on the approval, or reply to the vendor, in writing, advising what tasks must still be accomplished.
Page 1 of 2 ExA SOW FixedPrice FY27_1-26A image1.png
File details come from the government source that posted it. Updated .