RFI PMAA 2027_0008 - CPW Wildlife Health Information Database.pdf

Request for Information

RFI PMAA 2027*0008

CPW Wildlife Health Information Database

1.0 Overview

1.1 Issuing Office

This Request for Information (RFI) is issued by the State of Colorado, Department of

Natural Resources (“Department” or “DNR”), on behalf of the Division of Colorado Parks and Wildlife (CPW). All contact regarding this solicitation is to be directed to the

Procurement Point of Contact:

Colorado Department of Natural Resources, Purchasing Office

1313 Sherman Street. Room 718. Denver, CO 80203

Jeanette Stroud jeanette.stroud@state.co.us

Important: Because phone lines may not be consistently monitored, email is the preferred method of communication. The individual listed above is the sole point of contact for this solicitation. Initiating contact with anyone other than this individual may result in Respondent disqualification.

1.2 Market Research Only

This is a Request for Information (RFI) and is intended only for market research purposes. In accordance with §24-103-201.5, C.R.S and the associated Colorado

Procurement Rules, no award will result from any response to any vendor responding to this RFI. This RFI is considered formal market research for the purposes of

§24-37-302(1) (a.5), C.R.S., if applicable.

mailto:jeanette.stroud@state.co.us

1.3 Confidentiality

All responses to this RFI shall be considered confidential until after an award based on a subsequent solicitation has been made or until the procurement official from the issuing agency determines that the state will not pursue a solicitation based on this RFI.

After such time, the responses to this RFI shall be open to public inspection in accordance with the provisions of the Colorado Open Records Act. Reference

§24-103-201.5(4), C.R.S.

The Department is seeking proposers who offer efficient and creative solutions, value added opportunities, cost effectiveness, and identification of means and methods to assist in providing the needed services.

The State reserves the right to have information submitted in response to this RFI be reviewed by other entities within the State for purposes of compiling and analyzing possible options.

1.4 Purpose

The purpose of this Request for Information is to obtain non-competitive Responses from qualified individuals and firms to provide a comprehensive database solution that will help CPW to effectively organize, manage, and store all of the data and information associated with diagnosing, monitoring, and researching diseases in wildlife across

Colorado. The product must be a modernized, unified, and comprehensive data management system that allows for storing and organizing large amounts of data, while also allowing for complex querying, sophisticated analysis, and reporting on the wildlife health data.

The Department is seeking proposers who offer efficient and creative solutions, value added opportunities, cost effectiveness, and identification of means and methods to assist in providing the needed services.

1.5 Schedule of Activities

This Schedule of Activities is for information and planning purposes only. Schedules for

Activities listed as “Estimated” may be subject to change depending on the needs of the

State. All times are stated in Mountain Time (MT), as appropriately adjusted for daylight savings.

1. RFI Posted to Colorado Vendor Self Service (VSS)

a. Aug 7, 2026

2. Questions Due

a. Aug 18, 2026 10:00 AM MDT

3. Answers Posted to Colorado VSS

a. Aug 27, 2026

4. Response Submission Deadline

a. Sep 8, 2026 10:00 AM MDT

5. Expected Initial Response Evaluation Period (Subject to Change)

a. - Sep 8, 2026 Sep 18, 2026

6. Expected Date for Top Candidate Interviews/Request for Clarifications (Subject to Change)

a. Sep 22, 2026

1.6 Written Inquiries

Respondents may make written inquiries concerning the RFI to obtain clarification of requirements. No inquiries will be accepted after the date and time specified in the

Schedule of Activities, “Questions Due”. Questions must be submitted in writing via email as an attachment. Please use the solicitation number RFI PMAA 2027*0008 in the subject line of your email and include your name, company name, address and contact information in the attachment. Send questions via email to the Agency Buyer noted in

Section 1.1.

An amendment will be posted on the Colorado Vendor Self-Service System in response to all questions submitted regarding the RFI.

1.7 Amendments

In the event it should be necessary to revise any portion of this RFI, an amendment will be posted on the Colorado Vendor Self-Service System website (see Section 1.7 below).

1.8 Publication and Communication

This solicitation is on Colorado Vendor Self Service (“VSS”). Respondents are not required, but are encouraged to register on VSS in order to download RFI documents and information. A Respondent can register for no cost or update an existing account on the VSS site. Registration provides benefits of amendment and new solicitation notifications. Respondents registered with VSS that submit a Response through VSS must verify that their VSS vendor account is active. Respondents with inactive or discontinued accounts must take steps to reactivate their account; an active VSS account is required for any Respondent receiving an award at the end of the solicitation.

Please use the following links for assistance in account registration and maintenance, including reactivating an existing account:

● VSS Vendor Registration

● VSS Account Maintenance

Respondents should monitor the amendment history in VSS for any updates or modifications. In the event that it becomes necessary to modify the RFI, the modification will be made in VSS. It is very important that Respondents check VSS on a regular basis, as this is the sole method for communicating any modifications. Modifications included in amendments published on VSS take precedence over information in the

RFI.

The VSS Help Desk is available Monday through Friday 8:00 a.m. to 5:00 p.m. MT and can be reached by emailing VSSHelp@state.co.us.

https://prd.co.cgiadvantage.com/PRDVSS1X1/Advantage4 https://vss.state.co.us/vendor-topics/registration https://vss.state.co.us/vendor-topics/account-maintenance mailto:VSSHelp@state.co.us

1.9 Additional Attachments & Links

● Submission Form, page 14

● Exhibit A, Scope of Work

● Exhibit B, Wildlife Health Lab Information Database RFI Requirements - Vendor

Workbook

● Exhibit C, Model Information Technology Contract

● Appendix A - Glossary of Terms for Wildlife Health Lab

● Appendix B - Example of the Wildlife Health Sample Archive MS Access

Database Data

● Appendix C - Wildlife Health Entity Relationship Diagram (ERP) Example with

Definitions

● Appendix D - Wildlife Health Lab Workflow Diagrams for Live Samples and Dead

Animals or Samples from Dead Animals

● Appendix E - Lists of Disease Types, Test Types, and Current Disease

Surveillance or Research Program

2.0 Background, Program Requirements, and Goals

Please refer to Exhibit A, Scope of Work for Background, Program Requirements, and

Goals.

3.0 Submittal

3.1 Submission

All Responses must be received through the submission instructions outlined in this section no later than the date and time shown in section 1.3 Schedule of Activities, Response Submission Deadline.

Vendor Assistance: Any vendors needing support responding to solicitations may contact the Colorado Supplier Diversity Navigator in the Statewide Equity Office's

Supplier Diversity program. Services provided include assistance with responding to solicitations, interpretation of solicitation documents, technical assistance referrals, availability of resources, construction assistance, and free business directory listings https://drive.google.com/file/d/1_WvmwKlqk5F920E5c1z4jK-dVR-j8qnQ/view?usp=drive_link https://docs.google.com/spreadsheets/d/1FAl5uhu8KX3fZQUkm94RusiObLVf9YWC0IKB_gExMA0/edit?usp=drive_link https://docs.google.com/spreadsheets/d/1FAl5uhu8KX3fZQUkm94RusiObLVf9YWC0IKB_gExMA0/edit?usp=drive_link https://drive.google.com/file/d/1nbS2LV7px8Qm84tcrk5hAD5hvib5uDw2/view?usp=drive_link https://drive.google.com/file/d/1nTJFWqSOVPxY9J9_5oCLVsvePwnllm52/view?usp=drive_link https://drive.google.com/file/d/15wEKaeHsqZqkVJhDi8oqDMUOvkDOpR1n/view?usp=sharing https://drive.google.com/file/d/15wEKaeHsqZqkVJhDi8oqDMUOvkDOpR1n/view?usp=sharing https://drive.google.com/file/d/1ZDws0SW8fdOTOGxAKOSdSAh46MeCWmKV/view?usp=drive_link https://drive.google.com/file/d/1ZDws0SW8fdOTOGxAKOSdSAh46MeCWmKV/view?usp=drive_link https://drive.google.com/file/d/1PkgCc545kbXzqY5LLBCLjvnXP-vQezG8/view?usp=drive_link https://drive.google.com/file/d/1PkgCc545kbXzqY5LLBCLjvnXP-vQezG8/view?usp=drive_link https://drive.google.com/file/d/1BLSIDKIt-bbWgr8-vmOgOms9YkKGVD7B/view?usp=drive_link https://drive.google.com/file/d/1BLSIDKIt-bbWgr8-vmOgOms9YkKGVD7B/view?usp=drive_link https://drive.google.com/file/d/1_WvmwKlqk5F920E5c1z4jK-dVR-j8qnQ/view and verifications through the Colorado Supplier Diversity Directory. The office can be reached during normal business hours by calling 303-866-5765 or emailing

DPA_SupplierDiversityHelp@state.co.us.

Responses shall be submitted via email or the Colorado Vendor Self Service (VSS) System. Hardcopy Responses shall not be accepted.

3.1.1 Email

Respondents shall submit Quotes via email to the Agency Buyer noted in Section

1.1. The Response email should include the Subject line: “Submission: “RFI PMAA 2027*0008.” Quotes should be included as one or more attachments of commonly accessible file types.

If you submit a proposal via email, you will receive a response within 1-2 business days confirming receipt.

3.1.2. VSS

Proposers submitting using Vendor Self Service must attach their Response within VSS. Please be aware that the maximum individual attachment size for VSS documents has been increased to 20MB. Responses exceeding this limit must be separated into parts in order to accommodate lengthy responses or attachments.

3.2 Submission Form (page 14)

Submitters shall complete the attached submission form.

3.3 Corporate Overview

Respondents shall provide the entity’s legal name; year of incorporation, number of employees, income statement if available. Provide information on the unique mailto:DPA_SupplierDiversityHelp@state.co.us https://prd.co.cgiadvantage.com/PRDVSS1X1/Advantage4 characteristics of your organization including added features that will benefit the State, and provide details on expectations of Customer Services after implementation.

3.4 References & Work Samples

Respondents shall provide references from three relevant clients, including examples of the work for organizations or entities that resemble CPW’s size, scope of mission, and broad user base. If the work was not completed entirely by your agency, please explain which subcontractors or other partners contributed.

3.5 Project Management

Respondents shall describe the process the vendor will use to manage the project from initiation to completion, and segue into long-term support. Include details such as:

● The overall methodology you will follow, from inception through launch

● Types and frequencies of key meetings, detailing the involvement required of the

CPW team

● Frequency of reviews and deliverables

● The tools you will use, for example, to manage the schedule, and track work items

● Include an estimated time frame for implementation by module. Outline an estimate of work effort for State and Vendor staff that are included in the project organization chart (i.e., show State and Vendor staff).

● Include timelines, key milestones, project phases, or other project details.

3.6 Proposed Team

Respondents shall identify the key team members who will join the team, including title, location, training, and a bio. If any of the team members will be subcontractors, please provide names of subcontractors as well as their designated roles within the project.

3.7 Capabilities

Respondents shall detail their organization’s capabilities and experience, specifically in these areas:

● Past successes in building government or other enterprise-level systems, and an understanding of how the requirements of a government system differ from those of other enterprises.

● Adherence to accessibility standards and philosophy of approach to universal design.

● Designing, developing, implementing, and deploying a Wildlife Health Lab

Information Database, including:

○ Experience handling users of multiple roles and levels of permission, and in a distributed environment

○ System architecture design

○ Partnerships with, certifications from, or other notable recognition by vendors

● Front-end development

● Migration of content and assets

● User Experience Design (including accessibility)

● Usability Research

● User Testing

● Visual Design

● Interaction Design

● Information Architecture

● Content strategy and copywriting

● Quality assurance testing

● Performance and load testing

3.8 Fees & Costs

Respondents shall provide the fees and costs for the initial phase to design, develop, test, and implement a Wildlife Health Lab Information Database for the State of

Colorado. What components are included in the basic platform? What components are optional?

Additionally, CPW would like to understand the vendor’s pricing for ongoing/annual costs over the life of the contract. In providing pricing details, vendors are required to include hourly or flat rate fees for development, testing, resource hours (for analysts, developers, testers, etc.) and maintenance changes in the pricing, including any additional annual operating fees and other fees.

CPW anticipates that the vendor will provide a thirty-one (31) day contingency period post-launch for any questions, issues or bugs that may arise. However, this program will require continued assessment, enhancement, and maintenance.

After the contingency period has elapsed, the vendor will work with CPW on a monthly firm fix price invoicing of 50 hours per month at an hourly rate agreed upon by the vendor and CPW. There will be a percentage rate increase reflective of the consumer price index. This increase will be applied on an annual basis in subsequent years. It is expected a certain amount of application development hours will be available for technical maintenance and database projects. The general scope of this ongoing support will enable the vendor to provide CPW with user experience, design, and development services such as stakeholder interviews, prototypes, mockups, front end/back end development, quality assurance testing, project management, and communication. This may include, but is not limited to:

● Technical Issues - The vendor will assist CPW with finding solutions and fixing technical issues that occur after project completion. This could include fixing broken code or bugs, rebuilding custom solution features that aren’t meeting needs, troubleshooting features and functions that are not working correctly, etc.

● Database Projects - The vendor will work with CPW to strategize new database projects that may be integrated with the website.

● Feature Enhancements - The vendor will work with CPW to improve, enhance, or build additional features as necessary and determined by both teams.

Hours/Month and Cost: The floating 50 hours at an agreed upon rate by the vendor and

CPW are to be used on any of the needed work based on application needs at the time.

Unused hours can be rolled to the following month for no more than a total accumulation of 100 “Float hours”. If it is determined that the application will not need the full amount of allocated hours, adjustments will be made by either moving hours or by adding a new application for development and support. The total hours are not to exceed 100 hours per month.

* The Consumer Price Index (CPI) to be used in 2027 and ongoing is the U.S. Urban

Consumers – West Urban area database or a five percent annual adjustment, whichever is less.

4.0 Administrative Information

4.1 Response Submission

All Responses must be received by the Department of Natural Resources (DNR), Purchasing Office, no later than the date and time shown in the Schedule of Activities, Response Submission Deadline. Each Response package shall consist of the items outlined in Section 3.0 – Submittal of this RFI.

4.2 Amendments to RFI

In the event it should be necessary to revise any portion of this RFI, addenda such as response to written inquiries received by the stated deadline, will be published on the

State VSS System at the Internet site, at: Colorado.gov/vss.

4.3 Response Material Ownership

All material submitted regarding this RFI becomes the property of the State of Colorado.

The State of Colorado has the right to retain the original Response and other RFI response materials for its files. As such, the State of Colorado may retain or dispose of all copies as is lawfully deemed appropriate. The State of Colorado has the right to use any or all information/material presented in reply to the RFI, subject to limitations outlined in the section, “Proprietary/Confidential Information”, below. Respondent expressly agrees that the State may use the materials for all lawful State purposes, including the right to reproduce copies of the material submitted for purposes of evaluation, and to make the information available to the public in accordance with the provisions of the Colorado Open Records Act. Responses may be reviewed by any person after the award has been published on the Colorado VSS System and/or an award letter has been issued, subject to the terms of Section 24-72-201 et. seq., CRS, as amended, Public (Open) Records.

4.4 Request for Confidential/Proprietary Classification

As per §24-103-201.5, C.R.S, all responses to RFIs are confidential until after an award based on a subsequent solicitation has been made or until the procurement official determines that the state will not pursue a solicitation based on the RFI. After such time, the responses to a RFI shall be open to public inspection in accordance with the provisions of the “Colorado Open Records Act”, part 2 of the article 72 of this title 24.

The State neither requests nor encourages the submission of confidential or proprietary information in response to this RFI. Should a Respondent want the State to treat certain information as confidential or proprietary, the Respondent shall submit a written request, as part of its RFI package, to the Agency Buyer noted in Section 1.1 with their

Response documents, provided that the submission is in strict accordance with the procedures listed below. Adherence to these procedures remains the sole responsibility of the Respondent. The written request for confidentiality or proprietary classification will be reviewed and either approved or denied by the DNR Purchasing Director or their delegate. If denied, the Respondent will have the opportunity to withdraw its entire

Response, or to remove the proprietary restrictions.

Neither cost nor pricing information nor a total Response will be considered proprietary.

4.4.1 Important: Procedures for Submission of Confidential or Proprietary Information

● Written request for confidentiality/proprietary classification shall be submitted, by the Respondent, with the Response documents.

● One Response without redacted confidential information must be provided as well as a second Response with the confidential information redacted so the

Response may be distributed publicly as required by the Colorado Open Records

Act.

● The written request will be enclosed in a separate document marked “Request For Confidentiality/Proprietary Classification.”

● The written request must state specifically, and identify by page and/or section number, what elements of the Response are to remain confidential. The request must also identify the basis for the claim of confidentiality and/or proprietary classification, other than a recitation of a specific State or Federal statute.

● The DNR Purchasing Director or their delegate will make a written determination as to the apparent validity of any request for confidentiality and/or proprietary classification. This written determination will be sent to the Respondent.

● Responses not following this procedure may be declared non-responsive by the

DNR Purchasing Director or their delegate and given no further consideration.

Any additional Respondent information, such as information shared in clarification discussions and for which an Respondent claims confidentiality, is subject to the same requirements and processes identified above.

4.5 Incurring Costs

The State of Colorado is not liable for any cost incurred by Respondents prior to issuance of a legally executed contract or procurement document. No property interest of any nature shall occur until a contract is awarded and signed by all concerned parties. No reimbursement of travel and other preparatory costs will be considered for those Respondents recommended for interview, demonstrations or other subsequent travel prior to award.

4.6 News Releases

Respondents shall not issue any news releases pertaining to this RFI prior to execution of a contract. At any time after execution, only news releases approved by the CPW

Program Manager shall be made.

4.7 Accessibility Requirements

All work performed as a result of the forthcoming solicitation resulting from this RFI must comply with all applicable provisions of §24-85-101, C.R.S., et seq., and the

Accessibility Standards for Individuals with a Disability, as established by the Office Of

Information Technology pursuant to Section §24-85-103 (2.5), C.R.S. and 3) all State of

Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards.

For more information, please reference the applicable accessibility requirements contained in the attached model contract OR the State of Colorado PO Terms and

Conditions.

https://osc.colorado.gov/state-of-colorado-purchase-order-terms-and-conditions https://osc.colorado.gov/state-of-colorado-purchase-order-terms-and-conditions

Submission Form

Colorado Department of Natural Resources

Colorado Parks and Wildlife

Request for Information

RFI PMAA 2027*0008 - CPW Wildlife Health Information Database

Return all Responses via email or Colorado.gov/vss. See section 3.0 for full submission instructions.

Respondent Information:

Legal Business Name:

Address:

City, State Zip:

Phone:

Email:

Signature:

Name (Printed):

Title:

Date:

Return This Form With Your Response http://colorado.gov/vss

3.1.1Email

3.1.2.VSS