RFP_OTS_LEL_Central_SE_2-18747_10.12.2026.docx

State of Minnesota Office of Traffic Safety

REQUEST FOR PROPOSAL

Law Enforcement Liaison Serving Central Minnesota SWIFT Event #2000018747 Date Posted: October 12, 2026

· Responses must be received not later than 4:00 p.m., Central Time, Tuesday, November 3, 2026

· Late responses will not be considered

SPECIAL NOTICE: This is a request for proposal. It does not obligate the State of Minnesota to award a contract or complete the proposed program, and the State reserves the right to cancel this solicitation if it is considered in its best interest.

This Solicitation requires proposals to be submitted through the SWIFT Supplier Portal. Please note the security changes below that may impact responders from submitting a timely response.

SWIFT SUPPLIER PORTAL SECURITY CHANGES

There are new security measures that the Minnesota Management and Budget implemented on Oct. 16, 2022. It is a new multi-factor authentication (MFA) to enhance the security of the State of Minnesota Supplier Portal. MFA is an authentication method that requires bidders and suppliers provide two verification factors to log into the SWIFT Supplier Portal. The goal of MFA is to create a layered defense that makes it more difficult for unauthorized system access to occur.

For information about these changes, please refer to the SWIFT Supplier Portal Multi-Factor Authentication FAQ document.

If you have not done so already, please make sure to log into the SWIFT Supplier Portal as soon as possible to get this authentication set up early so there are no issues when submitting a response to an RFP.

You are strongly encouraged to set your MFA during business hours of 8:00 A.M. to 4:00 P.M., Central Time, Monday through Friday. You may experience delay setting your MFA after hours.

TABLE OF CONTENTS

Solicitation Content

Solicitation Attachments

· Attachment A: Responder Declarations

· Attachment B: Exceptions to State's Terms and Conditions

· Attachment C: Cost Detail

· Attachment D: Responder Forms

· Workforce and Equal Pay Declaration Page

Sample Contract

· Exhibit A: Contract Terms

· Exhibit B: Insurance Requirements

· Exhibit C: Sample Invoice Template

· Exhibit D: Certification of Commitment to Safety Belt Use

· Exhibit E: Federal Certifications and Assurances

SECTION 1 – INSTRUCTIONS TO RESPONDERS

Step 1: Read the solicitation documents and ask questions, if any Step 2: Write your response Step 3: Submit your response

STEP 1 – READ THE SOLICITATION DOCUMENT & ASK QUESTIONS, IF ANY

How to Ask Questions

The contact person for questions is:

Ashley Scharffbillig, Contracts Coordinator Minnesota Department of Public Safety Email address: Ashley.Scharffbillig@state.mn.us Email Subject Line: Law Enforcement Liaison Serving Central Minnesota Questions must be emailed to the contact person no later than 4 p.m. Central Time on October 26, 2026. The state will not respond to questions submitted by fax or telephone calls. Other personnel, regardless of position, are not authorized to answer questions regarding this solicitation.

All question will be answered in an addendum to this solicitation. The Q&A addendum will be issued no later than 4 p.m. Central Time on October 27, 2026.

STEP 2 – WRITE YOUR RESPONSE

The Response Content section is in this link to Section 4. Prepare a written response and supply all requested content. Responses should address the requested information and documents detailed in Section 4. DO NOT INCLUDE Non-Public/Trade Secret data (as defined in this link to Minn. Stat. § 13.37).

Review, sign, and include the Responder Declarations with your response.

STEP 3 –SUBMIT YOUR RESPONSE

Where to Send Your Response

All responses to this solicitation (termed an “Event” within SWIFT) must be submitted through SWIFT using the Supplier portal (https://mn.gov/supplier). Training and documentation on how to submit your response is available through the Supplier portal link above. Fax, e-mail, and printed responses will not be accepted or considered. All costs incurred in responding to this solicitation will be borne by the responder.

Late responses will not be considered. Responses received after End Date above will not be considered, even if errors or delays were caused by issues outside of responders’ control. If you need assistance please contact the SWIFT Vendor Assistance Helpline at 651-201-8100, Option 1, and then Option 1.

By submitting a response, your company is making a binding legal offer for the period of time set forth below in Section 6, Conditions of Offer.

SECTION 2 – SUMMARY OF SCOPE

Procurement Overview and Goals.

Project Overview The Minnesota Department of Public Safety (DPS), through its Office of Traffic Safety (OTS), seeks to contract for the professional and technical services of an experienced sworn law enforcement peace officer, including retirees from those positions, to encourage and assist state, county, tribal, and municipal law enforcement agencies increase their attention on traffic safety and OTS programs. The contractor, known as a Law Enforcement Liaison (LEL), will function to serve as a link between agencies in a designated geographic area of the (Central) Area of Minnesota and the OTS, promoting participation in OTS enforcement programs and increasing traffic safety prioritization with OTS law enforcement partners. The contractor must reside within the geographic area to maintain a personal interest and knowledge of traffic safety issues in the area. In-state residency must remain throughout the duration of the contract and subsequent amendments.

The overall purpose of the LEL is to increase awareness of traffic safety and encourage law enforcement agencies to actively participate in OTS enforcement programs. These are accomplished through increased enforcement and increasing the public’s perception of the negative consequences of violating traffic laws.

There are presently 11 Minnesota State Patrol districts, 87 sheriffs’ offices and approximately 284 municipal police departments throughout Minnesota employing an estimated 10,900 active peace officers. The goal of the Office of Traffic Safety is to educate all Minnesotans about the importance of traffic safety.

Mission and Goals The primary mission of OTS and its LEL is to lead efforts to prevent traffic deaths and serious injuries by encouraging safe driving behavior in Minnesota. To maintain and improve the safety of the traveling public, DPS works with governmental organizations and the private sector to identify and mitigate traffic problems. Some programs implemented to fulfill this mission are funded by the United States Department of Transportation’s National Highway Traffic Safety Administration (NHTSA). OTS and NHTSA are concerned with traffic safety interventions that have been proven to reduce deaths and serious injuries caused by motor vehicle crashes. Priority traffic safety goals include but are not limited to: reducing impaired driving; increasing safety belt and child seat use; reducing speed-related crashes; and reducing distracted driving.

Research consistently shows that public information efforts on their own do not have an effect on driver behavior, and enforcement efforts do not have a lasting effect on driver behavior if the majority of the public is not aware of them. High-visibility enforcement combines increased traffic enforcement with public education and media outreach to deter risky driving behaviors, improve compliance with traffic laws, and reduce crashes, fatalities, and serious injuries.

Sample Tasks and Deliverables.

Tasks to be completed and required outcomes The LEL’s work will involve one-on-one contact with Minnesota law enforcement personnel throughout a designated geographic region of (Central) Minnesota. In most cases, initial contact at an agency will be with the chief law enforcement officer to obtain that individual’s commitment to the NHTSA and OTS programs. Subsequent contacts are often with a designee of the chief law enforcement officer. The LEL will: review and discuss OTS programs, including training and materials available; encourage enforcement and publication of traffic safety; and provide support, advice, and assistance to the agencies in their efforts. The ability to travel frequently within (Central) Minnesota using an individual’s own insured vehicle is mandatory, Travel expenses will not be reimbursed by OTS for this project. Potential Responders should submit a proposal based on the information in Attachment C: Cost Detail. Potential responders will be required to track miles and costs associated with travel for informational purposes. Other requirements are to have readily available access to a computer with e-mail and Microsoft Office 365 capabilities and telephone voice mail and/or message capability. Based on historical data, OTS estimates the LEL will work approximately 1,500 hours per year, i.e. twelve month period.

Primary duties will include:

1. Work with the State’s law enforcement communities to promote the mission, priorities and goals of the OTS and NHTSA.

· Maintain close communication with enforcement personnel through the use of email, phone and, most importantly, personal visits.

· Make monthly in person visits to law enforcement agencies within the assigned geographic area.

· Work closely with the appropriate OTS enforcement coordinators to coordinate law enforcement outreach, communicate program updates, share relevant information, address issues, and support the successful implementation of OTS-funded traffic safety initiatives.

· Encourage participating agencies to expand traffic enforcement programs.

· Educate state and local law enforcement leaders on the need for priority attention to traffic safety issues and cooperative enforcement projects with other traffic safety disciplines.

· Recruit new and additional law enforcement agencies to participate in traffic safety programs.

· Market and lobby law enforcement agencies that are not currently participating in an OTS Enforcement Grant to report activities on the national enforcement campaigns to the OTS website.

· Contact law enforcement agencies that are participating in an OTS Enforcement Grant to remind them to report on the national campaigns within a reasonable time of the due date.

Geographic Information The Central region includes the following 18 counties: Benton, Big Stone, Chippewa, Kandiyohi, Lac qui Parle, McLeod, Meeker, Pope, Renville, Sherburne, Sibley, Stearns, Stevens, Swift, Todd, Traverse, Wright, and Yellow Medicine.

The contractor must reside full-time within one of the counties in the geographical area for the duration of the contract.

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

Anticipated Contract Term.

The term of this contract is anticipated to be from Nov. 15, 2026 through Sept. 30, 2027, with the option to extend up to an additional four years in one-year increments determined by the State.

Question and Answer Instructions.

All questions should be submitted no later than the date and time listed in Section 1, Instructions to Responders. The State is not obligated to answer questions submitted after the question due date and time.

Only personnel listed above are authorized to discuss this solicitation with responders. Contact regarding this solicitation with any personnel not listed above could result in disqualification. This provision is not intended to prevent responders from seeking guidance from state procurement assistance programs regarding general procurement questions.

If a Responder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the solicitation, please immediately notify the contact person detailed above in writing of such error and request modification or clarification of the document.

Additional Tasks or Activities.

Responders are encouraged to propose additional tasks, activities, or goods above and beyond the scope of what is requested in this solicitation if they will substantially improve the results of this procurement. Any costs associated with these additional tasks, activities, or goods should be clearly marked and separated from costs associated with the tasks, activities, or goods specifically requested under this solicitation. Because cost is a factor in the evaluation of responses to this solicitation, failure to separate costs for additional tasks, activities, or goods may result in those costs being included in a responder's cost proposal and result in a lower cost score for that proposal.

SECTION 4 – PROPOSAL CONTENT

Please submit the following information:

Work Plan

· A description of the Responder’s view and understanding of the nature of the project and the LEL position. Responder should present a clear understanding of what is to be accomplished by the project. The quality and focus of the response should articulate an understanding of the project’s description and the overall duties and responsibilities of the respondent.

· A description of the deliverables to be provided by the responder along with a detailed work plan that addresses the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing.

· The following statements are mandatory and must be included:

· A statement certifying there are no known conflicts of interest with respect to this matter or, if known, identification of those situations that may present an actual or potential conflict and how the responder proposes to avoid the potential conflict.

· A statement certifying that no personnel currently employed by the State or other government units participated, either directly or indirectly, in any activities related to the preparation of the responder’s proposal.

· A statement affirming the responder will not be actively employed as a licensed, sworn peace officer starting Oct. 1, 2026 and throughout the contract period.

· A statement identifying all the individuals involved with the preparation of the proposal.

· A statement certifying that the responder has the ability to travel frequently within Central Minnesota using their own insured vehicle.

· A statement certifying the responder has readily available access to a computer with e-mail and Microsoft office 365 capabilities and telephone with voice mail and or message service.

Qualifications and Experience An outline of the responder's background and experience with examples of similar work done by the responder. Responders must have extensive knowledge and experience in law enforcement and capable of interacting with law enforcement executives and elected officials. Prior experience with and knowledge of highway safety programs involving occupant protection, impaired driving, distracted driving and other traffic issues are recommended and preferred. If Responders reside within the Central Minnesota region, they are encouraged to describe their professional relationship(s) with law enforcement agencies within the Central region. Responders must have excellent verbal and written communication skills and be proficient in the use of computer programs including Microsoft Word, EXCEL, Power Point and e-mail in the Microsoft Office 365 environment. The position requires extensive travel and some overnight trips. Responders will not be permitted to subcontract any of the work pursuant to the contract.

Responders must meet the following minimum requirements:

1. Previously held a sworn law enforcement peace officer position and retired from that position. Responders who are no longer sworn due to decertification, revocation or terminations will not be considered.

2. Reside within the region specified within the RFP. Responders must provide residence addresses. Responders who do not reside within the region listed in the RFP will not be considered.

Sample Transaction Documents.

Prior to award, a potential successful Responder must submit samples of any transaction documents proposed for use under the resulting contract. The State will review the transaction documents to ensure they contain sufficient detail and to review additional terms and conditions contained therein, if any. The State reserves the right to request additional detail in the transaction documents or to reject additional terms and conditions within transaction documents. Once approved by the State, Contractor may not materially change transaction documents unless a change has been approved in writing by the Commissioner of Administration, as delegated to the Office of State Procurement. Any terms and conditions included in transaction documents but not approved by the State are voidable by the State. Any terms and conditions that are in conflict with Minnesota law or in conflict with the terms of the State Contract are void. Failure to void a non-approved term or condition included in a transaction document does not waive the State’s right to void any non-approved term or condition.

Submit all requested documentation, including, but not limited to, the following documents:

1. Attachment A: Responder Declarations

2. Attachment B: Exceptions to State's Standard Terms and Conditions

3. Attachment C: Cost Proposal

4. Attachment D: Responder Forms

a. Workforce and Equal Pay Declaration Page

b. Equal Pay Certificate Form (If amendments to the original contract exceeds $500,000.00)

DO NOT INCLUDE Non-Public/Trade Secret data (as defined by Minn. Stat. § 13.37).

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

The State will conduct an evaluation of responses to this Solicitation. The evaluations will be conducted in three phases:

Phase 1 - Review responses for responsiveness and pass/fail requirements Phase 2 - Evaluate responses Phase 3 - Select finalist(s)

1. Phase 1 – Responsiveness and Pass/Fail Requirements The purpose of this phase is to determine if each response complies with mandatory requirements. The State will first review each proposal for responsiveness to determine if the Responder satisfies all mandatory requirements. The State will evaluate these requirements on a pass/fail basis.

Mandatory Requirements. The following will be considered on a pass/fail basis:

· Responses must be received by the due date and time specified in this RFP.

· Responders must include the mandatory statements identified under Section 4-Proposal Content

· Responders must meet the minimum qualifications identified under Section 4-Proposal Content Phase 2 - Evaluate Responses Only those responses found to have met Phase 1 criteria will be considered in Phase 2.

The factors and weighting on which responses will be evaluated are:

Phase 3 - Select Finalist(s) Only those responses that have been evaluated under Phase 2 shall be eligible for Phase 3.

The State will make its selection based on best value, as determined by this evaluation process. The State reserves the right to pursue negotiations on any exception taken to the State’s standard terms and conditions. In the event that negotiated terms cannot be reached, the State reserves the right to terminate negotiations and begin negotiating with the next highest scoring responder or take other actions as the State deems appropriate. If the State anticipates multiple awards, the State reserves the right to negotiate with more than one Responder.

It is anticipated that the evaluation and selection will be completed by November 13, 2026.

SECTION 6 – UNENFORCEABLE TERMS AND SOLICITATION TERMS

Unenforceable Terms As of July 1, 2025, certain terms are unenforceable in state contracts. See Session Laws, 2025 Regular Session, Chapter 39, Article 2, Section 45.

Unenforceable terms

(a) A contract entered into by the state shall not contain a term that:

(b) If a contract is entered into that contains a term prohibited in paragraph (a), that term shall be void and the contract is enforceable as if it did not contain that term.

Solicitation Terms

1. Competition in Responding The State desires open and fair competition. Questions from responders regarding any of the requirements of the Solicitation must be submitted in writing to the Solicitation Administrator listed in the Solicitation before the due date and time. If changes are made the State will issue an addendum.

Any evidence of collusion among responders in any form designed to defeat competitive responses will be reported to the Minnesota Attorney General for investigation and appropriate action.

2. Addenda to the Solicitation Changes to the Solicitation will be made by addendum with notification and posted in the same manner as the original Solicitation. Any addenda issued will become part of the Solicitation.

3. Data Security - Foreign Outsourcing of Work is Prohibited All storage and processing of information shall be performed within the borders of the United States. This provision also applies to work performed by subcontractors at all levels.

4. Joint Ventures The State allows joint ventures among groups of responders when responding to the solicitation. However, one responder must submit a response on behalf of all the others in the group. The responder that submits the response will be considered legally responsible for the response (and the contract, if awarded).

5. Withdrawing Response A responder may withdraw its response prior to the due date and time of the Solicitation. For solicitations in the SWIFT Supplier Portal, a responder may withdraw its response from the SWIFT Supplier Portal. For solicitations done any other way, a responder may withdraw its response by notifying the Solicitation Administrator in writing of the desire to withdraw.

After the due date and time of this Solicitation, a responder may withdraw a response only upon showing that an obvious error exists in the response. The showing and request for withdrawal must be made in writing to Solicitation Administrator within a reasonable time and prior to the State’s detrimental reliance on the response.

6. Rights Reserved The State reserves the right to:

· Reject any and all responses received;

· Waive or modify any informalities, irregularities, or inconsistencies in the responses received;

· Negotiate with the highest scoring Responder[s];

· Terminate negotiations and select the next response providing the best value for the State;

· Consider documented past performance resulting from a State contract may be considered in the evaluation process;

· Short list the highest scoring Responders;

· Require Responders to conduct presentations, demonstrations, or submit samples;

· Interview key personnel or references;

· Request a best and final offer from one or more Responders;

· The State reserves the right to request additional information ; and

· The State reserves the right to use estimated usage or scenarios for the purpose of conducting pricing evaluations. The State reserves the right to modify scenarios, and to request or add additional scenarios for the evaluation.

7. Samples and Demonstrations Upon request, Responders are to provide samples to the State at no charge. Except for those destroyed or mutilated in testing, the State will return samples if requested and at the Responder’s expense. All costs to conduct and associated with a demonstration will be the sole responsibility of the Responder.

8. Responses are Nonpublic during Evaluation Process All materials submitted in response to this Solicitation will become property of the State. During the evaluation process, all information concerning the responses submitted will remain private or nonpublic and will not be disclosed to anyone whose official duties do not require such knowledge. Responses are private or nonpublic data until the completion of the evaluation process as defined by Minn. Stat. § 13.591. The completion of the evaluation process is defined as the State having completed negotiating a contract with the selected responder. The State will notify all responders in writing of the evaluation results.

9. Trade Secret Information

9.1 Responders must not submit as part of their response trade secret material, as defined by Minn. Stat. § 13.37.

9.2 In the event trade secret data are submitted, Responder must defend any action seeking release of data it believes to be trade secret, and indemnify and hold harmless the State, its agents and employees, from any judgments awarded against the State in favor of the party requesting the data, and any and all costs connected with that defense.

9.3 The State does not consider cost or prices to be trade secret material, as defined by Minn. Stat. § 13.37.

9.4 A responder may present and discuss trade secret information during an interview or demonstration with the State, if applicable.

10. Conditions of Offer Unless otherwise approved in writing by the State, Responder’s cost proposal and all terms offered in its response that pertain to the completion of professional and technical services and general services will remain firm for 180 days, until they are accepted or rejected by the State, or they are changed by further negotiations with the State prior to contract execution.

11. Award Any award that may result from this solicitation will be based upon the total accumulated points as established in the solicitation. The State reserves the right to award this solicitation to a single Responder, or to multiple Responders, whichever is in the best interest of the State, providing each Responder is in compliance with all terms and conditions of the solicitation. The State reserves the right to accept all or part of an offer, to reject all offers, to cancel the solicitation, or to re-issue the solicitation, whichever is in the best interest of the State.

12. Requirements Prior to Contract Execution Prior to contract execution, a responder receiving a contract award must comply with any submittal requests. A submittal request may include, but is not limited to, a Certificate of Insurance.

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