RDQ Parenting Classes JUDRDQ-17-21TC Final.pdf

JUD–RFP-17-PC-21TC Page 1

STATE OF COLORADO JUDICIAL DEPARTMENT

REQUEST FOR DOCUMENTED QUOTE

21st Judicial District

125 N Spruce St

Grand Junction, Colorado 81501

Notice: Respondents must be registered as a Vendor with the State of Colorado’s Vendor Self

Service web site to receive addenda, modifications or notices that may affect your Quote. To register visit: https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService. Any award resulting from this solicitation will be posted to the Colorado Judicial Purchasing page.

SOLICITATION NUMBER: JUD–RDQ-17-PC-21TC

Category Description

95267 Parenting Classes

95200 Human Services

SCHEDULE OF ACITIVITES:

Published Date: September 1, 2017

Deadline to Submit Written Questions: September 14, 2017 at 5:00P.M. (MST)

Quote Submission Deadline: September 21, 2017 at 4:00 P.M. (MST)

QUOTES MUST BE DELIVERED TO:

John C. Kane

Purchasing Manager

State Court Administrator’s Office

1300 Broadway, Suite 1200

Denver, CO 80203

(720) 625-5877

Solicitation # JUD–RDQ-17-PC-01TC https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService https://www.courts.state.co.us/Administration/Program.cfm?Program=49

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TABLE OF CONTENTS

PAGE #

REQUEST FOR DOCUMENTED QUOTE

Section 1. Opportunity

Section 2. Administrative Information

Section 3. Quote Contents

Section 4. Evaluation and Selection Process:

Section 5. Inquiries

Section 6. Attachments

Attachment A: Business Organization Statement

Attachment B: Affidavit of Non-Collusion

Attachment C: Pricing Response Section

Attachment D: Class Content

Attachment E: Exceptions to Agreement

Section 7. Solicitation Terms and Conditions

Section 8. Sample Contractor Agreement

Exhibit A. Statement of Work

Exhibit B: COMPENSATION & PAYMENT SCHEDULE

Exhibit C: SPECIAL PROVISIONS

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Section 1. Opportunity

A. Summary: The State of Colorado Judicial Department, by and through the 21st Judicial

District, referred to herein as “the Judicial Department” or “the Court”, issues this

Request for Documented Quote for the purpose of selecting one or more provider(s) that will offer educational classes for parents who have filed a Domestic Relations (DR) case for Dissolution of Marriage, Legal Separation, or Allocation of Parental Responsibilities in the 21st Judicial District, State of Colorado, comprised of Mesa County.

Pursuant to Colorado Revised Statutes Section 14-10-123.7, Courts are authorized to order parents to attend parenting classes. Such parenting classes are required by the 21st

Judicial District Court’s Case Management Order pursuant to Rule 16.2 of the Colorado

Rules of Civil Procedure. The purpose of such classes is to educate parents about the impact of the court case on children and teach co-parenting skills and strategies during this period, for better understanding of what children might be experiencing. This would not be a standard parenting class but rather one in the context of an active court case. The

21st Judicial District expects approximately 1300 cases to be filed each year. Generally, judicial officers in this district order parents to attend co-parenting classes in all cases involving children. Classes would serve this population.

As a part of this solicitation the Judicial Department seeks to award both to online and to in person providers.

B. A draft scope of work is posted in “Exhibit A” of the draft contractor agreement set forth in Section 8.

Upon completion of the RDQ, the Judicial Department may execute an Agreement with one (1) or more of the highest ranked Respondents, as determined by the Judicial

Department. Once awarded, Respondent(s) shall neither require nor expect a specific volume of referrals during the annual term of the contract.

C. Agreement Term: The Judicial Department anticipates an agreement for one (1) year with up to four (4) optional extensions of one (1) year, which may be exercised at the sole discretion of the Judicial Department.

D. Agreement Value: The Judicial Department shall negotiate, with the recommended

Respondent(s), a maximum amount payable for the entire term of the agreement including any option years.

Section 2. Administrative Information

A. Electronic Solicitation System: The Request for Documented Quote and accompanying documents are available on the State of Colorado Vendor Self-service web site.

B. Technical Assistance: Technical problems with the State of Colorado Vendor Self-service web site should be submitted to the Colorado VSS help Desk at (303)866-6464 or via email at VSSHelp@state.co.us The Help Desk is available Monday through Friday

8:00 AM to 5:00 PM Monday through Friday.

https://codpa-ss.hostams.com/webapp/PRDVSS1X1/AltSelfService

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C. Notices: The Judicial Department will post notices to the State of Colorado Vendor Self-service web site which will include, but not be limited to, any modifications to administrative or performance requirements, answers to pertinent inquiries received, clarifications to requirements, and the announcement of the apparent winning

Respondent. It is incumbent upon Respondents to carefully and regularly monitor the web site for any such postings. The notification will be made available via the web site in the form of a “modification”, as published under the original solicitation number.

D. Submittal: Request for Documented Quote must be received by the date and time shown on the cover page to be considered for award. Quote submitted as Hard Copy with original signature, via certified return receipt mail, or other deliveries where proof of receipt can be confirmed are acceptable. One original, three copies, and one electronic copy must be submitted by the said date. Late Request for Documented Quote and

Request for Documented Quote received by telephone, fax or regular mail will not be accepted or considered for award. It is the Respondent’s responsibility to ensure that the

Request for Documented Quote is received at the time and location specified on page one of this solicitation.

E. Quote Validity: Respondent’s Quote shall remain valid for one hundred eighty (180) calendar days from the final date Quotes are due for submission. By submission of a

Quote, Respondents guarantee that their offer is firm for one hundred eighty (180) calendar days from the Quote due date. If an award is not made during that period, each

Respondent shall automatically extend its offer for an additional one hundred twenty

(120) days, unless Respondent indicates otherwise in writing to the Judicial Department at least thirty (30) days prior to the last day of the original one hundred eighty (180) calendar day validity period.

F. Requests for Confidential/Proprietary Information: Any requested restrictions ON the use or inspection of material contained within the Quote must be clearly stated in the

Quote itself. Written requests for confidentiality must be submitted by the Respondent with the Quote. The Respondent must state specifically what elements of the Quote are to be considered confidential/proprietary. Confidential/proprietary information must be readily identified, marked with the solicitation number, and separated/packaged from the rest of the Quote. Co-mingling of confidential/proprietary and other information is NOT acceptable. Under no circumstances can an entire Quote or price information be considered confidential and proprietary. Any information that will be included in any resulting contract cannot be considered confidential/proprietary.

The Judicial Department will make a written determination as to the apparent validity of any written request for confidentiality. In the event the Judicial Department does not concur with the Respondent’s request for confidentiality, the written determination will be sent to the Respondent.

After award, the Request for Documented Quote will be open to public inspection subject to any continued prohibition on the disclosure of confidential data.

G. Opening of Request for Documented Quote: Request for Documented Quote will be opened on the date and time specified in the Schedule of Activities. Respondents may, but need not, be present at the Quote opening. Each Respondent’s name will be the only information announced at the Quote opening.

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H. Oral Presentations/Site Visits/Discussions: Following the initial screening of Request for Documented Quote, the Judicial Department reserves the right to require, site visits, oral presentations or other discussions (Written or Oral) with individual Respondents.

The purpose of any such discussions will be to promote understanding of the Judicial

Department’s requirements and the Respondent’s Quote, and may result in modifications of commodities or services offered. No information derived from competing Request for

Documented Quote will be disclosed during such discussions. Any resulting changes to the initial Quote must be submitted and confirmed in writing by the Respondent. The cost of any site visit, oral presentation or other discussion shall be paid by the Respondent for the entire evaluation committee. If the Judicial Department determines that interviews or presentations are required, selected proposers will be notified in writing of the date, place, time and format of the interview or presentation. Failure to participate in such interviews or presentations shall result in a Respondent’s disqualification from further consideration. If the Court desires to enter into oral presentations, site visits, or discussions they will do so with one or more proposers, at their discretion.

I. Negotiations: If the Judicial Department desires to enter into negotiations, they will do so with the highest rated Respondent, unless the intent is to award to multiple

Respondent’s, in which case the Judicial Department will enter into negotiations with those Respondents which it intends to issue an award. If the Judicial Department enters into negotiations and no agreement is reached, the Judicial Department will cease negotiations with the first Respondent and then may enter into negotiations with the next highest rated Respondent or make no award under this RDQ. The Judicial Department reserves the right to award the Project, if any, without negotiations.

J. Cancellation of Request for Request for Documented Quote: The RDQ may be cancelled in whole or in part either before or after opening of Request for Documented

Quote, at any time prior to execution of the contract, if the Judicial Department determines in writing that such action is in its best interest, for reasons including but not limited to:

1. The supplies or services being procured are no longer required;

2. Funds for the procurement will not be available;

3. The RDQ contained ambiguous or inadequate specifications;

4. The RDQ did not provide for consideration of all significant factors;

5. Prices exceed available funds and it would not be appropriate to adjust quantities or qualities to come within available funds;

6. All otherwise acceptable Request for Documented Quote received are at clearly unreasonable prices, or;

7. There is reason to believe that the Request for Documented Quote may not have been independently arrived at in open competition, may have been collusive, or may have been submitted in bad faith.

K. Notice: When a solicitation is cancelled, notice of cancellation shall be posted on the electronic solicitation notifications system.

L. Disposition of Bids or Quotes: When bids or Quotes are rejected or a solicitation is cancelled after bid or Quotes are received, the bids or Quotes, which have been opened, shall be retained in the procurement file. Bids and Quotes, which have not been opened, shall either be returned to vendors (upon request) or shall be disposed.

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M. Assignment and Subcontracting: If the Respondent intends to use subcontractors to perform any of the requirements in the Scope of Work, then these subcontractors must be listed as a part of the Quote. Subcontractors may not be changed without written approval from the Judicial Department.

N. Judicial Department’s Standard Agreement: The successful Respondent must execute the Judicial Department’s contractor agreement. A sample version of the contractor agreement is attached as the Section 8, below. The contractor agreement contains language which is standard to all Judicial Department agreements and generally is not negotiable. Exceptions taken to the contractor agreement language may affect the responsiveness of a Respondent’s Quote and prevent that Respondent from advancing in the evaluation process. Where a potential Respondent takes exception to contractor agreement language, the Respondent must provide the rationale supporting each exception, prepare and propose amended or substitute language and submit such information as “Attachment E – Exceptions to Agreement” with its Quote. If a potential

Respondent takes exception pursuant to the process outlined above, is informed by the

Judicial Department that the proposed amended or substitute language is unacceptable, and thereafter cannot accept the contractor agreement language, then it is recommended that the respondent not participate in this RDQ process.

Section 3. Quote Contents

Respondents are required to follow the format and process specified below. The content of the Quote must be clear, concise and complete. Quote not submitted in the manner described herein may be considered non-responsive and be subject to rejection. Each section of the Quote shall be organized to correlate with the following sections:

A. Quote Page Limit: The Quote shall be limited to a maximum of twenty (20) pages of text. The page count does not include: Respondent’s cover page/letter; Attachments A and B and Exhibit B if any, financial assurances, resumes, table of contents and section dividers.

B. Cover Letter: Not to exceed two (2) pages and shall include the following:

a) Respondent Contact Information: Provide the name, title, telephone and email of the personnel responsible for the primary communication with the Judicial Department regarding Respondent’s Quote;

b) Understanding of Requested Services: Provide a brief statement indicating

Respondent’s clear understanding of and commitment to the provision of services as specified in this RDQ;

c) Potential Conflicts: Provide a brief statement as to whether Respondent and/or

Respondent’s partners, subcontractor(s), joint venture associates, or any other individual or entity of Respondent’s team has any potential conflicts that may arise in the performance of the services requested in this RDQ;

d) Agreement Exception: Provide a brief statement indicating whether Respondent does or does not take exception to the Judicial Department’s draft contractor agreement as

JUD–RFP-17-PC-21TC Page 7 stated in Part 1, Section F in this RDQ. If Respondent takes exception to the language in the contractor agreement, Respondent must create an additional attachment labeled

“Attachment E – Exceptions to Agreement” and submit it with its Quote; and

e) Subcontractors: If the Respondent utilizes subcontractors to perform the requested services, provide the name of the subcontractor’s firm(s), if any.

C. Attachments: Each Quote shall be submitted with the following completed attachments, blank copies of which are provided in this solicitation:

a) Attachment A - Business Organization Statement;

b) Attachment B - Affidavit of Non-Collusion (Provide a copy of this notarized attachment);

c) Attachment C - Pricing Response Section;

d) Attachment D - Class Content;

e) Attachment E - Exceptions to Agreement, if needed.

D. Detailed Description of Respondent’s Qualifications, Experience and Fees to perform the requested services: Provide all information requested in Section 4 below entitled “Evaluation Criteria” and shall also address any additional information requested in “Exhibit A” and “Exhibit B” of the draft contractor agreement.

E. References: Provide three (3) references and a description of projects the company has worked on relative to the requested services performed within the last five (5) years.

Include the following information as to each listed project: business name, contact name, title, address, phone and email. It is the Respondent’s responsibility to validate the contact information for references. The Judicial Department may request information from Respondent’s clients, government agencies or any other available sources.

F. Product Samples (If Applicable):

a) Handouts that will be used as part of the program.

b) Videos that will be used as part of the program.

c) Presentations that will be used as part of the program.

d) Provide examples of reports.

Section 4. Evaluation and Selection Process:

A. This RDQ process is being undertaken to enable the Judicial Department to identify and recommend one or more finalists who have submitted a Quote to provide the services that are the subject matter of this RDQ process. A preliminary review of the basic responsiveness of the Quote will be conducted to ensure all requirements of the RDQ have been met.

1. An evaluation committee will judge the merit of Quote received according to the evaluation criteria defined in the RDQ. The recommendations of the evaluation committee will be forwarded to the Project Manager for review, documented summarization, and final approval.

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2. Failure of the Respondent to provide any information requested in this RDQ may result in disqualification of the Quote.

3. The sole objective of the evaluation committee will be to recommend the Quote most responsive to the Judicial Department’s requirements within the budget established for the RDQ. The specifications within this RDQ represent the minimum performance necessary for an acceptable response.

4. During or after the evaluation of written Quote, discussions may be conducted with

Respondents who submit Quotes determined to be reasonably susceptible of being selected for award. The evaluation committee may request a meeting if clarification discussions are needed. The evaluation committee may short-list Respondents to this

RDQ in an effort to identify the highest ranked Respondents, who may then be requested to interview with the Committee. After the discussions and/or interviews, the Quotes will be ranked based on the same criteria and the top-ranked Quotes will be recommended by the evaluation committee to begin contract negotiations.

5. Specific evaluation criteria are outlined in section 4 entitled “Evaluation Criteria”.

6. Contract(s) may be awarded to the Respondent whose Quote, conforming to this RDQ, will be the most advantageous to the Judicial Department, price and other factors considered. Due to the evaluation procedure for the Request for Documented Quote, lowest dollar price MAY or MAY NOT indicate the successful awardee. Price constitutes only one of several evaluation criteria.

B. Evaluation Criteria: The Panel will evaluate Respondent Quote and may conduct interviews based on the information provided in response to the evaluation criteria set forth.

Pass/Fail Criteria:

1. Mandatory Requirements:

a. Financial History/Stability:

i. The Judicial Department requires assurances that a Respondent will be financially stable. The Respondent should submit an audited financial statement for its most recently closed fiscal year and for the immediately preceding two fiscal years. If audited financial statements are not available, the Respondent may submit financial statements reviewed by a Certified

Public Accountant (CPA). Lacking either audited or reviewed financials; the

Respondent may submit annual balance sheets and income statements prepared by a CPA. The Judicial Department reserves the right to deduct evaluation points or disqualify a Respondent for failure to properly submit financial statements.

ii. Include the name, telephone and fax numbers, and e-mail address of the person(s) in the organization authorized to negotiate/expedite actions with The

Judicial Department. Also, provide day-to-day primary and secondary contacts.

iii. State the locations of all of the related offices, and provide the organization’s website address (if available).

iv. Provide a list of states in which the organization does business providing similar services as described in this RDQ.

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v. List any association memberships which would relate to the services under this RDQ.

vi. Describe the bonding of staff and liability insurance coverage (verification of coverage will be required if awarded the contract).

Evaluated Criteria:

1. Organization and Resources:

a) Describe the organization’s management structure. Include an organizational chart and brief description of the education and experience of the program director(s) and leader(s).

b) Identify all individuals to be assigned to this project. For all staff providing direct, supplemental, and/or subcontract services for this project: provide a resume for each.

c) Indicate how many persons the organization employs.

d) List the requirements for employee background checks, including criminal record checks.

2. Experience and Past Performance:

a) Describe the organization’s experience in providing parenting or co-parenting classes to courts and/or criminal justice agencies in the past three years. Indicate if the organization is currently providing parenting classes to other judicial districts, and if so, identify the location and length of service with each location. List the major served, and dates of service. (The District agrees to treat this list as confidential and will not call any client external to the Colorado state government until first discussing it with the Respondent).

b) State how many years the organization has been in business providing the types of services described in this RDQ.

c) Provide relevant information regarding a minimum of five individuals, organizations or other groups that will serve as references for the organization submitting the response. If the reference is from an organization, please list a contact person. Do not list the 21st District’s team or staff members.

d) List staff and qualifications of staff that will be assigned to the project, program director(s) and leaders.

3. Class Format and Offering:

a) Provide specific information about the class(es) that are offered, such as: frequency and length of class, time of day they are offered, location of class, and class size.

b) Explain the class registration and certification process. If class is offered on-line, explain the process and the curriculum used. Describe how attendance and completion will be certified to the Court. The 21st Judicial District requires that the parenting class certificate of completion be filed with the Clerk of the

Court before the court will issue final orders concerning custody and parenting time.

c) Attachment D: Provide details to the class content of the program.

4. Fee Structure:

a) Provide information regarding cost of class, how the organization will process payments, and the proposed sliding scale.

i. Provider must accept the court fee waiver for reduced fee for all levels and types of classes offered.

b) If the Respondent intends to use sub-contractors, the response must specify a separate rate schedule for those tasks performed by the sub-contractor(s).

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c) The offered price must be a firm price, not subject to change during the initial contract period. Thereafter, the contract price for each subsequent annual contract term will be fixed for that term upon agreement of the parties. Requests for price increases must be based on documented increases in the market price of supplies and/or increased cost of labor as required by the workers’ union contract. Price increases shall not take effect until after approval of the 1st Judicial District.

5. Methods to Protect Confidential Information:

a) Provide a summary describing the methods that will be used to protect all participant/client confidential information. This information will become an exhibit to any contract resulting from the solicitation award.

6. Program Risk Management:

a) Address the following: how the organization will deal with problems that arise with participants in the program; and the protocol that the organization will follow for reporting abuse and dealing with domestic disputes.

7. Records Management and Reporting:

a) The Respondent must agree to provide the Court with feedback on the program to include attendance statistics and copies of evaluation questionnaires completed by attendees on a quarterly basis. Provide examples of reports that the organization can offer the Court to meet this requirement. Further, the Court reserves the right to monitor the classes by attending or observing classes unannounced, as it deems appropriate.

8. Other Relevant Information:

a) Other information relevant to this RDQ may be provided and may not exceed two typewritten pages.

Section 5. Inquiries

A. RDQ/Addenda Questions: If discrepancies or omissions are found by any Respondent or there is doubt as to the true meaning of any part of the RDQ, a written request for clarification or interpretation shall be submitted before the deadline set forth below in this

RDQ. Questions submitted after this time will not be considered. Any clarification or interpretation or change to the RDQ will be by written addendum signed by an authorized representative of the Department. The Department is not responsible for any explanation, clarification, interpretation, or approval made or given in any manner except by written addendum. A copy of each addendum will be posted on the State’s Vendor Self Service system. Any addenda so issued are to be considered a part of the RDQ document.

THE DEPARTMENT, ITS OFFICERS, AGENTS, AND EMPLOYEES WILL NOT BE

RESPONSIBLE FOR ANY ORAL INSTRUCTION, MODIFICATION, OR

CLARIFICATION RELATED TO THIS RDQ. RESPONDENTS SHALL NOT RELY

UPON ORAL COMMUNICATIONS.

Written inquiries must be received by no later than the date and time indicated in the

Schedule of Activities on the cover page of this solicitation. Written inquiries should be directed to:

John C. kane

Purchasing Manager

John.Kane@judicial.state.co.us

(720) 625-5875

Solicitation Number: JUD–RDQ-17-PC-01TC

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B. Other Communications: Respondent who conduct or arrange for any communication not provided for in this RDQ with the Chief Justice, State Court Administrator, District

Administrator’s, Chief Probation Officers, any Judicial employee or member of the Panel regarding this RDQ may be disqualified.

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Section 6. Attachments

Attachment A: Business Organization Statement

21st Judicial District

Mesa County Combined Courts

125 N Spruce St.

Grand Junction, Colorado 81501

The following information is submitted in response to Solicitation JUD–RDQ-17-PC-21TC. The below named company is voluntarily submitting this offer and acknowledges that it is consistent with the specifications, terms and conditions, and INCLUDES ACKNOWLEDGMENT OF ALL

MODIFICATIONS POSTED ON THE COLORADO VSS SYSTEM

Business (or Individual) Legal Name: (Exactly as it is to appear on the Agreement)

Name and Title: (of individual authorized to execute the Agreement on behalf of Respondent)

Agreement Mailing Address: City: State: Zip:

Telephone Number: Email:

Business Type, if applicable, include State where incorporated, (i.e., a Colorado Corporation, a

Nevada Limited Partnership, a Sole Proprietor, etc.).

If using a fictitious business name (“DBA”) state name

Debarment: Have you or your firm ever been debarred from doing business with any government entity? Yes ____ No____

If the answer is “YES,” please provide information regarding each debarment by listing on an attached paper the following information; (1) debarring government entity; (2) dates of debarment; and, (3) reason of debarment.

Signature: Title:

Print Name: Date:

Attachment B: Affidavit of Non-Collusion

State of _________________ )

County of ________________)

_________________________________________, being first duly sworn, deposes and states:

Name of Affiant

That he/she is ____________________________________________________________

Title of ______________________________________________________________________, Name of Respondent and submits herewith the attached Quote to the State of Colorado Judicial Department; that the

Quote is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization or corporation; that the Quote is genuine and not collusive or a sham; that the Respondent has not directly or indirectly induced or solicited any other

Respondent to put in a false or sham Quote, and has not directly or indirectly colluded, conspired, connived, or agreed with any Respondent or anyone else to put in a sham Quote, or that anyone shall refrain from proposing; that the Respondent has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Quote price of the Respondent or any other Respondent, or to fix any overhead, profit, or cost element of the proposed price, or of that of any other Respondent, or to secure any advantage against the public body awarding the Agreement of anyone interested in the proposed Agreement; that all statements contained in the Quote are true; and, further, that the Respondent has not, directly or indirectly, submitted his/her/its proposed price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto; that Respondent has not paid, and will not pay, any fee to any corporation, partnership, company association, organization, or to any member or agent thereof, to effectuate a collusive or sham Quote. Respondent further swears under penalty of perjury that all information in this Quote and this Affidavit is correct.

Dated: _______________________, 20______.

Signature of Affiant

Subscribed and sworn to (or affirmed) before me on this_____ day of______________, 20_____ , Name of Signer proved to me on the basis of satisfactory evidence to be the person who appeared before me.

Signature of Notary Public

WARNING: Bids will not be considered unless this Affidavit is fully executed, including the affidavit of a Notary and Notary Seal.

Place seal here.

Attachment C: Pricing Response Section

Respondent will use their own format for pricing. Include a pricing sheet for each type of class for which the organization is submitting a quote. Provide information regarding cost of class, how the organization will process payments, and the proposed sliding scale, and whether or not free or reduced fee classes are offered with Court approved MIFP.

All pricing sheets must be signed manually in ink by a person authorized to make an offer on behalf of the bidder. The quote prices stated herein are firm offers for at least ninety (90) days following the date of signature below.

Company Name: ______________________________________

Authorized Signature: ______________________________________ Date: _______________

Typed/Printed Authorizer Name: ________________________________________________

PLEASE RETURN THIS PAGE WITH SOLICITATION DOCUMENTS

Attachment D: Class Content

1. What is the title of the class?

2. What is the education and experience of the program director(s) and leaders?

3. Please describe class logistics including: size, location, schedule, frequency, length, and time of day they are offered. Will the organization expand the number of classes offered on demand?

4. What is the registration and certification process for the class? Please describe how attendance and completion will be certified to the Court. Please include a sample certificate.

5. Please describe records management and reporting procedures.

6. Are the classes offered in Spanish? Does the program provide additional languages?

7. Describe the planned ratio of leaders to participants in each class.

8. Does the organization have the space for the number of 21st Judicial District participants for each level of class offered? Will the organization expand the number of classes offered on demand?

9. Risk management:

a) Describe the organization’s risk management plan, specifically how the organization will deal with problems that arise with participants in your program.

b) Describe the protocol you will follow for reporting abuse and dealing with domestic disputes.

10. For online classes- how will the organization engage with the students?

11. Program content: In 500 words or less, please describe the program, teaching methodology, and class format.

Attachment E: Exceptions to Agreement

Note exceptions to the Sample Agreement (if any) in the space provided below:

Section 7. Solicitation Terms and Conditions

APPLICABLE TO THE SOLICITATION. The following provisions shall apply to Sections I and II of this solicitation. In the event that any of the provisions set forth in this Section IIIA conflict with provisions set forth in Sections I and II herein, the provisions of Sections I and II shall prevail.

1. DISCUSSION WITH RESPONDENTS: Discussions may be conducted with apparent responsive

Respondents for the purpose of clarification to assure full understanding of the requirements of the solicitation. All solicitations, in the Judicial Department’s sole judgment, needing clarification, shall be accorded such an opportunity.

2. RESPONDENT QUALIFICATION: Respondents must, upon request, provide satisfactory evidence of their ability to furnish commodities or services in accordance with the terms and conditions of these specifications. The Judicial Department reserves the right to make the final determination as to the

Respondent's ability to provide the commodities or services requested herein.

3. AMENDMENTS: All amendments to and interpretations of this solicitation shall be in writing from the

Judicial Department. Any amendment or interpretation that is not in writing shall not legally bind the

Judicial Department.

4. RESPONDENT RESPONSIBILITY: Each Respondent shall become fully acquainted with conditions relating to the scope and restrictions attending the execution of the work under the conditions of this solicitation. It is expected that this will sometimes require on-site observation. The failure or omission of a

Respondent to become acquainted with existing conditions shall not provide relief of any obligation with respect to this solicitation or to the contract.

5. REJECTION: The Judicial Department reserves the right to reject any submission that contains prices for individual commodities or services that are unreasonable when compared to the same or other submissions if such action is in the best interest of the Judicial Department.

6. COMPETITION: This solicitation is intended to promote open competition. If the language, specifications, terms and conditions, or any combination thereof restricts or limits the requirements in this solicitation to a single source, it shall be the responsibility of the interested supplier to notify the Judicial

Department in writing. Written notification must be received five (5) days prior to the submission opening date. The solicitation may or may not be changed but a review of such notification will be made prior to award.

7. WAIVER: The Judicial Department reserves the right to waive any Instruction to Respondents, General or

Special Provision, General or Special Condition or Specification deviation in accordance with rules established in the Colorado Judicial Department Procurement Manual.

8. RESPONSE MATERIAL OWNERSHIP: All material submitted regarding this solicitation becomes the property of the Judicial Department and will only be returned to the Respondent at the Judicial

Department’s option.

9. BID/QUOTE COSTS: The Judicial Department is not liable for any cost incurred by Respondents prior to issuance of a contract or purchase order.

10. ADDITIONAL DATA: The Respondent should submit any additional information or data not requested in this solicitation which the Respondent believes should be considered in the evaluation of a response.

11. F.O.B. POINT: All prices bid shall be F.O.B. Destination.

12. SPECIFICATION REQUIREMENT: All submissions must meet or exceed the specifications provided herein. Evaluation of the extent to which submissions meet specifications will be performed solely and determined solely by the Judicial Department.

13. Insurance Requirements: Within fourteen (14) days of the Judicial Department’s award to the successful

Respondent, said Respondent shall secure the types and amounts of Insurance set forth in “Exhibit C” of the draft contractor agreement. If the successful Respondent is unable to secure the required insurance, the

Judicial Department reserves the right to revoke the award and award the agreement to the next highest ranked Respondent, to negotiate with any Respondent regarding the services that are subject of this RDQ, or to take any other action that is in the best interest of the Judicial Department. Respondent is not required to submit proof of insurance in its Quote.

BY SUBMITTING A QUOTE IN RESPONSE TO THIS RDQ, THE RESPONDENT ACKNOWLEDGES THAT

RESPONDENT HAS READ THE ENTIRE RDQ AND AGREES TO ACCEPT ITS PROVISIONS AND

CONDITIONS

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Section 8. Sample Contractor Agreement

Any Agreement resulting from this solicitation shall be substantially in the form and format of the sample contractor agreement below. Any exceptions to this sample contractor agreement must be noted in the Respondent’s Quote and will be reviewed and evaluated as a part of the award process.

AGREEMENT FOR PROFESSIONAL SERVICES

PARENTING EDUCATION

The Parties to this Agreement are the STATE OF COLORADO JUDICIAL DEPARTMENT

(hereinafter the “Department”) by and through the 21st JUDICIAL DISTRICT (hereinafter the

"District"), whose principal office is located at __________________________, and

_____________________________, doing business as ____________________[if contractor uses a trade name, as listed on secretary of state website], (hereinafter the “Contractor”), ___________________________________ 1) a sole proprietorship, or 2) a business entity registered to do business in the State of Colorado as a ___________________________(corporation, nonprofit corporation, limited liability company partnership, etc.). The Contractor’s office is located at

___________________________________________, with mailing address (if different) of

_________________________________________. The District and the Contractor may individually be referred to as a “Party” or collectively as the “Parties.”

RECITALS

WHEREAS, C.R.S. § 14-10-123.7 authorizes Judicial Districts to arrange with private providers, through competitively negotiated contracts, for the provision of educational programs designed to provide education concerning the impact of separation and divorce on minor children, to which classes the court may order attendance by parents of minor children; and

WHEREAS, C.R.S. § 14-10-123.7 further provides that any such educational program shall be administered and monitored by the implementing Judicial District and shall be paid for by the participating parents in accordance with each parent’s ability to pay; and

WHEREAS, the District issued a Request for Documented Quote dated ______________ (hereinafter the “RDQ”), seeking one or more qualified providers to develop and operate such an educational program for parents who are involved in certain domestic relations cases in the District; and

WHEREAS, the District has determined that the Quote submitted by the Contractor, dated

________________ (hereinafter the “Quote”), describes an educational program plan that will meet the needs of the Courts of specified Counties within the District, and therefore has awarded the Contractor the opportunity to carry out their program within the District for a period not to exceed five years, under a series of contracts of up to one year each.

NOW THEREFORE, in consideration of their mutual promises and for their mutual benefit, the District and the Contractor agree as follows:

1. THE AGREEMENT. The entire agreement of the Parties (hereinafter this/the “Agreement”) is contained in the following documents, which are listed in descending order of priority in the event of conflicting terms.

a. This writing, consisting of nine pages.

b. The RDQ, dated ________________ attached as Exhibit A.

c. The Quote, dated ____________, attached as Exhibit B.

2. TERM OF THE AGREEMENT. Subject to termination as provided herein and notwithstanding the date of execution of this Agreement, the term of this Agreement shall be from _______________ through _____________. This Agreement may be renewed for up to four additional terms of up to one year each upon mutual written agreement of the Parties.

3. DUTIES OF CONTRACTOR

A. Educational Services

(1) Program. The Contractor shall conduct a Parenting Education Program (hereinafter the

“Program”) as outlined in the Quote, in the Counties of ___________________, which will provide classes for parents, in situations where the parents have filed in the District for legal separation or dissolution of marriage, or are involved in certain other domestic relations cases, and have been ordered by the court to take such classes. The Program, as outlined in the Quote, may be modified by the Contractor upon prior agreement by the District.

(2) Schedule. Classes shall be taught as frequently and at such times as may be required to permit the timely instruction of all persons ordered to take the classes taught by the Contractor. The classes shall be taught on the schedule set forth in the Quote, or on such other schedule as may be required by the District in order to meet the need for timely instruction.

(3) Location. Classes may be held at any of the locations identified in the Quote, and at such additional locations as may be agreed by the Parties. Under no circumstances may classes be held in court facilities within the District.

(4) Goals, Curriculum, Format. The goals, curriculum and format of the classes shall be as set forth in the Quote, or as may be modified by the Contractor, subject to approval by the District.

(5) Attendance Lists. The Contractor shall prepare and maintain a list of all persons who attend each class, and provide a copy of each such list to the District as instructed by the District.

(6) Attendance Certificates. The Contractor shall provide two certificates of attendance to each parent who successfully completes a class, and who has satisfied his/her payment obligations to the Contractor for such class. Each parent shall have the responsibility to file one copy of the certificate with the Court to document compliance with the Court order; the second copy of the certificate shall be for the parent’s personal records.

B. Monitoring. The Contractor, or designated Program Director, shall cooperate with the District’s

Representative assigned to the administration and monitoring of the Program. On a quarterly basis, the Contractor, or Program Director, shall provide feedback to the District Representative about the

Program, including but not limited to attendance statistics and copies of feedback questionnaires from attendees. The District reserves the right to monitor the classes by attending or observing classes either announced or unannounced, as it deems appropriate.

C. Designated Representatives. The District’s Representative and the Contractor’s Program Director are designated below, but may be changed at any time during the term of this Agreement upon written notice to the other Party.

For the District For the Contractor

Sandra Casselberry, District Administrator _____________________________

125 N. Spruce St ____ _____________________________

Grand Junction, CO 81501_________ _____________________________

D. Class Leaders. Although the Parties understand that classes may be taught by the Class Leaders identified in the Quote, the Contractor shall have ultimate responsibility for the operation and success of the Program. The Contractor shall engage the services of Class Leaders, if any, by contract or other means, and the Class Leaders shall be employees, contractors or agents of the

Contractor and not of the District. Both the Contractor and the District reserve the right to request the removal and replacement of any Class Leader whose performance in the classroom, in the discretion of the Contractor or the District’s Representative, does not rise to the level reasonably required for the success of the Program. With the approval of the District, the Contractor may replace any Class Leader who has resigned or otherwise been removed from the Program, or may expand the number of Class Leaders to meet the staffing needs of the Program.

E. Background Checks and Notification of Conviction or Guilty Plea.

(1) The Colorado Judicial Department requires that all persons who perform services under this

Agreement must pass a criminal background check before working under the Agreement, which background check shall be valid for two (2) years. All such background checks will be carried out, at no charge to the Contractor or the worker, by the Judicial Department’s Human

Resources Division under standards developed by the Judicial Department. In order to request a new or renewal background check, the Contractor should provide to the worker an

“Authorization and Consent for Release of Information” form, in the form to be provided by

Probation, and deliver the completed form to the District’s Representative, who will process the request and inform the Contractor of the result. No person shall perform any work under this

Agreement without having in place a valid criminal background check. The decision as to whether the worker passes the criminal background check will be in the sole discretion of the

Judicial Department.

(2) Contractor shall notify the District in writing immediately upon discovering that any person performing services under this Agreement pleads guilty to, or is convicted of, a petty, misdemeanor, or felony offense during the term of this Agreement. The Contractor’s report shall be accompanied by a newly completed “Authorization and Consent for Release of Information” form authorizing a new background check for the person who pled guilty or was convicted. The person who is subject of the report shall immediately cease performing services under this

Agreement until otherwise informed by the District.

F. Certification of Legal Status.

(1) Public Contracts for Services. Contractor shall comply with C.R.S. §§ 8-17.5-101 et seq.

Contractor certifies, warrants, and agrees that it does not knowingly employ or contract with an illegal alien to perform work under this Agreement and that it shall not knowingly contract with a subcontractor that fails to certify to Contractor that subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement. Contractor shall confirm eligibility of all employees who are newly hired for employment in the United States to perform work under this Agreement through participation in either (i) the “E-verify Program,” jointly administered by the Department of Homeland Security and the Social Security Administration or

(ii) the “Department Program” administered by the Colorado Department of Labor and

Employment (“DOL”). If Contractor elects to use the Department Program, Contractor must promptly provide copies of its “Notice of Participation” to the Department and to DOL.

Contractor: (i) shall not use the E-verify or Department Program to undertake pre-employment screening of job applicants; (ii) shall notify the subcontractor and the Department within 3 days if

Contractor has actual knowledge that a subcontractor is employing or contracting with an illegal alien for work under this Agreement; (iii) shall terminate the subcontractor if a subcontractor does not stop employing or contracting with the illegal alien within 3 days of receipt of notice;

and (iv) shall comply with reasonable requests made during an investigation, undertaken by DOL pursuant to C.R.S. §8-17.5-102(5). If Contractor fails to comply with C.R.S. §8-17.5-101 et seq., the District may terminate this Agreement and Contractor shall be liable for actual and consequential damages.

(2) State Benefits. Contractor, if a natural person eighteen years of age or older, swears and affirms under penalty of perjury under Colorado state law that s/he is a United States citizen, legal permanent resident of the United States, or lawfully present in the United States pursuant to federal law. Contractor shall provide proof that s/he is lawfully present in the United States prior to starting work for the District by complying with §24-76.5-101 C.R.S., et seq., and producing a required form of identification upon signing this Agreement (e.g. driver’s license). In signing this

Agreement, Contractor acknowledges that making a false, fictitious, or fraudulent statement is punishable as perjury in Colorado, and it shall constitute a separate offense each time a public benefit is fraudulently received.

G. PERA Status. At all times during the term of this Agreement, Contractor shall have a duty to notify the Department of the existence of any person, including Contractor himself/herself if doing business as an individual or sole proprietor, who is providing services to the Department under this

Agreement who is a service retiree from the Public Employee Retirement Association (PERA) of

Colorado, and who is also an owner or operator, or is related to an owner or operator, of the

Contractor business entity. If the retiree has in the past worked as a government employee in a position covered by PERA, but will not be receiving retirement benefits from PERA during the term of this Agreement, Contractor shall also notify the Department in the event the retiree’s status changes to that of PERA benefit recipient during the term of this Agreement.