REQSL1428902.pdf

Request for Quotation Larimer County Department of Human Services

RFQ #25-04

Issue Date: August 15, 2025 Question Deadline: August 29, 2025 Closing Date: September 12, 2025

Alcohol and Drug Substance Testing Services Larimer County Department of Human Services, Division of Children, Youth, and Family Services is looking to contract with one (1) or more qualified vendors to provide professional laboratory alcohol and drug substance testing services for current clients.

Larimer County, Colorado

Larimer County Department of Human Services (LCDHS) is seeking quotes from qualified agencies and organizations provide professional laboratory alcohol and drug substance testing services for current clients.

The selected applicant shall be prepared to complete a formal contract with LCDHS. Meeting the criteria of this RFQ, or any other solicitation, does not of itself obligate LCDHS to extend a contract for service, utilize, or pay for these services in any circumstance. Parties interested in submitting their quote to provide such services are required to follow the guidelines and instructions contained in the RFQ.

The RFQ may be obtained electronically on or after August 15, 2025, by visiting https://www.bidnetdirect.com/colorado/larimercountydhs.

The County contracts with Rocky Mountain E-purchasing System (bidnet®) in the advertisement and facilitation of solicitations administered by Larimer County Human Services. Registration with bidnet® is available at no charge and allows proposers access to view governmental bids posted on bidnet®. It is the responsibility of the proposer to evaluate and select the service option of their choice.

Respondents must only rely on documents provided on the Rocky Mountain E-purchasing system (bidnet®) website or as communicated directly from the purchasing agent. Only rely on this web address:

https://www.bidnetdirect.com/colorado. More information is available at www.rockymountainbidsystem.com or by calling 1-800-835-4603.

All applicants will be required, at their own expense, to secure and deliver to the County a current Certificate of Insurance (COI) showing coverage for all required insurance prior to the initiation and execution of any contractual agreement according to the “Insurance Requirements” (Exhibit C). The successful applicant will be required to provide proof the insurance is still current and will be kept in force at all times during the term of the contract. Only applicants that meet the minimum qualifications as set forth in the complete RFQ will be evaluated.

All interested organizations, firms, or other entities, whether for-profit or not-for-profit are invited to apply in accordance with the terms and conditions stated in the RFQ. The Larimer County Board of Commissioners reserves the right to, at their sole discretion, to reject any or all applications and to waive informalities and minor irregularities in responses received and to accept any portion or all items proposed if deemed in the best interest of Larimer County.

https://www.bidnetdirect.com/colorado/larimercountydhs https://www.bidnetdirect.com/colorado http://www.rockymountainbidsystem.com/

Larimer County Human Services Division of Children, Youth, and Family Services

Alcohol and Drug Substance Testing Services Summary

Issue Date August 15, 2025 Deadline for Questions August 29, 2025 Quote Deadline September 12, 2025 Period of Performance January 1, 2026 – December 31, 2026 with one (1) one (1) year optional renewal Purchasing Agent Kellie Julian, julianka@co.larimer.co.us

Scope / Executive Summary

Through this process Larimer County Department of Human Services proposes to contract with one (1) or more vendors to provide professional alcohol and drug substance testing services for current clients.

Contracting Requirements MQs

IR

Must meet Minimum Qualification (MQs) and Insurance Requirements (IR) stated within the RFQ.

Submission Criteria

Submit quotes through Rocky Mountain E-Purchasing System (Bidnet®) in Arial size 11 font, PDF format.

http://julianka@co.larimer.co.us/

INSTRUCTIONS FOR SUBMITTING QUOTES

To be considered, all quotes must be submitted in accordance with these instructions.

1. ISSUING OFFICE

This RFQ is issued for Larimer County Department of Human Services Children, Youth, and Family Services, 1501 Blue Spruce Drive, Fort Collins, CO 80524.

Primary Contact: Kellie Julian, Purchasing Agent, julianka@co.larimer.co.us

2. PURPOSE

This RFQ is designed to provide qualified vendors with sufficient information to prepare and submit a quote.

3. SCOPE

The RFQ contains the instructions for submitting a quote, the information to be included in the response, and any mandatory requirements which must be met for the vendor to be eligible for consideration.

4. WHO SHOULD RESPOND

All interested vendors, who have the capacity to meet the specifications, are invited to submit a quote in accordance with the specification, procedures, dates, and times as set forth herein. Quotes will be accepted from public, private non-profit, or private for-profit organizations, which meet at least one of the following criteria:

Governmental/political entity of the State of Colorado Corporation, LLP, LLC, or other firm located, registered, and in good standing in the State of

Colorado

Prior to contracting, private corporations, LLPs, LLCs, and other firms must be registered with the State as either Colorado or Foreign entities and must be in good standing. Proof of such standing is required prior to the start of the contracting process.

5. INQUIRIES

Vendors shall present questions concerning the RFQ via Q&A section of this solicitation on bidnet®.

Ordinary questions will be answered once the questions deadline has closed or prior if question may change or alter the specifications or scope of the RFQ. Questions will be answered and posted in the Q&A.

6. ADDENDUM TO REQUEST FOR QUOTES

If it becomes necessary to revise any part of this RFQ, the County will issue an appropriate addendum.

The County may re-publish, at its sole discretion, such addendum.

7. QUOTE SUBMISSION

All proposal documents, including attachments, shall be submitted in either a Word or PDF file. The files may be submitted electronically via bidnet® at www.bidnetdirect.com/colorado/larimercountydhs.

8. REJECTION OF QUOTE

Larimer County reserves the right to reject any and or all quotes, to further negotiate with any and/or qualified vendors and to waive informalities and irregularities in proposals received, and to accept any portion of the applications if deemed to be in the best interest of Larimer County to do so. If, in the sole judgment of the County, the quotes are substantially equal, the County may grant the contract to companies located in Larimer County, however this is not applicable in the case that Federal funds are used.

http://julianka@co.larimer.co.us/ http://www.bidnetdirect.com/colorado/larimercountydhs

9. INCURRING COSTS

Expenses for developing a quote are entirely the responsibility of the vendor, and the County shall not be liable in any manner for any costs incurred regarding the preparation, submittal, or subsequent negotiation.

10. RFQ CLOSING DATE

This Request for Quotes will close on September 12, 2025 at 5:00 pm Mountain Standard Time.

11. INSURANCE

To comply with the terms and conditions of a contract agreement between your agency and Larimer County, the successful applicant will be required to meet insurance requirements noted within this RFQ.

All successful applicants will be required, at their own expense, to secure and deliver within a specified timeframe to the County a current Certificate of Insurance (COI) showing coverage for all required insurance in hard copy prior to the initiation and execution of any contractual agreement. See Exhibit C

– Insurance Requirements. The successful vendor will be required to provide proof that the insurance is current and will be kept in force at all times during the term of the contract.

12. CONFLICT OF INTEREST

The Contractor avers to their knowledge of no employee of the County having any personal or beneficial interest whatsoever in the service or property described in the contract. Contractor has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of the Contractor’s services and Contractor shall not employee any person having such known interests.

13. PARENT COMPANY/FISCAL AGENT

If a vendor is owned or controlled by a parent company, or utilizes a fiscal agent, the name, main office address and parent company’s/fiscal agent's tax identification number shall be provided in the application.

14. NON-DISCRIMINATION

Vendor shall comply with all City, State, and Federal laws, rules, and regulations involving non-discrimination based on race, color, religion, national origin, gender, age, military status, sexual orientation, gender identity, gender expression, marital status or physical or mental disability.

15. QUOTE DISPOSITION/QUOTE OPEN RECORD

Vendors may also choose to provide one (1) redacted pdf application (as one single file), excluding any information that is not subject to disclosure under the Colorado Open Records Act (“CORA”), such as trade secrets, privileged information and confidential commercial, financial, geological or geophysical data exempt from public disclosure under C.R.S. §§ 24-72-204(3)(a)(IV). Statements that the entire proposal is confidential will not be honored. After decision to contract has been made, all information submitted in response to this request for Request for Application may be publicly disclosed if required under the CORA. If provided, the redacted electronic copy will be used to satisfy CORA requests.

Proposers that do not provide a redacted electronic copy will have their non-redacted electronic copy used to satisfy CORA requests. Larimer County will endeavor to keep the non-redacted proposal, separate and apart from the redacted proposal subject to the provisions of CORA or Order of Court.

16. COMPLIANCE WITH FEDERAL, STATE, AND LOCAL LAWS

The vendor agrees to comply with all Federal, State, and local laws and regulations applicable to the funding source authorizing any program or activity funded through this RFQ (e.g. Title VI of the Civil Rights Act of 1964, and Limited English Proficiency Requirements) and with all the laws, policies, procedures, ordinances, and regulations of Larimer County.

17. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY

MATTERS

Federal Law implementing Executive Order 12549 requires that each prospective vendor certify that it and its principals are not: debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any federal department for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal or state or local) transaction or contract under a public transaction; or in violation of federal or state antitrust statutes or are indicted for or otherwise criminally or civilly charged with a commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property. Contracted agencies are encouraged to register and obtain a Unique Entity ID from SAM.gov (https://sam.gov/content/entity-registration). There is no cost to register, and no cost associated with obtaining a Unique Entity ID through SAM.gov.

18. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA), SUBSTANCE ABUSE

TREATMENT LAWS

Vendor shall be required to comply with the Health Insurance Portability and Accountability Act of 1996, Public Law 104-191 (“HIPAA”), the Health Information Technology for Economic and Clinical Health Act, Public Law 111- 005 (“The HITECH Act”), and their implementing regulations at 45 CFR parts 160 and 164 (“The HIPAA Regulations”). Applicant shall also comply with all applicable state and federal laws protecting the privacy or confidentiality of substance abuse treatment information, including 42 C.F.R., Part 2.

19. SELECTION OF CONTRACTOR(S): EVALUATION PROCESS

A. General Evaluation Criteria

Information submitted by the vendor should be in the order outlined in the RFQ specifications.

Quotes will be evaluated utilizing a weighted scoring system which examines both qualitative and quantitative criteria outlined on Page 9 to determine the applications that will provide the best value to LCDHS according to the following criteria: Experience & Qualifications, Procedures & Policies, Collaboration, and Pricing.

B. Reporting Requirements LCDHS may require periodic reports on contract progress. These reports shall be submitted to the program area as identified in the successful applicant’s contract.

C. Recommendation Upon the decision, the contract, will be prepared and submitted for signature through the County’s contract approval signature process. All applications and associated documentation, including final executed contracts may be subject to disclosure as open records pursuant to the Colorado Open Records Act, C.R.S., Title 24, Article 72.

20. TERMS OF SERVICES

Unless terminated, the contract term for the services by selected applicants will be January 1, 2026, and ending December 31, 2026, with one (1) one (1) year optional renewals. All contracts, contract amounts, and renewals are contingent upon need, funding availability, and contractor performance.

21. RFQ CANCELLATION

Larimer County reserves the right, at its sole discretion, to cancel this RFQ in whole or in part, if it is in the best interest of the County.

22. RESULTING CONTRACT

A successful vendor will be required to execute a contract, Exhibit A, with the County. All contracts will be executed in accordance with the County contract administration process. The selected application and budget may become an attachment to the contract. Services and payment will commence upon final execution of the signed contract between the successful applicant and Larimer County.

1. PROJECT OVERVIEW:

Through this process LCDHS proposes to contract with one (1) or more vendors to provide professional laboratory alcohol and drug substance testing services for current clients.

To be in accordance with the terms and conditions of a contract with Larimer County, the successful applicant will be required to have a current and valid insurance policy in effect at all times. Proof of insurance is a major aspect of contract compliance.

It is the County’s intention to obtain services, as specified in this RFQ, by establishing a Contract, Exhibit A, between the successful Proposer and the County. Prices and terms shall remain in effect until a contract is executed.

This solicitation is funded with federal funds and the contracted vendor must comply with all applicable federal laws, regulations, and requirements. The conditions are contained in Exhibit B.

A. Background

The Department of Human Services assists individuals and families achieve self-sufficiency and security through public assistance programs, services, or referrals to community agencies. We have locations in Fort Collins, Loveland, and Estes Park. Child, Youth, and Family Services (CYF) works with children who are at risk of being abused or who have been abused or neglected.

Child Protection Services (CPS) is a mandated service that provides 24-hour assistance in responding to allegations of child abuse and neglect. Our response includes assessment of risk and safety, and to provide support to families through the provision of early intervention, prevention, and trauma informed services. Referrals can be made by law enforcement, schools, medical professionals, or anyone who is concerned for the safety and well-being of a child. Each referral is screened through the HUB.

CPS in Larimer County is offered through a Differential Response Model. This approach allows CPS to respond differently to accepted reports of child abuse and neglect based on factors such as type and severity of the maltreatment, number and sources of previous reports, and willingness of the family to participate in services. We seek to achieve safety of children through family engagement and collaborative partnerships with other human service agencies in Larimer County helping families.

Substance Abuse testing is utilized to provide proof of or rule out substance use as part of a child maltreatment or child abuse investigation and determine whether substance abuse is associated with child risk, monitor whether a parent is continuing to use during an open child welfare case, provide evidence that family reunification is warranted or unwarranted, and provide documented evidence that the parent is drug free.

LCDHS serves a large number of clients per year in need of alcohol and drug substance testing. CYF completes approximately four hundred (400) client substance tests a month and spends approximately one hundred and twenty-five thousand dollars ($125,000.00) a year.

2. MINIMUM QUALIFICATIONS:

A. For offerors to be considered responsive, offerors must meet the following qualifications:

1. Vendor must have three (3) years’ experience obtaining and testing clients involved in the child welfare and child protection systems for alcohol and drugs.

2. Must be in good standing with the State of Colorado.

3. Must not be suspended or disbarred from doing business with the Federal Government.

3. SCOPE OF WORK:

The vendor shall provide professional laboratory alcohol and drug substance testing to CYF clients on a one-time or on-going basis. The testing would include, but is not limited to:

Amphetamines Cocaine Opiates Fentanyl

PCP

Methamphetamines Benzodiazepines

THC

Ethanol Barbiturates Methadone Oxycodone Propoxyphene Tramadol Heroin Bath Salts Ecstasy Ethylglucuronide Spice/K2

4. DELIVERABLES

A. Alcohol & Drug Testing

1. Vendor shall provide a comprehensive and sound program delivery for obtaining and testing clients for alcohol and drugs.

2. Vendor shall be able to provide monitored testing.

3. Vendor shall follow all Federal, State, and Local regulations for chain of custody in alcohol and drug substance testing.

4. Vendor will receive substance testing requests for clients via the LCDHS caseworker or Program

Quality Assurance Coordinator (PQAC).

5. Maintain all required licenses and certificates required by Federal, State, and Local authorities to provide alcohol and drug substance testing.

6. Preferred that vendor is part of the Cordant/Sentry system, but not required.

B. Reporting

1. Vendor shall have a documentation and reporting system in place to receive requests and supply

LCDHS caseworker or PQAC with results.

C. Costs and Services

1. Vendor shall complete and submit Cost Proposal attached within bidnet® website.

2. If Vendor is a Medicaid provider, Medicaid benefits must be exhausted before Core Services can be requested and utilized.

D. Payment

1. By the close of business on the tenth (10th) day of each month, the vendor shall submit the prescribed County Invoice for the services provided in the previous month, in accordance with each service area defined under the deliverables table of this SOW to the County.

i. Invoices shall be submitted by the vendor via email to cyf_core_invoice@co.larimer.co.us.

ii. Total fees are all inclusive and no incidentals or other expenses will be reimbursed by the

County.

a) Reporting Completion. The vendor shall not bill for time spent completing progress report deliverables.

E. Corrective Action Plans and Withholding of Funds

1. Failure to comply with this SOW may result in the vendor submitting a Corrective Action Plan to the County within a specified time period, determined by the County. Failure to implement the Corrective Action Plan may result in the withholding of funds or termination of this Contract.

2. The County may withhold full or partial payment to the vendor for failure to submit any required forms, reports, information, or deliverables required to be submitted or completed in this Contract, SOW, and Exhibits.

i. Payment may be withheld until the vendor:

a) Submits the required reports, forms, and information;

b) Submits completed required reports, forms, and information; or

c) Completes the requirements of this SOW.

5. PROPOSAL FORMAT AND SUBMITTAL REQUIREMENTS:

A. All quotes must be submitted in Arial, size 11 font, in PDF or Microsoft Word format

1. Submittal Form 1 - Signature Page and Application (downloadable fillable form)

i. Step 1: Download the Document

a) Locate in Bidnet under “Documents” and download the document.

ii. Step 2: Open and Fill Out the Document

a) Locate the document and open it in Microsoft Word

b) Click on the fillable fields or use the "Tab" key to navigate.

c) Enter your information and ensure accuracy.

iii. Step 3: Save Changes

a) Click "File" > "Save" or press Ctrl + S (Windows) / Cmd + S (Mac).

iv. Step 4: Save as PDF

a) Click "File" > "Save As."

b) Choose a location and select "PDF" from the "Save as type" dropdown.

c) Name your file and click "Save."

v. Step 5: Submit the PDF

a) Locate the PDF saved on computer and attach it to the proposal in Bidnet

2. Submittal Form 2 - Cost Proposal - Quotes must be furnished exclusive of any Federal, State, or Local taxes. Pricing must be inclusive of all labor, materials, delivery, and any incidental charges.

3. Submittal Form 3 - Insurance and Contract Attestation Form (downloadable fillable form)

4. Must supply three (3) references from organizations or agencies other than Larimer County.

5. Must provide list of key personnel involved and duties of such individuals.

6. Include copies of all required licenses and certificates, if applicable.

The RFQ schedule set out herein represents LCDHS’s best estimate of the schedule that will be followed. If a component of this schedule is delayed, the rest of the schedule may be shifted accordingly. All times are Mountain Standard Time.

ACTIVITY TIME DATE

Issue Date/RFQ Released 5:00 PM August 15, 2025 Question Acceptance Deadline 5:00 PM August 29, 2025 Deadline for Receipt of Proposals/Proposal Due Date 5:00 PM September 12, 2025 Proposal Evaluations Complete 5:00 PM October 3, 2025 Notice of Intent to Award 5:00 PM October 10, 2025 Contract Issue 5:00 PM January 1, 2026

6. EVALUATION CRITERIA

Proposal submittals will be individually evaluated and scored by each Evaluation Committee Member. The criteria below will be the basis for review of the written proposals. The rating scale will be for available points, receiving the maximum points available per criteria would be considered an outstanding rating.

CRITERIA STANDARD POINTS AVAILABLE

Experience and Qualifications

Has the vendor shown that they have the experience and qualifications to meet the needs of the County?

Does the vendor show they have the staff and locations to meet the need of the County’s clients?

Procedures & Policies

Has the vendor provided program procedures and systems that are within the Federal, State, and Local regulations that will accommodate the requests of the County?

Does the vendor show a clear understanding of the program needs of the County?

Collaboration

Has the vendor shown that they have collaborated with various other organizations within Federal, State, or Local government for similar programs?

Pricing Is the vendor’s pricing structure competitive, reasonable, and advantageous to the County?

Maximum Possible Points = 100

*Quotes must be furnished exclusive of any Federal, State, or Local taxes. Pricing must be inclusive of all labor, materials, delivery, and any incidental charges.

7. AWARD AND CONTRACT

This solicitation may be awarded to the multiple vendors with the most responsive, responsible, reasonable quote meeting all specifications and deemed the best value, best fit and most advantageous to Larimer County.

To assist in the decision for award: interviews may be held, background checks may be performed, references may be contacted, and other inquires may be taken to determine the abilities of the vendor.

A Larimer County Contract (Exhibit A); this Request for Quotation document; the Award Vendor’s response; and Contract Provisions for Non-Federal Entity Contracts Under Federal Awards (Exhibit B), all of which will be incorporated by reference, will serve as the Agreement between the Board of County Commissioners of Larimer County, Colorado, and the Award Vendor.

Any exceptions or requested additions to the Contract must be stated and submitted with your quote; these requests will not be accepted after the closing deadline. The County makes no guarantee of any changes or concessions but will review and consider all requests submitted.

The term of the agreement shall be for one (1) year from the date the agreement is executed. The County, at its sole option, may offer to extend this agreement for up to one (1) additional one-year terms. The extension option may be exercised providing satisfactory service is given, and must be mutually agreed upon in writing, by and between the County and the Award Vendor.

8. INSURANCE REQUIREMENTS – Exhibit C Larimer County is diligent about enforcing insurance requirements listed in all contracts. This diligence means that the County expects that all submitted proposals will include an Evidence of Coverage Certificate (EOC) that most closely meets the insurance coverage requirements listed in each Scope of Work and Proposal Attachment (see example EOC below).

Proof of Auto Liability and Workers’ Compensation insurance is waived if goods and products are not delivered to a county facility (delivery is made to roadway or private staging area), or they are delivered by a common carrier (i.e., private shipper or freight forwarder, etc.).

Before submitting your company proposal, confirm with your insurance carrier that your company can meet the insurance requirements published in the solicitation (see the service’s Scope of Work and Proposal Attachment for insurance requirements). Your company insurance coverages should be correctly noted in the most current EOC. NOTE: All Larimer County contracts require that the Award Vendor possess appropriate insurance at all times during the contract; these coverages are purchased at the company's expense. The County’s insurance requirements may necessitate a company adding or increasing coverage limits, and those changes may impact pricing for the proposed project. These costs must be included in your pricing at the time of submission and will not be permitted to be added later.

Upon Notice of Award, the Award Vendor will be required to submit a valid Certificate of Insurance (COI) that meets, at a minimum, the Insurance Requirements published in the solicitation (see example COI below). This valid COI must be received by Larimer County within 10 calendar days of the Notice of Award and must include Larimer County listed as Additional Insured and Certificate Holder. Work may begin after the COI has been approved by Risk Management.

What Is An EOC, COI, and How to Obtain a Copy An Evidence of Coverage (EOC) certificate is a statement that shows a company's insurance coverage, limits, and effective dates in addition to policy verification information. A Certificate of Insurance (COI) shows the same information BUT is created specifically for the contracted company with who the named insured is doing business. A COI also differs from an EOC in that it can provide Additional Insured coverage. An Additional Insured endorsement protects the named Additional Insured (Larimer County) under the named insured's (Awarded Company) policy - allowing the named Additional Insured to file a claim directly with the carrier of the named insured.

There may be several points of contact at your company for obtaining an EOC and a COI. The employee at your company who regularly interacts with the company's insurance agent to purchase insurance coverages or renew coverages may be able to supply an EOC and request a specific COI. In some companies, the employee in the Legal, Risk Management, or Human Resource Department responsible for handling insurance claims may be able to obtain a copy of the current EOC or request a COI. If the company insurance agent has any questions, please have them reach out to the Larimer County Risk Management Division at (970) 498-5963 or via email at InsuranceCert@larimer.org.

CERTIFICATE EXAMPLES:

Evidence of Coverage EXAMPLE certificate - EOC.pdf Certificate of Insurance EXAMPLE - COI.pdf

Failure to provide a properly formatted and valid Certificate of Insurance (COI) may create a delay in starting work or negate any award of business.

9. OPEN RECORDS – COLORADO OPEN RECORDS ACT

Applicants may also choose to provide one (1) redacted .pdf application (as one single file), excluding any information that is not subject to disclosure under the Colorado Open Records Act (“CORA”), such as trade secrets, privileged information and confidential commercial, financial, geological or geophysical data exempt from public disclosure under C.R.S. §§ 24-72-204(3)(a)(IV). Statements that the entire proposal is confidential will not be honored. After decision to contract has been made, all information submitted in response to this mailto:InsuranceCert@larimer.org https://www.larimer.org/sites/default/files/uploads/2021/evidence_of_coverage_example_certificate_-_eoc.pdf https://www.larimer.org/sites/default/files/uploads/2021/certificate_of_insurance_example_-_coi.pdf https://www.sos.state.co.us/pubs/info_center/laws/Title24/Title24Article72Part2.html

Request for Quote may be publicly disclosed if required under the CORA. If provided, the redacted electronic copy will be used to satisfy CORA requests. Proposers that do not provide a redacted electronic copy will have their non-redacted electronic copy used to satisfy CORA requests. Larimer County will endeavor to keep the non-redacted proposal, separate and apart from the redacted proposal subject to the provisions of CORA or Order of Court.

10.VENDOR DEBARMENT

No vendor awarded a solicitation shall be federally debarred. Such debarment shall be checked through the System for Award Management, at https://sam.gov/content/home.

https://sam.gov/content/home

EXHIBIT A

CONTRACT BETWEEN

LARIMER COUNTY DEPARTMENT OF HUMAN SERVICES

AND

[INSERT CONTRACTOR’S FULL LEGAL NAME]

I. Parties. This Contract is made by and between the Larimer County Board of Commissioners through the Larimer County Department of Human Services (County), whose address is: 1501 Blue Spruce, Fort Collins, Colorado 80524, and [Insert Contractor’s full legal name] (Contractor), whose address is: [Insert Contractor’s Address]. This Contract pertains to the Child, Youth, and Family Services Division in the County.

II. Purpose of Contract. The purpose of this Contract is to set forth the terms and conditions by which the Contractor shall [Insert a brief description of what Contractor is to do], as described in Exhibit A, Scope of Work, which is attached to and incorporated into this Contract by this reference.

III. Term of Contract. This Contract is effective when all parties have executed it (Effective Date). The term of the Contract is from [Insert term starting date or Effective Date] through [Insert ending date]. All services shall be completed during this term.

This Contract may be extended by agreement of both parties in writing and subject to the required approvals. There is no right or expectation of extension, and any extension will be determined at the discretion of the County.

IV. Payment.

1. The County agrees to pay the Contractor for the services described in Exhibit A, which is attached to and incorporated into this Contract by this reference. Total payment under this Contract shall not exceed [Insert total dollar amount, for example, five thousand, two hundred thirty-four dollars and twenty-five cents ($5,234.25)].

OR

V. Payment – Fee for Service.

1. The County agrees to pay the Contractor a fee per unit of service provided, as set forth in Exhibit A. The County agrees to purchase on an as needed basis and the Contractor agrees to provide services, as described in Exhibit A. This Contract does not guarantee any work nor does this Contract create an exclusive contract for services. Total payment under this Contract shall not exceed [Insert total dollar amount, for example, five thousand, two hundred thirty-four dollars and twenty-five cents ($5,234.25)].

2. Contractor shall invoice the County, as set forth in Exhibit A, by submitting the County prescribed Invoice, Exhibit B, which is attached to and incorporated into this Contract by this reference.

Exhibit B shall be submitted in sufficient detail to ensure payments may be made in conformance with this Contract. Upon a complete and accurate Invoice being submitted by the Contractor, the County will process the invoice for payment monthly.

3. No payment shall be made for work performed before the Effective Date of this Contract. Should the Contractor fail to perform in a manner consistent with the terms and conditions set forth in this Contract, payment under this Contract may be withheld until such time as the Contractor performs its duties and responsibilities to the satisfaction of the County.

4. Except as otherwise provided in this Contract, the Contractor shall pay all costs and expenses, including travel, incurred by Contractor or on its behalf in connection with Contractor’s performance and compliance with all Contractor’s obligations under this Contract.

5. Invoices submitted more than two (2) months from the month services were provided are deemed waived by the Contractor and the County is not obligated to reimburse or fund. This provision is in addition to any other restrictions or obligations contained in this Contract.

VI. Responsibilities of Contractor. The Contractor agrees to:

1. Provide the services described in Exhibit A.

(a) Not to assign any provision or deliverable of this Contract to a subcontractor.

(b) Submit the County prescribed Invoices for payment, Exhibit B.

VII. Responsibilities of County. The County agrees to:

1. Pay Contractor in accordance with Section IV above and Exhibit A.

2. Monitoring Activities. Monitor and evaluate the Contractor’s compliance with the conditions set forth in this Contract. The County shall have the right to monitor all activities related to this Contract performed by Contractor or its subcontractors. This shall include, but not be limited to, the right to make site inspections at any time and with reasonable notice; to bring experts and consultants on site to examine or evaluate completed work or work in progress; to examine the books, ledgers, documents, papers, and records pertinent to this Contract; and to observe personnel in every phase of performance of Contract related work.

VIII. Special Provisions.

1. Administration of Federal Funds. Contractor agrees its use of the funds awarded herein is subject to the Uniform Administrative Requirements of 2 C.F.R. Part 200, et seq.; any additional requirements set forth by the federal funding agency; all applicable regulations published in the Code of Federal Regulations; and other program guidance as provided to it by County.

2. Assumption of Risk. The Contractor shall assume the risk of any loss of state or federal funding, either administrative or program dollars, due to the Contractor’s failure to comply with state or federal requirements. The County shall notify the Contractor of any state or federal determination of noncompliance.

3. Copyright License and Patent Rights. Contractor acknowledges the federal grantor, the State of Colorado, and County reserve a royalty-free, nonexclusive, unlimited, and irrevocable license to reproduce, publish, or otherwise use, and to authorize others to use, for federal and state government purposes:

(a) The copyright in any work developed under this Contract; and

(b) Any rights of copyright to which Contractor purchases ownership using funds awarded under this Contract.

Contractor must consult with County regarding any patent rights that arise from, or are purchased with, funds awarded under this Contract.

(c) The Contractor recognizes certain proprietary matters or techniques may be subject to patent, trademark, copyright, license, or other similar restrictions, and warrants no work performed by the Contractor or its subcontractors will violate any such restriction. The Contractor shall defend and indemnify the County for any infringement or alleged infringement of such patent, trademark, copyright, license, or other restrictions.

4. Environmental Policy Acts. Contractor agrees all activities under this Contract shall comply with the Clean Air Act, the Clean Water Act, the National Environmental Policy Act, and other related provisions of federal environmental protection laws, rules, or regulations.

5. Federal Audit Requirements. Contractor agrees if it expends an aggregate amount of seven hundred fifty thousand dollars ($750,000.00) or more in federal funds during its fiscal year, it must undergo an organization-wide financial and compliance single audit. Contractor agrees to comply with the audit requirements of the U.S. General Accounting Office Government Auditing Standards and Audit Requirements of 2 C.F.R. Part 200, Subpart F. If findings are made which cover any part of this Contract, Contractor shall provide one (1) copy of the audit report to the County and require the release of the audit report by its auditor be held until adjusting entries are disclosed and made to the County’s records.

6. Grant Authorization. The Contractor certifies that neither the Contractor, the organization, nor its principals are suspended or debarred or otherwise excluded from procurement by the Federal government and do not appear on the Excluded Parties List System (EPLS) maintained by the General Services Administration (GSA).

7. Human Trafficking. As required by 22 U.S.C. § 7104(g) and 2 CFR Part 175, this Contract may be terminated without penalty if a private entity which receives funds under this Contract:

(a) Engages in severe forms of trafficking in persons during the period of time the award is in effect;

(b) Procures a commercial sex act during the period of time that the award is in effect; or

(c) Uses forced labor in the performance of the award or subawards under the award.

8. Kickbacks. Contractor certifies and warrants no gratuities, kickbacks, or contingency fees were paid in connection with this Contract, nor were any fees, commissions, gifts, or other considerations made contingent upon the award of this Contract. If Contractor breaches or violates this warranty, County may, at its discretion, terminate this Contract without liability to County, or deduct from the agreed upon price or consideration, or otherwise recover, the full amount of any commission, percentage, brokerage, or contingency fee.

(a) The Contractor shall ensure their staff shall not solicit or accept gifts or favors of monetary value by or on behalf of program participants as a gift, reward, or payment.

9. Limitations on Lobbying Activities. By signing this Contract, Contractor certifies and agrees, in accordance with P.L. 101-121, payments made from a federal grant shall not be utilized by Contractor or its subcontractors in connection with lobbying member(s) of Congress, or any federal agency in connection with the award of a federal grant, contract, cooperative agreement, or loan.

10. Nondiscrimination. The Contractor shall comply with the Civil Rights Act of 1964, the Americans with Disabilities Act (ADA), 42 U.S.C. § 12101, et seq., and the Age Discrimination Act of 1975 and any properly promulgated rules and regulations thereto and shall not discriminate against any individual on the grounds of age, sex, color, race, religion, national origin, or disability in connection with the performance under this Contract. Federal law requires the Contractor to include all relevant special provisions of this Contract in every subcontract awarded over ten thousand dollars ($10,000.00) so that such provisions are binding on each subcontractor.

11. Nondisclosure. County may provide State Records to Contractor as necessary to complete Contract requirements, but will restrict access to State Confidential Information to Contractor who require access to perform their obligations under this Contract. The County shall enforce nondisclosure at all times the Contractor has access to any State Confidential Information.

12. Non-Supplanting Certification. Contractor hereby affirms federal grant funds shall be used to supplement existing funds and shall not replace (supplant) funds which have been appropriated for the same purpose. Contractor shall be able to document any reduction in non-federal resources occurred for reasons other than the receipt or expected receipt of federal funds under this Contract.

13. No Finder’s Fees: No finder’s fee, employment agency fee, or other such fee related to the procurement of this Contract, shall be paid by either party.

14. Program Income. Contractor shall not deposit grant funds in an interest-bearing account without prior approval of County. Any income attributable to the grant funds distributed under this Contract must be used to increase the scope of the program or returned to County.

15. Publicity. Any publicity given to the program or services provided herein, including, but not limited to, notices, information, pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Contractor and related to the services and work to be performed under this Contract, shall identify the County as the sponsoring agency, the wording “funded in part by the Larimer County Department of Human Services Child, Youth, and Family Services Division”, and shall not be released without prior written approval of County.

16. State Confidential Information. Means any and all State Records not subject to disclosure under Colorado Open Records Act (CORA) §§24-72-200.1 et. Seq., C.R.S. State Confidential information shall include, but is not limited to, personally identifiable information (PII), protected health information (PHI), payment card information (PCI), Tax Information, criminal justice information (CJI), and State personnel records not subject to disclosure under CORA. State Confidential Information shall not include information or data concerning individuals which is not deemed confidential, but nevertheless belongs to the State, which has been communicated, furnished, or disclosed by the County to the Contractor which:

(a) Is subject to disclosure pursuant to CORA;

(b) Is already known to Contractor without restrictions at the time of its disclosure to Contractor;

(c) Is or subsequently becomes publicly available without breach of any obligation owed by Contractor to the County;

(d) Is disclosed to Contractor, without confidentiality obligations, by a third party who has the right to disclose such information; or

(e) Was independently developed without reliance on any State Confidential Information.

17. State Records. Means any and all State data, information, and records, regardless of physical form, including, but not limited to, information subject to disclosure under the CORA.

18. Suspension and Debarment. By signing this Contract, Contractor certifies that neither it nor its principals/agents are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction or from receiving federal financial or nonfinancial assistance, nor are any of the participants involved in the execution of this Contract suspended, debarred, or voluntarily excluded by any federal department or County in accordance with Executive Order 12549 (Debarment and Suspension), 44 CFR Part 17, or 2 CFR Part 180, or are on the debarred, or otherwise ineligible, vendors lists maintained by the federal government. Further, Contractor agrees to notify County by certified mail should it or any of its principals/agents become ineligible for payment, debarred, suspended, or voluntarily excluded from receiving federal funds during the term of this Contract.

19. System for Award Management (SAM). As required by 2 CFR 25.300(a) the Contractor shall obtain and provide the County with the Contractor’s unique entity identifier. A unique entity identifier, as used in this clause, means a number or other identifier used to identify a specific commercial, nonprofit, or Government entity. See www.sam.gov for the designated entity for establishing unique entity identifiers.

(a) The Contractor shall ensure that the unique entity identifier is maintained throughout the life of the contract. The Contractor shall communicate any change to the unique entity identifier to the County within 30 days after the change, so an appropriate modification can be issued to update the data on the contract.

IX. General Provisions.

1. Amendments. Any changes, modifications, revisions, or amendments to this Contract which are mutually agreed upon by and between the County and the Contractor, shall be incorporated in written amendments to this Contract. This includes, but is not limited to, any increase or decrease in the amount of the Contractor’s compensation, scope of services, reimbursable costs, or any other relevant changes.

2. Audit and Access to Records. During all phases of the work and services to be provided hereunder the Contractor agrees to permit duly authorized agents and employees of the County to enter the Contractor’s offices for the purpose of inspections, reviews, and audits during normal working hours. In addition to other remedies, if the Contractor is unable to provide supporting documentation of service(s) billed for, the Contractor shall be required to reimburse the County for dates of service(s) not rendered or documented. Contractor and any subcontractors shall maintain all books, documents, papers, accounting records, and other evidence pertaining to cost incurred and shall make such materials available at their respective offices at all reasonable times during the Contract period and for seven (7) years from the date of final payment, for inspection by County or the Colorado Department of Human Services and copies thereof shall be furnished if requested. The County and its representatives shall have access to any books, documents, papers, electronic data, and records of the Contractor which are pertinent to this Contract.

(a) Financial Records Retention. The Contractor is obligated to maintain records pertaining to this Contract and which fairly present the financial status of the Contractor and programs funded by the Contractor for a period of seven (7) years and allow federal, state, and local officials access as necessary to document the cost and delivery of service. If the Contractor’s work under this Contract meets the definition of “funding agreement” under 37 CFR § 401.2(a), Contractor shall comply with the Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements, if and as applicable.

3. Availability of Funds. Each payment obligation of the County is conditioned upon the availability of funds which are appropriated or allocated for the payment of this obligation and which may be limited for any reason including, but not limited to, congressional, legislative, gubernatorial, board of county commissioners, or administrative action. If funds are not allocated and available for continued performance of the Contract, the Contract may be terminated by the County at the end of the period for which the funds are available. The County will notify the Contractor at the earliest possible time of the services which will or may be affected by a shortage of funds. No penalty shall accrue to the County in the event this provision is exercised, and the County shall not be obligated or liable for any future payments due or for any damages as a result of termination under this Section.

4. Background Checks. The Contractor shall perform background checks on all staff, including employees, volunteers, interns, mentors, and any others who will have client contact in the course of work performed by the Contractor for the County. If these conditions cannot be met, Contractor shall immediately notify the County.

(a) The contents of the background check shall include all of the following:

(i) CBI/FBI [FBI is required if person has resided in Colorado less than two (2) years]

(ii) Colorado Courts Database

(iii) Department of Motor Vehicle (DMV)

(iv) Trails

(b) Any items listed on the results received back from the background checks must be communicated and cleared by the County prior to allowing the subject of the background check to have contact with clients.

(c) If the County expressly consents, the Contractor may begin providing services prior to the Contractor’s receipt of the results of the background check, provided, however that all background check results required by the County are received within sixty (60) days of commencement of the services. If such paperwork is not received within sixty (60) days, the Contractor must discontinue use of the staff whose background checks are not yet complete from providing services under this Contract until such paperwork is received back and the results are clear of any reported items.

5. Binding Arbitration Prohibited. Larimer County does not agree to binding arbitration by any extra-judicial body or person. Any provision to the contrary is null and void.

6. Breach of Contract. Notwithstanding the above, the Contractor shall not be relieved of liability to the County for damages sustained by the County by virtue of any breach of Contract by the Contractor, and the County may withhold any payments to the Contractor for the purpose of setoff until such time as the exact amount of damages due the County from the Contractor is determined.

(a) Where the Contractor violates or breaches Contract terms, the County, in its discretion, may, in addition to terminating this Contract, institute such administrative, contractual, legal, or equitable remedies available to the County as may be…