IFB Final.pdf

STATE OF COLORADO

DEPARTMENT OF HUMAN SERVICES

Invitation for Bid

ISSUE DATE: 4/19/2019

BID NO: IKAA 2019000237

DATE BID DUE: May 3, 2019 @ 10:30am Local Time

RETURN BID TO: Department of Human Services Southern District Procurement 1600 W. 24th Street

Building 125, Room C054A Pueblo, CO 81003 Attn: Jamie Gott

BID TITLE OR

DESCRIPTION:

Digital Scanning Services

DIRECT INQUIRIES TO: Jamie Gott PHONE: 719-546-5019 E-mail: jamie.gott@state.co.us

FAX INVITATION FOR BID WILL NOT BE ACCEPTED.

Vendors must be registered on ColoradoVSS at time of Award.

IMPORTANT: Vendor should read the entire Invitation for Bid document before submitting a Bid.

Invitation for Bid properly marked as to INVITATION FOR BID NUMBER, DATE, and HOUR of opening, subject to the conditions herein stipulated and in accordance with the specifications set forth and/or attached hereto, will be accepted at the address listed above, prior to the date and time listed for the Bid opening. All Invitation for Bid shall be quoted F.O.B. destination, unless otherwise specified, to the delivery location or job site listed herein.

PROPOSALS MUST BE SIGNED IN INK VENDOR:

TYPED OR PRINTED SIGNATURE

ADDRESS

Handwritten Signature by Authorized Officer or Agent of

Vendor

ZIP

TITLE PHONE #

DATE FAX #

TERMS E-mail Terms of less than 45 calendar days will not be considered.

FEIN or SSN

The above Invitation for Bid is subject to attached Terms and Conditions.

COLORADO DEPARTMENT OF HUMAN SERVICES

SEE THE COMPLETE TERMS AND CONDITIONS THAT APPLY TO THIS SOLICITATION

FOUND ON THE COLORADO INVITATION FOR BID ANNOUNCEMENT PAGE.

PROCUREMENT ADMINISTRATION:

General. The State of Colorado, Department of Human Services (CDHS), seeks Invitation for Bids for goods or services in accordance with specifications contained in this Invitation for Bid.

Bid Submission. Invitation for Bid will be received in a sealed envelope, clearly marked with the bid title, number and due date on the outside of the bid envelope, until the date and time indicated, and at that time publicly opened.

Faxed or Emailed bids will not be accepted.

Invitation for Bids It is the responsibility of the vendor to ensure that the Procurement Office receives the Bid on or before the due date and time. All interested parties are cordially invited to attend the official opening, if they so desire.

Vendors mailing their Invitation for Bid shall allow sufficient mail delivery time to ensure receipt of their response by the time specified.

Pricing. All pricing shall be FOB Destination. Vendors shall specify any minimums, special charges, restrictions, or conditions. The failure of the vendor to note any special conditions or exceptions shall be deemed a waiver of any such condition or exception.

Bid Evaluation. The State will be the sole judge in determining the acceptability of an offer and in determining the most beneficial offer(s) for the State. Invitation for Bid evaluation will consist primarily of comparing unit price Bid for the listed items. Evaluation of Invitation for Bid may also take into account administrative costs, payment terms, delivery conditions (any restrictions, minimum order quantity or dollar amount), and any exceptions taken to any requirement of the Bid, volumes at individual user sites, and proximity of user sites. Administrative costs include, but are not limited to, time and costs associated with ordering, receiving, stocking and paying invoices.

The State may make such investigations as may be deemed necessary to determine that the Vendor possesses or can acquire: (1) sufficient financial ability; (2) the services of properly qualified personnel; (3) the equipment, facilities and capacity necessary for adequate performance; and (4) has an overall satisfactory record in the performance of prior contracts which the Vendor may have been awarded.

Award. The state intends to issue a single vendor award, or may issue multiple awards as necessary. Awards will be made on the basis of the Bid most beneficial to the State. Vendor shall extend contract pricing to other Human Services divisions if the vendor has a presence in that area (i.e. Pueblo, Grand Junction).

Term of Award. The period of award made as a result of this Bid is 12 months.

Bid Review. After the award is made, any vendor that wishes to recap the Bid may do so at the Department of Human Services. Please call 719-546-5019 to make an appointment to review the Bid.

Performance/Remedies. Awarded vendor(s) shall comply with the requirements as to brand, quality, quantity, time frames, container size, etc. If the awarded vendor fails to perform, the State reserves the right to take remedial action (upon written notice), including canceling the original award, in whole or in part, for cause, and awarding to the next lowest priced/responsible vendor. Cause is defined as failure to meet requirements of the within specifications and conditions, or failure to correct deficiencies upon receipt of notice. Failure to maintain satisfactory performance after notice will be sufficient cause for immediate cancellation of the award.

Additional Condition that is Applicable to All Purchase Orders and Contracts Issued to Sole Proprietors Effective Aug. 1, 2006.

A Contractor that operates as a sole proprietor hereby swears or affirms under penalty of perjury that the Contractor

(i) is a citizen of the United States or otherwise lawfully present in the United States pursuant to federal law, (ii) shall comply with the provisions of CRS 24-76.5-101 et seq, and (iii) shall produce one of the forms of identification required by CRS 24-76.5-103 prior to the effective date of this Contract. Except where exempted by federal law and except as provided in CRS 24-76.5-103(3), a Contractor that receives federal or state funds under this contract must confirm that any individual natural person eighteen years of age or older is lawfully present in the United States pursuant to CRS 24-76.5-103(4) if such individual applies for public benefits provided under this contract.

Additional Condition that is Applicable to All Purchase Orders and Contracts for Services Effective Aug. 9, 2006.

The Contractor certifies that the Contractor shall comply with the provisions of CRS 8-17.5-101 et seq. The Contractor shall not knowingly employ or contract with an illegal alien to perform work under this contract or enter into a contract with a subcontractor that fails to certify to the Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this contract. The Contractor represents, warrants, and agrees that it (i) has verified that it does not employ any illegal aliens, through participation in the Basic Pilot Employment Verification Program administered by the Social Security Administration and Department of Homeland Security, and (ii) otherwise will comply with the requirements of CRS 8-17.5-102(2)(b). The Contractor shall comply with all reasonable requests made in the course of an investigation under CRS 8-17.5-102 by the Colorado Department of Labor and Employment. If the Contractor fails to comply with any requirement of this provision or CRS 8-17.5- 101 et seq., the State may terminate this contract for breach and the Contractor shall be liable for actual and consequential damages to the State.

PUBLIC CONTRACTS FOR SERVICES: CRS 8-17.5-101 (EXCLUDED; SECURITIES, INVESTMENT

ADVISORY SERVICES OR FUND MANAGEMENT, SPONSORED PROJECTS,

INTERGOVERNMENTAL AGREEMENTS, OR INFORMATION TECHNOLOGY SERVICES OR

PRODUCTS AND SERVICES).

Effective May 13, 2008, contractors who enter into or renew a public contract for services with Colorado state agencies or political subdivisions must participate in either the Federal E-Verify program, or the Colorado Department of Labor and Employment Program. For more information see:

E-Verify Program: www.uscis.gov/files/nativedocuments/E4_english.pdf Colorado Department of Labor and Employment Program and notice forms: Division of Labor http://www.colorado.gov/cs/Satellite/CDLE-LaborLaws/CDLE/1248095356380

Quantity of Goods/Services. The State may increase or decrease the quantity of goods/services based on the rates established in the Purchase Order or associated Statement of Work or Service Agreement when mandated in the sole discretion of the State by changes in mission or programmatic level of goods/services requirements.

FOR GOODS ONLY: In accordance with Procurement Code, CRS24-103-207.5 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.

24-102-206 Contract Performance for Services Outside US or CO - requires Contractors to give written notice in accordance with the following State Contract terms and conditions:

If any services are performed outside the United States or Colorado.

Performance Outside the State of Colorado and/or the United States [Not applicable if Contract Funds include any federal funds] Following the Contract Effective Date, Contractor shall provide written notice to the State, 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 shall be posted on the Colorado Department of Personnel & Administration’s website. Knowing failure by Contractor to provide notice to the State shall constitute a material breach of this Contract.

Noncompliance Contractor’s failure to provide reports and notify the State in a timely manner may result in the delay of payment of funds and/or termination as provided under this Contract.

Subcontracts Copies of any and all subcontracts entered into by Contractor to perform its obligations hereunder shall be submitted to the State or its principal representative upon request by the State. Any and all subcontracts entered into by Contractor related to its performance hereunder shall comply with all applicable federal and state laws and shall provide that such subcontracts be governed by the laws of the State of Colorado.

http://www.uscis.gov/files/nativedocuments/E4_english.pdf http://www.coworkforce.com/lab/pcs http://www.coworkforce.com/lab/pcs

SPECIFICATIONS/REQUIREMENTS

COLORADO DEPARTMENT OF HUMAN SERVICES

SPECIFICATIONS/REQUIREMENTS

● Contractor must be registered with ColoradoVSS to be awarded this bid.

● The State will make the final determination regarding any equal to or better than, or deviations from the requirements and specifications outlined in this IFB

PROJECT DESCRIPTION:

Specifications/Requirements

A. Background

The Colorado Department of Human Services (CDHS) Division of Youth Services (DYS) provides for the care and supervision of youth committed by the District Court to the custody of CDHS. DYS operates 10 secure facilities that serve youth between the ages of 10 and 21 who are pre-adjudicated or committed. In addition to residential programming, DYS administers juvenile parole services throughout Colorado.

B. Overview and Goals

The goal of this RFB is to successfully procure service for the scanning and conversion of vital record documents for the youth served by DYS in a manner that provides the utmost security and fidelity both during the scanning effort and also during document transportation and storage.

Requirements/Statement of Work

The Colorado Department of Human Services, Division of Youth Service has approximately 1,245 15” banker boxes (approximately 2,600 images per box)of documents that need to be scanned and stored (short term), and then properly destroyed. The bid price should be made with the following assumptions regarding the documents to be scanned:

Vendors will pick-up documents at 10 locations statewide:

1. Adams Youth Services Center 1933 E. Bridge, Brighton, CO 80601

2. Marvin W. Foote Youth Services Center 13500 E. Fremont Pl., Englewood 80112

3. Gilliam Youth Services Center 2844 Downing St., Denver, CO 80205

4. Grand Mesa Youth Services Center 360 28 Road, Grand Junction, CO 81501

5. Lookout Mountain Youth Services Center 2901 Ford St., Golden, CO 80401

6. Mount View Youth Services Center 7862 W. Mansfield Pkwy. Denver, 80235

7. Platte Valley Youth Services Center 2200 “O” Street, Greeley, CO 80631

8. Pueblo Youth Services Center 1406 W. 17 th

St., Pueblo, CO 81003

9. Spring Creek Youth Services Center 3190 E. Las Vegas, Colorado Springs 80906

10. Zebulon Pike Youth Services Center 1427 W. Rio Grande, Colorado Springs, CO 80905

Most documents will be 8 ½” x 11” sheets with some documents up to 11” x17” in size.

Approximately 90% contained in 2 sided folders with 2 sets of fasteners

Approximately 10% contained in multisided folders

Spiral or other fixed binding will be removed during prep

Bands, staple, paper clips and binder clips may be present

Folders and documents are held in 1.2 cf 15” document storages boxes (banker boxes), some may be in 24” document storage boxes.

Documents will be indexed by the youth’s Trails ID number)

Additional lookup index data for each file shall include last name, first name as well as date of birth.

Images will be scanned in black and white

Images will be scanned to a resolution of at least 200 dpi

File type will be PDF, one multi-page file per folder

Produce index files with meta data and a path to each image

Quality Control (QC) process in place to verify total page count and image quality

Empty folders are to contain a digital image saying “Empty Folder”.

Any loose paper will be combined and place in a folder named “Miscellaneous Documents”.

Information on the physical folders will not be scanned

All paper is to be scanned, blank pages shall be removed

Information held in sealed envelopes is to be opened and scanned.

All other media is to be returned to DYS

Mandatory Requirements

Vendor must be HIPAA compliant

Has been audited and meets standards established by the Federal Information Security Management Act

(FISMA).

Cannot use off-shore staff or off-shore hosting

Has the ability to securely store documents

Each person that comes in contact with documents has undergone background checks including criminal background check, prior employment screening and drug screening.

In bid, vendor should describe quality control measures to be used.

Describe constraints of document availability during the scanning process. The need to obtain documents during the conversion process may arise.

Describe length of time it will take to scan this number of documents.

Describe delivery method of scanned documents.

Please give price per page, price of delivery and return, price to securely store and deliver scanned documents via SFTP or another secure file transport mechanism.

Selection to be made based on lowest bid that meets the following criteria:

Guarantee of security of both paper and scanned and of secure destruction of paper and scanned documents.

Submit one hard copy of bid in a sealed package. Submit 1 flash/thumb drives (unencrypted) with a complete electronic version of your bid compatible with Microsoft Office 2007 or higher. Label flash drive with the name of your organization.

VENDOR INFORMATION

1. Vendor name:

2. Name and numbers of contact person for inquiries on your Bid response:

Name: ___

Telephone number:(______)____________

Toll free/collect number:(______)_____ FAX number:(______)____________

E-Mail address_

3. Name and numbers of contact person for orders if an award to your company is subsequently made:

Name: ___

Telephone number:(______)____________

Toll free/collect number:(______)_____ FAX number:(______)____________

E-Mail address_

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