RFP Final .pdf

A REQUEST FOR PROPOSALS

RFP# IHJA 2015000204

Automated Immunochemistry Analyzer

Publication

4/2/2015

TABLE OF CONTENTS

SECTION I: Issue and Timeline

SECTION II: Administrative Information

SECTION III: Background, Overview and Goals.

SECTION IV: Statement of Work /Requirements

SECTION V: Response Format

SECTION VI: Evaluation and Award

EXHIBITS:

Appendix A

Exhibit A

Exhibit B

Exhibit C

SECTION I

ISSUE AND TIMELINE INFORMATION

A. ISSUING OFFICE:

This Request for Proposal (RFP) IHJA#2015000204 (CDHS) is issued for the State of

Colorado (State) by the Department of Human Services, Division of Procurement, for the benefit of the Education Office with the Division of Youth Corrections. The CDHS Division of Procurement is the SOLE point of contact concerning this RFP. All communication must be made through the CDHS Division of Procurement.

B. INVITATION TO SUBMIT PROPOSALS:

The State of Colorado is posting this RFP on the Bid Information and Distribution System

(ColoradoVSS) so that firms that have an interest may submit a proposal in accordance with the terms of this RFP.

C. MEANS OF COMMUNICATION:

In the event that it becomes necessary to revise any part of this RFP, a modification will be published on the ColoradoVSS web site at www.colorado.gov/vss. It is incumbent upon

Offerors to carefully and regularly monitor ColoradoVSS for any such postings.

The CDHS Division of Procurement is the SOLE point of contact concerning this RFP and the procurement process. All communication for this procurement must be done through the CDHS Division of Procurement point of contact indicated in this RFP and

ColoradoVSS.

D. PURPOSE:

This RFP provides prospective firms with sufficient information to enable them to prepare and submit proposals for consideration to satisfy the need for expert assistance in the completion of the goals of this RFP.

E. SCOPE:

This RFP contains the instructions governing the proposal to be submitted and the material to be included therein; mandatory requirements which must be met to be eligible for consideration; and other requirements to be met by each proposal.

F. SCHEDULE OF ACTIVITIES:

Time Date

1 RFP PUBLISHED ON BIDS WEB PAGE

(www.colorado.gov/vss)

4/2/2015

2 PROSPECTIVE FIRMS WRITTEN INQUIRY

DEADLINE (NO WRITTEN QUESTIONS WILL BE

ACCEPTED AFTER THIS DATE) See

Administrative Information Section A for inquiry details. Email Inquiries: jamie.gott@state.co.us

Close of

Business

4/15/2015

PROPOSAL SUBMISSION DEADLINE

See Administrative Information Section C for submission.

2:30pm

5/4/2015

4 PROPOSAL SELECTION (ESTIMATED/WEEK

OF)

5/11/2015

5 CONTRACT FINALIZED (ESTIMATED/WEEK

OF)

6/1/2015

6 CONTRACT PERIOD: ESTIMATED 07-01-15 TO

06-30-16 plus 4 one year options to renew (option of the State)

SUBMIT ONE HARD COPY ORIGINAL (marked "ORIGINAL") AND ONE HARD

COPY (marked “COPY”) OF THE RFP PROPOSAL IN A SEALED PACKAGE.

SUBMIT 2 FLASH/THUMB DRIVES (unencrypted) WITH A COMPLETE

ELECTRONIC VERSION OF YOUR PROPOSAL COMPATIBLE WITH MS OFFICE

2007 or HIGHER. LABEL ALL FLASH DRIVES WITH THE NAME OF YOUR

ORGANIZATION.

THE ANTICIPATED INITIAL TERM OF THE RESULTING CONTRACT IS JULY 1,

2015 THROUGH JUNE 30, 2016. THE RESULTING CONTRACT MAY BE RENEWED

FOR FOUR ADDITIONAL ONE-YEAR PERIODS AT THE SOLE DISCRETION OF THE

STATE, CONTINGENT UPON FUNDS BEING APPROPRIATED, BUDGETED, AND

OTHERWISE MADE AVAILABLE, AND OTHER CONTRACTUAL REQUIREMENTS,

IF APPLICABLE, BEING SATISFIED.

G. INQUIRIES:

UNLESS OTHERWISE NOTED, PROSPECTIVE OFFEROR MAY MAKE WRITTEN

INQUIRIES VIA E-MAIL (jamie.gott@state.co.us) CONCERNING THE RFP TO OBTAIN

CLARIFICATION OF REQUIREMENTS. NO INQUIRIES WILL BE ACCEPTED

AFTER THE CLOSE OF BUSINESS ON THE DATE INDICATED IN THE SCHEDULE

OF ACTIVITIES.

RESPONSES TO OFFEROR’S INQUIRIES WILL BE PUBLISHED AS A

MODIFICATION ON THE STATE OF COLORADOVSS PAGE.

Section II

ADMINISTRATIVE INFORMATION

A. INQUIRIES: Unless otherwise noted, prospective offerors may make written, faxed, or e-mail inquiries concerning this RFP to obtain clarification of requirements. E-mail is the preferred method for vendors to submit inquiries. No inquiries will be accepted after the date and time indicated in the Schedule of Activities.

E-mail all inquiries to:

E-mail: jamie.gott@state.co.us

Clearly identify your inquiries as RFP# IHJA201500204 Automated Immunochemistry

Analyzer Response to Offeror’s inquiries will be published as a modification on the State of ColoradoVSS web page in a timely manner.

B. MODIFICATION OR WITHDRAWAL OF PROPOSALS: Proposals may be modified or withdrawn by the offeror prior to the established due date and time.

C. PROPOSAL SUBMISSION: Proposals must be received on or before the date and time indicated in the Schedule of Activities. Late proposals will not be accepted. It is the responsibility of the offeror to ensure that the proposal is received by the Division of

Procurement on or before the proposal opening date and time. Offerors mailing their proposals shall allow sufficient mail delivery time to ensure receipt of their proposals by the time specified.

The proposal package shall be delivered or sent by mail to:

Jamie Gott

Department of Human Services

Southern District Procurement

1600 West 24 th

Street

Pueblo, CO 81003

The State of Colorado Request for Proposal Signature Page is signed in ink by the offeror or an officer of the offeror legally authorized to bind the offeror to the proposal. Proposals which are determined to be at a variance with this requirement may not be accepted. See the Issue and Timeline Information for the number of copies of the proposal that must be submitted.

Proposals must be submitted and sealed in a package showing the following information.

OFFEROR'S NAME

RFP # , <title>

PROPOSAL DUE <date>, <time>., local time

Vendors must be registered with ColoradoVSS by the proposal submission due date and time.

D. ADDENDUM OR SUPPLEMENT TO REQUEST FOR PROPOSAL: In the event that it becomes necessary to revise any part of this RFP, an addendum/amendment will be published on the ColoradoVSS web site at www.colorado.gov/vss it is incumbent upon offerors to carefully and regularly monitor ColoradoVSS for any such postings. It is the

Offeror’s responsibility to make known to the Division of Procurement its interest in any addendum/amendment if it has received the RFP in a direct mailing from the Division of

Procurement and no addendum has been received by mail.

E. ORAL PRESENTATIONS/SITE VISITS: Offerors may be asked to make oral presentations or to make their facilities available for a site inspection by the evaluation committee. Such presentations and/or site visits will be at the Offeror’s expense.

F. ACCEPTANCE OF RFP TERMS: A proposal submitted in response to this RFP shall constitute a binding offer. Acknowledgment of this condition shall be indicated by the autographic signature of the offeror or an officer of the offeror legally authorized to execute contractual obligations. It is assumed by the Offeror’s response that it acknowledges all terms and conditions of this invitation for an offer. An offeror shall identify clearly and thoroughly any variations between its proposal and the State's RFP.

Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.

G. PROTESTED SOLICITATIONS AND AWARDS: Any actual or prospective offeror or contractor who is aggrieved in connection with the solicitation or award of a contract may protest to Director, Division of Procurement, and Department of Human Services 7866

W. Mansfield Parkway, Denver, CO 80235. The protest shall be submitted in writing within seven working days after such aggrieved person knows, or should have known, of the facts giving rise thereto. Reference C.R.S. Title 24, Article 109.

H. CONFIDENTIAL/PROPRIETARY INFORMATION: Any restrictions of the use or inspection of material contained within the proposal shall be requested prior to the submission of the proposal itself. Written requests for confidentiality shall be submitted, by the offeror prior to the proposal submission date. The offeror must state specifically what elements of the proposal that would be considered confidential/proprietary. The

Division of Procurement will make a written determination as to the apparent validity of http://www.colorado.gov/vss any written request for confidentiality, the written determination will be sent to the offeror.

Requests that are granted shall use the following format:

Confidential/proprietary information must be readily identified marked and separated/packaged from the rest of the proposal.

Co-mingling of confidential/proprietary and other information is NOT acceptable.

Neither a proposal, in its entirety, nor proposal price information will be considered confidential and proprietary.

Any information that will be included in any resulting contract cannot be considered confidential.

After award, the offers shall be open to public inspection subject to any continued prohibition on the disclosure of confidential data, C.R.S. Title 24, Article 72, and Part 2 as amended.

I. RFP RESPONSE MATERIAL OWNERSHIP: All material submitted regarding this RFP becomes the property of the State of Colorado. Proposals may be reviewed by any person after the "Notice of Intent to Make an Award" letter has been issued, subject to the terms of C.R.S. Title 24, Article 72, Part 2 as amended.

J. PROPOSAL PRICES: Estimated proposal prices are not acceptable.

Best and final offers may be considered in determining the apparent successful offeror.

Proposals shall be firm for a period of not less than One hundred eighty (180) calendar days from the date of award.

K. EVALUATION: The evaluation will identify the proposals that most effectively meet the requirements of this RFP. The work will be offered to the Offerors whose proposals, conforming to the RFP, will be most advantageous to the State of Colorado, price and other factors considered.

The State of Colorado will conduct a comprehensive, fair and impartial evaluation of each proposal received. First, all proposals will be submitted to the Division of

Purchasing for acceptance. The Division of Purchasing will be responsible for ensuring that:

The Offeror's proposal complied with the due date and time.

The Offeror's “Colorado Request for Proposal Signature Page” meets content and other requirements.

The Offeror included the appropriate number of proposal copies.

On the date and time shown on the Request for Proposal Signature Page, the Division of

Purchasing will hold a Public Opening of Proposals. The Public Opening will only disclose the names of all Offerors who have submitted a proposal for evaluation by CDHS. Information on costs and qualifications will be available from the Division of Procurement following selection of the winning Offeror.

Evaluation Process:

The Department plans an intensive, thorough, complete and fair evaluation process.

Proposals will be evaluated on both the proposed service and the cost of the service. The evaluation will be performed and an award recommendation made to the Division of

Procurement by the Evaluation Committee. Members will be selected who do not have a conflict of interest in this procurement. The Committee will be responsible for the evaluation process that will include the following steps:

Review proposals for any conditions that may disqualify the Offeror and to ensure that required terms and conditions have been met.

Review proposal content, contact references and assign a preliminary score to each factor for each proposal.

Determine whether, as part of the deliberations, any Offerors will be invited to participate in discussions with the Committee. (Offerors would be those who, based on preliminary scores, are reasonably susceptible of being selected for the award.)

However, proposals may be reviewed and determinations made without discussion.

Therefore, it is important that proposals be complete, and Offerors should recognize that opportunity for further explanation may not exist.

Oral presentations, if required, for invited offerors to demonstrate their proposed service.

Best and final offers may take place at the State’s option.

Make final selection recommendation to the Division of Procurement.

L. PROPOSAL SELECTION: Upon review and approval of the evaluation committee's recommendation for award, the Division of Procurement will issue a "Notice of Intent to

Make an Award" on ColoradoVSS. Fax or email notice will be sent to all Offeror’s indicating the notice of intent has been posted. A contract must be completed and signed by all parties concerned on or before the date indicated in the Schedule of Activities. If this date is not met, through no fault of the State, the State, at its sole discretion, may elect to cancel the "Notice of Intent to Make an Award" notice and make the award to the next most advantageous offeror.

M. AWARD OF CONTRACT: The award will be made to that offeror whose proposal, conforming to the RFP, will be the most advantageous to the State of Colorado, price and other factors considered.

N. PROPOSAL CONTENT ACCEPTANCE: The contents of the proposal (including persons specified to implement the project) of the successful offeror will become contractual obligations if acquisition action ensues. Failure of the successful offeror to accept these obligations in a contract, purchase document, delivery order or similar acquisition instrument may result in cancellation of the award and such offeror may be removed from future solicitations.

O. STANDARD CONTRACT: The State of Colorado incorporates standard State contract provisions (General and Special Provisions) into any contract resulting from this RFP.

The General Provisions and Special Provisions are available on ColoradoVSS

P. RFP CANCELLATION: The State reserves the right to cancel this Request for Proposal at any time, without penalty.

Q. STATE OWNERSHIP OF CONTRACT PRODUCTS/SERVICES:

1. Proposals upon established opening time become the property of the State of

Colorado. All products/services produced in response to the contract resulting from this RFP will be the sole property of the State of Colorado, unless otherwise noted in the RFP. The contents of the successful Offeror’s proposal will become contractual obligations.

2. The State of Colorado has the right to retain the original proposal and other

RFP response materials for our files. As such, the State of Colorado may retain or dispose of all copies as is lawfully deemed appropriate. Proposal materials may be reviewed by any person after the “Notice of Intent to Make an Award” letter(s) has/have been issued, subject to the terms of Section 24-

72-201 et seq., C.R.S., as amended, public (open) Records. The State of

Colorado has the right to use any or all information/material presented in reply to the RFP, subject to limitations outlined in the clause, Proprietary/Confidential Information. Offeror 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 Public Records Act.

R. INCURRING COSTS: The State of Colorado is not liable for any cost incurred by offerors 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.

S. PROPOSAL REJECTION: The State of Colorado reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received and to accept any portion of a proposal or all items proposed if deemed in the best interest of the

State of Colorado.

T. VENDOR IDENTIFICATION: The tax identification number provided must be that of the offeror responding to the RFP. The offeror must be a legal entity with the legal right to contract.

U. NEWS RELEASES: News releases pertaining to this RFP shall NOT be made prior to execution of the contract without prior written approval by the State.

V. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:

1. By submission of this proposal each offeror certifies, and in the case of a joint proposal each party, thereto certifies as to its own organization, that in connection with this procurement:

(a) The prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other offeror or with any competitor;

(b) Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the offeror and will not knowingly be disclosed by the offeror prior to opening, directly or indirectly to any other offeror or to any competitor; and

(c) No attempt has been made or will be made by the offeror to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

2. Each person signing the Request for Proposal Signature Page of this proposal certifies that:

(a) She/he is the person in the offeror’s organization responsible within that organization for the decision as to the prices being offered herein and that she/he has not participated, and will not participate, in any action contrary to (1)(a) through (1)(c) above; or she/he is not the person in the Offeror’s organization responsible within that organization for the decision as to the prices being offered herein but that she/he has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to (1)(a) through

(1)(c) above, and as their agent does hereby so certify; and she/he has not participated, and will not participate, in any action contrary to (1)(a) through

(1)(c) above.

3. A proposal will not be considered for award where (1)(a), (1)(c), or (2) above has been deleted or modified. Where (1)(b) above has been deleted or modified, the proposal will not be considered for award unless the offeror furnishes with the proposal a signed statement which sets forth in detail the circumstances of the disclosure and the head of the agency, or her/his designee, determines that such disclosure was not made for the purpose of restricting competition.

W. CONFLICTS OF INTEREST: The holding of public office or employment is a public trust. A public officer or employee whose conduct departs from his fiduciary duty is liable to the people of the State. Rules of conduct for public officers and state employees:

1. Proof beyond a reasonable doubt of commission of any act enumerated in this section is proof that the actor has breached his fiduciary duty.

2. A public officer or a state employee shall not:

(a) Engage in a substantial financial transaction for her/his private business purposes with a person whom she/he inspects, regulates, or supervises in the course of his official duties;

(b) Assist any person for a fee or other compensation in obtaining any contract, claim, license, or other economic benefit from her/his agency;

(c) Assist any person for a contingent fee in obtaining any contract, claim, license, or other economic benefit from any state agency; or

(d) Perform an official act directly and substantially affecting its economic benefit a business or other undertaking in which she/he either has a substantial financial interest or is engaged as counsel, consultant, representative, or agent.

(e) Serve on the Board of any entity without disclosure to the entity, the Secretary of State, and his/her employer.

3. A head of a principal department or a member of a quasi-judicial or rule-making agency may perform an official act notwithstanding paragraph (d) of subsection

(2) of this section if her/his participation is necessary to the administration of a statute and if she/he complies with the voluntary disclosure procedures under

C.R.S. 24-18-110.

4. Paragraph (c) of subsection (2) of this section does not apply to a member of a board, commission, council, or committee if she/he complies with the voluntary disclosure procedures under C.R.S. 24-18-110 and if she/he is not a full-time state employee.

X. TAXES: The State of Colorado, as purchaser, is exempt from all federal excise taxes under Chapter 32 of the Internal Revenue Code (Registration No. 84-730123K) and from all state and local government use taxes C.R.S. 39-26-114(a)). Our Colorado State and Local Sales Tax

Exemption Number is 98-02565. Seller is hereby notified that when materials are purchased in certain political sub-divisions (for example - City of Denver) the seller may be required to pay sales tax even though the ultimate product or service is provided to the State of Colorado. This sales tax will not be reimbursed by the State.

SECTION III

BACKGROUND, OVERVIEW AND GOALS

The Mission of the Colorado Department of Human Services (CDHS) is to design and deliver quality human services that improve the safety and independence of the people of Colorado.

The Colorado Mental Health Institute at Pueblo (CMHIP) is a psychiatric facility with over five hundred working beds.

The Colorado Department of Human Services is seeking a qualified vendor to provide CMHIP

Laboratory an Immunoassay Analyzer. This RFP is submitted to identify interested offerors and to obtain information relative to the offeror’s specific qualifications, ability to provide equipment and services requested, fee for services performed, training documentation and support.

The offeror must furnish a copy of any licenses held by the agency and facility, and state the name of the licensing authority. The offeror must be willing to comply with the specified

CMHIP policies and procedures (Appendix A).

The basis of the award will be made by CDHS based on a number of factors of which price is one factor. The Colorado Department of Human Services reserves the right to accept or reject any or all proposals, and to waive any informalities and irregularities in the proposals.

SECTION IV

REQUIREMENTS / STATEMENT OF WORK

Equipment Specifications: Five (5) year rental and reagent pricing, with the option to renew each year, including a no increase in price guarantee for the entire five (5) year period. Must include the following:

1. Automated Immunochemistry Analyzer that provides Immediate Access, Continuous

Access, Random Access and STAT Testing.

2. Test menu will include, but not limited to the following:

Free T4, TSH (3 rd generation), CK-MB, Troponin I, Vitamin B12, Folate, Ferritin, Prolactin, PSA, Vitamin D, Hepatitis B Surface Antigen

Hepatitis B Surface Antibody

Hepatitis A IgM

Hepatitis C

Hepatitis B Core IgM

Hepatitis A IgG

HIV 1,2

3. The analyzer must be fully self-contained and have no external plumbing requirements.

De-ionized water supplied by the vendor if required.

Dimensions not to exceed: Width: 90 in

Depth: 45 in

Height: 60 in

A.

4. UPS capable of maintaining a minimum of eight (8) minutes of uninterrupted operation

(surge protection and battery back-up) in the event of a power outage provided by vendor.

5. Operation and maintenance procedures will be provided either by diskette, instrument help menu or website. Hardware and software upgrades and training provided as necessary.

6. A PC based bi-directional data management system.

7. Self-contained control center to include a color monitor, keyboard and printer.

8. Cost of ASTM compliant Bi-directional interface software included (Approximately

$12,000). Multi-data Computer Systems, Inc., 251 Fifth Ave., NY, NY 10016, Phone

212-967-670

9. Preferred at least twenty- (20) or more on-board, Bar-coded, multi-test reagent pack capability.

10. Positive identification - Barcode read for positive sample identification.

11. Provide direct primary tube sampling for 5ml, 7ml and 10ml as well as short sample and batch capabilities.

12. Programmable repeat and auto-dilution parameters for some analytics preferred.

13. System has ability to recall and retransmit results to Laboratory Information System.

14. Easy to use software with capabilities to look up results on the samples being processed.

15. Ability to add additional tests on an already programmed specimen.

16. Ability to detect and alerts operator of short samples.

17. Ability to load and unload reagents automatically while instrument is processing samples and alert regarding empty or expired reagent containers.

18. Look up capabilities for reagent inventory and calibrations.

19. Ability to manually repeat testing of specimens currently loaded on the instrument.

20. Ability to manually order specimen tests in case of non-functional barcode reader.

21. Instrument alerts operator to necessary reagents/consumables needed to complete testing.

22. Flexibility of reagent package size to fit varying volumes of different analytes.

23. Preferred 60-day calibration curve stability or Auto-Cal with an additional lot-to-lot guarantee with most analytes.

24. Pricing on all consumables necessary to complete volume testing as indicated below, (e.g., sample cups, curettes, probes, syringes, calibrators, etc.)

25. Preferred ability to store two reagent lot numbers or curves per assay as well as quality control range information.

26. Little or no preparation for liquid reagents, controls and calibrators. Should be fully reconstituted with no temperature equilibration. Specify if required.

27. Preferred Calibration points and calibrators presenting a range or span, which satisfies accreditation requirements for calibration verification with recoverable results.

28. Ability to store all reagents on-board and on-board reagent refrigeration for those reagents requiring refrigeration.

29. Reasonable on board reagent stability of reagents without having to remove reagents from instrument.

30. Preferred methods should have minimal interferences and should be able to flag results with interference from lipemia, hemolysis and bilirubin.

31. Quality control once per 24-hour period.

32. Business hours service (Monday - Friday, 8:00 am – 5:00 pm hours), including all parts, labor, travel expenses, and at least one (1) Preventive Maintenance (PM) per year.

33. Eight (8) hour or next day on-sight service, if the problem cannot be rectified per technical service.

34. Training class for at least one (1) operator at the manufacturer’s training facility, including all room, board and travel expenses.

35. Complete in-house set-up including linearity, precision, correlation and reference range studies along with instrument familiarization for operators.

36. Operator friendly maintenance with minimal completion time and minimal delay in testing.

37. BID should be based upon workload statistics below and submitted as Cost-Per-

Reportable:

TEST PATIENTS

Free T4 121

TSH (3

rd gen) 1407

PSA 137

Vitamin B12 197

Folate 194

Ferritin 110

Prolactin 80

CK-MB 37

Troponin 19

Vitamin D 630

Hep A AB IgM 533

Hep A AB IgG 119

Hep B Core IgM 533

Hep B AB IgG 174

Hep B Surface AG 536

Hepatitis C 533

HIV 1,2 616

TOTAL 5976

The above patient numbers are representative of past twelve (12) months, (02/2014-01/2015), of operation. The majority of “runs” take place Monday thru Friday. However, coverage during the evenings and weekends may necessitate additional “runs” at any given time.

SECTION V RESPONSE FORMAT

SUBMIT ONE HARD COPY ORIGINAL (marked "ORIGINAL") AND ONE HARD

COPY (marked “COPY”) OF THE RFP PROPOSAL IN A SEALED PACKAGE.

SUBMIT 2 FLASH/THUMB DRIVES (unencrypted) WITH A COMPLETE

ELECTRONIC VERSION OF YOUR PROPOSAL COMPATIBLE WITH MS OFFICE

2007 or HIGHER. LABEL ALL FLASH DRIVES WITH THE NAME OF YOUR

ORGANIZATION. All acronyms in the proposal must be defined. Failure to provide the requested information may result in disqualification of the proposal.

A. State of Colorado Request for Proposal Signature Page

Include the State of Colorado Request for Proposal Signature Page. An officer of the Offeror who is legally authorized to bind the Offeror to the proposal must sign this page in ink.

B. Transmittal Letter

Submit a Transmittal Letter on official business letterhead that:

1. Positively states your willingness to comply with all work requirements and other terms and conditions as specified in this RFP. If, for some reason, this is not the case, explain any deviations or changes in full.

2. Identifies all material and attachments that comprise your proposal.

3. Must be signed by an individual authorized to commit you to the work proposed.

4. Must disclose the intended use of any subcontracts.

5. States whether you are a partnership, a non-profit corporation, a Colorado corporation, a non-

Colorado corporation, or some other business structure. If you are a foreign corporation, a limited liability partnership or a limited liability limited partnership, state that you currently have a Certificate of Good Standing or Certificate of Existence to do business in Colorado.

Proof of such certification shall be provided upon request.

6. State the name and the location of the offeror’s place of business.

B. Business Proposal

The Business Proposal should present a full and complete description of the qualifications and approach of the offeror to carry out the requirements set forth in Section IV, Requirements. Your business proposal must use the outline described below. Failure to follow the outline below may result in disqualification of your proposal. The Business Proposal will include the following sections:

1. Company Overview and Relevant Business Experience: Provide an overview of your company, its capabilities and why it should be selected for this project. Include at least three references (Name, Address, Phone Number and Relevance to the work described in this

RFP.)

2. Work Plan: Use this section to describe the planned approach to be used to meet

Requirements described in the RFP. The Scope of Work section describes requirements 1 through 37 that should be satisfied by your response. Restate each of the Requirements and describe how you propose to provide the service and meet each of the Requirements.

SECTION VI EVALUATION AND AWARD

A. Evaluation of Proposals

The objective of the final evaluation is to determine the proposal, which most effectively meets the

Colorado Department of Human Services goals and requirements. The contract for this bid will be awarded to the responsible offeror whose proposal, conforming to the RFP, will be most advantageous to the State of Colorado, price and other factors considered.

The Department will conduct a comprehensive, fair, and impartial evaluation of the proposals received in this solicitation effort. A Proposal Evaluation will evaluate Proposals that meet the minimum general requirements. Evaluation criteria for the proposals will be used for the purpose of ranking the proposals in a relative position based on how fully each proposal meets the requirements of this RFP. Such ranking will not necessarily be conclusive in selection of a prospective Contractor, but will be evaluated with other information that may come to the attention of the State, and may, in their judgment, impact the prospective Contractor's ability to perform the services.

Offerors should not assume that they would have an opportunity for oral presentations or revisions of proposals. Therefore, Offerors should submit their most favorable proposal as their initial proposal. If an award is not made based on the initial proposals, Offerors considered most competitive may be provided an opportunity to make an oral presentation. The competitive range determination will be based exclusively on the written proposals. Offerors are therefore cautioned to ensure that their proposals adequately convey a sound approach and a comprehensive understanding of the scope of work requirements. If proposal revisions are permitted after the conclusion of oral presentations and discussions, the Department will establish a date, in writing, for submission of best and final offers. The purpose of this step would be to submit revisions only, not to submit comprehensive proposal rewrites.

B. Submission Checklist

Proposals that have met the minimum submission requirements outlined in this RFP will be passed on to the evaluation review committee for further review and consideration.

At a minimum, proposals are:

1. Submitted by the due date and time.

2. Registered on Colorado VSS

3. Completed and Signed Signature Page

4. Completed and Signed Transmittal Letter

5. Organized, Tabbed and formatted per instructions contained within the RFP and all other documents considered to be a part of the RFP.

6. Packaging instructions and designated number of copies.

Proposals that do not meet the criteria of the Submission Checklist, and initial review may be disqualified.

C. General Criteria

Proposals will be rated/scored in the following categories detailed in this RFP:

Category 1 – Reagents (stability and expiration)

Category 2 – Stability of Calibration

Category 3 – Service (Timely, Warranty, Maintenance)

Category 4 – CAP Survey

Category 5-Price

E. BASIS FOR AWARD

The business and technical factors will be assessed based on the soundness of the Offeror’s overall approach and the Respondent's understanding of the requirements. The experience and/or demonstrated capabilities factor will be assessed by considering the extent to which the qualifications, experience and past performance are likely to foster successful, on-time performance.

Strategies for meeting expedited implementation timeframes will be assessed based on their reasonable likelihood of success. Assessments may include a judgment concerning the potential risk of unsuccessful or untimely performance, and the anticipated amount of State involvement necessary

(beyond that reasonably necessary) to ensure timely, successful performance.

The Offeror recommended for an award must provide (upon request) documentation of financial responsibility, financial stability, and sufficient financial resources to provide the services sought in this RFP. This response must include financial information by which the State may reasonably formulate an opinion about the relative stability and financial strength of the Offeror and a credit rating by a rating service. These statements shall include at least a balance sheet and income statement (including footnotes). These statements must be certified by a certified public accountant

(CPA).

The State may disqualify from consideration any Offeror who is involved in bankruptcy proceedings or whose financial condition is deemed to pose a risk to the State for successful performance of the contract.

F. PERFORMANCE OF AWARD

Proposed changes or exceptions to any requirement, or State’s Contract (Exhibit A), may disqualify

Offeror’s proposal response from consideration. A completed contract is expected within 30 days following the letter of intent to award. In the event a contract is not signed (through no fault of the

State) by the awarded Offeror within 30 days, and barring any protest that may delay the completion of a contract, the State may elect to cease negotiations, withdraw the award, and award to the next most advantageous Offeror.

G. PUBLIC CONTRACTS FOR SERVICES. CRS 8-17.5-101 (EXCLUDED; SECURITIES,

INVESTMENT ADVISORY SERVICES OR FUND MANAGEMENT, SPONSORED

PROJECTS, INTERGOVERNMENTAL AGREEMENTS, OR INFORMATION

TECHNOLOGY SERVICES OR PRODUCTS AND SERVICES).

Effective May 13, 2008, contractors who enter into or renew a public contract for services with

Colorado state agencies or political subdivisions must participate in either the Federal E-Verify program, or the Colorado Department of Labor and Employment Program. For more information see:

E-Verify Program: http://www.dhs.gov/e-verify or, Colorado Department of Labor and Employment Program and notice forms: Division of Labor:

http://www.colorado.gov/cs/Satellite/CDLE-LaborLaws/CDLE/1248095356380

A. 24-102-206 CONTRACT PERFORMANCE FOR SERVICES OUTSIDE US OR CO -

NOW REQUIRES CONTRACTORS TO GIVE WRITTEN NOTICE IN

ACCORDANCE WITH THE FOLLOWING STATE CONTRACT TERMS AND

CONDITIONS:

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

Performance Outside the State of Colorado and/or the United States [Not applicable if Contract Funds include any federal funds] Following the Contract Effective Date, Contractor shall provide written notice to the State, within 20 days of the earlier to occur of Contractor’s decision to perform, or its execution of an agreement with a Subcontractor to perform, Services outside the State of Colorado and/or the United States. Such notice shall specify the type of Services to be performed outside the State of Colorado and/or the United States and the reason why it is necessary or advantageous to perform such Services at such location or locations. All notices received by the State shall be posted on the Colorado Department of Personnel & Administration’s website. Knowing failure by Contractor to provide notice to the State shall constitute a material breach of this Contract.

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

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

http://www.dhs.gov/e-verify http://www.colorado.gov/cs/Satellite/CDLE-LaborLaws/CDLE/1248095356380

Appendix A

POLICIES FOR COLORADO MENTAL HEALTH INSTITUTE

Programs must comply with the following CMHIP Policies and Procedures.

Policy Number Subject

12.67 Medical Record Management

16.50 Patients Rights

22.05 Department of Public Safety

*These policies should only be used as a guide for offerors to develop their own applicable policy.